What are Programs?
Programs let you create custom packages of sessions for clients (e.g., 6-month or 1-year plans). This feature allows you to offer comprehensive care packages that clients can subscribe to. With programs, invoicing is consolidated. Programs also let you set schedules in advance, apply discounts, and track progress easily.


How do I set up Programs?
Note: To use Programs, email us at support@therabyte.com. A monthly fee applies to set up and manage Programs for your clinic.

Step 1: Access the Programs Tab

  1. Go to My Office > Programs tab.
    (If you don’t see this tab, contact support to enable it.)
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Step 2: Create a New Program

  1. Click New Program.
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Step 3: Set Up Your Program


1. Name & Basics

  1. Click Untitled Program to rename it (e.g., “6-Month Therapy Plan”).
  2. Use the Status dropdown to mark it as Active or Inactive.
  3. Check Stop Status Change Emails to pause automatic emails when clients join.

2. Program Fee & Details

  1. Under Setup Tab:
  1. Set the program fee:
    • By Service: Charge per session.
    • Fixed: Set one total price (based on the client’s deposit).
  2. Enter the Deposit Fee (amount clients pay upfront).
  3. Pick a category (e.g., “Physical Therapy”) or click + to add a new one.
  4. Set the Max Capacity (how many clients can join). Turn on Waitlist Approval if needed.

    Note: Coupons can be configured or overridden in the settings provided below or within the billing tab.



3. Add a Leader & Description

  • Assign a Program Lead (select a staff member) and secondary provider/s.
  • Write a short description explaining the program’s goals.

Step 4: Set Rules for Who Can Join

1. Under Selection Criteria:

  1. Choose Locations where the program is offered (click + to add new ones).

  2. Set Gender, Age Range, and Diagnosis requirements.

  3. Turn on Multiple Diagnosis if clients can have more than one diagnosis.

Step 5: Schedule Registration & Program Dates

1. Under Registration Settings:

  1. Turn on Set Registration Window to limit when clients can sign up.

  2. Pick Registration Start/End Dates (when clients can enroll).

  3. Set Program Start/End Dates (when sessions actually happen).
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Step 6: Add Sessions & Discounts

1. Under Sessions:

  1. Click Add Session to create sessions.

  2. Add discounts by clicking Manage Coupons or choosing existing ones.

  3. Pick a Service Type (e.g., “In-Person Session”) and select a service from the dropdown.

  4. Set dates, times, and fees for each session.

  5. Review all settings and click Save to save the program.
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Need Help?
Email support@therabyte.com for questions about setup, fees, or troubleshooting.