Practice Setup Guide

Open the signup screen

Go to touchbasewellness.ca and choose Get Started, or open the sign-in page and switch to Create an account. Both lead to the same signup screen.

Choose the Practice account type

Select Practice - List Your Services & Get Booked. The other option, Practitioner, is for professionals who only want to accept work offered through TouchBase and do not want to publish their own service listings.

Create your login

Enter your name, email, and password, or continue with Google. This email is your sign-in and where booking and account notifications go, so use one you check regularly.

You land in practice setup

Your account is created with the Practice role and you are taken straight into setup. You can close the page and come back at any time - setup resumes where you left off.

Healthcare Practice or Wellness Practice

Healthcare Practice is for regulated health professionals - RMT, physiotherapy, acupuncture, chiropractic, osteopathy, and similar. It includes charting, SOAP notes, treatment plans, insurance receipts, consent forms, clinical records, and health-information compliance tools. Wellness Practice is for non-clinical wellness, movement, beauty, and lifestyle services, with booking, a service menu, provider management, host partnerships, and analytics.

Why this choice matters

It shapes your dashboard, the setup steps that follow, and whether clinical documentation is part of your account. If you offer both clinical and non-clinical services, choose the category that covers most of what you deliver.

Optional: apply as a Founding Practice

Before continuing you can apply to the Founding Practice program. Approved founding practices receive priority booking placement in the marketplace, plus a founding badge on their profile. Applying is optional and setup continues either way - the base account is free either way.

Pick the plan that matches your stage

Solo Practice — Free is $0 CAD per month — no subscription and no credit card required — and includes your marketplace profile, booking requests, messaging, payment collection and payouts, reviews, and verification. Solo Pro is $49 CAD per month and adds direct-booking tools (page, link, QR code), a private client directory, advanced earnings and tax reporting, and a reduced platform fee (5% instead of 10% on a client's first visit). Direct-booking tools work on every plan: bookings you bring yourself carry 2% on Free Marketplace and 0% on the Pro plans. Network Pro is $149 CAD per month and adds multiple practitioner profiles, team dispatch and assignment, the Contract Creator, credential and compliance management, and multi-location tools. You can change plans later.

Add Records & Compliance only if you need charting

The optional add-on is $49 CAD per month on any membership, including Solo Practice — Free. It provides client health records, SOAP notes, appointment and financial records, equipment service tracking, and the compliance dashboard. If you already use JaneApp, Noterro, Cliniko, Juvonno, or another system, leave it off and keep working the way you do now.

Understand what fees apply

The TouchBase platform fee is charged only when TouchBase generates the booking: 10% on a Free Marketplace client's first visit, 5% on that client's repeat visits, and 5% on the Pro plans. Bookings you bring yourself through your own direct-booking page, link, or QR code carry 2% on Free Marketplace and 0% on the Pro plans. When a booking is attributed to a Host Partner's property page, the 8% Host Partner Referral Fee is added on top of the rate that booking already carries, so a Free Marketplace first visit through a host property is 10% + 8% = 18%. The two percentages are always calculated and shown separately, never blended into one. The 8% is split between the Host Partner and TouchBase under the partner's referral agreement. Every percentage is calculated on the pre-tax service subtotal only - never on sales tax, gratuity, refunds, or cancelled services that are not chargeable under the cancellation policy - and Stripe's processing fee is deducted at the amount Stripe actually charges.

See the fees on a worked example

A $150 pre-tax appointment booked through a Host Partner's property page on Free Marketplace: service subtotal $150.00, TouchBase platform fee 10% (-$15.00), Host Partner Referral Fee 8% (-$12.00), Stripe processing fee about $4.65, leaving Net Treatment Revenue of $118.35. That same client's next visit is a repeat visit, so the platform fee drops to 5% and the booking carries 5% + 8% = 13%. On the Pro plans the platform fee is 5% instead of 10%, so a host-attributed booking is 5% + 8%.

Preview before you pay

After choosing a plan you can open a preview dashboard to look around the platform, or continue straight into paid setup. Preview creates a demo practice you can explore; nothing is charged until you reach the membership step.

Work through the setup steps for your practice type

Wellness practices complete three steps: the services you offer, then your practice details. Healthcare practices work through the deeper clinical set: practice type, how healthcare practices and TouchBase share responsibility, acknowledgement of the Practice-as-HIC model, practice information, a privacy and compliance contact, your provider model, the regulated professions in your practice, clinical feature configuration, privacy and compliance configuration, and finally the terms and acknowledgements.

Add your name, photo, description, and cover image

From your dashboard, open the Complete Your Profile checklist and fill in the practice name, a profile photo or logo, a cover photo, and a description of two to four sentences. A registered business name is optional - solo professionals can use their own professional name.

Add contact information and location

Clients need a phone number or email plus the address and city you serve. Mobile-only practices should use the location clients should see for service, such as their main service area.

Set your business hours

Open the Scheduling Center and enter the hours you accept bookings. This is what completes the Business Hours item on the checklist.

Check the checklist as you go

The checklist on your dashboard shows what is still missing and links to each item. It must reach 100% for your practice to be visible in the Discovery Hub.

Say whether you are registered to collect sales tax

Choose yes, no, or not sure. Not sure is a valid answer: registration requirements vary by jurisdiction, TouchBase does not provide tax advice, and a registered practice should confirm details with an accountant or the tax authority.

Confirm the tax type, number, and rate

If you are registered, confirm the tax type (for example HST or GST), your registration number, your rate, and whether the prices you advertise already include tax. If you are not registered, no tax is added to client prices.

Update it whenever your registration changes

Tax settings stay available in your dashboard under Revenue & Taxes, so nothing is locked in. Each booking keeps the tax details that applied when it was made.

Subscribe at the end of setup

Membership is activated through Stripe Checkout. Solo Practice — Free needs no payment details and no credit card for the membership itself — only the optional Records & Compliance add-on is billed monthly, and you can cancel it at any time. Solo Pro and Network Pro start your monthly subscription, plus the add-on if you selected it.

Enter a payment method

Use the card you want billed each month. Card details are entered on Stripe's secure form and are not stored by TouchBase.

Manage your plan from your dashboard

Your membership page shows your current plan, plan comparison, billing history, and payment method, and lets you change plan or open the Stripe billing portal.

Add your own profile if you treat clients

On your dashboard, choose Add next to Practitioners on the Complete Your Profile checklist. Your name is prefilled from your account; confirm your profession, add a short bio, a photo, and the distance you will travel (25 km by default), then save. Bookings are assigned to a practitioner profile, so this is the profile your own appointments use.

Add each team member

Use the same Add action for every professional who delivers services under your practice. Each profile takes a full name, profession, bio, photo, and service radius, and can be edited later.

Practitioners who also work elsewhere

A professional can belong to your practice, hold their own Practitioner account for work offered through the network, or both. Practitioner accounts do not create public service listings; your practice's listings do.

Save a receipt signature

Insurance receipts are authorized by the treating practitioner, not by the practice owner. Each practitioner can save a signature in their profile's Receipt Signature settings; if none is saved, their printed name is used on the receipt. Signature images are stored privately and only embedded when the practitioner authorizes a receipt.

Open Services

Your service menu lives in the Services page of your practice portal.

Add each service

Give every service a name, a description, the service line and category, the price, the duration in minutes, and its tax status and rate.

Choose the delivery modes you offer

Decide where each service can happen: mobile at the client's home, hotel, or vacation rental, at a workplace or event, outdoors, at your clinic, studio, or gym, at a partner location, or virtual. Clients only see the modes you enable.

Publish it

A service only appears to clients once it is published. Use the Publish toggle on the service row when you are ready to be booked.

If publishing is locked

Publishing unlocks when three things are true: Stripe is connected, your membership is active, and your practice is approved. If the toggle will not turn on, the banner at the top of the Services page names the item that is still missing.

Open the Scheduling Center

Your availability, upcoming bookings, and calendar connections are all managed here.

Add availability blocks

Enter the days, hours, and locations each practitioner is available. Bookable appointment slots are built from these blocks, so nothing outside them can be requested.

Connect the calendars that already hold your time

Link Google Calendar, or add an iCal feed, so TouchBase can see time you have already committed and will not offer it to clients. The scheduling view marks whether a slot comes from TouchBase availability, a synced calendar, or both.

Allow for travel on mobile bookings

Mobile appointments include travel time between bookings, so your calendar stays realistic when clients are in different places.

Start from the Services page

When Stripe is not connected, a banner sits at the top of the Services page. Choose Connect Stripe to begin.

Complete Stripe's onboarding

Stripe opens its own secure form and collects what it needs: identity, business information, and the bank account your payouts go to. TouchBase does not hold your bank details - Stripe does.

Return and confirm

You are brought back to the app with a Stripe connected confirmation. The banner turns green once Stripe has verified your details and charges can be collected.

Know how payments arrive

Client payments are processed on your connected account and settled to your bank on Stripe's payout schedule. TouchBase's fees are deducted from the amounts TouchBase generates, and each booking shows its own breakdown in your revenue reports.

If you stopped partway

The banner switches to Finish Setup and returns you to the same point in Stripe's form. You do not start over.

Open Trust Verification

The verification form is available from your practice portal.

Verify the owner's identity

Upload a government photo ID - passport, driver's licence, or provincial photo ID - and complete the live selfie step. Identity documents are stored privately and are only opened for review.

Confirm your business details

Add your business name, registration number, business address, phone, email, website, and the owner or authorized representative.

Add your insurance

Enter your commercial general liability insurance for the practice - provider, policy number, and expiry - and upload the certificate. Practices in regulated professions add professional liability insurance as well.

Agree to the Code of Conduct

Read and accept the TouchBase Code of Conduct to complete your submission.

Submit for review

Review your answers and submit. You can keep working in your dashboard while the review is in progress, and you are notified when the record is approved or if more information is needed.

Reach 100% on the checklist

The dashboard checklist covers Practice Name, Profile Photo, Practice Description, Services, Contact Information, Location, Photos, Practitioners, Business Hours, and Stripe Setup. When all ten are complete, your practice appears in the Discovery Hub.

Publish at least one service

Clients need something to book, so publish the services you are ready to deliver.

Share your own booking link

Every plan includes a direct-booking page, link, and QR code. Bookings that arrive through your own link carry a 2% platform fee on Free Marketplace, and no platform fee at all on the Pro plans.

Respond to bookings

New bookings appear on your dashboard with a notification. The client's card is saved at booking time and charged when the booking is accepted.

Keep the client relationship in one place

Guest messages, notifications, and reviews all live in your portal. Insurance receipts are prepared for the treating practitioner to authorize before the client sees them.

Track what you earn

Your revenue reports itemise earnings, fees, and payouts booking by booking, so you always know what is being paid out and why.

The Publish toggle will not turn on

Publishing needs Stripe connected, an active membership, and an approved practice. The banner on the Services page tells you which of the three is outstanding.

A service is published but no one can find it

Your practice profile must be complete before you appear in the Discovery Hub. Check the Complete Your Profile checklist on your dashboard.

Verification is still pending

Verification records are reviewed by a TouchBase administrator. You are notified at the email on your account once a decision is made, or if more information is needed.

A receipt is waiting on someone

Insurance receipts are authorized by the practitioner who provided the treatment. Practice owners cannot sign on their behalf, so ask the treating practitioner to review it in their portal.

You chose the wrong plan

Plans can be changed any time from your membership page. If you need your practice type corrected, contact TouchBase and we will adjust it for you.

Getting help

The Help Centre, the FAQ, and the contact form are all in the app. Include your practice name and the step you are on, and we can point you straight to the fix.