Instance Configuration

An instance is a branded patient experience inside your organization: web address, landing page, registration, and portal content.

Solo practices configure their one instance from My Instance. The Instances menu is an Enterprise feature (the instances flag) and is hidden on Solo. Other plans open Instances, then the instance, when that feature is on.

How the page is laid out

The instance page opens on an Overview. Settings are grouped in the left-hand navigation, and each group opens a page of cards:

Group	Sections
Overview	Live address, launch readiness checklist, and a status card for each area
Brand & website	Identity · Home page · Search & SEO
Patient experience	Registration workflow · Portal requests · Portal home message · Countries & locations
Access & sharing	Domain · Share & embed · Single sign-on
Integrations	Amwell
Plan	Enterprise features (shown only when the organization is not on Enterprise)
Advanced	Custom fields · Identifiers · Danger zone

Some items are hidden when they do not apply: Registration workflow when the organization has registration turned off, Countries & locations unless the organization is on Enterprise and has current-location turned on, and Single sign-on and Amwell unless the organization is on Enterprise.

The header shows the instance name, a Live or Setting up badge, the saved web address with copy and open buttons, a Notes button, and a ⋮ menu with Open patient site, Copy instance ID, Launch setup wizard, and Delete instance.

Saving changes

Each card tracks its own unsaved changes. When you edit something, the card shows an Unsaved marker with its own Discard link, the matching item in the left navigation gets a dot, and a bar appears at the bottom of the page listing every section with unsaved changes.

• Save changes (or Save N sections) in that bar saves every changed section together.
• Discard in the bar throws away all unsaved changes. Discard on a card reverts only that card.
• Saving is blocked while the internal name is empty or the Base URL has been rejected.
• A locked instance only accepts changes to the registration workflow and portal requests.

A few areas save on their own and never appear in that bar. They are marked Saves separately: Countries & locations, Single sign-on, Amwell, and Notes.

Overview

The Overview is where you land. It shows:

• Setup wizard prompt. On an instance that has nothing patient-facing filled in yet, a card offers to Launch setup wizard. The wizard reads your clinic's website and fills in the logo, icon, color, and home page copy. See Getting Started Wizard.
• Live address. The saved web address with copy and open buttons, or Choose a web address if none is saved yet, plus a shortcut to Share & embed.
• Launch readiness. A checklist of what patients still need. Each open item has a Fix (or Set up for optional items) link that opens the right card. The items are: logo, app icon, home page content, SEO page title and meta description (optional while search indexing is off, skipped when there is no landing page), registration workflow (when registration is on), portal request types, patient contact info, and web address. When every required item is done the header badge reads Live; until then it reads Setting up with a count. Registration and request types count as done when the instance inherits them from the organization.
• Status cards. One card per area (home page, registration, portal requests, countries, and the Enterprise features). Each card summarizes the current setting and opens that section.

Brand & website

Identity

• Name (required, up to 50 characters). Staff see this in admin screens. Patients do not see it. You can rename it at any time.
• Patient-facing name (optional). Patients see this on the portal, registration, login, in emails, and in the browser tab. If it is empty, the internal name is used.
• Logo and Icon. The icon is a square image used for the app icon and browser tab. Each shows a Missing marker until one is chosen.
• Instance color, with Detect from logo. Used for buttons in the portal, emails, and board cards. Only a complete color value is kept; clear the field to remove the color.

Home page

What a visitor sees at the instance address before they log in. Pick one of three modes:

1. Template microsite — a CareLaunch-hosted page built from the Headline, Subtitle, Learn More URL, and Call to Action Headline fields. Those fields appear only in this mode. Use Change background under the preview to pick a background image.
2. Custom page — a page you build in the Landing page designer. Choose this mode, then Open designer. Identity and SEO settings still apply. Until a custom page is published, visitors see the template microsite.
3. No landing page — visitors go straight to registration or to login. Choose login when accounts are invitation-only. With no landing page, the address is excluded from search engines automatically.

A live preview sits beside the fields. Open live page opens the saved address in a new tab. The Landing page designer button in the card header opens the designer from any mode.

Search & SEO

Whether search engines may index the home page, plus its page title, meta description, and an optional canonical URL. A preview shows how the result would look.

• Allow search indexing is off by default. Only the home page can ever be indexed. Login, registration, the portal, and signed-in pages always stay hidden from search engines.
• Page title falls back to the patient-facing name, and Meta description falls back to the headline.
• With No landing page chosen, this card shows No public page to index and the fields are hidden.

See Search Visibility (SEO) for each setting.

Patient experience

Registration workflow

The steps a new patient completes to sign up. The section is hidden when the organization has registration turned off.

• Inherited from organization / Overridden here. The chip in the card header says where the workflow comes from. Turn on Override to edit the steps for this instance only; it starts from a copy of the organization workflow. Reset to org default turns the override off and returns the instance to the organization template. Solo practices have a single instance, so this control is not shown.
• Disable registration. When on, new patients and users cannot sign up on this instance. Existing users can still log in.
• Reorder steps by dragging. Add a step for a form, service request, document upload, scheduling, or payment.
• Legal documents. A custom Terms of Service and Privacy Policy for this instance. If you do not add one, the organization document is used, then the system default.

Organization-wide registration is under Settings > Registration. See Patient Registration.

Portal requests

The request types a logged-in patient can start from the portal. The same Override control applies: inherit the organization request types or customize them for this instance. On a locked instance the override cannot be changed. See Portal Requests.

Portal home message

• Portal welcome message — shown on the portal home after login. It is independent of the Home page mode.
• Contact info — how patients reach your team with questions. This also counts toward launch readiness.

Countries & locations

Where patients can register from. Restricted countries are hidden from the location dropdown. Organization defaults apply unless a country is overridden for this instance. Changes here save on their own. Shown on Enterprise when the organization has current-location turned on.

Access & sharing

Domain

• The current saved address is listed at the top with copy and open buttons.
• Base URL — the instance's web address, without https://. The field is locked when you use CareLaunch from a CareLaunch-hosted address (a launch.care, carelaunch.app, or carelaunch.dev host), and when the instance's address is the site you are currently using. A Platform Admin in an organization on the custom plan can still edit it. Solo practices can always claim a CareLaunch address (yourclinic.launch.care) here. As you type, CareLaunch checks that the address is not reserved and not in use; a rejected address blocks saving until it is corrected or discarded.
• The card lists the three steps a domain you own goes through: you point DNS at CareLaunch, Support issues the TLS certificate, and Support enables the address for sign-in. The current address keeps working until Support completes the switch.
• Subdomain changes are limited and may have a cooldown period. When a limit applies, the card shows Subdomain changes limited.

Change web address in the Launch Center opens this same card. To change a managed *.launch.care address, reopen the setup wizard (⋮ → Launch setup wizard) and use the Portal URL step, or contact Support. See Custom Domains.

Share & embed

Available once a web address has been saved:

• Patient link — the public address, with copy and open buttons.
• Allowed embed domains — the sites allowed to embed this instance, for example https://www.yourclinic.com. Both embeds only load on a site listed here. The patient link works anywhere.
• Embed code — switch between Patient portal (the whole instance in an iframe) and Registration only (the registration workflow, rendered full-screen), then copy the snippet into your website.

Single sign-on

Enterprise only. Let people sign in to this instance through your organization's identity provider (OIDC or SAML). The form saves and tests on its own with Save SSO configuration. See Single Sign-On. Organizations on other plans see the Enterprise features card instead.

Integrations

Amwell (Enterprise only) — program enrollment and eligibility for this instance. Saves on its own with Save Amwell configuration.

Plan

Organizations that are not on Enterprise see an Enterprise features page in place of Single sign-on and Amwell. It names your current plan and links to Plans, where an organization owner can upgrade. See Billing and Plan.

Advanced

Custom fields

Values for fields defined under Settings > Custom Fields > Instances. These fields describe the instance itself; patient custom fields are a different tab on that settings page. Manage fields opens the definitions. Custom field values save with the rest of the page.

Identifiers

Read-only references for support and API use, each with a copy button: Instance ID, FHIR organization ID, and Base URL. Manage identifiers opens a dialog where you can add or remove identifiers on the instance's organization record. Changes in that dialog save when you click Save in the dialog.

Danger zone

Delete this instance takes the instance's address offline. Patient records stay in the organization. Type the instance's name to confirm, then click Delete instance. This cannot be undone.

Notes

Notes in the header opens a drawer of staff-only notes attached to the instance. Notes save on their own and are not part of the page's unsaved changes.

Scheduling

Scheduling settings are organization-wide. They are not on the instance page. Open Settings > Scheduling. The tabs are:

• General — video calling, appointment settings, and late or no-show handling
• Confirmation — marked Coming soon
• Booking & Limits — patient booking rules and appointment limits
• Cancellation & Refunds
• Rescheduling
• Automations — including business hours

Appointment reminder channels and timing are a separate page: Settings > Reminders. See Appointment Reminders. Provider load balancing is Settings > Provider Load Balancing, and healthcare services are Settings > Healthcare Services. Registration appointment steps can still set calendar view, booking window, participants, and payment gating for that step.

Where patients see the branding

The patient-facing name, logo, and color show up on registration, login, the portal, and messages. Preview the public address in a private browser window after you save, including whichever Home page mode you chose.