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Instance Configuration

CareLaunch instances provide comprehensive configuration options for branding, functionality, and patient experience customization.

Overview​

Instances serve as branded, customizable environments within your organization. Each instance can have its own:

  • Branding and visual identity
  • SEO and patient portal settings
  • Patient registration workflow (including payment collection)
  • Country-specific overrides
  • Custom fields

Branding Configuration​

Visual Elements​

Logo and Icon​

  • Logo: Main branding image displayed on patient-facing interfaces
  • Icon: Smaller branding element used in navigation and favicon
  • Supported formats: PNG, JPG, SVG
  • Recommended sizes: Logo (200x80px), Icon (32x32px)

Instance Names​

CareLaunch supports two types of instance names:

  1. Internal Name (Required)

    • Used for administrative purposes
    • Appears in admin interfaces and internal systems
    • Cannot be changed after instance creation

  2. Patient-Facing Name (Optional)

    • Displayed to patients across all interfaces
    • Provides branding flexibility and white-labeling capabilities
    • Falls back to internal name if not specified
    • Can be updated at any time

Configuration Steps:​

  1. Navigate to Instances > [Your Instance] > Branding
  2. Upload your logo and icon
  3. Set the internal name (if creating new instance)
  4. Configure the patient-facing name
  5. Set headline, subtitle, and call-to-action text
  6. Save your configuration

Text Customization​

Headline​

  • Primary text displayed on patient interfaces
  • Used in registration forms and landing pages
  • Recommended length: 50 characters or less

Subtitle​

  • Secondary descriptive text
  • Provides additional context for patients
  • Supports multi-line text

Call-to-Action Headline​

  • Text displayed on action buttons
  • Guides patients through the registration process
  • Should be clear and actionable

Background and Styling​

  • Custom background images for patient interfaces
  • Branded color schemes
  • Consistent visual identity across all patient touchpoints

Registration & Workflow Configuration​

Registration Workflow​

Configure the patient registration process with:

  • Multi-step registration flow
  • Custom form integration
  • Document upload requirements
  • Payment processing options
  • Completion instructions

Workflow Builder UI​

  • Access via Settings > Registration to manage the organization-wide template.
  • Drag-and-drop steps to change order; required system steps remain pinned while custom steps move freely.
  • Use Add Step to insert custom forms, service requests, document uploads, provider availability setup, appointment scheduling, or payment collection without editing JSON.
  • Each step exposes inline controls for questionnaires, instructions, SSN collection, coverage area validation, document instructions, and more.

Organization vs Instance Overrides​

  • Instances inherit the organization template and can toggle Override Organization Settings to diverge.
  • Overrides keep inherited steps visible for reference while unlocking edit controls so teams can tailor workflows per location or line of business.
  • Disabling overrides reverts the instance to the organization defaults, preventing configuration drift.

Appointment & Scheduling Options​

  • Appointment steps now include a dedicated configuration modal covering calendar view modes (Standard vs Streamlined), booking windows, participant controls, and payment gating.
  • Workflow-specific settings layer on top of global scheduling defaults so you can enforce guardrails (e.g., same-day prevention) centrally while still tailoring individual registration experiences.
  • Default participants selected here automatically flow into appointments created during registration, ensuring care teams are added consistently.

Settings Configuration​

Basic Settings​

  • Base URL: Custom domain configuration
  • Outgoing Email: Email sender address for patient communications
  • Contact Information: Patient support contact details
  • Terms of Service: Custom terms and conditions
  • Privacy Policy: Data handling and privacy information
  • Document upload and management capabilities

Country and Regional Settings​

  • Country-specific configurations
  • Regional compliance requirements
  • Localization options

Scheduling Defaults​

  • Configure via Settings > Scheduling (General, Notifications, Load Balancing, Healthcare tabs).
  • Set global guardrails such as advance booking limits, same-day prevention, appointment buffers, and default durations.
  • Manage late/no-show automation, cancellation policies, and reminder retry behavior from the Notifications tab.
  • Define provider load balancing rules and healthcare service catalogs that the registration workflow references when showing appointment availability.

Patient Experience​

Registration Interface​

The patient-facing name and branding elements appear in:

  • Registration form headers
  • Login page branding
  • Portal navigation
  • Email communications
  • Document titles and footers

Branding Consistency​

  • Consistent visual identity across all patient touchpoints
  • Professional appearance that builds trust
  • Clear brand recognition for patients
  • Workflow instructions inherit the same branding so overrides still feel cohesive

Best Practices​

Branding Guidelines​

  1. Consistent Visual Identity: Use consistent colors, fonts, and imagery
  2. Professional Appearance: Ensure high-quality logo and icon uploads
  3. Clear Messaging: Write clear, patient-friendly headlines and text
  4. Mobile Optimization: Test branding elements on mobile devices

Patient-Facing Name Tips​

  1. Brand Alignment: Choose a name that aligns with your brand
  2. Clarity: Use a name that patients will easily recognize
  3. Consistency: Use the same name across all patient communications
  4. Testing: Preview the patient experience to ensure branding appears correctly

Configuration Workflow​

  1. Plan Your Branding: Gather all visual assets and text content
  2. Configure Basic Settings: Set up the instance with required information
  3. Upload Assets: Add logo, icon, and background images
  4. Customize Text: Configure headlines, subtitles, and call-to-action text
  5. Design the Workflow: Use the registration builder to enable steps, attach questionnaires, and configure scheduling/payment behavior
  6. Test Patient Experience: Preview the registration and portal interfaces, including any instance-level overrides
  7. Iterate and Refine: Make adjustments based on testing and feedback

Troubleshooting​

Common Issues​

  • Logo Not Displaying: Check file format and size requirements
  • Patient-Facing Name Not Showing: Verify the field is saved and not empty
  • Branding Inconsistencies: Clear browser cache and test in incognito mode

Support​

For assistance with instance configuration:

  • Review the configuration steps above
  • Check file format and size requirements
  • Contact support if issues persist