Branches
A branch is a place your clinic operates from: a building, a floor, a unit with its own address and phone. A room is where a single appointment happens inside it — a consulting room, a chair.
One branch can hold many rooms. Every room belongs to exactly one branch, and every appointment records both: the room it was booked into, and the branch that room was in on the day.
TIP
Working from one location? You can skip this page. Your clinic already has a branch — it was created for you, named Main Branch, and it carries the details you registered with. Nothing in the system asks you to choose a branch until you open a second one.
Find it under Setting → Branches. The menu entry appears for roles that can view branches.
Where to Find It
Click an address to open that screen on your own clinic. The first click asks which clinic you are, then remembers it. Addresses holding a {id} need a specific record, so they are shown but not linked.
| Screen | Address |
|---|---|
| All Branches | /all-branch |
| New Branch | /new-branch |
| Branch details | /view-branch/{id} |
| Edit branch | /edit-branch/{id} |
Creating the Branch
| Field | Notes |
|---|---|
| Branch Name * | What staff and patients see, e.g. Nasr City |
| Branch Code | Filled in for you with the next code in the sequence. Change it if you prefer your own, but it must be unique |
| Branch Address * | Printed on this branch's documents |
| Phone, Phone 2 | Optional |
| Optional | |
| Contact person | Optional |
| Status | Active, Suspended or Inactive — see below. New branches are Active |
| Default Branch | The branch the system assumes when nothing else says otherwise |
* required
WARNING
Your first branch already exists. Renaming Main Branch to your own wording is fine — nothing depends on the name.
The Branch You Are Working In
Once you can reach more than one branch, your profile menu — your name, top right — lists them above your account links. The branch you are in is ticked, and it is named under your name in the bar, so the screen always says where you are.
You are always in exactly one branch. There is no whole-practice mode: every record you create has to belong somewhere, and a screen that showed all branches at once would leave that unanswered. For figures added across the practice, use the branch filter on the reports, where All branches is one of the choices.
Your branch is remembered per browser. Signing in from another computer, or after a long gap, puts you back in the branch you last chose rather than in the main branch. Two people sharing one login on two computers work in different branches without disturbing each other.
Switching branch also moves your Default Branch. The branch you switch into becomes the one your account starts in — on this computer, on a new one, and after any gap. You do not have to ask an administrator to move you: working somewhere is what sets it. On the employee form the Default Branch field therefore shows where that person last worked, not a setting frozen when the account was created.
If a branch is taken away from you — reassigned, suspended, switched off — the next page you open moves you to one you can still reach and says so. Nothing breaks mid-shift.
Who Works in Which Branch
Which branches a person can switch into is set on their own account, not here. The employee form (Employee → New Employee) carries an Assigned Branches multi-select — pick every branch they work in — plus the Default Branch they land in at sign-in, and an Access to all branches switch for people who cover the whole practice.
Those fields only show on a clinic with more than one branch, and only to someone holding the Assign Users to Branches permission. Full details in Staff and Roles.
Which Branch Is a Room In?
A new room is always added to the branch you are working in. The room form does not ask; it shows which branch it will be added to and leaves it at that. To open a room somewhere else, switch branch first — from your profile menu, or from that branch's own page, where the button reads Switch here to add a room.
The quickest route is Branch details → Add Room, which appears on the page of the branch you are in.
Moving a room to another branch
A room already created can be moved. Edit the room (Setting → Clinic Timing Setting), pick the other branch in the Branch field — it appears only when editing — and save.
| Situation | What happens |
|---|---|
| The room has no appointments dated in the future | It moves straight away |
| The room has future appointments | You are told how many and asked whether they move with it. Confirm and both move; cancel and nothing changes |
| The other branch is inactive | Refused — activate it first |
Appointments already held in that room keep the branch they happened in. Moving a room never rewrites history, so last month's revenue stays where it was earned.
The Default Branch
Exactly one branch is the default. It is the one the system falls back to whenever nothing else names a location.
- Make another branch the default from the row action Set as default branch. The previous one stops being default the moment the new one takes over.
- Only an active branch can be the default. A suspended or inactive one cannot hold it.
- The default branch cannot be deactivated or deleted. Make another branch the default first, then act on the old one.
Deactivating and Deleting
Deactivate when a location closes but its history matters — which is almost always.
- No new record can be created in an inactive branch, and its rooms stop taking new bookings.
- Everything already recorded there stays readable and still counts in every report.
- If appointments are still booked in it, you are told how many when you switch it off.
Delete only works on a branch that holds nothing at all. If it still has rooms, appointments, invoices or HR records, the deletion is refused and names what is in the way — for example This branch still holds 2 rooms, 14 appointments, so it cannot be deleted. Deactivate it instead.
Active, Suspended, Inactive
A branch is in one of three states, set on the branch form or from the menu on the branch list.
| State | What it means |
|---|---|
| Active | Open as normal. Published to patients, bookable, and somewhere staff can be working. |
| Suspended | Winding down. No new appointments, invoices or payments land in it, and patients cannot see or book it — but it stays in the reports and the branch filter so its books can be read and settled. |
| Inactive | Hidden everywhere. Off the public pages, out of the filters and pickers. Nothing is deleted, and switching it back on brings it all back. |
The default branch cannot be suspended or switched off — a clinic always needs one open location. Make another branch the default first.
Deleting a Branch
A branch can only be deleted while it holds nothing: no rooms, no appointments, no invoices, no payments, no patient records, no HR records. If it holds any of those the system refuses and tells you what is still in there.
That is deliberate. A branch that traded is history, and history is not deleted — suspend it if it has stopped taking work, or make it inactive to hide it.
TIP
With Inventory on, a new branch gets its own main store, so stock has somewhere to be from the first day. A branch whose stores were never used takes them with it when it is deleted; a branch holding a store with movements behind it cannot be deleted at all. See Stores.
A Branch With No Rooms Yet
Rooms belong to branches, so a branch you have just opened has none, and the booking screens have nothing to offer. They say so rather than sitting on an empty calendar: in place of the time slots you get the branch's name, an Add Room button, and — where another branch you can reach does have rooms — a one-click switch to it.
Nothing is broken there. The branch simply has no room to book into yet.
Reading the Money Per Branch
Once a second location exists, Reports gains a branch filter and a consolidated view — the point of having branches at all. See Reports.
Two rules worth carrying with you:
- Every invoice, payment, prescription and appointment records the branch it was made in, and printed documents show that branch — not the main branch, and not the branch of whoever prints them.
- Document numbers stay one sequence for the whole clinic. They are shown with the branch beside them, never split per branch.
What Patients See
The address, phones and email on a branch are what your public pages publish. Patients looking at your portfolio, your website page or the booking page see locations — one card per branch — never the consulting rooms inside them.
A branch that is switched off disappears from all of those immediately, and bookings into it are refused. See Your Public Pages.
What Follows the Branch
| Follows the branch | Follows the room |
|---|---|
| Departments, shifts, attendance sheets, leave types, salary components, payroll | The appointment's own room name |
| The branch stamped on every appointment | Doctor working hours and bookable slots |
| The published address, phones and email | The clinic report's per-room figures |
Patients are shared across every branch. A patient file is the practice's, not a location's — the branch is recorded on the visit, never on the person.