If you're setting up PatientNotes for a clinic or team, each practitioner needs to connect their own practice software account individually — the integration isn't shared across the whole organisation.
How It Works
PatientNotes connects to practice management software (Cliniko, Nookal, Halaxy, etc.) using each user's individual API key. This means every team member needs to complete the integration setup using their own credentials.
Steps to Complete Your Team's Setup
As the account owner or admin:
Go to Settings → Clinic Setup
Click the Modify button next to the relevant practice software icon (e.g. Cliniko, Nookal, Halaxy)
For each team member, enter their individual API key from their practice software account
Save the settings for each user
Each team member needs to provide their own API key. These are typically found in their practice software profile or account settings — not the organisation-level settings.
Where to Find an API Key
Cliniko: Log in → My Info → Security → API Keys → Generate key
Nookal: Log in → Settings → API → Copy your personal API key
Other software: Check your account or profile settings — look for Developer, API, or Integrations
Tips & Troubleshooting
Make sure each practitioner's email in PatientNotes matches the email in their practice software account — mismatches can prevent appointments from syncing correctly
If a team member's integration isn't working after setup, double-check that their API key was entered correctly and hasn't expired
API keys are personal — they should not be shared between users
Need help? Use the chat widget inside PatientNotes or email [email protected].