Updated 2026-10-03 · 2 min read
The first hire is the moment a one-person practice becomes a clinic. The calendar is no longer one person's, patients start to have «their» physiotherapist and new obligations appear, such as recording working hours.
Organising it well from day one avoids the typical problems: two patients at the same time in the same room, a patient who doesn't know who they're seeing and an empty clocking-in sheet when the accountant arrives.
One calendar per physiotherapist, with rooms kept separate
Each physiotherapist needs their own hours, their days off and the treatments they do. And if the clinic has fewer rooms than professionals, or equipment that can't be used at the same time, the calendar has to take it into account so it never books two sessions at the same time on the same treatment table.
In ClaudIA each physiotherapist has their hours and their treatments, and rooms and equipment are set up separately: the calendar only offers slots where both fit.
Who sees what in the system
The person you hire needs to see their calendar and their patients; not necessarily the clinic's billing, nor the ability to change prices. Sharing out permissions from the start avoids misunderstandings.
In ClaudIA each member of the team logs in with their own access and their role: whoever runs the clinic sees everything, a physiotherapist sees their own work and reception handles the calendar and the till.
Working-hours records, from day one
In Spain, as soon as there is an employee, their start and finish have to be recorded every day; elsewhere, check your own country's rules. With ClaudIA's clocking-in feature, at clinics in Spain, it's done from the system or by writing «entro» and «salgo» (in and out) to the clinic's WhatsApp.
And patients don't notice a thing: ClaudIA offers them their usual physiotherapist and, if there's no slot, someone else from the team if the patient agrees.
Questions clinics ask
Can the new physiotherapist see only their own calendar? Yes. Each person logs in with their own access and role, and whoever runs the clinic decides what each one sees.
How do you avoid booking two sessions in the same room? By setting up rooms and equipment in ClaudIA: the calendar only offers slots where the physiotherapist and the room are free at the same time.
Do working hours have to be recorded from the first hire? In Spain, yes: the obligation starts with the first employee, and the self-employed owner doesn't have to record their own. In other countries, check the local rules.