Frequently Asked Questions
This is where we collect the questions we hear most often — including the ones where the answer is “no” or “not yet”. What you read here is where things stand today: we would rather tell you plainly what TheraTap cannot do than have you find out in daily practice.
Scope & Limits
Section titled “Scope & Limits”Is there a direct card payment integration?
Section titled “Is there a direct card payment integration?”No. TheraTap does not process payments and is not connected to any card terminal or payment provider.
What does exist: when you mark an invoice as paid, you record how it was paid — bank transfer, cash, debit card, PayPal, or SumUp. That is a note for your bookkeeping and your reports. The money still moves through your own terminal or your own bank account, never through TheraTap. This also means TheraTap cannot detect an incoming payment by itself: marking an invoice as paid is something you do manually.
Whether we will connect payment providers directly in the future is something we are looking into — there is no date for it, and we cannot promise it today.
Plans, Subscriptions & Discounts
Section titled “Plans, Subscriptions & Discounts”What does the limit of 25 animal records on the entry-level plan mean?
Section titled “What does the limit of 25 animal records on the entry-level plan mean?”The 25 animal records are 25 active patient files, meaning 25 animals.
The limit applies only to the entry-level plan. That plan is aimed at therapists who want to get to know TheraTap, or who are just starting out and building up their client base.
On the Profi and Praxis plans there is no limit on animal records. You can create as many patients as you like.
Is there still an animal record limit on the Profi and Praxis plans?
Section titled “Is there still an animal record limit on the Profi and Praxis plans?”No. With the new pricing structure, the animal record limit was removed on the Profi and Praxis plans.
Only the entry-level plan still has a limit.
Can I still try TheraTap for free even with a founder discount?
Section titled “Can I still try TheraTap for free even with a founder discount?”Yes. The regular 7-day trial is still available to you.
Can I get a custom plan if I don’t need many of the features?
Section titled “Can I get a custom plan if I don’t need many of the features?”In certain cases we can put together an individual offer.
For professions that only need part of the feature set, for example, we can agree a discount on an existing plan.
We may review usage from time to time and get in touch if additional features are being used. We can then decide together how to proceed.
How do I switch my plan?
Section titled “How do I switch my plan?”You can change your plan yourself.
Go to:
Subscription → Choose another plan
Then pick the plan you want.
Can I get an annual invoice if I pay monthly?
Section titled “Can I get an annual invoice if I pay monthly?”No. With a monthly subscription, a separate invoice is issued for each billing period.
For your tax return, you can use the individual monthly invoices.
You will find your invoices here:
https://go.theratap.de/subscription#subscription-invoices
Why is my subscription payment shown as “overdue” even though it is paid by direct debit?
Section titled “Why is my subscription payment shown as “overdue” even though it is paid by direct debit?”When you upgrade or take out a subscription, the payment is collected automatically.
With direct debits, however, bank processing can take a while — sometimes up to about 14 days. During that time the invoice may temporarily still show as open or overdue.
In that case there is usually nothing you need to do.
How are credits handled when switching plans?
Section titled “How are credits handled when switching plans?”When you switch between plans, periods you have not used yet can be taken into account as credit.
If an earlier payment has not been fully processed at the moment you switch, the credit may only be applied to a later invoice.
The credit then appears on that invoice as a balance or credit note.
Medical History & Forms
Section titled “Medical History & Forms”Can I create medical history forms on the entry-level plan?
Section titled “Can I create medical history forms on the entry-level plan?”Yes. Medical history forms can be created on the entry-level plan too — for horses as well as for dogs.
Why does my medical history form switch to “horse” when I create a form for dogs?
Section titled “Why does my medical history form switch to “horse” when I create a form for dogs?”When you create a new medical history form, you choose the species you want.
If you load an existing template, horse may be preselected, because the template was created that way.
Simply deselect horse and select dog instead.
Can I create several different medical history forms?
Section titled “Can I create several different medical history forms?”Yes. Under Forms → Create Form you can create different forms and assign them to the relevant species.
Can I edit my own Word or PDF treatment forms directly in TheraTap?
Section titled “Can I edit my own Word or PDF treatment forms directly in TheraTap?”Word or PDF files of your own cannot currently be imported into TheraTap as fully editable forms.
With the form editor, however, you can rebuild your existing medical history or treatment forms digitally. You can then fill them in and save them directly inside TheraTap.
Assessment & Treatment Documentation
Section titled “Assessment & Treatment Documentation”Do I have to create a new assessment form for every treatment appointment?
Section titled “Do I have to create a new assessment form for every treatment appointment?”For a treatment history you can follow, we recommend using a separate assessment form for each appointment.
You can simply duplicate an existing assessment form to do that. The previous entries are kept, and you only adjust what has changed.
You can also add a custom field such as “Changes since the last appointment” or “Progress”.
That way a chronological history of assessments and treatments builds up inside the animal record.
Is there an assessment specifically for hooves?
Section titled “Is there an assessment specifically for hooves?”Yes. Several views are available for hoof assessment, among them:
- side left
- side right
- front
- sole front
- sole back
Can findings also be shown visually in the report?
Section titled “Can findings also be shown visually in the report?”Yes. From the Profi plan onwards, coloured markings on the anatomical views can be included in the assessment report as rendered images.
The colours used can be customised.
German-language equivalents have also been added to the anatomical terms, so the reports are easier for animal owners to understand.
Can ribs and individual vertebrae be selected separately?
Section titled “Can ribs and individual vertebrae be selected separately?”For horses, both apply: the individual ribs as well as the cervical and lumbar vertebrae can be selected and marked separately in the visual assessment. That way you document a specific blocked vertebra without having to mark a larger anatomical area.
For dogs, the ribs can also be clicked individually. The spine, however, is currently grouped into regions — thoracic, lumbar and caudal vertebrae — rather than split into individual vertebrae.
Is there a dorsal view for dogs?
Section titled “Is there a dorsal view for dogs?”Yes, for the bone layer. You can assess a dog’s skeleton from above as well, alongside the views from the left and the right.
For the remaining layers — muscles, fascia, joints, lymph — there is no dorsal view for dogs yet. There you work with the side views, and for muscles additionally with the front and back views.
Are more features planned specifically for chiropractic and osteopathy?
Section titled “Are more features planned specifically for chiropractic and osteopathy?”Suggestions such as:
- separate areas for chiropractic, osteopathy and physiotherapy,
- more precise contact points,
- posterior blockages without a side reference,
- specific markings on the scapula, ilium or sacrum
have been noted.
We are reviewing internally how these could be integrated into the existing visual assessment in the most usable way.
Treatment Contract, Privacy & Consent
Section titled “Treatment Contract, Privacy & Consent”Can I send a treatment contract digitally in advance and have it signed?
Section titled “Can I send a treatment contract digitally in advance and have it signed?”Yes.
Under:
Settings → Practice → Communication & templates → Privacy & treatment contract
you define how the treatment contract should be used.
For a digital signature, use the “Sign online” option.
Can I send the medical history form and the treatment contract together?
Section titled “Can I send the medical history form and the treatment contract together?”Yes.
When a new client fills in a medical history form and has not yet signed a treatment contract, an additional step for the treatment contract appears automatically at the end of the form.
If you have configured one, a consent declaration can be shown there as well.
That way you do not need to send a separate email for each document.
Can I send a treatment contract on its own?
Section titled “Can I send a treatment contract on its own?”Yes.
Each animal record contains the area:
Privacy & contracts
From there you can send the treatment contract to the client separately.
Can I store a privacy policy in TheraTap?
Section titled “Can I store a privacy policy in TheraTap?”Yes.
There are two options:
- Store your own privacy text in TheraTap and have clients confirm or sign it digitally.
- Host an existing privacy policy externally and link to it from TheraTap.
More information:
https://theratap.app/docs/kontakte-tiere/datenschutz-behandlungsvertrag/#privacy
Does TheraTap provide legally watertight privacy policy templates?
Section titled “Does TheraTap provide legally watertight privacy policy templates?”Because the actual requirements depend on which data a practice collects and how it processes them, we cannot provide a general legal recommendation or a legally watertight template for your individual practice.
As a rough orientation you can look at a partner’s privacy policy (in German):
https://tierphysiotherapie-lieder.de/datenschutz/
That is an example only and should be adapted to your own processes, or reviewed accordingly.
Privacy & Technical Infrastructure
Section titled “Privacy & Technical Infrastructure”Where is TheraTap data stored?
Section titled “Where is TheraTap data stored?”The servers are located in Germany.
Hetzner is used as the hosting provider.
Is client data stored outside the EU?
Section titled “Is client data stored outside the EU?”Your data is stored in Germany. For individual processing steps we use service providers where a transfer to the USA may take place on the basis of the adequacy decision:
- Stripe handles your TheraTap subscription. This applies to every paying practice and cannot be switched off. What is processed there is your subscription and payment data.
- Google only comes into play if you connect the calendar synchronisation yourself.
- AI features: if you use the AI voice function or other AI-assisted features, the content processed for that is transmitted to an external AI service. Without a booked AI add-on this does not happen.
Who is currently involved and in what role is listed in full in the subprocessor list in the DPA:
Which payment provider is used?
Section titled “Which payment provider is used?”Stripe is used for payment processing. The relevant payment data is processed via Stripe. Stripe’s European headquarters are in Ireland.
Is there a data processing agreement (DPA)?
Section titled “Is there a data processing agreement (DPA)?”Yes.
The DPA is available here:
How is data encrypted at TheraTap?
Section titled “How is data encrypted at TheraTap?”TheraTap uses standard security measures and encrypted data transmission over HTTPS/TLS.
Online Booking & Calendar
Section titled “Online Booking & Calendar”Can clients only request appointments instead of booking them directly?
Section titled “Can clients only request appointments instead of booking them directly?”Yes.
Go to:
Settings → Calendar & appointment booking → Online booking
First activate:
Enable online booking calendar
Then you can switch on the option:
Allow appointment requests only
Appointments then have to be confirmed by you and are not booked as binding automatically.
More information:
How do I set up online appointment booking?
Section titled “How do I set up online appointment booking?”You will find a step-by-step guide here:
https://theratap.app/docs/online-buchung/online-buchungskalender/#setup
Do I need my own website for online appointment booking?
Section titled “Do I need my own website for online appointment booking?”No.
TheraTap provides a public therapist profile. As soon as online booking is active, clients can book or request appointments through it.
You can share the link to your profile through channels such as:
- your email signature
- your own website
How do I customise my public therapist profile?
Section titled “How do I customise my public therapist profile?”Go to:
Settings → Practice → Public Profile
There you can maintain details such as:
- opening hours
- services
- location
- further practice information
More information:
https://theratap.app/docs/online-buchung/profil-verzeichnis/
Can I set different booking hours for individual days?
Section titled “Can I set different booking hours for individual days?”Yes.
Using the Schedule, individual weeks or days can be set up differently from your regular weekly plan.
Example:
You normally work Mondays from 08:00–12:00, but on 15 November you also want to offer appointments from 12:00–15:00.
Go to the week in question, click the day and add the extra shift. Then choose that the change should apply to this week only.
More information:
https://theratap.app/docs/online-buchung/dienstplan/
Can I open up individual extra appointments on a day I don’t normally work?
Section titled “Can I open up individual extra appointments on a day I don’t normally work?”Yes. Using the Schedule, you can set different working hours for individual weeks or days without permanently changing your regular weekly plan.
Can I reduce the input form for appointment booking?
Section titled “Can I reduce the input form for appointment booking?”The input form cannot currently be customised completely freely.
Many of the details are needed to assign an appointment unambiguously to an animal and an owner — especially because animal names often occur more than once.
Fields such as weight, height and date of birth can however be made optional.
Google Calendar
Section titled “Google Calendar”Can I connect my Google Calendar to TheraTap?
Section titled “Can I connect my Google Calendar to TheraTap?”Yes.
Go to:
Appointments → three dots at the top right → Google Calendar Sync
More information:
https://theratap.app/docs/team-verwaltung/kalender/#google-calendar--ics-subscription
Does the Google Calendar synchronisation work both ways?
Section titled “Does the Google Calendar synchronisation work both ways?”Yes. By default the synchronisation runs in both directions:
- TheraTap appointments appear in your Google Calendar.
- Google appointments appear in TheraTap.
If you want to use the synchronisation in one direction only, you can disable the import of Google appointments into TheraTap. Your TheraTap appointments will still be sent to Google.
One thing to note: when you disable it, Google appointments that were already imported are removed from TheraTap. You can also set this option before connecting.
Using TheraTap on iPad, Smartphone & on the Road
Section titled “Using TheraTap on iPad, Smartphone & on the Road”Can I use TheraTap on an iPad?
Section titled “Can I use TheraTap on an iPad?”Yes. TheraTap can be used on an iPad through the browser.
Is there a TheraTap app for iOS or Android?
Section titled “Is there a TheraTap app for iOS or Android?”There is currently no classic TheraTap app that you install from the App Store.
TheraTap can be installed on your home screen straight from the browser, which makes it behave much like an app.
For iOS and Android there are demo videos showing the installation step by step.
Can I use TheraTap without an internet connection?
Section titled “Can I use TheraTap without an internet connection?”Yes. TheraTap has an offline mode.
It is designed above all for mobile therapists who have no reliable internet connection in the stable or at the owner’s home.
More information:
https://theratap.app/docs/offline-modus/offline-modus/
My entries get lost on a poor hotspot connection. What can I do?
Section titled “My entries get lost on a poor hotspot connection. What can I do?”On unstable mobile connections we recommend offline mode.
Over a smartphone hotspot in particular, the connection can drop briefly or fluctuate. Offline mode is made for exactly those situations.
Guide:
https://theratap.app/docs/offline-modus/offline-modus/
I accidentally disabled microphone access. How do I turn it back on?
Section titled “I accidentally disabled microphone access. How do I turn it back on?”Microphone permission is controlled by the settings of your device or browser, not by TheraTap itself.
Because the steps differ from device to device, a search along the lines of:
enable microphone permission + [device]
is usually the quickest route.
Invoices & Bookkeeping
Section titled “Invoices & Bookkeeping”Can I set up my own services and prices for invoices?
Section titled “Can I set up my own services and prices for invoices?”Yes. You can store your own services, prices and further details individually.
Do I have to bill according to the GOT?
Section titled “Do I have to bill according to the GOT?”TheraTap does not force you into anything: you can bill entirely with your own services and your own prices.
Whether you are bound by the GOT, however, is decided by your profession and not by the software. Veterinarians are required to comply with the German scale of fees for veterinarians (GOT). Animal naturopaths, physiotherapists and osteopaths are not, and can use it as a guide.
If you do bill according to the GOT, the German scale of fees for veterinarians (GOT, version of 22 November 2022) is built in: you pick services from the catalogue, set the factor per line, and prices and descriptions flow into the invoice automatically. Access to it is included on all plans.
Why is the TheraTap logo shown on my invoice?
Section titled “Why is the TheraTap logo shown on my invoice?”For your own logo to appear on invoices, a logo has to be stored under:
Settings → Practice → Design & letterhead
That is also where you set how large it appears and in which position.
Is the logo changed retroactively on invoices that are already finalised?
Section titled “Is the logo changed retroactively on invoices that are already finalised?”No.
Once an invoice has been finalised, it stays unchanged. If you upload a new logo afterwards, it is only used for newly created invoices.
What are the “Introductory text” and “Postscript” on invoices for?
Section titled “What are the “Introductory text” and “Postscript” on invoices for?”These two fields let you add extra text to the invoice: the introductory text sits above the invoice lines, the postscript below them. Typical uses are a personal greeting, a payment note or a thank-you.
You can adjust the introductory text on each individual invoice. Default texts that are suggested automatically are set in your invoice settings, so you do not have to write them out every time.
Can I send reminders or payment reminders directly through TheraTap?
Section titled “Can I send reminders or payment reminders directly through TheraTap?”There is currently no dedicated function for this.
The request has been noted and is on the list for future extensions.
Are receipts available as a separate document type?
Section titled “Are receipts available as a separate document type?”A dedicated receipt function is in development and is intended to let you create a receipt alongside invoices and credit notes.
Is there a direct card payment integration?
Section titled “Is there a direct card payment integration?”There is currently no direct integration with a card payment provider.
A possible integration of payment providers is a topic we are considering for future extensions.
Is there a Lexware integration?
Section titled “Is there a Lexware integration?”Yes. TheraTap can be connected to LexWare Office (formerly lexoffice). Invoices are handed over automatically as invoice drafts, and contact data is synchronised.
You set the connection up under Settings → Billing → Accounting. That is where you store your Lexware API key and the default texts for the invoices being handed over. The feature is available from the Profi plan onwards.
There is no direct connection to the classic Lexware desktop software. You can, however, export your bookkeeping data and process it there.
More information:
https://theratap.app/docs/team-verwaltung/lexoffice/
Can I export data for my tax advisor?
Section titled “Can I export data for my tax advisor?”Yes. Invoice and bookkeeping data can be exported and used for further processing or handed over to your tax advisor.
Can I create split invoices?
Section titled “Can I create split invoices?”An advanced function for split invoicing has not been fully implemented yet.
The request has come up several times and is on the list for further development.
Email & Communication
Section titled “Email & Communication”Where do I set my email signature?
Section titled “Where do I set my email signature?”The signature settings are in the notification and email settings area.
Can I insert my entire email signature as an image?
Section titled “Can I insert my entire email signature as an image?”We do not recommend using an image-only signature.
The drawback is that details such as your phone number and website cannot be clicked individually. Your practice logo is also already shown at the top of your emails.
We therefore recommend a text signature in which the phone number and website can be linked directly.
If you really do want a logo inside the signature, you can host the image in the media library of your own website, for example. Using the direct image URL, the signature can then be embedded via HTML where needed.
Why don’t my variables work in email templates?
Section titled “Why don’t my variables work in email templates?”The variable names have to match the variables TheraTap provides exactly.
You will find the available variables under:
Settings → Email Templates → Available Variables
For certain date and appointment details, for example, you need to use {{datetime}} rather than {{Date}}.
Can I see which messages have been sent through TheraTap?
Section titled “Can I see which messages have been sent through TheraTap?”Yes. The email log shows you, in every contact and animal record under the Emails tab, which message went out to whom and when — including the delivery status (sent, delivered, opened, failed) and the attachments that went with it. Assessments, invoices, therapy plans and documents also carry a tick with the send date that takes you straight to the original email.
It is an internal read-only mailbox, not a second mail client. The log is attached to the contact or the animal — there is no practice-wide list of all messages across all contacts.
Available from the Profi plan onwards.
More information:
https://theratap.app/docs/kontakte-tiere/email-protokoll/
Can I connect my own email address to TheraTap and send from it?
Section titled “Can I connect my own email address to TheraTap and send from it?”Fully connecting your own mailbox for sending is not currently part of the existing workflow.
Can I store my own email text when sending a medical history form?
Section titled “Can I store my own email text when sending a medical history form?”Email communication and the associated templates are being extended continuously. You can maintain individual texts in the relevant email and text templates, as far as they are available for the type of dispatch in question.
Documents & Templates
Section titled “Documents & Templates”Why does my design only appear on the first page of a treatment plan?
Section titled “Why does my design only appear on the first page of a treatment plan?”That is deliberate.
Document designs can be built in very different ways. If the design were applied automatically to every following page, content and design elements could overlap.
Because multi-page design logic has only been requested occasionally so far and is comparatively complex technically, your individual design is currently used on the first page only.
Do variables work in document templates?
Section titled “Do variables work in document templates?”Yes. Variables can be used in document templates.
In the preview the variable names are still shown. They are only replaced by the actual values when the PDF itself is generated.
That is intended behaviour.
Can I create a referral letter without the owner’s details appearing as the recipient?
Section titled “Can I create a referral letter without the owner’s details appearing as the recipient?”As a current workaround you can use a dedicated document template called “Referral letter”.
The steps:
- Open the linked veterinarian in the animal record.
- Switch to Documents in the vet’s record.
- Create a new document based on the “Referral letter” template.
The template can be customised under Settings → Content → Document templates.
In the PDF, your own practice details and the veterinarian’s details are then used as the letterhead and recipient.
This is a workaround for now, until a function designed specifically for this is implemented.
Text Blocks
Section titled “Text Blocks”Where do I find the text blocks I created?
Section titled “Where do I find the text blocks I created?”Text blocks are shown according to their category, in the editors where that category is supported.
If a text block does not appear, first check which category it was saved under.
Are there text blocks for invoices?
Section titled “Are there text blocks for invoices?”Yes. The “Invoice” category has been added and can be used for the relevant text blocks.
Can I insert a treatment contract as a link in a text block?
Section titled “Can I insert a treatment contract as a link in a text block?”Yes.
Alongside the bold, italic and strikethrough formatting, the editor also has a link function.
You can, for example, select the word “treatment contract” and link it to the relevant URL.
Patients, Clients & Search
Section titled “Patients, Clients & Search”Do I need two profiles for the same animal for physiotherapy and naturopathy?
Section titled “Do I need two profiles for the same animal for physiotherapy and naturopathy?”No.
One shared animal record is created for each animal. Different treatments and therapy forms can all be documented in it.
A separate profile for physiotherapy and naturopathy is not necessary.
Is there a search function for patients and clients?
Section titled “Is there a search function for patients and clients?”Yes.
At the very top of TheraTap there is a general search bar. You can use it to search for both patients/animals and clients.
There is no need to scroll through long lists by hand.
Stamp Cards & Credit
Section titled “Stamp Cards & Credit”Can several animals of the same owner each have their own stamp card?
Section titled “Can several animals of the same owner each have their own stamp card?”Stamp cards were originally built around the owner.
As an extension, it should become possible to keep several stamp cards per owner. The note field can then be used to record which animal a given stamp card is for.
Is there stored value or credit cards?
Section titled “Is there stored value or credit cards?”A dedicated credit function, where a prepaid amount is offset against later invoices, does not exist yet.
The request for:
- client-based credit,
- animal-based credit,
- automatic offsetting,
- showing the remaining credit on invoices
has been noted and is on the list for future extensions.
Check-ups & Reminders
Section titled “Check-ups & Reminders”Can animal owners be reminded automatically about a due check-up?
Section titled “Can animal owners be reminded automatically about a due check-up?”Yes. A check-up interval can be stored in the animal record, and the owner can be reminded accordingly.
As a therapist, can I see on the dashboard which check-ups are due?
Section titled “As a therapist, can I see on the dashboard which check-ups are due?”Yes. On the dashboard, the Upcoming check-ups tile shows you across all patients in your practice what is already overdue or falls due within the next 30 days. Overdue items are marked in red.
Via Show all you get from there into the Follow-up area. There the period can be extended to 90 days, and you additionally see animals that have not been treated for a long time or have no follow-up appointment.
Images & Files
Section titled “Images & Files”Can I upload several images into a patient record at once?
Section titled “Can I upload several images into a patient record at once?”Yes. In the Media area of the animal record you can select several files at once, or drag them into the upload field together.
Mileage Log
Section titled “Mileage Log”Is there a mileage log in TheraTap?
Section titled “Is there a mileage log in TheraTap?”There is currently no built-in mileage log or full travel documentation.
The request has come up several times and is on the list for future extensions.
Until then, many mobile therapists use separate mileage apps or other external solutions.
Underwater Treadmill
Section titled “Underwater Treadmill”Can I document underwater treadmill values and show them as a progression?
Section titled “Can I document underwater treadmill values and show them as a progression?”Yes. For the underwater treadmill you can record the typical parameters in a structured way, for example:
- speed
- incline
- water level — as a selection by body part, from paw through carpus, hock and stifle to elbow, abdomen and shoulder
- water height in centimetres, if you want to record it more precisely
- water temperature
- intervals
There are also fields for handling — lifting in, pool noodle or life vest, for instance — and for weight cuffs.
The values last recorded for the animal are prefilled automatically at the next treatment, so you do not have to enter everything again each time.
You can then follow the progression directly in the animal record across the entire treatment series — both as a chart and as a table.
You can also export the progression as a PDF.
General Questions
Section titled “General Questions”Is TheraTap being developed continuously?
Section titled “Is TheraTap being developed continuously?”Yes. TheraTap is under continuous development.
Many new features come directly from user feedback. Requests and suggestions are collected, assessed internally and — where they make sense for everyday practice and are technically feasible — taken into further development.
Where do I find guides for TheraTap?
Section titled “Where do I find guides for TheraTap?”The central documentation is at:
There you will find guides and explanations for the various areas and features of TheraTap.
I couldn’t find a feature or setting. What should I do?
Section titled “I couldn’t find a feature or setting. What should I do?”If you cannot find a feature despite the documentation, or TheraTap behaves differently from what you expected, describe as precisely as you can:
- which area the problem occurs in,
- which steps you took,
- what you expected,
- what happened instead.
A screenshot is also helpful for display or configuration problems.
That way support can reproduce the problem faster and check whether it is a setting, a misunderstanding, or something that should be changed.