Getting Started with TheraTap

Welcome to TheraTap! This guide walks you through setting up your practice from start to finish – from your first login to online appointment booking on your own website. You can work through every step in order or jump straight to the section you need. Anything you don’t need right away (team, online booking, invoicing) you can always come back to later.

How to use this guide

Go through the ten stations one after another. Steps 1, 5, 6 and 7 are essential for everyone. Team, invoicing, intake forms and online booking are optional – but well worth the effort for everyday practice.

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At a Glance

Ready in 5 Minutes

Create your account, enter your practice details, and start your first treatment – no lengthy setup required.

Professional Assessment

Animal models, AI voice feature, checklists, and photos – all in a single treatment view.

Online Appointment Booking

Set up your booking page and let clients request appointments directly.

Everywhere & Offline

Work on your smartphone, tablet, or desktop – even without an internet connection.

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1. Create Your Account and Enter Practice Details

1. Register

   Create your account at go.theratap.app. All you need is an email address – registration takes less than a minute.

2. Enter your practice information

   Open Settings > Company and add:

   • Practice name and legal form (sole proprietorship, partnership, limited company, …)
   • Address (street, postcode, city, country)
   • Phone and contact email
   • Website (optional)

   TheraTap automatically applies these details to PDFs, contracts, emails to pet owners, and your public booking page – you never need to enter them twice.

3. Upload your logo and letterhead

   In the same section you’ll find two important fields:

   Field	Recommendation
   Logo	Square or rectangular, PNG with transparent background. Appears on PDFs, your booking page and in emails.
   Letterhead	A4 background as JPG or PNG, minimum 2480 × 3508 px (300 dpi). Used as a background on all PDFs, contracts and reports.

   No letterhead yet?

   No problem. You can use TheraTap without one – PDFs will be generated with your logo and practice details at the top. You can add a letterhead later at any time.

4. Adjust assessment colors and report layout

   Under Settings > Treatment & Reports you can set the colors used for annotations on the animal models (tension, blockages, comments) and choose how history-taking tables are arranged in the PDF. Defaults work right out of the box – this is purely fine-tuning for your corporate design.

Learn more at Practice Details & General Settings.

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2. Invite Your Team

Do I need this?

Skip this step if you work on your own. If your practice grows later, just come back to this section.

1. Open team management

   Navigate to Settings > Users. You’ll see a list of all team members with their name, email, and role.

2. Invite a member

   Click Add Member and enter first name, last name, email, and role:

   Role	Permissions
   Administrator	Full access including settings, billing, and team management
   Editor	Day-to-day operations: contacts, animals, treatments, appointments – but no settings or deletions

   TheraTap automatically sends an invitation link to set a password. If the person already has a TheraTap account, they’ll be added to the team immediately.

3. Assign responsibilities

   Animals, appointments, contacts and tasks each have an Assignee field. Use it to define who looks after which patients – in the calendar you can then filter by team member.

Learn more at Team & Roles.

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3. Set Up Invoicing

Do I need this?

Only once you’re ready to issue your first invoice. If you currently bill through another tool, you can skip this step for now.

1. Choose your accounting provider

   Under Settings > Invoicing, pick one of the two options:

   Provider	Recommended for
   TheraTap	Complete invoicing system inside the app – SEPA QR code, DATEV export, and XRechnung included. Ideal for most practices.
   LexWare Office	Treatments are pushed to LexWare as invoice drafts. Useful if your bookkeeping already runs there.

2. Enter tax information

   Fill in your tax number, VAT ID and – if applicable – the small business regulation flag. When enabled, TheraTap automatically omits VAT on invoices.

3. Add bank details

   Enter IBAN and BIC once. TheraTap generates a SEPA QR code on every invoice that clients can scan directly with their banking app.

4. Define your numbering scheme

   Set the prefix, year format and starting counter for your invoice numbers (e.g. INV-2026-0001). TheraTap then counts up without gaps – important for compliant bookkeeping.

5. Add articles (optional)

   Under Settings > Articles, define recurring services and products with price, tax rate and unit. You can then drop these into invoices with a single click.

Learn more at Invoice Settings and Creating Invoices.

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4. Set Up Patient History Forms

Why do this now?

If you’re about to start booking appointments, it’s smart to prepare your intake forms first – you can then send them out together with the appointment confirmation, and pet owners can fill them in at their own pace.

1. Create a form

   Open Settings > Patient History Forms and click + New Form. Give it a name (e.g. “Initial Assessment – Horse”) and select the matching animal species (horse, dog, cat, or other).

   Quick start for horses

   When creating a new form, click Load Horse Template to import a comprehensive form with 40+ predefined fields on housing, feeding, hoof care, previous illnesses and more. You can adjust the template freely afterwards.

2. Compose the fields

   Use + Add Field to build the form. Available field types include text, multi-line, dropdown, checkbox, date, number, file upload and heading. Reorder fields via drag & drop.

3. Mark as default

   Enable Default Form so TheraTap uses it automatically when no species-specific form fits. You can also configure a dedicated form per species.

You can then send the form link from any patient record or directly when creating an appointment – via email, SMS or WhatsApp. Pet owners fill it in their browser without needing to log in, and the answers land in TheraTap automatically.

Learn more at Patient History Forms.

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5. Add or Import Contacts and Patients

In TheraTap, contacts are pet owners and animals are patients. They’re stored separately and linked intelligently – one contact can have multiple animals, and one animal can have multiple contact persons.

Option A: Add manually

1. Create a contact

   Top right via + Create > New Contact or via Contacts > + New Contact. Only the name is required, but for later communication (email, SMS reminders, invoices) it’s worth entering email, phone and address right away.

2. Add and link an animal

   Via + Create > New Animal or directly from the contact view. Enter species, breed, date of birth, sex, weight, microchip number and any special notes. Link the animal to its owner and – optionally – to a vet and stable.

Option B: Import existing clients via CSV

If you’re switching from another system, you don’t need to retype contacts:

1. Download the CSV template

   Go to Contacts > Import. Download the template – it contains every column TheraTap can recognize.

2. Fill in your data

   Open the file in Excel, Numbers or Google Sheets, add your existing clients and save it as CSV again.

3. Upload and review

   Upload the CSV to TheraTap. Before the final import, TheraTap shows a preview where you can map columns and fix any errors.

Tip

With online bookings and patient history forms, new contacts are created automatically – so you don’t have to copy new sign-ups manually.

Learn more at Contacts & Patient Records.

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6. Start and Document Your First Treatment

1. Create a treatment

   • Quick: Top right via New Treatment > select the animal.
   • From the patient record: Open the animal > + New Treatment.

   The treatment view opens with the matching animal model for horse, dog or cat.

2. Document the assessment

   All tools are available to you in a single view:

   Feature	Description
   Animal Models	Annotations on over 50 anatomical views – tension, blockages, pain points
   AI Voice Feature	Dictate assessments hands-free – the AI assigns everything to the correct fields
   History & Checklists	Structured fields you can freely customize in the settings
   Text Snippets	Insert recurring phrases with a single click
   Media	Attach photos, videos and files directly

   Tip

   Working at the animal? Use the AI Voice Feature – just dictate your observations and keep your hands free. Even without internet: TheraTap works in offline mode and syncs automatically later.

3. Create a therapy plan (optional)

   Right from the treatment, you can create a therapy plan – with exercises, frequency, duration and images. The pet owner receives the plan as a PDF to take home.

4. Save the treatment

   TheraTap saves continuously and automatically – nothing gets lost. Once you’re done, you can send the report, schedule a follow-up, or duplicate the treatment as a template.

Learn more at Assessment & Documentation.

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7. Create and Send the Report

1. Generate the PDF

   Click Create PDF in the treatment. TheraTap produces a professional report with your logo, letterhead, animal model graphics (including annotations) and all assessment data. For each report, choose which sections to include – history, assessment, therapy plan, media.

2. Send via email

   Use Send Email to dispatch the report directly from TheraTap. Recipient, subject and body are pre-filled – you can apply an email template or write the text individually. The email goes out from your practice address.

3. Review the log

   Every sent email is visible in the treatment’s outbox and in the patient record – including open and click status.

More than just reports

Use the same path for therapy plans, invoices, contracts and consent forms. Contracts can even be signed digitally by pet owners before the next appointment.

Learn more at PDF Export and Email Delivery.

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8. Schedule Appointments

1. Open the calendar

   The calendar is in the main navigation. Switch between day, week and month view, and filter by team member or resource when needed.

2. Create a new appointment

   Click on the desired time slot or top right via + Create > New Appointment. Link it to animal, pet owner, treatment type and – if applicable – a team member.

3. Automatic history preparation

   As soon as a patient is linked, TheraTap automatically prepares a patient history form submission – with the right form for the species, pre-filled with answers from the last submission. You can include the link with a single click.

4. Enable reminders

   Within the appointment you can trigger an automatic email or SMS reminder – 24 hours in advance by default. Templates are configured under email templates or Appointment Reminders.

5. Plan your route (for mobile therapists)

   If you treat animals at the stable or at home, the Route Planner helps you order your daily appointments efficiently.

Learn more at Calendar & Appointment Overview.

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9. Set Up Online Appointment Booking

Do I need this?

Only if you want pet owners to book their own appointments – 24/7, without phone calls or email ping-pong. You can choose between instant confirmation and manual approval.

1. Complete your public profile

   Under Settings > Public Profile, configure:

   • Description, services and specializations
   • Opening hours and location
   • Visibility in the therapist directory
   • Links to your privacy policy and terms

2. Create treatment types

   Under Settings > Treatment Types, define every bookable service with name, duration, price and an optional description. Inactive treatment types stay available internally but aren’t shown online.

   Learn more at Treatment Types.

3. Set working hours and exceptions

   Under Settings > Working Hours, define when you’re bookable per weekday – multiple time slots per day are supported. Vacation, training and days off live as availability exceptions.

4. Configure booking rules

   Under Settings > Booking Settings, configure:

   Setting	Recommendation
   Lead time	How far in advance an appointment can be booked at the earliest (e.g. 24 hours)
   Booking window	How far ahead bookings can be made (e.g. 60 days)
   Buffer time	Break between two appointments (e.g. 15 minutes)
   Requests only	Appointments must be confirmed by you instead of landing directly in the calendar

5. Activate booking

   Flip the Activate Online Booking Calendar switch. From that point on:

   • Your public booking page is live
   • Clients can submit appointment requests
   • A “Book Appointment” button appears on your profile

Learn more at Online Booking Calendar.

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10. Embed the Booking Link on Your Own Website

1. Copy your booking link

   Under Settings > Booking Settings you’ll find your personal booking URL (e.g. go.theratap.app/your-practice). You can share this link anywhere – email signature, Instagram bio, WhatsApp status, business card as a QR code.

2. Embed the booking calendar directly

   In the same section, Embed Booking Calendar offers three code variants – pick the one that fits your website technology:

   Variant	When to use
   Custom Element (Web Component)	Modern websites, lean integration, adapts to your layout
   Div Container	When you want to control position and size of the calendar yourself
   iFrame	Universal – works with every website builder (WordPress, Wix, Squarespace, Webflow, …)

   Click Copy Code and paste it where you want the calendar to appear on your website. Pet owners can then book directly from your site without leaving it.

3. Embed on a dedicated booking page (recommended for sites with a navigation menu)

   Create a page called “Book Appointment” on your website and paste the embed code there. Link this page from your main navigation – visitors will find their way to the booking page intuitively.

WordPress, Wix, Squarespace & Co.

Every common website builder has a block called “Insert HTML” (sometimes “Embed”, “Custom HTML” or “Code block”). Paste the iFrame code there – done. No plug-in, no installation, no coding skills required.

Learn more at Public Booking Page.

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Discover More

Once the basics are in place, these features are worth a look:

Text Snippets

Create templates for assessments, contracts and messages. Learn more →

Preventive Care

Vaccinations, deworming and check-ups – always in view. Learn more →

Loyalty Cards

Boost client retention with digital 10-stamp cards. Learn more →

GOT Billing

Billing according to the German Veterinary Fees Regulation – correct by default. Learn more →

Contracts & Documents

Have consent forms signed digitally. Learn more →

Tasks

Manage to-dos for yourself and your team. Learn more →

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Next Steps

• Assessment & Documentation – The complete documentation workflow
• AI Voice Feature – Dictate assessments hands-free
• Online Booking Calendar – Manage appointments online
• Contacts & Patient Records – Keep track of patients and owners
• Create Invoices – From assessment to invoice
• Offline Mode – Work without internet