Grow from solo to group practice in Gale

Grow your practice from chat, one sentence at a time

Going from solo to group in Gale takes eight steps, and each one starts with a sentence you type in chat. Chat answers on the spot, shows a card that says what will happen, or opens the screen where you finish. Nothing changes until you tap. To see all eight steps and your next one, type "Help me grow into a group practice" (Ask in chat). Chat lists them and links Help Center > Training.

Each step also names the screen for the same job. Swap in your own names, emails and addresses.

Your screens stay the same until the team grows

A solo practice in Gale looks like a solo practice. Clinician pickers, the team calendar and team reports appear once a second clinician accepts an invite. Team roles and signed-in devices appear when a first staff member joins. The calendar's Location filter lists each office once two are saved, not counting Video Office. An invite alone turns none of these on, though Calendar > Availability shows an invited clinician so you can set her hours.

When something turns on, a line above the calendar says what changed, and you can dismiss it. In chat, ask "Am I a solo practice?" (Ask in chat) or "What changed when Maya joined?" (Ask in chat) for the same answer.

The eight steps, in order

Work through the steps in this order. Steps 5 and 8 cover more than one clinician, so they open once your new clinician has joined. Screen names are the Classic layout's, with the Gale layout's in parentheses where they differ. Most link a guide with the details.

1. Add another office

A second office gives clients another place to book, and lets you choose which days each clinician works there. Type "Add our Eastside office at 2200 E Colfax Ave, Denver, CO" (Ask in chat). Tap Save location on the card, and the office is saved as bookable online. Then check the address and add directions and parking on Locations.

On the screen: Settings > Practice > Locations, then + Add location (Account & opening day > Locations). More in Add another office in Gale.

2. Add a clinician

A clinician gets their own calendar and clients inside your practice. Type "Add Maya Lee, LMFT, as a clinician at maya@example.com" (Ask in chat), with her name, license and email. Leave the license out and chat asks for it first. Tapping Add clinician on the card creates her calendar and sends her an invite email with a link to join. No client is contacted.

On the screen: Settings > Team > Add team member, answer Yes, with their own calendar and clients, then Send invite (Account & opening day > Team members & roles). More in Add a clinician in Gale.

3. Add a front desk or a biller

A front desk books and checks in for every clinician and never sees notes. A biller works claims, invoices and payments. Type "Invite Sam Ortiz at sam@example.com as our front desk" (Ask in chat), or end it with "as our biller". Tapping Send invite emails Sam a link to join. Then ask "What can Sam see?" (Ask in chat) or "Make Sam our biller" (Ask in chat).

On the screen: Settings > Team > Add team member, answer No, a staff member, pick Scheduler or Biller, then Send invite. More in Add a front desk or biller in Gale.

4. Set each clinician's hours and office

Hours shape the openings clients can book with each clinician, and where. Type "Set my hours Tuesday and Thursday 9-5" (Ask in chat) for your own calendar. For a colleague on your team, type "Set Maya's hours Tuesday and Thursday 9-5" (Ask in chat), then "Make Tuesdays and Thursdays at Eastside for Maya" (Ask in chat). Each card says what changes, including days left without hours, and Save hours saves it.

On the screen: Calendar > Availability, pick the clinician under Team member, then set each block and its office (Gale layout: Schedule, for your own hours). A colleague's hours also show on their Edit team member page before they accept.

5. Open a practice booking page

A practice page is one booking page for the whole practice, where clients choose a clinician or a service and pick a time. Type "Make our practice page" (Ask in chat). The card shows the address and welcome text, and tapping Publish page makes it public. It opens once two or more clinicians take online bookings.

On the screen: Marketing > Website and domain > Practice page (Growing your practice > Booking page). Press Save page, then Publish page. More in Set up your practice booking page in Gale.

6. Share one waitlist

Gale keeps one waitlist for the whole practice, with nothing to switch on. You and the front desk see everyone on it, and each clinician sees their own clients. Type "Who's on the waitlist?" (Ask in chat) to read it, or "Add Harper Lindell to the waitlist for any weekday after 4" (Ask in chat) with your client's name. Tapping Add to waitlist puts them on the list.

On the screen: Calendar > Waitlist (Schedule > Waitlist). When a time frees up, Offer to waitlist sends each matching client Gale can reach a link to claim it, once Offer by link is on in Settings > Scheduling and inquiries. More in Share one waitlist in Gale.

7. Take payments at the desk and close the day

Your front desk takes payments at check-in once you allow it. After Sam joins, type "Let Sam take payments at the desk" (Ask in chat). On the Ready to review card, Open team member takes you to Sam's page: turn on Can take payments at check-in and press Save access. Once the day's last visit is done, type "Close out today" (Ask in chat), then tap Open daily close on its card. Nothing is recorded until you press Close day, and after it no payment dated that day can be recorded, so it never needs to happen to finish these steps.

On the screen: payments go on the appointment, under Billing > Add payment. Daily close is in Analytics > Reports > Daily close (Reports > Daily close). More in Take payments and close the day in Gale.

8. See the whole practice

Once two or more clinicians are on the practice, reports cover all of them. Type "How much did each clinician collect last month?" (Ask in chat) for each clinician's total, or "How booked is each clinician this week?" (Ask in chat) for booked and open time. Both are reads, with nothing to confirm.

On the screen: Analytics > Reports (Reports). More in See your whole practice in Gale.

A worked example in chat

A test practice in Gale made this move on October 23, 2026. Each line is what the owner typed in chat, the button they tapped and Gale's reply. The email addresses are changed.

1. "Help me grow into a group practice": the eight steps, with the next one named.

2. "Add our Eastside office at 2200 E Colfax Ave, Denver, CO", then Save location: "Saved. Eastside is on Settings > Practice."

3. "Add Maya Lee, LMFT, as a clinician at maya@example.com", then Add clinician: "Maya is added, and the invite is sent to maya@example.com."

4. "Invite Sam Ortiz at sam@example.com as our front desk", then Send invite: "Invite sent."

5. "Set Maya's hours Tuesday and Thursday 9-5", then "Make Tuesdays and Thursdays at Eastside for Maya", with Save hours after each.

6. "Set my hours Monday through Friday 9-5", then Save hours. The checklist now shows steps 1 to 4 of the eight as done.

7. "Is my practice set up as a group?": "No. Your practice is set up for one clinician, so clinician pickers and team reports stay hidden. … 2 invitations are still pending."

Next, Maya and Sam each open their invite email and create an account with the address it went to. Once Maya joins, type "Make our practice page". Once Sam joins, type "Let Sam take payments at the desk".

Find the steps in Help Center > Training

For the practice owner or a practice manager, Help Center > Training (Gale layout: All guides > Training) opens with Grow into a group practice: the same eight steps chat lists. Each has its sentence, an Ask Gale button that types it into chat without sending it, the screen, the guide and a video where there is one. A tick marks a step Gale can tell is done.

Until you add or invite a second clinician, the Classic Help menu and Settings > Team link straight to it. Open Training.