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Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

Prerequisite: A primary location is required before you can schedule appointments or process payments.
Every appointment, payment, and staff schedule in Decoda is tied to a location. If you have one clinic, you need one location. If you have five, create all five here — it’s one of the first things to set up. Locations in Decoda represent the physical clinics or facilities where services are provided. Every appointment, user, and transaction in the platform is tied to a specific location.

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Add a New Location

1

Open Locations

Go to Settings > Locations.
2

Start a New Location

Click Add New Location in the top right corner. A side drawer opens.
3

Enter Details

Fill in the form:
  • Location Name (required) — The internal name for this clinic (e.g., “Downtown Branch”).
  • Description — Optional notes about the location.
  • Virtual Location — Toggle on if this location has no physical address (e.g., for telehealth-only practices). When off, an address is required.
  • Address — Street, city, state, ZIP, and country. Used for scheduling and billing.
  • Timezone (required) — Used for all appointment scheduling and time-based operations at this facility.
  • Location Photo — Optional image used on the self-scheduling page header.
  • Review Link — Optional URL where patients can leave reviews.
  • External ID — Optional identifier used for third-party integrations.
4

Save

Click Add New Location at the bottom of the drawer. The location is immediately available for scheduling and billing assignment.

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Edit a Location

From the Locations page, either click a row or open the row’s menu and choose Edit Location. The same drawer opens with the existing values. After making changes, click Update Location Name at the bottom of the drawer to save. When editing an existing location, two additional sections are available:
  • Rooms — Add, rename, recolor, or delete rooms used for appointment assignment at this location.
  • Integrations — If your organization has the SpaKinect or DoseSpot modules enabled, fields appear here to configure the per-location credentials (SpaKinect Location ID, DoseSpot Clinic ID and Clinic Key).

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Location Photo

Each location has an optional Location Photo that shows on the self-scheduling page header. The self-scheduling page displays a carousel that cycles through the photos of all locations that have one uploaded — there is no separate “header image” setting for self-scheduling.
1

Open the Location

From the Locations page, click the name of the location you want to add a photo to.
2

Upload an Image

Scroll to the Location Photo field and choose an image file. A preview appears once the file is selected. Click the X on the preview to remove it.
3

Save

Click Update Location Name at the bottom of the drawer. The photo is immediately used on the self-scheduling header carousel.
To control how many pictures appear on the self-scheduling header, add photos to additional locations (more photos cycle through) or remove photos from locations you don’t want included. Locations without a photo are skipped.

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Row Actions

Each row on the Locations page has a menu (the gear icon at the right) with the following options:
  • Edit Location — Opens the edit drawer.
  • Copy Scheduling Link — Copies a self-scheduling URL pre-filtered to this location.
  • Sync GFEs from SpaKinect — Appears only when SpaKinect is enabled and a SpaKinect Location ID is configured.
  • Archive Location — Hides the location. See Archiving a Location below.

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Advanced Configuration

By default, an Owner or Admin can access data across all locations. To restrict a provider or front desk staff member so they only see patients and schedules for a specific facility, you must assign them to that location.This is managed in the Users & Roles module, under the user’s Access Rules.
If your clinics operate in regions with different sales tax requirements, you must create discrete tax rules and assign them to the respective locations.This is configured under Settings > Payment Management in the Tax Rates section. Each tax rate has a Location Scope that limits which locations it applies to. See Payment Management for details.
Location management is gated by role-based permissions:
  • View Locations — Required to view the Locations page and see location details.
  • Manage Locations — Required to create and edit practice locations.
  • See All Locations — Allows a user to view data across all locations. Without this permission, users only see data for the locations they are assigned to.
By default, Admin users have full access to all locations. Providers and staff can be restricted to specific locations via their Access Rules.
If a facility is closed permanently, open the row’s menu on the Locations page and select Archive Location. Archived locations are hidden but can be restored later, and historical billing and clinical data is preserved for compliance.