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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

To add a new clinic location to your organization:
1

Navigate to Settings

Click on the Settings gear icon in the main navigation menu and select Locations.
2

Create Location

Click the Add Location button in the top right corner.
3

Enter Details

Fill in the required information:
  • Name: The internal name for this clinic (e.g., “Downtown Branch”).
  • Public Phone/Email: The contact information patients will see on their notifications and receipts.
  • Address: The physical address used for scheduling and billing.
  • Timezone: Ensure the correct timezone is selected, as this dictates all scheduling for this facility.
4

Save

Click Save to create the location. It is immediately available for scheduling and billing assignment.

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Edit Operating Hours

A location’s operating hours determine when appointments can be scheduled on the calendar.
1

Select Location

From the Locations page, click on the name of the location you wish to edit.
2

Modify Hours

Scroll to the Operating Hours section.
  • Toggle specific days On or Off.
  • Adjust the Start and End times for each day.
  • Use the Split Shift feature if the clinic closes for lunch or mid-day breaks.
3

Save

Click Save changes at the bottom of the page.

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Advanced Configuration

If a specific location operates under a different brand or needs its own logo on receipts, you can upload a Logo Override within the location settings. This will replace the default organization logo for all communications originating from this facility.
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 > Billing > Taxes.
Location management is gated by role-based permissions:
  • Settings Locations Read — Required to view the Locations page and see location details.
  • Settings Locations Write — Required to create new locations, edit existing ones, modify operating hours, and archive locations.
  • Locations See All — 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, select Archive Location at the bottom of the settings page. This prevents new appointments from being booked while preserving historical billing and clinical data for compliance.