System Settings: a tour of every tab
Where System Settings lives, who can change it, how the level picker works and what each of the six tabs controls.
System Settings is the screen where administrators set the rules LeapHealthOS follows for slots, appointments, billing, journeys and your organisation structure. This page walks through the screen tab by tab, explains the level picker, and tells you which changes take effect and when. It is written for hospital administrators and implementation staff.
For the full list of settings on each tab, use the reference pages linked from each section below.
Where to find it
Open SettingsPlatform ConfigurationSystem Settings.
System Settings works on a desktop or laptop screen only. On a phone or small tablet you see the message "System settings are best viewed on a larger screen. Please use desktop view."
Related screens sit in the same menu:
Screen | What it is for |
|---|---|
System Settings | Slot, appointment, billing and journey rules, and the organisation structure |
Config History | Every saved version of a System Settings tab. See Config history and rollback |
Tenant Registry | The code lists (visit types, bill types, payment methods and so on) used across the product. See Tenant registries reference |
Notification Rules | Who is notified about each event, on which channel. See Notification rules |
PDF Templates | The layouts used for invoices, receipts and statements. See PDF template editor |
Who can open and change settings
System Settings is for administrators.
- The Settings menu appears for admins: staff whose staff type has the Configure permission on Org. See Roles, navigation and switchers.
- To save the Slot Engine, Appointments, Billing and Journeys tabs, your staff type needs the Configure permission on Settings.
- On the Organisation tab, a section you cannot change shows "You do not have permission to change this."
The starter Centre Admin staff type has no settings access. Permissions are granted per staff type on the Organisation tab. See Roles and permissions.
The tabs at a glance
Tab | What it controls | Levels that take effect | Reference |
|---|---|---|---|
Slot Engine | How slots are generated and filled: buffer, capacity, overbooking, walk-in reserve, booking window, slot sort order | Tenant, Centre, Doctor (some settings Tenant and Centre only) | |
Appointments | Holds, cancellation refunds, approval, rescheduling, check-in, no-show, completion, required patient details, booking limits | Tenant, Centre, Doctor | |
Billing | Split invoicing, PDF template codes, adjustment approval threshold | Tenant, Centre | |
Reminders | Not in use. Changes on this tab cannot be saved | None | |
Journeys | Clinic-wide rules for running journeys: entry limits, quiet hours, signing, waiting, health | Tenant only | |
Organisation | Staff types, permissions, org tree, assignments, access scope, escalation policies | Organisation and Centre (escalation policies only) |
Which levels apply differs by tab. How configuration is inherited explains this in detail.
Choosing a level
On every tab except Organisation, the pickers at the top right decide whose settings you are looking at.
- Pick a Config Level: Tenant (Global), Centre, Department or Doctor.
- For Centre, pick the centre.
- For Department or Doctor, first pick the centre in Select Centre. For Doctor you can narrow the list with Department (Optional), then pick the doctor.
The settings saved for that level load into every tab at once.
- The doctor list shows active doctors of the selected centre.
- The Journeys tab always uses Tenant (Global). When you open it, the level switches to Tenant and the picker is locked. The tab shows "Journey settings apply to the whole clinic".
- The Organisation tab has its own controls and hides the level picker.
Department level has no effect yet
You can pick Department and save settings there, but they do not affect bookings, slots or billing yet. Set the value at Centre or Doctor level instead.
Changing a setting
Pick the tab and level
AdministratorSettings > Platform Configuration > System Settings
Open the tab, then choose the Config Level and the centre, department or doctor.
Expected result: The form shows the values saved for that level. If nothing is saved there yet, it shows the platform defaults.
Change the fields
Edit the values you need. Save and Reset appear as soon as the tab has unsaved changes.
Save or discard
Click Save to save the tab, or Reset to return to the last saved values.
Expected result: "Configuration saved successfully". If a field is invalid you see "Couldn't save — fix:" followed by the field names.
If the settings cannot be loaded you see "Couldn't load these settings" with a Retry button.
What the form shows, and what Save writes
On the Slot Engine, Appointments and Billing tabs, a level with nothing saved shows the platform defaults, not the values it would inherit from the tenant or centre. When you save, every field on the tab is saved, not only the fields you changed.
Saving at centre or doctor level writes a full copy
The first time you save one of these tabs for a centre or doctor, it gets its own value for every field on the tab and stops following the Tenant level for all of them. It cannot be switched back. Settle the Tenant values first and re-enter the ones you want to keep before you save. See How configuration is inherited.
The Journeys tab works differently. Each field shows "Inherited — the platform default applies" until you click Override. Only overridden fields are saved, and Clear override returns a field to the platform default.
The tabs in detail
Slot Engine
Controls how bookable slots are built from a doctor's schedule. The settings that take effect are the buffer between slots, patients per slot, overbooking, walk-in reserve, the booking window (minimum and maximum advance booking, same-day rules), per-patient limits used in slot search, the sort order of results and the Fallback SKU ID.
Several fields on this tab have no effect yet, including Granularity, Min Slot Duration, the Search range fields, the Approval section and the Patient Type Duration fields. The reference page lists them in a separate table.
Appointment length is not set here. It comes from the service, the centre's service settings and the doctor's service settings. See How slot search works.
Appointments
Controls what happens to a booking after it is made:
- Hold & Payment: how long an online-payment booking waits for payment and what happens when the hold ends.
- Cancellation: who may cancel, whether a reason is needed, and refunds before confirmation and during the cooling-off period.
- Approval: whether bookings wait for approval, and what happens when nobody decides in time.
- Reschedule: whether and until when rescheduling is allowed, the reschedule limit and fee, and how price differences are settled.
- Check-In and No-Show: the check-in window, late-arrival handling, and automatic no-show marking.
- Completion: auto-complete when a prescription is issued or a report is delivered.
- Patient Profile Requirements: which patient details must be filled in before payment and check-in.
- Booking Limits: how many bookings one patient may hold.
The Emergency Leave section and a few other fields on this tab have no effect yet. The reference page lists them.
Billing
Controls split invoicing, the template codes used for bill, receipt and statement PDFs, and the amount above which a bill adjustment needs approval. Only Tenant and Centre levels take effect. Four switches (Auto-Generate Bills, Auto Email on Issue, Auto WhatsApp on Issue, Bill Consolidation) have no effect yet.
Reminders
The Reminders tab is not in use
The Reminders tab shows 24-hour, 2-hour and 30-minute reminder cards, but changes cannot be saved and have no effect. Appointment reminders are delivered through Notification Rules. See Appointment reminders.
Journeys
Clinic-wide defaults for every journey: re-entry cooldown, admissions per hour, required consent purposes, quiet hours, message timing policies, what Morning, Afternoon and Night mean for medication routines, the signing window and e-signature provider, signing task wording, waiting defaults, the default timezone and when a step counts as "Stalled". Durations are entered in hours or days. See Notification, reminder and journey settings and Schedulers and journey settings.
The Access section is a note only: journey screens follow each staff type's permissions, which you set on the Organisation tab.
Organisation
The Organisation tab holds six sections, each saved on its own:
Section | What you do there | Read more |
|---|---|---|
Staff types | Add, rename and delete staff types, set their category and the staff types they inherit from | |
Permissions | Pick a staff type and choose how far each resource and action reaches: Own, Unit, Unit and below, Centre or Organisation | |
Org tree | Set the head of each centre and department, and whether a unit is a Department or a Team | |
Assignments | Set a staff member's primary centre assignment and who they report to | |
Access scope | Choose how the records staff can see are limited, resource by resource | |
Escalation policies | Define how stalled tasks climb levels, for the whole organisation or for one centre |
When changes take effect
- A saved change applies to the next slot search, booking, bill or journey step.
- Appointments keep some rules from the moment they were booked: whether approval is needed and its timeout, the hold duration, who can cancel, whether a reason is required and the booking limits. Changing these does not affect existing appointments.
- Other appointment rules, such as refunds, rescheduling, check-in, no-show and completion, apply as they are when the action happens, so they affect existing appointments too.
- Billing changes apply to bills created after you save.
Every save is recorded
Each save on the Slot Engine, Appointments, Billing and Journeys tabs creates a new version in SettingsPlatform ConfigurationConfig History. System Settings does not ask for a reason, so these versions show "No reason provided". See Config history and rollback.
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