Tenant registry and vocabularies

Use the Tenant Registry to manage your organisation's own lists of codes, such as staff types, visit types, bill types, payment methods and document categories.

The Tenant Registry holds your organisation's own vocabularies: the lists of codes that appear in drop-downs across LeapHealthOS, such as staff types, visit types, bill types, payment methods and document categories. Each list is called a registry, and each item in it is an entry. This page is for administrators who set these lists up and keep them tidy.

For a full reference of every registry and what uses it, see Tenant registries reference.

Open the Tenant Registry

Open SettingsPlatform ConfigurationTenant Registry. The screen is designed for desktop screens and does not appear on small screens.

You need the Read permission on Settings to view the registry and the Configure permission on Org to save changes. See Roles and permissions.

The registries are grouped into five tabs:

Tab	Registries
Patient & Visit Flow	Journey Types, Visit Types, Relationships
Medical Context	Diagnosis Types, Service Types
Staff & Resources	Staff Types, Resource Types, Centre Scopes
Billing & Payments	Bill Types, Payment Methods, Package Types
System / Misc	Document Categories, Priority Levels, Config Types, Artifact Types, Shift Types

Each tab lists its registries with Registry Name, Description, Total Entries, Active and Inactive counts, and an Action menu with View Entries and Add Entry.

View the entries of a registry

Open the registry's Action menu and select View Entries. The dialog lists each entry's Code, Label, Status and Sort Order. From here you can select Add Entry, or open an entry's action menu and select Edit.

Add an entry

Open the form

Open the registry's Action menu and select Add Entry, or select Add Entry in the entries dialog.

Expected result: The Add New Entry dialog opens.

Enter a code

Type the Code. LeapHealthOS converts it to capitals and replaces spaces with underscores as you type, for example FOLLOW_UP. The code must be unique in the registry.

Enter a label

Type the Label people will see, for example "Follow-Up Visit".

Choose a status

Leave Status as Active, or choose Inactive to add the entry without offering it yet.

Fill in any extra fields

Some registries have extra fields; see the table below.

Save

Select Add Entry.

Expected result: You see "Entry added successfully". The change is saved straight away; there is no separate Save step.

If the code is already in the registry, you see "Entry with this code already exists".

Extra fields by registry

Registry	Extra field	What it does
Staff Types	Staff Type (Clinical, Non-Clinical, None)	The staff type's category. It decides which onboarding wizard offers the type.
Bill Types	Visible	A visibility switch saved with the bill type.
Bill Types	Additional Line Items	Extra kinds of line item allowed on this bill type, for example "Medications". Type one and press `Enter` or select the add button.
Payment Methods	Sub Methods	Variants of the payment method, for example "GPay" under UPI.

Edit or retire an entry

Open the entries dialog, open the entry's action menu and select Edit. You can change the Label, Status and any extra fields, then select Update Entry. The code is locked and shows "Code cannot be modified".

There is no delete on this screen. To stop offering an entry, set its Status to Inactive. Inactive entries stay on existing records but are no longer offered in drop-downs.

Staff types in use cannot be made inactive

If any staff member still carries a staff type, LeapHealthOS refuses to make it inactive. Move those users to another role first. Staff type permissions and hierarchy are managed on the Organisation tab of System Settings, not here. See Roles and permissions.

How registries are used

Most drop-downs in LeapHealthOS show only the active entries of the matching registry, in sort order.
Fill in each registry you use before staff start working, so that the drop-downs offer the right choices.

When your organisation is first set up, LeapHealthOS also adds the starter staff types (Tenant Admin, Centre Admin, Doctor, Nurse, Front Desk, Lab and Pharmacy) with default permissions. See Roles and permissions.

Known limitations

Centre Scopes entries are not saved

The Centre Scopes registry appears in the Staff & Resources tab, but entries you add there are not kept. Do not rely on it.

Document categories need settings the form cannot collect

A document category also needs its allowed file types and maximum file size, but the entry form has no fields for them. Adding a document category from this screen may be refused. Ask your implementation team to add document categories with those settings.

Some registries have no screen

Some lists used elsewhere in LeapHealthOS, such as department types and patient sources, are not shown on this screen. Your implementation team sets them up. See Tenant registries reference.

tenant registryvocabulariescodesstaff typesbill typespayment methodsadmin