Setup & Onboarding Guide

Create Your Account

Navigate to careincite.com and click Sign Up. Enter your name, email address, practice name, and your role within the practice. You will receive a confirmation email to verify your account before proceeding to the onboarding flow.

Screenshot: Account creation form with name, email, practice name, and role fields

Select Your Practice Tier

Choose the tier that matches your practice size and needs. Solo is designed for single-provider, single-location practices. Growth supports multiple providers and locations with comparison views. Scale adds advanced analytics, billing alerts, and Notenetic integration. Multi-Site is built for regional practices that need cross-location dashboards and Regional Manager roles.

Tip: You can upgrade your tier at any time from Settings. Upgrading takes effect immediately and unlocks the additional features for your practice.

Screenshot: Tier selection screen showing Solo, Growth, Scale, and Multi-Site options

Add Your Locations

Enter each practice location by name and address. If you operate from a single location, add it and designate it as your primary. For multi-location practices, add all locations now. You can always add more locations later from Settings.

Screenshot: Location entry form with name, address, and primary location toggle

Connect Notenetic (Scale+ Tiers)

If you are on the Scale or Multi-Site tier, you can connect your Notenetic account to pull billing data automatically. Go to Settings, then Integrations, then Notenetic. Enter your Notenetic credentials and authorize the connection. CareIncite will begin syncing your billing data.

Note: The initial sync takes 15 to 30 minutes depending on the size of your billing history. You will see a Syncing status indicator during this process.

Warning: Do not close your browser or navigate away during the initial authorization step. The connection must complete before CareIncite can begin pulling data.

Screenshot: Notenetic integration screen with credential entry and authorization button

Add Your Providers

Add each provider in your practice by entering their name, role (such as therapist, counselor, or psychologist), and their weekly billing target. Assign each provider to a location. If a provider works across multiple locations, assign them to their primary location.

Tip: Setting accurate weekly billing targets is critical. These targets power the performance indicators on your dashboard. Start with realistic targets based on your current billing data, then adjust as you establish baseline performance.

Screenshot: Provider entry form with name, role, weekly billing target, and location assignment

Set Practice Revenue Targets

Define your revenue targets at the practice level. Enter your weekly, monthly, and annual revenue goals. These targets are used to calculate the status indicators on your main dashboard, showing whether your practice is on track, ahead, or behind.

Screenshot: Revenue target configuration with weekly, monthly, and annual input fields

Invite Your Team

Invite team members by entering their email address and assigning them a role. Practice Owner and Executive Administrator roles have access to all practice data. The Provider role restricts visibility to only that individual provider's billing data.

Note: Providers will only see their own billing performance, targets, and trends. They will not have access to other providers' data or practice-wide revenue figures.

Screenshot: Team invitation form with email field and role dropdown

Verify Your Dashboard

Once setup is complete, go to your main Dashboard and confirm that all locations appear in the location filter, all providers are listed under their assigned locations, and billing data is populating correctly (if you connected Notenetic). If any data looks incorrect, check your provider assignments and location configuration in Settings.

Tip: Use the Testing Checklist to systematically verify every feature. It covers account setup, billing dashboard, provider performance, Notenetic integration, alerts, and role-based access.

Screenshot: Completed dashboard showing locations, providers, and billing data summary