This article will walk you through getting started with Theia's OS for Health Businesses. The article will be a combination of product guidance and general best practices.
Section 1: Strengthen Your Setup
1. Explore the OS Menu
The OS Menu offers all of the tools you need to manage your health business in one place.
"Start Here" and "Education" offer great resources to help you get started using the OS.
2. Set-Up Stripe
For payouts, Theia currently uses Stripe as our payment processor. When completing Payments setup, you can connect an existing Stripe account or be guided through the process of creating a new one.
As a provider, you will be able to create your Products, services & goods within Theia as well as bundle existing Theia offerings (such as biosensors) into larger packages.
3. Set Up Products, Packages, or Subscriptions
The Products section is where you build out your catalog of offerings. You can create and manage four types of products:
Services — Individual offerings such as consultations, coaching sessions, or assessments.
Subscriptions — Recurring products billed on a schedule you define (e.g., monthly wellness plans).
Bundles — Packages that combine multiple offerings into a single product. Bundles can include your own services as well as Theia-provided services such as sensors and AI Nutrition.
Goods — Physical or digital products you sell to clients.
To create a product, navigate to Billing > Products and select the type of product you want to add. Fill in the product name, description, pricing, and any relevant options. Published products can be attached to invoices or made available for purchase by your clients.
All products require a brief review from the Theia team before they can be sold to clients. All reviews are completed in <24 hours, but please ping the support team if you require immediate assistance.
4. Customize Brand Settings
The Branding section lets you customize the look and feel of your client-facing payment materials, so everything feels consistent with your practice's identity.
You can configure:
Logo — Upload your practice logo to appear on checkout pages and invoices.
Brand colors — Set the primary & secondary color used across your checkout experience.
Copy Customization — Add Headlines & Subtext to match the voice of your practice.
Changes made here are automatically applied to all new invoices and checkout pages going forward.
5. Forms
The Forms section of your account is where you can create, edit, and send forms to your clients.
Once sent, you can see the status of form submissions, send client reminders, and review completed responses, all from one convenient dashboard.
You can also read more about the features available in Forms here.
6. Scheduling
The tour below demonstrates the navigation of the scheduling tools available in the OS.
We also have an in-depth review of scheduling features available here.
7. Set Up Additional Staff Accounts
Under Business Menu>Staff Accounts, you can add additional managers or owners to your practice.
Managers Can:
- Manage client accounts
- Create, manage and send forms to clients
- Create meetings and manage schedule settings
- Basic billing functionality (such as sending an invoice and tracking payments)
Owners Can
- Manage account branding
- Add and adjust staff accounts
- Edit Theia's Pricing & Plans
Section 2: Start Inviting Clients
1. Invite Your First Client
To add a new client, click the Add Client button in the top-right corner of the client dashboard. A form will appear where you set the client's initial status and enter their details.
Clients can be added as a Lead, Active, or Dormant. Select whichever reflects where they are in your care workflow.
Three fields are required at minimum:
First name
Last name
Email address
Optionally, you can include add-on purchases at the time of adding a client:
Biosensor: assigns a wearable device to the client record
Theia subscription: grants the client access to the Theia app and its portal features
Add-on purchases can also be assigned later from the individual client profile, so you don't need to have this information ready at the time of adding a client.
2. Migrate Existing Clients
Client lasts can import your clients in bulk using a CSV file — no need to add them one by one. This is great option for migrating from alternative platforms, loading leads from other sources to launch marketing campaigns (Facebook, Clay, Conferences. etc.).
Before importing, make sure your CSV file includes the following required fields for each client:
First Name
Last Name
Email Address
Any rows missing these fields may not import correctly, so it's worth reviewing your file before uploading.
How to Import Your Client List
Select the Import CSV option.
Upload your CSV file.
Review the import summary and confirm.
Your clients will then appear in your Client Dashboard, ready to be assigned a provider, tagged, or updated with a lifecycle status.
3. Send first Invoice
The Invoices section is where you request payment from clients by sending them an invoice directly.
To send an invoice:
Navigate to Billing > Invoices and create a new invoice. Select the client, add one or more products or line items, set the due date, and send. Clients will receive a link to a secure checkout page where they can complete payment.
Search or Add Client
Choose Invoice Line Items
Send Invoice
You can also view the status of all sent invoices — whether they are pending, paid, or overdue — from this section.