Use Branding settings to personalize your practice’s client-facing checkout pages, invoices, and emails. Add your logos and colors, manage email disclaimers, and customize the invitation clients receive to join your portal.
Open Branding in your Theia OS settings. Settings are organized into five tabs: General, Clinical, Transactions, Marketing, and Invite Email.
General: Set your brand identity
Upload your logos
Add a logo for each background type so your branding stays readable:
Logo for light background: Used on white surfaces, such as the invoice body.
Logo for dark background: Used on brand-colored headers, such as checkout and invoice headers.
Drag and drop a file into the upload area, or click it to choose a file.
Supported formats are PNG, JPG, and WebP, with a maximum file size of 5 MB. Logos are automatically resized to fit, up to 800 pixels wide.
Choose your brand colors
Use the color selectors or enter your brand’s hex color codes.
Primary color: Used for checkout and invoice headers and the payment button.
Secondary color: Highlights the amount due, including totals and panels on checkout pages and invoices.
Use the preview to check how your logo and colors look together.
Add your business address
Enter your practice’s physical business address. This address is saved here and synced to your email settings when updated.
It is intended for marketing email footers, including CAN-SPAM requirements. Marketing emails are not yet live.
Set your default email disclaimer
The Email Disclaimer is the default disclaimer for emails.
Enter the text you want to include.
Leave it blank to omit the default disclaimer.
Use the Clinical and Marketing tabs to set separate disclaimers for those email types.
Clinical: Customize your clinical disclaimer
Enter a Clinical Disclaimer to use specifically for clinical emails.
If this field is left blank, clinical emails use the default Email Disclaimer from the General tab.
Use this field when your practice needs clinical-specific language, such as a confidentiality or protected health information notice.
Transactions: Customize checkout pages and invoices
Checkout page
Customize the hosted checkout page clients use to pay:
Headline: The main heading on the checkout page, such as “Complete Your Order.”
Subtext: Supporting text displayed below the headline.
Invoices
Configure the details applied to every invoice you send:
From Name: Your practice’s invoice sender name.
From Email: The email address listed for invoice communications.
Footer Text: Text displayed at the bottom of every invoice.
Payment Terms: Your payment instructions or terms, such as “Payment due within 30 days.”
The Live Preview shows sample checkout and invoice layouts using your branding. Sample services and amounts are for illustration.
Marketing: Set your marketing disclaimer
Marketing emails are not yet live.
The Marketing tab lets you enter a disclaimer specifically for marketing emails. If left blank, marketing emails will use the default Email Disclaimer from the General tab.
When marketing emails launch, the business address entered on the General tab will appear in their footers.
Invite Email: Personalize your client portal invitation
Customize the email clients receive when they are invited to your practice’s client portal.
Edit the email content
You can customize:
Subject: The email’s subject line.
Preview text: The short preview line shown in most email inboxes.
Email body: The invitation message.
Use the editor toolbar to format your message with bold, italics, links, and lists.
Insert variables with slash commands
Variables personalize each invitation with the appropriate practice, client, or invitation details.
Click where you want to insert a variable.
Type / to open the slash-command menu.
Select the variable you want to insert.
The variable appears as a highlighted token in the editor. Select variables from the slash-command menu rather than typing their names as plain text.
Variables shown in the default template include:
Practice Name: Your practice’s name.
Preferred Name: The invited client’s preferred name.
Invited By Name: The name of the person inviting the client.
Invite Expiration: How long the invitation link remains valid.
For example, to personalize the greeting, type Hi, insert Preferred Name using /, and add a comma.
Keep the account setup action
The default invitation includes a Set up your account button so clients can set their password and get started. Keep this action in your invitation so clients have a clear next step.
Preview, test, and save
Preview: Render the email with your practice’s branding in the preview panel.
Send test: Send a test email to review how it looks in an inbox.
Save: Save your customized invitation template.
Reset to default: Return to the default invitation template.
Before using your customized invitation, check the subject, preview text, variable placement, and account setup button.