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Setting Up a New Office

From empty system to a working knee clinic – in six steps.

One admin, two staff, three medical staff, one knee-treatment catalog.
This guide walks you through the exact order of operations: what to create first, what depends on what, and which CSV file belongs in which step. Follow it top to bottom and you will have a fully working office at the end.

Two ways to a working practice:

Try it out: register, open the calendar and click 📦 Load example data there. The practice is instantly populated with sample staff, qualifications, treatments and appointments – no CSV upload needed. To start over, use ♻️ Reset practice.
Your own data: create your CSV files following exactly the layout of the examples below, and upload them in the given order.

The steps below describe both paths. The CSV examples serve as templates – replace the sample values with your own.

What you will have at the end

Item	Details
Office	One new office, isolated from all other offices (multi-tenant safe)
Users	1 Admin, 2 Staff
Medical staff	1 female doctor, 1 male doctor, 1 MRT technician
Procedures	Knee-treatment catalog (consultation, MRT, arthroscopy, meniscus surgery, follow-up)
Qualifications	Each procedure mapped to who is allowed to perform it
Sample appointments	A small week of knee patients to verify everything works

The order matters

RevenueForecast enforces dependencies: an appointment needs a procedure, a procedure needs a qualification, a qualification needs medical staff, and everything needs an office. If you try to import appointments first, the import will reject rows with unknown references. So we go bottom-up.

Golden rule: create the thing that is referenced before the thing that references it. Office → Users → Medical staff → Qualifications → Procedures → Appointments.

1Create the office

An office is the top-level container. Everything you create afterwards belongs to exactly one office. Users, medical staff, procedures and appointments are all scoped to it.

Where: Register → Create a new office (or Admin → Offices → New, if you already have an admin account).

What you enter: office name, address, time zone, default currency. Nothing else is required at this point.

CSV: `offices.csv`

office_id,name,address,city,country,timezone,currency
OFF-001,Sunrise Knee Clinic,12 Bahnhofstrasse,Berlin,DE,Europe/Berlin,EUR

Result: one office with ID OFF-001. You will use this ID in every following file.

2Create the users (1 Admin, 2 Staff)

Users are the people who log in. They are not the same as medical staff (step 3) – a user is an account, a medical staff member is a resource that can be booked into appointments. In small clinics the same person is often both; in this example they are kept separate.

Roles used here:

Admin – full access, can change master data (procedures, staff, qualifications)
Staff – can view the calendar, upload appointments, run reports; cannot change master data

CSV: `users.csv`

user_id,office_id,email,first_name,last_name,role,password_temp
U-001,OFF-001,admin@sunrise-knee.example,Anna,Weber,Admin,ChangeMe!2026
U-002,OFF-001,frontdesk1@sunrise-knee.example,Lena,Hoffmann,Staff,ChangeMe!2026
U-003,OFF-001,frontdesk2@sunrise-knee.example,Jonas,Richter,Staff,ChangeMe!2026

Note: the password_temp column is only for the initial import. Users are forced to change it on first login. Never keep this file after import.

3Create the medical staff

Medical staff are the resources that appear in the calendar and in the coverage view. They have a role that determines which qualifications they can hold.

Doctor (female) – Dr. Sofia Lindqvist, orthopedic surgeon
Doctor (male) – Dr. Marcus Brandt, orthopedic surgeon
MRT technician – Tobias Neumann, radiology technician

Gender is a plain field (f/m/x) so the calendar can show the correct salutation and, if you later add it, gender-specific scheduling rules.

CSV: `medical_staff.csv`

staff_id,office_id,first_name,last_name,role,gender,email,weekly_hours
MS-001,OFF-001,Sofia,Lindqvist,Doctor,f,s.lindqvist@sunrise-knee.example,40
MS-002,OFF-001,Marcus,Brandt,Doctor,m,m.brandt@sunrise-knee.example,40
MS-003,OFF-001,Tobias,Neumann,MRT Technician,m,t.neumann@sunrise-knee.example,38

4Define qualifications

A qualification is a capability. Procedures require qualifications; staff hold qualifications. RevenueForecast checks at booking time whether at least one person on shift holds every required qualification.

Qualification ID	Name	Held by
`Q-ORTHO`	Orthopedic consultation	Dr. Lindqvist, Dr. Brandt
`Q-SURG`	Orthopedic surgery	Dr. Lindqvist, Dr. Brandt
`Q-MRT`	MRT operation	Tobias Neumann
`Q-FOLLOW`	Post-op follow-up	Dr. Lindqvist, Dr. Brandt

CSV: `qualifications.csv`

qualification_id,office_id,name,description
Q-ORTHO,OFF-001,Orthopedic consultation,Initial assessment and diagnosis
Q-SURG,OFF-001,Orthopedic surgery,Surgical procedures on the knee
Q-MRT,OFF-001,MRT operation,Operating the MRT scanner
Q-FOLLOW,OFF-001,Post-op follow-up,Post-operative check-ups

CSV: `staff_qualifications.csv`

staff_id,qualification_id
MS-001,Q-ORTHO
MS-001,Q-SURG
MS-001,Q-FOLLOW
MS-002,Q-ORTHO
MS-002,Q-SURG
MS-002,Q-FOLLOW
MS-003,Q-MRT

Why two files? Keeping qualifications and their assignment separate means you can add a new qualification later without touching staff records, and reassign staff without touching the qualification catalog.

5Build the knee-treatment catalog

Each procedure has a duration, a price, a color (for the calendar) and a list of required qualifications. The example below is a realistic knee pathway from first consultation to follow-up.

Procedure ID	Name	Duration	Price (EUR)	Required qualification
`P-KNEE-CONS`	Knee consultation	20 min	60	Q-ORTHO
`P-KNEE-MRT`	Knee MRT	30 min	220	Q-MRT
`P-KNEE-ARTH`	Knee arthroscopy	60 min	850	Q-SURG
`P-KNEE-MEN`	Meniscus surgery	75 min	1100	Q-SURG
`P-KNEE-FU`	Post-op follow-up	15 min	45	Q-FOLLOW

CSV: `procedures.csv`

procedure_id,office_id,name,duration_min,price,points,color,required_qualification
P-KNEE-CONS,OFF-001,Knee consultation,20,60,2,#4a90d9,Q-ORTHO
P-KNEE-MRT,OFF-001,Knee MRT,30,220,44,#8e6ec8,Q-MRT
P-KNEE-ARTH,OFF-001,Knee arthroscopy,60,850,33,#d96a6a,Q-SURG
P-KNEE-MEN,OFF-001,Meniscus surgery,75,1100,99,#c94f4f,Q-SURG
P-KNEE-FU,OFF-001,Post-op follow-up,15,45,2,#4caf80,Q-FOLLOW

Check before importing: every value in required_qualification must exist in qualifications.csv (step 4). A typo here will cause the row to be rejected.

Points instead of amounts: the points column is only used when the practice is set to points in practice settings. In euro mode, the import ignores points and uses price instead. Both columns can be maintained independently.

6Import sample appointments

Now everything exists, so appointments can finally be imported. A realistic week for this office: consultations on Monday, MRT and surgery mid-week, follow-ups on Friday.

CSV: `appointments.csv`

appointment_id,office_id,patient_ref,procedure_id,staff_id,start,end,room
A-1001,OFF-001,PAT-0001,P-KNEE-CONS,MS-001,2026-10-19T09:00,2026-10-19T09:20,R1
A-1002,OFF-001,PAT-0002,P-KNEE-CONS,MS-002,2026-10-19T09:30,2026-10-19T09:50,R1
A-1003,OFF-001,PAT-0003,P-KNEE-MRT,MS-003,2026-10-20T10:00,2026-10-20T10:30,MRT1
A-1004,OFF-001,PAT-0001,P-KNEE-ARTH,MS-001,2026-10-21T08:00,2026-10-21T09:00,OP1
A-1005,OFF-001,PAT-0004,P-KNEE-MEN,MS-002,2026-10-21T10:00,2026-10-21T11:15,OP1
A-1006,OFF-001,PAT-0001,P-KNEE-FU,MS-001,2026-10-23T09:00,2026-10-23T09:15,R1
A-1007,OFF-001,PAT-0003,P-KNEE-FU,MS-002,2026-10-23T09:30,2026-10-23T09:45,R1

What to verify after import:

Patient PAT-0001 appears three times – consultation, arthroscopy, follow-up. That is a full knee pathway.
On 2026-10-21 both doctors are booked in OP1 – check the coverage view; it should show the room as fully occupied.
Try moving the MRT appointment (A-1003) to a day when Tobias Neumann is on holiday. The coverage view should flag it.

Full import order (cheat sheet)

#	File	Depends on
1	`offices.csv`	–
2	`users.csv`	offices
3	`medical_staff.csv`	offices
4	`qualifications.csv`	offices
5	`staff_qualifications.csv`	medical_staff, qualifications
6	`procedures.csv`	offices, qualifications
7	`appointments.csv`	offices, procedures, medical_staff

All eight example files are available for download: csv-examples/

Common mistakes

Importing appointments before procedures. The import will reject rows with unknown procedure_id.
Reusing IDs across offices. MS-001 in OFF-001 and MS-001 in OFF-002 are two different people. Always prefix or namespace IDs.
Forgetting staff_qualifications.csv. Staff without qualifications will be invisible to the coverage check, and every appointment will look understaffed.
Mixing up users and medical staff. A user logs in; a medical staff member is booked. If Dr. Brandt also needs a login, create both a users.csv row and a medical_staff.csv row for him.
Leaving password_temp files around. Delete the CSV after import.

Datenschutz

RevenueForecast speichert nur, was für die Auslastungs- und Umsatzprognose nötig ist. Patientinnen und Patienten können über pseudonyme Kennungen (z. B. Patientennummern, Fallzeichen oder Initialen) referenziert werden – Klarnamen sind nicht erforderlich.

Datenschutz für Praxen · Technische Details

Want to try this with your own data?

We can walk through this setup with you in a 30-minute online session – your office name, your staff, your procedures. You leave with a working environment.

[Get in touch] [Book a demo]

Setting Up a New Office

What you will have at the end

The order matters

1Create the office

CSV: offices.csv

2Create the users (1 Admin, 2 Staff)

CSV: users.csv

3Create the medical staff

CSV: medical_staff.csv

4Define qualifications

CSV: qualifications.csv

CSV: staff_qualifications.csv

5Build the knee-treatment catalog

CSV: procedures.csv

6Import sample appointments

CSV: appointments.csv

Full import order (cheat sheet)

Common mistakes

Datenschutz

Want to try this with your own data?

CSV: `offices.csv`

CSV: `users.csv`

CSV: `medical_staff.csv`

CSV: `qualifications.csv`

CSV: `staff_qualifications.csv`

CSV: `procedures.csv`

CSV: `appointments.csv`