A ForceIQ account is scoped to a clinic. Patients, sessions, billing, and report branding all live at the clinic level, and every user belongs to exactly one clinic. The first person who signs up creates the clinic and becomes its owner. Everyone else joins via invite. This article walks through what the platform asks for during clinic setup, who can do what, and how the seat count maps to billing.
Onboarding: setting up the clinic
The first sign-in lands on the onboarding form. Most of the fields are profile data that flows into report branding and the contact surface; none of them affect signal processing.
| Field | Used for |
|---|---|
| Clinic name | Header on every PDF report. Shown on the dashboard. Sometimes used in invite emails. |
| Display name | Your name as the clinician (shown on the report footer, the session record, and the team page). |
| Contact email | Primary clinic contact, surfaced on PDF reports and emails. |
| Contact phone | Optional, surfaced on reports if provided. |
| How you heard about ForceIQ | Analytics only. Not visible elsewhere. |
| Clinic logo | Renders alongside the ForceIQ wordmark in the PDF report header. SVG or PNG, under 2 MB. |
| Optional first patient | A shortcut to add one patient inline so you can start capturing immediately. The full patient profile is still editable later. See Adding patients. |
| Analytics consent | Toggles whether anonymized usage events are collected. The platform respects Do Not Track regardless of this setting. |
| Terms acceptance | Required to finish onboarding. |
The clinic profile is editable later from Settings → Clinic. Changing the clinic name or logo updates future reports; existing reports already generated keep the original branding (reports are immutable artifacts).
Member roles and what each can do
Every user belongs to one of three roles. The role is set when the invite is sent and can be changed later by an owner or admin.
| Role | What it can do |
|---|---|
| Owner | Everything an admin can do, plus transfer ownership, manage billing, and delete the clinic. Exactly one owner per clinic. |
| Admin | Manage team members (invite, remove, change roles other than owner). Read and write every patient in the clinic, regardless of assignment. Manage billing and clinic profile. |
| Clinician | Read and write their own assigned patients. Run captures and uploads. Generate reports. Cannot manage team or billing. |
The owner role is unique. There can only be one at a time. To leave the clinic as an owner, you have to transfer ownership first; the team page prompts you through it. If a clinician leaves the clinic, their patients are automatically reassigned to the owner so nothing is orphaned.
Patient access in practice. A clinician sees only the patients they're assigned to. Admins and owners see every patient in the clinic. Reassignment happens on the patient profile (any admin, owner, or the currently-assigned clinician can change assignedTo). This is enforced server-side, not just in the UI, so the access boundary holds even if someone navigates directly to a patient URL.
Inviting team members
Settings → Team → Invite member opens the invite form. Two fields: email and role (admin or clinician; ownership transfers through a separate action, not invites).
What happens when you invite:
- An invite record is created with the target email and role.
- ForceIQ emails the invitee a sign-up link scoped to your clinic.
- The first time the invitee signs in via that link, their account is created and they're added to the clinic's member list with the role you picked.
- Their seat is now counted against your subscription (see Billing below).
If the invitee never signs up, the invite stays pending until it expires (default 14 days). Pending invites count against seats only after they accept; you can cancel a pending invite without ever having paid for the seat.
Seats and billing
A seat equals one accepted member, regardless of role. Owners and admins use seats too; there is no free admin seat. The seat count auto-syncs to Stripe when members are added or removed, so adding a clinician on the team page also updates the subscription quantity at the next billing cycle.
Free tier. Up to 5 patients and 10 sessions per month, all core assessment features plus real-time Capture (its trials share the monthly session cap), no IsoForge. The free tier never expires; it just stops being useful once a clinic outgrows it. Hitting either limit shows an inline upgrade prompt.
Billing actions (update card, switch monthly to annual, view invoices, cancel) all happen through the Stripe Customer Portal, opened from Settings → Billing. ForceIQ never asks for payment details directly; everything goes through Stripe.
PHI mode and what it changes
Settings → Clinic → PHI enabled turns on optional patient identifier fields: name, date of birth, email, injury description, and per-session clinical notes. Off by default. When off, the platform runs entirely on de-identified patient codes.
Turning PHI on:
- Adds the PHI fields to the patient form and the CSV import.
- Adds patient name and DOB to PDF report headers (if entered).
- Tightens access controls around those fields (assigned clinician plus owner or admin only, even within the same clinic).
- Doesn't change any signal processing or metric computation.
Most clinics that ask about HIPAA can keep PHI mode off and remain fully compliant by working only with patient codes. The PHI fields exist for clinics that explicitly want them and have appropriate data-handling agreements with their patients.
What to do next
- Run through onboarding once for real. The clinic logo and contact info you enter here will appear on every report you generate, so it's worth doing properly rather than skipping with placeholder values.
- Invite at least one other clinician before you go live. Clinics with a single member tend to discover the "what happens if I'm out for the week" question the hard way; a second clinician (even admin-only) keeps patient access alive.
- If you're not sure about PHI mode, leave it off. It's easier to enable later than to retroactively strip identifying data once it's been entered.