When accessing your PracSuite account for the first time, you will need to configure settings that relate to your organisation.
1. Go to Settings > General > General
PracSuite Account
The contact information entered on this page identifies the entity that is subscribing to PracSuite and contact information for key individuals at the business. This information is not patient-facing or accessible to patients.
Company Name - Company name for your records with Smartsoft.
Primary Contact - The main subscriber and PracSuite account holder. Typically, the business owner or director.
Billing Contact - Contact information for the individual responsible for managing payment of the PracSuite subscription and recipient of Smartsoft receipts/invoices.
Technical Contact - Contact information for the individual responsible for managing IT and other technical matters for the business.
Main Settings
The main settings area in PracSuite controls some general system settings, including:
Client Descriptor - Choose the term that describes your clients (patients, clients or customers)
Country - Select the country in which your business operates.
Time Zone - Select the time zone that applies to your business operations. This will control how times are displayed throughout PracSuite. Only a single time zone can be set for a PracSuite account.
Name Display Order - Controls how patient names are displayed on patient files.
Tax Label - Controls how tax is displayed throughout the system.
Tax Rate - Control the tax rate of tax-enabled items.
SMS Marketing Defaults - Controls the default SMS marketing status for new patient files.
Email Marketing Defaults - Controls the default email marketing status for new patient files.
Extended Gender List - Expands the list of genders on patient files. Click here for further details.
Show Country In Addresses - Controls displaying the country wherever the address is shown.
Store Time Zone Per Patient - Allows you to record the time zone of a patient if they reside in time zone different to the main system time zone. Click here for more information.
Set Business at Login - For multibusiness environments where staff move between locations. Click here for more information.
Letter Tag Formats
The below settings control the date and time formats when using date and time merge fields on your SMS, Email, Letter and Clinical Note templates.
Date Format controls how a date displays wherever a date merge field (such as <<Date>>) is used on your Letter, Email, SMS and Clinical Note templates. The dropdown includes plain numeric formats (e.g. 14/09/2026), as well as formats that spell out the day name and/or month in full. Options include:
Monday, 14 September 2026 - day name, day, full month name, year
14 September 2026 - day, full month name, year, no day name
Monday 14 September - day name, day, full month name, no year
Monday, 14th of September 2026 / 14th of September 2026 - ordinal date, with or without the day name and year
Mon 14 Sep 2026 / 14 Sep 2026 - abbreviated day and/or month name
If a practitioner wants a letter date to read like "Thursday, 10 September 2026" instead of a numeric date, changing Date Format here is the way to do it - no need to type the date manually into the letter.
File Numbers
Choose your preferred way to generate patient file numbers. More information on file numbers is available here.
Appearance
Choose your general organisation logo, which will only be used for display purposes on each user's home screen.
