Centres

Before you start

A centre is an organisation account inside Alchely: it brings several professionals together, it has someone who administers it, and it has patients who belong to the centre, not to whoever happens to be treating them this month. It is either a Therapy centre (therapists seeing patients) or a Training centre (trainers working with students). The type changes the words Alchely uses, not the way it works.

Each person in the centre holds one role or two:

• Centres are part of the Plus plan: every member takes a seat, and the seat comes with Plus included.
• An account belongs to one centre at most.
• An account that only administers is never offered as a patient's therapist, and never appears in the lists for reassigning.
• If you work on your own and belong to no centre, nothing in this guide affects you: no centre menu, and no question about whose patient somebody is.

Signing the centre up

For now, centres sign up by invitation. Write to hello@alchely.com and we send you a link to register the centre. Without that link, the sign-up screen shows "Creating a centre needs an invitation".

1. Open the link. It takes you to Create a centre.
2. The centre first: Centre name and What the centre does (Therapy centre or Training centre). The legal details can wait.
3. Then your account: first name, last name, email and password.
4. Tick I also see patients at this centre if you will be treating (in a training centre: I also train students at this centre). If you leave it unticked, your account only administers and a patient can never be assigned to you.
5. Create centre. You get a verification email and, if you want, you switch on two-factor authentication straight away by scanning the QR code with your authenticator app.

Centre details and logo

Centre → Overview → Centre details

Only the name is required. The rest you fill in when you have it: legal name, tax id, address, contact email and phone, and timezone.

Logo

Upload logo takes a PNG, JPG or WebP of up to 5 MB; a transparent background works best. It appears on the emails the centre's patients receive: Scheduler bookings and reminders, payments, and portal notices. Each therapist's own patients keep receiving Alchely's emails.

On top of that, every active member's public profile reads "Part of [centre]".

Inviting the team

Centre → Therapists → Invite (in a training centre, Trainers)

1. Enter the person's email address.
2. Choose what they will be able to do: See patients at this centre, Administer the centre, or both.
3. Send invitation. They get an email with the link to join.

What an invitation is

• It only works for that address. If another account opens the link, it is refused.
• It is used once and expires after fourteen days.
• The link stays visible in the list, with Copy link, in case the email bounces or lands in spam: you can send it yourself.
• Revoke cancels it. There is no resend button: if another one is needed, revoke and invite again, and a new link is issued.

The list shows each one's state: Pending, Accepted, Revoked or Expired.

Seats

Above the list you see "X of Y seats taken". A centre starts with ten seats. Every member takes one, and so does every pending invitation, so the last seat is never promised twice. If none are left, revoke a pending invitation or write to us to add seats.

On joining, the account moves to Plus, covered by its seat. Alchely keeps a note of the plan it had so it can give it back if they leave the centre.

Joining a centre

This part is for whoever receives the invitation. The link opens a page that names the centre inviting you and the address it was sent to, masked (so a forwarded link gives away no full email address).

• No Alchely account yet: Create an account to join. You sign up from there and land straight inside the centre.
• Already have an account: I already have an account, sign in with the invited address and press Join [centre].

Once in, you get a welcome listing the tools the centre has switched on for you, instead of a solo practice's setup. Under Profile → Centre you see your role in the centre and, if you administer, the way into the administration.

Everyone's roles

Centre → Therapists → Change roles

Changes what somebody does in the centre without removing them or inviting them again: they keep their seat, their plan and their patients. Three limits protect the centre:

• The centre needs at least one administrator: appoint another before removing the last.
• You cannot remove your own administrator role; another administrator has to do it.
• Someone who stops treating and still has centre patients hands them over first. Alchely takes you to the "[name] stops treating patients" screen, where you choose who takes each one, and then Hand over and stop treating. To stop treating they must also hold the administrator role; otherwise, what you want is to remove them from the centre.

The centre's patients, or your own

Inside a centre, each therapist can have two kinds of patient. When adding a patient, the form asks Whose patient is this?:

Patient lists show a Centre or Personal label on each one.

• Couples: the question is Whose couple is this?, and both partners must belong to the centre or both be your own.
• Groups: a group is the centre's when every member is. Centre and personal patients cannot be mixed in one group.

Bringing earlier patients into the centre

Profile → Centre → People you brought with you

Anyone who joins a centre with existing patients keeps them as personal, because they consented to you, not to the centre. Moving one into the centre changes who can see their data, so it happens one at a time and it is decided by their own therapist, the person they trust.

1. Explain to the patient what it means for their record to become the centre's.
2. If they agree, press They agreed beside their name. It is recorded, with the version of the consent.
3. If they are in a group, the group comes in whole: once everyone has agreed, Everyone agreed: bring the group in.

The centre's patients and reassignments

Centre → Patients (in a training centre, Students)

The list of every patient the centre holds, with their therapist, the number of sessions and the date of the last session. It filters by patient and by therapist. Nothing clinical appears: no notes, no diagnoses, no contact details.

Reassigning a patient

1. Reassign beside the patient.
2. Choose the new therapist. Only professionals who treat at the centre are offered.
3. Add a reason if you like (optional) and confirm.

With the patient, in one step, go their sessions, appointments, therapeutic plan, constellations and genograms. What does not move is their payments: money already requested still belongs to whoever raised it.

• Someone treated as part of a couple or a group is not reassigned alone: the couple or the group moves whole, with all its members.
• Every reassignment is recorded with who did it, from whom to whom, and the reason. The record survives even if one of the accounts is later deleted.
• In the reports, earlier sessions still count for whoever held them.

Agenda and cover

Centre → Agenda

Bookings for the centre's patients, across every therapist, filtered by date (From / To) and by therapist. Each shows when, who and its status (Scheduled, Completed or Cancelled). It shows no meeting link and no session title.

Covering an appointment

When somebody is off, Move → Give this appointment to somebody else. Only that appointment moves: the patient stays with their own therapist. It is cover, not a reassignment; to change a patient's therapist, use Reassign.

If the chosen professional already has something at that time, the move is refused rather than double-booked. A cancelled booking does not hold the slot.

Reports

Centre → Reports

How the work is going and how it is spread. By default they cover the last thirty days; you change the dates with the same filter as the agenda, filter by therapist, and group by day, month or year.

• Headline figures: active therapists, sessions, new patients and collected.
• Charts: sessions, patients (people seen and patients arriving at the centre) and payments, with a breakdown by status.
• Per therapist: each one's sessions, and the detail as a table. Anyone who has left the centre is marked as no longer in it.

There are only counts and totals: no patient is named. After a reassignment, each session counts for whoever held the patient at the time. If the centre has the Payments tool switched off, the reports show no money.

The centre's payments

Centre → Payments. This tab only appears when the centre has the Payments tool switched on.

At the top, How the centre charges: the centre's patients are charged with these settings and on the centre's Stripe account.

1. Connect the centre's Stripe account with the same flow a therapist uses. You come back to the centre's screen. Until it is connected, payment links cannot be sent to the centre's patients, and they are never routed to a therapist's personal account.
2. Set a default concept and a default amount if you like. They are suggested when a charge is created for a centre patient.
3. Decide whether to send payment reminders to the centre's patients.

Below, the list of charges across the centre: patient, therapist, amount, due date and status. The concept line is not shown, because a therapist writes it and it routinely describes the work.

Each therapist's own patients stay on their own account and settings. How it looks to a therapist raising a charge is in the Payments guide.

The centre's tools

Centre → Tools

This is where you decide which tools the team has, with Enable and Disable. Beside each one you see how many people use it.

• Tools that are on belong to every therapist in the centre, who can neither remove them nor adopt the ones that are off.
• By default, every tool is on: a centre that has never opened this screen has taken nothing away.
• Disabling deletes nothing. Enable it again and everyone is where they were.
• In each therapist's catalogue, the tool shows as "On through your centre" or "Disabled by your centre", so they know whom to ask.
• Tools someone had adopted before joining are kept for when they leave the centre.

The centre's libraries

Three things can be shared with the whole team:

The whole team sees them and uses them in session, and meditations can be shared with patients. Nothing in the centre's library is published outside it. A centre scene is not linked to any patient: keep anything that identifies one out of it. More detail in the Constellation and Meditation guides.

Removing someone from the centre

Centre → Therapists → Remove from centre

If that person treats centre patients, those have to be reassigned first. The "Remove [name] from the centre" screen lists them split into individual patients, couples and groups:

1. Choose which professional takes each one, or use Assign all to to give them all to the same person.
2. Couples and groups are handed over whole. If a member is not yet the centre's, that couple or group cannot be handed over until their therapist brings them in.
3. Add a reason if you like and confirm with Hand over and remove from centre. Everything is checked before anyone moves.

When they leave, their seat is freed and, if their Plus plan came from the centre, they go back to the plan they had before. Their account keeps existing, with their personal patients, and you can invite them again later.

Nobody can remove themselves from the centre. And if the person has centre patients and there is no other professional who can take them, invite somebody first.

Training centres

If the centre is a training centre, Alchely speaks of trainers and students on every screen, including for anyone who had picked another word in their own practice. The centre's menu changes to match: Trainers, Students, and one more tab, Courses.

Courses

Centre → Courses → Create course: name, start and end dates, and status (Planned, In progress, Finished or Cancelled). The list shows how many students each has. A course with students cannot be deleted: move them to another course or mark it as finished.

Each student's course and academic year

Each student is enrolled from their record, under Training: their course and their academic year, shown as 2025/26 and chosen from the current year and the ten after it. Both can be used as filters in each trainer's student list and in the centre's.

In a training centre the Payments tool starts switched off; switch it on from Tools if the centre needs it.

What the administration sees, and what it does not

The centre's screens were built on a closed list of what they may show. It is not a setting: there is no way to widen it.

• Each therapist's personal patients appear on no centre screen.
• A centre sees nothing of another: asking for anything of another centre answers as if it did not exist.
• Roles are checked on every request: removing an administrator takes effect on their next click.

Troubleshooting