Using Practice Better Connectors

⚠️ There is no charge for the Practice Better Connectors feature while it is available to select customers in public beta. However, pricing for this add-on will be introduced and applicable to all customers once the beta period has concluded. Notice will be provided to those participating ahead of time.

In this article:

• What Are Practice Better Connectors?
• Before You Begin
• Enabling Connectors
• Linking an App
• Configuring Your Connector’s Behavior
• Editing a Connector's Configuration
• Unlinking or Disabling a Connector
• Data and Privacy
• Troubleshooting a Connector
• Available Connectors and Supported Workflows

What Are Practice Better Connectors?

Running a practice means wearing a lot of hats — and a lot of browser tabs. Connectors are designed to change that. By linking Practice Better to the apps you already rely on, you can set up automated workflows that trigger in the background whenever something happens in your practice, such as a new client is added, a booking is confirmed, a package is purchased, or a client enrolls in a program.

For example, every time you confirm a new booking, your Mailchimp audience can be automatically updated. Or when a new client is added in Practice Better, a new contact can appear in HubSpot — no copy-pasting required.

Before You Begin

Each Connector links Practice Better to an external app. Before completing setup, make sure you have an active account with the third-party service you want to connect (for example, an active Mailchimp or QuickBooks subscription).

Some Connectors allow you to use a resource from your third-party app as a template — for example, a Google Doc or Google Sheet. If you plan to use this feature, we recommend creating your template resource in the third-party app before beginning your Connector setup. You can always return to complete or update your configuration later.

Connectors are set up and managed by individual practitioners — each team member configures their own independently. The exception is QuickBooks and Xero, which are configured at the company level only. Connectors are not available to admin team members.

Enabling Connectors

To get started, you first need to enable the Connectors feature for your account.

1. Go to Settings > 3rd Party Integrations.
    
2. Click Enable connectors.
   
    
3. A confirmation prompt will appear. Click Continue to proceed.

✅ Once enabled, the Link button next to each available app will become active and ready to configure.

Enabling Permissions for Team Members

For team plan members, the team account owner must enable permissions for team members to use Connectors. 

📍 The team owner must also Enable Connectors and link the relevant apps before team members can configure their own.

1. Go to your My Team page.
    
2. Under the Roles & Permissions heading, click Edit next to the role you need to update.
    
3. Locate and expand the permission set for My Practice: Settings.
    
4. Click the checkbox next to Manage Connectors to enable this for all team members with that role.
    
5. Click the Submit button to save your changes.

Linking an App

With Connectors enabled, you can link as many available apps as you need.

1. From Settings > 3rd Party Integrations, locate the app you want to connect from the Connectors list.
    
2. Click Link next to the app name.
   
    
3. A setup window will open within the same page. Click the Connect button to link your third-party account.
   
    
4. A new browser tab will open, walking you through signing in to your third-party account. Follow the prompts to authorize the connection.
   
    
5. Once complete, the app will show as linked.
    
6. Click Finish, to finalize the connection, and then configure your workflow preferences.

Repeat these steps for each additional app you'd like to connect.

Configuring Your Connector’s Behavior

Each Connector enables you to perform actions in the third-party app when a corresponding trigger occurs in your Practice Better portal. See Available Connectors and Supported Workflows below for a full list.

1. Toggle the option to enable or disable a specific action in your Connector settings. 
   
    

2. Select the resource from your third-party app to use as a template. 

   📍 At this stage, you may click Cancel if you need to go to your third-party app to create a resource as a template (ie. create a new Google Doc or Sheet). You can update your Practice Better Connector’s settings at any time.

   
    

3. If applicable, enter the title of the resource that will be created from the template.
   
    
4. Continue with the Connector’s Field Mappings. This tells the Connector which Practice Better information to insert into the third-party app's resource. Click Add to Field Mappings to add more.
   
    

5. Select the Practice Better field from the drop-down list. Type to enter your custom Template Variable. 

   💡 Template Variable names must start with a letter and contain only letters and numbers — camelCase is recommended (for example, firstName or dateCreated). Once defined, add these variables wrapped in double curly braces directly in your third-party app template — for example, {{firstName}} {{lastName}}. Make sure there is a corresponding Field Mapping for each variable you use.

   
    

6. Note the Template Variables in your Connector settings, and add these to your third-party app template wrapped in double curly braces. For example, customize a Google Doc to include fields like {{firstName}} {{lastName}} and any other fields you want recorded, ensuring there is a corresponding Field Mapping for each variable.
    
7. Reorder field mappings by clicking the up or down arrows, or remove any by clicking the trash icon.
   
    
8. Click Next to configure additional available actions for your connected app.

Editing a Connector's Configuration

You don't need to unlink and relink an app to make changes. If your workflow needs evolve, or you simply want to adjust your settings, you can edit a Connector's configuration at any time.

1. From Settings > 3rd Party Integrations, locate the linked app you want to update.
    
2. Click the More Options menu (3 dots) > Edit Settings.
   
    
3. Click the Reconfigure button to update your Connector’s behavior. 
   

Once saved, your updated configuration will take effect for any new trigger events.

Unlinking or Disabling a Connector

You have two options for disconnecting apps — unlinking a single app, or disabling all Connectors at once. Choose the option that fits your situation.

To unlink a single connected app

1. Go to Settings > 3rd Party Integrations and click Unlink next to the connected app.
   
    
2. A confirmation prompt will appear. Click Disconnect to confirm.
   

That app's connection will be removed while all other linked apps remain active.

To disable all Connectors at once

1. Click the More Options menu (3 dots) at the top of the Connectors list and select Disable Connectors.
   
   
    
2. A confirmation prompt will appear. Click Disconnect to confirm.
    

⚠️ Important: Disabling Connectors cannot be undone. This will delete the configuration and authorization for all linked apps. You can re-enable Connectors at any time, but you will need to set up each connection from scratch — your previous configuration cannot be restored. If you only need to remove a specific app, use Unlink instead.

Data and Privacy

When a Connector is active, Practice Better shares relevant client information with the connected app — this typically includes client demographic information, along with any additional data required by the specific workflow (for example, session details for booking-triggered automations).

⚠️ Important: Practice Better Connectors are built on a HIPAA-compliant infrastructure, and data is transmitted securely. 

Troubleshooting a Connector

If a Connector runs into an issue — such as a failed sync or an authorization problem — Practice Better will alert you in two ways:

• An error banner will appear at the top of your Settings > 3rd Party Integrations page.
• A bell notification in-app will include a description of the issue.

If you see an error, review the reason provided and check that your third-party account is still active and properly authorized. 

• Unlinking and re-linking your connected app(s) will typically resolve the issue.

If the issue persists, our support team is here to help — reach out through the Help Center.

Available Connectors and Supported Workflows

Each Connector supports a specific set of automated workflows. When a trigger event happens in Practice Better, the corresponding action fires automatically in the connected app — and in some cases, the reverse is also supported.

Mailchimp

Sync clients and add tags when sessions are booked. Supports company-level and individual practitioner configuration.

HubSpot

Sync clients to HubSpot CRM when sessions are booked or programs enrolled. Supports company-level and individual practitioner configuration.

Google Sheets

Log client events as rows in a Google spreadsheet. Supports company-level and individual practitioner configuration.

Gmail

Send automated Gmail messages when client events occur. Supports company-level and individual practitioner configuration. 

Google Docs

Create Google Docs automatically when client events occur. Supports company-level and individual practitioner configuration.

QuickBooks

Sync clients to QuickBooks when sessions or packages are confirmed. Supports company-level configuration only.

Xero

Sync clients to Xero when sessions or packages are confirmed. Supports company-level configuration only.