Frequently Asked Questions

It turns the appointment and client data already sitting in your Practice Better account into retention, conversion, and practitioner-performance metrics — the numbers that actually answer "is my practice growing, and where." Connect your account and your first data appears within minutes.

Owners, managers, and lead practitioners at nutrition and wellness practices running on Practice Better who want visibility into where patients drop off, which practitioners retain best, and where the growth opportunities are — without building a spreadsheet by hand every month.

Practice Better gives you raw session and appointment reports. We take that same underlying data and turn it into the metrics that answer business questions directly — two-visit conversion, 5-in-90 retention, practitioner comparisons, cancellation trends — organized by what a practice owner actually needs to decide, not by what the system happens to log.

Nothing to install — it's entirely web-based. And we never write to Practice Better: the API key you create for us is read-only, so nothing we do can change, delete, or add anything on the Practice Better side.

Snapshot, the free plan, isn't a trial — it's free indefinitely, no credit card required. If you upgrade later, there's no long-term contract on any plan; you can cancel anytime.

Account creation, email verification, two-factor setup, accepting the user agreement, and connecting Practice Better are seven short steps — most take under a minute each. The moment you connect, your first sync starts automatically; larger practices can take a few minutes to fully import.

Snapshot answers “what is my data telling me?” with 7 core visuals — appointment trends, new-patient trends, two-visit conversion, 5-in-90 retention, and a sample of practitioner comparison and re-engagement views. Insights answers “how is my practice performing?” with all 37 visuals unlocked, full practitioner comparison, and daily data refresh. Team answers “how is my team performing — and where should I coach?” with all 51 visuals, multiple logins, and coaching-focused practitioner detail.

Appointment trends, new-patient trends, two-visit conversion (return rate), 5-in-90 retention analysis, a sample view of Practitioner Comparison, and a sample patient re-engagement list. No credit card required, and it doesn't expire.

Insights is $99/mo, or $83/mo billed annually ($997/yr). Team is $199/mo, or $166/mo billed annually ($1,997/yr). Annual billing saves 16% on either plan.

Available for a limited number of practices while we're early: your price is locked for 12 months from when you subscribe, plus early access to new features, priority support, and a direct line to influence what we build next.

Yes, anytime from Settings → Billing. Upgrades apply immediately. Downgrading to Snapshot or cancelling keeps your plan and all your data until the end of the period you've already paid for, then moves you to the free plan automatically — nothing extra is charged, and nothing is deleted.

Not for Snapshot. Insights and Team are paid through Stripe at signup — we never see or store your card details ourselves.

You generate an API key inside Practice Better (Settings & Preferences → API Access → Create API key), set its access to Read only, and paste it into Practice Business Insights. That's the entire integration — no consultants, no data exports, no manual uploads.

Only what's needed to build your metrics: for each client, their name, email, and start date; for each appointment, its date, status, service type, duration, and which practitioner it's with. We never request clinical notes, session content, messages, or anything else in a patient's chart.

No. The API key is scoped to read-only access. There is no path in our code that writes back to Practice Better — we only ever pull data in.

No — you never give us your Practice Better username or password. The API key is a separate credential you generate and control, and you can revoke it from inside Practice Better at any time, independent of us.

Daily on Insights and Team. About once a month on Snapshot. Team plans can also trigger a manual sync on demand from the account menu.

Future syncs stop until it's reconnected — your dashboard keeps showing the data from your last successful sync rather than erroring out. Nothing is deleted, and reconnecting with a fresh key picks up right where it left off.

Retention (5-in-90, retention ladder), conversion (two-visit, two-week return), appointment and cancellation trends, no-show rates, practitioner comparisons, and re-engagement lists of patients without an upcoming visit — plus patient-level detail tables behind most of them.

Almost always it's Filters (date range, whether future appointments are included, excluded service types) or sync timing, not a bug — every chart respects whatever Filters are currently set, and two people looking at "the same" number with different filters will legitimately see different results.

Yes — Filters lets you exclude any service type by name, so discovery calls, free consultations, internal visits, admin blocks, and anything else that isn't a real patient visit can be kept out of your metrics.

Yes — every patient is attributed to a primary practitioner (whoever they've seen most in the last 90 days), and Practitioner Comparison charts benchmark retention, conversion, and cancellations across everyone on your team.

Most charts export as a PNG image; the underlying data and every detail table export to Excel.

Two-factor authentication is required on every account, with no exceptions. Every connection is encrypted (HTTPS/TLS), and data is encrypted at rest. Each practice's data is isolated at the database level — there's no query path that crosses between clinics.

We never sell it, and we never share it with advertisers or data brokers. The only outside parties who touch it are the service providers that run the platform for us — hosting and database, payment processing, email — each under contract, and under a Business Associate Agreement where they can hold patient information. We don't combine one practice's patient data with another's. If we ever use practice data to improve the product, it is de-identified first, to the HIPAA standard, so it can't be traced back to your practice or to any patient.

The platform is built on HIPAA-compliant infrastructure, and we maintain Business Associate Agreements with our infrastructure providers.

Yes — we provide a signed BAA for your practice as part of onboarding. If you also need help with a security questionnaire, contact us and we'll work through it with you directly.

On HIPAA-compliant infrastructure, encrypted in transit and at rest, with each practice's data kept isolated from every other practice.

Cancelling a subscription alone deletes nothing — you keep your data on the free Snapshot plan. Permanently deleting your practice's data is a separate, explicit action in Settings, independent of billing, and can't be undone.

Once you're signed up, every account includes an in-app Help Center with guides for every metric, connecting Practice Better, billing, and security, plus a one-click feedback tool that captures the exact screen you're on. Before signing up, reach us through Contact.

Yes — book a live demo. We hold sessions on multiple dates each month, so pick whichever works for your schedule.

Yes — the Quick Start Guide covers sign-up through your first dashboard, and this FAQ covers the rest. Once you're signed in, a fuller in-app Help Center covers every metric and setting in detail.