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Letterhead & branding

A brand profile controls how clinical documents look on paper, in PDFs and in shared links: letterhead, logo, signature, seal, colours, paper size, margins, footer and verification QR code.

Who can do this: Owner/Admin with branding.manage; practitioners use letterpad.use for their own letterpad/profile. Where: Admin → Letterhead & Branding (/app/settings/brand-profiles), Doctor Letterpad (/app/doctor-letterpad) and System Settings (/app/system-settings).

Before you start​

  • Logo as PNG, JPEG or WebP up to 500 KB.
  • Signature and seal/stamp as PNG, JPEG or WebP up to 300 KB each.
  • Registration labels/numbers such as CEA reg. or council registration.
  • Decide whether you print on blank paper or pre-printed letterhead.

Create a brand profile​

  1. Open Letterhead & Branding.
  2. Click New profile.
  3. Choose Default (all branches) or a specific Branch.
  4. In Letterhead, enter Facility name, Tagline and Address.
  5. In Contact & registrations, enter Phone numbers (comma-separated, up to 4), E-mail, Website and up to 6 Registration numbers.
  6. In Look & paper, choose Theme: Classic, Modern, Minimal or Lab report.
  7. Choose Paper size: A4, A5 or LETTER.
  8. Choose Header layout: logo left, centred or split.
  9. Set colours and margins in millimetres.
  10. If using pre-printed paper, tick Pre-printed letterhead paper (leave header and footer blank) and enter header/footer space.
  11. Upload Logo, Default signature and Seal / stamp.
  12. Enter Disclaimer and Footer text.
  13. Keep Print the verification QR code enabled unless you have a policy reason not to.
  14. Click Save. Result: New prints and PDFs use the branch profile; branches without a profile use the default profile.
Letterhead and branding profiles list

If no brand profile exists, clinical print falls back to clinic details and logo saved in System Settings. On Organisation, upload Clinic Logo. System Settings accepts JPEG, PNG, GIF or WebP and rejects files above 500 KB.

Use Doctor Letterpad​

  1. Open Doctor Letterpad.
  2. The page loads the doctor's professional profile, signature, seal, clinic settings and branch information.
  3. Tick or untick Digital Signature and Chief Complaint.
  4. Click Print or Save PDF. Result: A blank professional prescription pad is printed or downloaded.

Doctor letterpad details come from the practitioner's profile/professional record. Clinical documents use the signed document header and brand profile, not the freehand letterpad.

Good to know​

  • A branch profile wins over the default profile.
  • Deleting a branch profile makes that branch fall back to default.
  • If two people edit the same profile, the second save returns VERSION_CONFLICT.
  • Branding text is escaped as text; scripts or HTML are not executed.
  • Existing generated PDFs keep the branding they were created with. New prints use the current profile.

Troubleshooting​

Problem / messageWhat it meansWhat to do
BRAND_PROFILE_EXISTSThat branch already has a profileEdit existing profile
VERSION_CONFLICTSomeone else saved a newer versionReload and save again
VALIDATION_FAILEDOne or more values failed validationCheck image sizes, registration count and margins
Choose a PNG, JPEG or WebP image.Wrong image typeConvert the file
The image is too large.Image exceeds limitCompress and retry
PDF still shows old brandingPDF was already generatedPrint again or create a new signed version