Public Release Notes - Manage 11.5.0

Public Release Notes - Manage 11.5.0

About this release

September 8th, 2025 Manage 11.5.0

Manage 11.5.0 enhances clinical efficiency with real-time AI transcription and documentation tools, plus faster appointment scheduling directly from patient records — all designed to streamline workflows and reduce administrative overhead.

Key highlights include: 

  1. Audit Logging for Roles & Permissions: A new audit trail tracks all changes to user roles and permissions for improved security and compliance.
  2. Bridge Offline Export: Patient data can now be exported to the Bridge app for offline use, with full synchronization and audit tracking.
  3. Communication Log: A centralized tab displays all patient and lead communications, including calls, SMS, emails, and post mail.
  4. QuickBooks Journal Export: Journal entries can be exported in IIF or CSV formats for seamless integration with QuickBooks Desktop and Online.
  5. Cashbox for Cash & Cheques: A secure module allows authorized users to manage, track, and report cash and cheque transactions across locations.

1. WHAT'S NEW

AUDIT TRAILS

[ALL] Audit Logging for Role and Permission Changes

Audit trails > Roles and permissions

To enhance transparency, security, and compliance across all environments, this feature introduces detailed audit logging for every change made to user roles and permissions.
Key benefits: 
  1. Improved Security: Tracks every change to user roles and permissions, helping identify unauthorized or risky modifications.
  2. Compliance Support: Ensures traceability for audits and regulatory reviews by maintaining a complete history of access control changes.
  3. Operational Transparency: Enables system administrators to monitor who made changes, what was changed, and when.
  4. Centralized Oversight: All logs are accessible in one place via the Audit Trail interface.

HOW IT WORKS
A dedicated “Roles and Permissions” section has been added to the Audit Trails. To access it:
  1. Navigate to the User Menu via  .
  2. Select Audit Trails > Logs and Permissions.
  3. Review the list of changes:
    1. Sort entries by Date and Time or Changed By columns for easier navigation.
    2. Double-click a log entry or use the Options menu (available on hover) to open it.



  4. In View Mode, you can inspect the full details of the change, including:
    1. Who made the change.
    2. When it occurred.
    3. What was modified.


PATIENTS/SCHEDULER

[ALL] Bridge Integration – Export to Bridge (Offline)

Patients > [all tabs]
Scheduler

This feature enables clinic administrators and specialists to manage patient data in offline environments by exporting selected profiles to the Bridge application. It supports uninterrupted testing and care when internet access is unavailable and ensures data can be synced back to Manage once connectivity is restored. Administrators can configure user roles to ensure only authorized staff can perform offline exports and synchronizations.
REQUIRED PERMISSIONS
  1. Access to the Prepare for Bridge (Offline) functionality is controlled by the PreparePatientBridgeOffline permission.
  2. Access to the History Log is controlled by the ViewAuditTrails permission.

HOW IT WORKS

Prepare for Bridge Offline from the PATIENTS module
  1. Navigate to the Patient module
    On opening the Patient search screen, click  and then Prepare for Bridge (Offline).

  2. Manage the Export List
    Here you can:
    - Use the search bar to find patients
    - Select the patients for offline export by ticking the checkboxes next to their names
    - Review the list
    - Unselect entries by clearing their checkboxes at the bottom of the page
    - Collapse or expand the list by means of the corresponding controls

  3. Export to Bridge Offline
    Click the Open in Bridge button to load patient data into the offline Bridge application.



  4. Review Loaded Records
    Once data is loaded, the system displays the list of patients exported to Bridge. You can:
    - Review the list
    - Remove patients from the list as needed
    - Work with patient entries



  5. Synchronize Back to Manage
    When Bridge is opened in online mode:
    - The system prompts the user to start synchronization if offline data is available.
    - Users can sync individual patient records or perform bulk synchronization.



  6. Audit History Log
    From the Audit trails > Bridge offline export log, you can:
     - Review all patient export transactions to Bridge offline.
     - View details such as date/time, username, and number of patients exported.
     - Open individual transaction records to see which patients were included.





    NOTE: Unsuccessful export attempts are still logged in the History Log. 

Prepare for Bridge Offline from the SCHEDULER module
Alternatively, you can Prepare patients for Bridge offline from Scheduler. Users with the PreparePatientBridgeOffline permission will see a Prepare patients for Bridge offline button available across all Scheduler views.

When clicking the button:
  1. The system automatically extracts the patients currently displayed in the Scheduler.
  2. It redirects the user to the Prepare for Bridge (Offline) page.
  3. The extracted patients are pre-populated into the Selected patients list, streamlining the workflow and reducing manual effort.



PATIENTS

[ALL] Communication Logs for Patient/Lead Interaction Tracking

Patients > Communication logs

As of this release, users can take advantage of a comprehensive communication tracking feature within Manage that allows clinics to log, configure, and monitor patient interactions across multiple channels and outcomes. This enhancement improves visibility into patient communications, supports regulatory compliance, and streamlines workflows for clinic staff and administrators.

Key benefits
  1. Centralized Communication History – View all patient interactions (calls, SMS, emails, post mail, CRM-triggered messages) in one place.
  2. Customizable Setup – Define communication channels and outcomes that reflect your clinic’s operational needs.
  3. Compliance & Reporting – Maintain accurate records for audit trails, track last contact dates, and integrate with external systems.
  4. Secure Access Control – Role-based permissions ensure only authorized users can view, edit, or delete communication records and settings.

CORE CAPABILITIES
  1. Information from other systems can be connected and displayed in Manage, allowing communication records to stay consistent and up to date.
  2. Notes from phone calls can be captured and shown in the communication log.
  3. The system keeps track of the most recent communication with each patient, which helps with reporting and follow-up planning.
REQUIRED PERMISSIONS
Access to communication logs is governed by a set of permissions, which ensures data security, operational clarity, and role-specific functionality. Each permission enables specific actions within the Communication Log tab, allowing clinics to tailor access based on staff responsibilities.
  1. ViewCommunicationLog
    Allows users to view all communication log entries, including those created manually or automatically.

  2. CreateCommunicationLog 
    Enables users to add new communication log records for supported channels like Call, SMS, Email, and Post mail.

  3. EditCommunicationLog
    Permits users to update existing log entries, excluding the locked channel field after creation.

  4. DeleteCommunicationLog
    Grants users the ability to remove manually created communication logs, with confirmation required before deletion.
CONFIGURATION
Communication Outcomes
To manage communication outcomes, navigate to Environment settings > Notification settings > Communication outcomes. Here you can:
  1. Define standard patient call outcomes with unique codes and descriptions.
  2. Activate or deactivate outcomes as needed.
Communication Channels
To manage communication channels, navigate to Environment settings > Notification settings > Communication channels. Here you can:
  1. Configure a list of communication channels used in your organization.
  2. Assign each channel a core type: Call, SMS, Email, or Post mail.
  3. Activate or deactivate channels as needed.


HOW IT WORKS

Communication Log Tab

  1. Navigate to a Patient or Lead record to access the Communication Logs tab.
  2. View all communication entries, including:
    1. Manual entries (e.g., call notes)
    2. Automated messages (e.g., CRM emails, SMS)



  3. Depending on user permissions, you can:
    1. View, create, edit, and delete communication logs
    2. Search by keywords in the description
    3. Filter by communication channel
    4. Select multiple outcomes per call record

      EXAMPLE:  
      A communication log can be created using the +LOG button, with the interaction type — Inbound or Outbound — selected based on who initiated the communication. The fields required to complete the log may vary depending on the selected communication channel, ensuring that each entry captures the most relevant details for that type of interaction.  

      The User field is automatically populated with the current user but can be reassigned to reflect the staff member who actually participated in the communication.

      The       Phone Number field is pre-filled using the preferred phone number from the Patient Info tab. If an additional contact has been designated as the primary contact, the preferred phone number from that contact will be used instead.



      Manually created communication logs can be edited/deleted using the Options menu.



      Communications logs added via API are view-only.



FINANCE

[ALL] QuickBooks Journal Export

Environment settings > Finance settings > Accounting
Finance > Export journal entries

This new feature enables users to export journal entries from Manage for seamless integration with QuickBooks Desktop and QuickBooks Online. Users can generate properly formatted IIF and CSV files containing key financial data – such as invoices, payments, and credit notes – based on selected criteria like transaction type, date range, region, and location. Export functionality is permission-controlled and designed to maintain compatibility with external accounting systems.

HOW IT WORKS
Configure Accounting Settings
To ensure accurate journal export and proper mapping to accounting systems, follow these steps:
  1. Navigate to
    Environment Settings > Finance Settings > Accounting

  2. Select Accounting System
    On the General tab, choose either QuickBooks Desktop or QuickBooks Online as your accounting system.

  3. Set Up Key Accounts
    Under Configuration, provide account numbers for core financial accounts such as Tax Collected, Accounts Receivable (A/R) Control, Deposit Held, and Rounding. 



  4. Configure Payment Methods 
    Ensure all relevant payment methods are configured with their associated bank account numbers to enable accurate mapping of transactions during journal export.

  5. Assign Accounts to Product Categories
    Product categories serve as the default framework for assigning accounting values to products. For each category, you can specify a revenue account, cost of goods sold (COGS) account, and inventory account.



  6. Use Product Overrides for Specific Accounting Needs
    While product categories are used by default, you can optionally define product overrides for items that require unique accounting treatment.
     


Export Journal Entries
To export journal entries for integration with QuickBooks, follow these steps:
  1. Navigate to
    Finance > Export Journal Entries

  2. Choose Export Data Based on Accounting System
    The available export options will adjust automatically depending on the system selected in Accounting Settings:

    1. QuickBooks Online: select the document type (Sale or Payments), then specify the region, location(s), and date range to filter the transactions.



    2. QuickBooks Desktop: specify the region, location(s), and date range. All transactions matching the selected criteria will be included automatically. Document type selection is not applicable for this format.



  3. Generate Export File
    Click Export.
    1. For QuickBooks Online, a CSV file will be generated.
    2. For QuickBooks Desktop, an IIF file will be generated.

[ALL] Cashbox for Cash and Cheques 

Environment settings > Finance settings > Cashbox
Finance > Cashbox > Cash/Cheques

The new Cashbox feature provides a centralized and secure way for authorized users — such as Store Managers and Finance Directors — to oversee and manage physical cash and cheques across their assigned locations. It enhances financial transparency, operational efficiency, and audit readiness by offering real-time visibility and control over funds stored in registers and safes.

Key benefits:
  1. Transparency: Every cash and cheque are logged and traceable.
  2. Security: Only authorized users can access or modify data, with role-based permissions and authorization levels.
  3. Compliance: All transactions are audit-ready, supported by printable reports.
  4. Efficiency: Daily cash and cheque operations are streamlined.
  5. Flexibility: Cashbox settings can be customized via Environment Settings to fit operational needs.

REQUIRED PERMISSIONS

These permissions define what each role can do within the Cashbox, ensuring secure and appropriate access based on responsibilities:

  1. ViewCashbox
    Allows users to open and view the Cashbox – Cash and Cashbox – Cheques pages. This is the base permission required for all other actions.

  2. UpdateCashboxBalance
    Allows users to access the Update Balance/Cheques Balance tab for both Cash and Cheques. With this permission, users can perform cash movement actions like “Move to Safe” or “Move to Bank.” Grants access to the Update Balance/Cheques Balance tabs for both Cash and Cheques. With this permission, users can perform fund movement actions such as “Move to Safe” or “Move to Bank”.

  3. CorrectCashboxBalance
    Provides access to the Correct Balance tab (Cash only), allowing trusted users to manually adjust cash balances when needed — for example, to resolve discrepancies or account for exceptional situations. These corrections instantly update both the database and the user interface. This permission is reserved for highly trusted roles, such as Finance Directors.

  4. ViewCashboxHistory
    Enables users to view the History tab for both Cash and Cheques. It also allows printing and exporting reports of previous balance changes and transactions made in the cashbox.

  5. ViewCashboxAmountInSafe
    Lets users see the current balances stored in the safe for both Cash and Cheques. These balances are shown under Finance > Cashbox > Cash and Finance > Cashbox > Cheques. Intended for trusted roles requiring visibility of aggregate safe amounts per location.

  6. DeleteCashboxCheque
    Allows authorized users to delete cheque records. This permission should be assigned with caution due to its impact on financial records. Intended for the highest roles, mainly to correct cheque entries created by mistake.

By default, these permissions are disabled for all roles except Administrator.

CUSTOMIZABLE SETTINGS 
Administrators can now tailor cash and cheques handling behavior via Environment Settings > Finance Settings > Cashbox.

General tab 
Here it is possible to configure the following options:
  1. Enable Cashbox Functionality
    Activate tracking for all cash and cheque payments made through the cash register, including daily balance monitoring. This feature is disabled by default and must be turned on to enable Cashbox functionality within the selected environment.

  2. Enable Safe Management
    Allow secure transfers of funds from the cash register to a designated safe, enhancing cash handling procedures and security.

  3. Allow Negative Balance in Cashbox
    Permit transactions and refunds even when the cashbox balance falls below zero. If disabled, inline validation will prevent refunds that exceed available register funds.


Reasons tab 
  1. Customizable Balance Update Reasons
    Define and manage a custom list of reasons for balance updates to improve transaction tracking and reporting accuracy. Never used reasons can be deleted, and active ones can be deactivated — once deactivated, they will no longer appear in the “Reason” dropdown on the Cashbox – Cash page.


Payment/Refund Methods tab
Bank Name for Cheques
  1. Administrators can set whether the "Bank name" field is required or optional for cheque payments in Environment Settings > Finance Settings > Sale Related > Payment/Refund Methods. By default, the Bank Name field is set to "not required".

  1. If enabled (required): Users will be prompted to enter the bank name when recording a cheque payment.
  2. If disabled (not required): Users can skip entering the bank name during cheque payment entry.



  3. The bank name entered by the user will appear in the Bank column on the Cashbox – Cheques page.

HOW IT WORKS
Cashbox - Cash
Accessible via Finance > Cashbox > Cash, the page displays separate balances for the register and safe based on the selected location.
  • “Cash in register” balance is updated automatically with each cash payment and refund.
  • “Cash in safe” balance is updated only through manual actions on the Cashbox – Cash page.
Users can:
  1. Update balances using predefined actions (e.g., Move to Safe, Move to Bank) with reasons and optional short notes.



  2. Correct balances in exceptional cases (e.g., theft or discrepancies), applicable to highly authorized roles.



  3. View history of all actions performed, with date filters applied also to printed reports.



  4. Print PDF reports using the PRINT button, with the option to apply either the system default or a custom template.



Cashbox - Cheques
Accessible via Finance > Cashbox > Cheques, this page displays separate balances for the register and safe based on the selected location.
  • “Cheques in register” balance is automatically updated with each cheque payment. Refunds do not affect this balance. If a cheque entry was added by mistake or contains incorrect information, it can be deleted from the Cashbox without impacting the associated sales records.
  • “Cheques in safe” balance is updated only through manual actions on the Cashbox – Cheques page.
Users can:
  1. View cheques in register and move them to the safe as needed. In case of a mistake or discrepancy, a check entry can be deleted by hovering over the entry, clicking the options menu , and selecting Delete.



  2. View cheques in safe and move them to the bank on a designated banking day. In case of a mistake or discrepancy, a check entry can be deleted by hovering over the entry, clicking the options menu , and selecting Delete.



  3. View history of all actions performed, with date filters applied also to printed reports.



  4. Print PDF reports using the PRINT button, with the option to apply either the system default or a custom template.



2.IMPROVEMENTS

PATIENTS

[ALL] Edit Option for AI Documents

Patients > Documents

Users can now edit AI-generated documents directly within the system, allowing for greater customization and accuracy. This enhancement empowers users to tailor document content to meet specific needs, correct inaccuracies, and ensure clarity before sharing or archiving. In addition to AI-generated content, the editor also supports Patient letters in DOCX format, providing a unified editing experience across document types.
REQUIRED PERMISSIONS
To maintain control and ensure that only authorized individuals can make changes, access to the EDIT functionality is permission–based. The Edit option is only visible to users with the EditPatientDocument permission.
HOW IT WORKS
Users can now modify AI-generated documents directly from the Patient Documents page. Follow these steps to make changes:

  1. Locate the Document
    Navigate to the Documents tab. Hover over any AI-generated document to reveal the Options button, then select Edit.



  2. Open the Editor
    Once the editor opens, you will be able to update the document content and metadata based on the document type:

    For AI-generated documents:
    Editable fields: Name, Status, Tags, Description, Sensitivity, Document Contents
    Non-editable fields: Category, Type



    For session transcription documents:
    Editable fields: Name, Status, Tags, Description, Sensitivity
    Non-editable fields: Category, Type


  3. Additional Actions
    For documents classified as AI Documents, users have access to extra options at the bottom of the editor page:
    1. Download the document
    2. Delete the document
    3. Cancel any unsaved changes

  4. Save Changes
    After making your edits, click Save to apply the updates.

SCHEDULER

[ALL] Available Timeslot View Update

Scheduler > [Grid view]
Environment settings > Scheduler settings > [General tab]
Environment settings > Scheduler settings > Specialists > [Specialist]
Environment settings > Scheduler settings > Schedule templates

This update improves how available timeslots are displayed in the Scheduler grid view, Schedule Templates, and Specialist Schedules, offering administrators more control over how appointment availability is presented,

HOW IT WORKS

Configuration
Administrators can enable or disable the merging of timeslots that share the same appointment reasons by navigating to the Environment Settings > Scheduler Settings > General tab > Timeslot Visualization section. This setting controls how timeslots are visually presented to users in the Scheduler grid view, Schedule Templates, and individual Specialists' schedules.


When merging is enabled:
  1. Timeslots with identical appointment reasons are grouped together in Schedule Templates and individuals Specialists' schedules.
    Timeslot configuration before saving - tasks are separated by hour and reason



    Timeslot configuration after saving - consecutive timeslots with identical reasons are merged



  2. In the Scheduler grid, merged timeslots are grouped together and visually highlighted in grey, which can be seen on hover.



When merging is disabled:
  1. Timeslots are displayed individually, exactly as configured in the Specialist schedule (Schedule Template).



  2. This provides a more granular view of availability in the Scheduler UI (day and week views).




Appointment Creation
  1. If a selected timeslot has one appointment reason, the system automatically fills in the reason, start time, and end time.
  2. If a selected timeslot has multiple appointment reasons, the system prompts the user to choose a reason and defaults to a 15-minute duration.

FINANCE

[AU] Region Filter for Battery & Maintenance Claims

Finance > HSP > Battery & Maintenance

This enhancement introduces a faster way to filter battery and maintenance claims by geographic region. Users can choose a region to automatically include all related locations, with the flexibility to adjust selections as needed. Designed for Australian workflows, this feature simplifies claim management and improves filtering accuracy across multiple sites.



INVENTORY

[ALL] SKU Assignment for Attribute-Free and Non-Serialized Products

Inventory > Product catalog

This enhancement introduces a streamlined process for assigning SKUs to products that lack attributes or serialization. Users can now manually assign a single SKU to these products using a simplified input view – ensuring consistent SKU configuration across applicable product types (excluding service category items).

HOW IT WORKS
To add an SKU to a product without attributes:
  1. Open the product card in the Product Catalog
  2. Click the SKU icon



  3. A "Set up SKU" notification dialog will appear. Click SAVE to be directed to the SKU page.



  4. Click the +SKU button 



  5. Enter the SKU number on the "Add SKU" dialog



  6. The added SKU will be displayed on the SKU page. To delete/edit the SKU, use the Options menu that appears on hover.


[ALL] Additional Attributes for Non-Serialized Products

Inventory > Product catalog

This enhancement ensures that the Additional Attributes section is always visible for non-serialized products – including those not controlled by stock. Products assigned to the Services category are excluded from this enhancement, as service items typically do not require attribute-based configuration or SKU-level tracking.



Attributes assigned to these products are now consistently displayed across key forms such as Order and Purchase Order – just as they are for serialized items.



[ALL] Additional Attributes in Product Catalog Import/Export

Inventory > Product catalog

The Product Catalog import and export functionality now includes support for an "Additional Attributes" column. This enhancement enables users to manage and transfer attribute data during bulk operations, with full processing handled by Manage, ensuring consistency and efficiency across product configurations.


3. PUBLIC API

For details, we recommend checking our Swagger API specifications. This resource provides a comprehensive overview of our public API, including endpoints, request parameters, and response formats. 


HOW TO USE
Select the version to see the available endpoints and gain a deeper understanding of our API's capabilities.


LOCATION SETTINGS

[US, AU] GET – Location API Update with State Data [v1]

The Location API has been enhanced to include state-level data, allowing external systems to retrieve location details enriched with a stateId attribute. This supports more precise regional mapping – especially beneficial for applications that rely on accurate geographic segmentation or location-based logic.

Endpoint
GET /api/v1/locations – Retrieves a list of locations with their state IDs
PATIENT SALES

[All] GET – Invoice API Update for Sale Based Invoice Retrieval [v2]

To improve traceability between invoices and their corresponding sales, the Public API endpoint has been updated to include the saleId field. This allows integrated systems to associate each invoice with its originating sale, supporting more accurate financial tracking and reporting.

Endpoint
GET /api/v2/invocing/sales/{saleId}/invoices – Retrieves invoices by related sale ID

[All] GET – New Payment API for Accessing Payments by Sale [v2]

A new Public API endpoint has been introduced to help external systems access payment details more reliably. By enabling retrieval of payments directly by sale ID, this enhancement supports better data synchronization – even when payment events are missed or delayed – and aligns with common workflows across financial platforms.

Endpoint
GET /api/v2/invoicing/sales/{saleId}/payments – Retrieves payments associated with a specific sale ID
COMMUNICATION LOGS

[All] GET, POST – New Communication Logs API [v2]

A new set of Public API endpoints enables external systems to retrieve communication channels and outcomes, and create communication log records for SMS, Call, Email, and Postal Mail. The API returns all non-deleted entities, including inactive ones, so integrated systems must filter for active configurations as needed. All records created via PublicApi are stored in a secure, read-only format, without a specified user attribution.

Endpoints
GET /api/v2/communication-logs/communication-channels – Retrieves all communication channels, including inactive ones.
GET /api/v2/communication-logs/communication-outcomes – Retrieves all communication outcomes, including inactive ones.
POST /api/v2/communication-logs – Creates new communication log records for supported channels and outcomes.
SCHEDULER

[All] GET – New API for Retrieving Appointment Labels List [v2]

A new Public API endpoint has been introduced to provide external systems with access to all available appointment labels. This enhancement supports improved filtering, categorization, and routing of appointment data across integrated platforms.

Endpoint
GET /api/v2/scheduler/appointments/labels – Retrieves a list of all available appointment labels.
INVENTORY

[All] GET – New API to Query Stock Product Item Details [v1]

A new Public API endpoint is now available to help external systems retrieve complete information about stock product items using their unique ID. This enhancement supports a wide range of inventory workflows by providing access to key details – product name, SKU, and location – especially useful when processing events such as items returned to suppliers.

Endpoint
GET /api/v1/tenants/{tenantId}/stocks/product-items/{stockProductItemId} – 
Retrieves information about a stock product item, including product name, location, and SKU (if available)

4. TECHNICAL REQUIREMENTS UPDATE

4.1 Current System Requirements

Operating systems
Windows 10, Windows 11, macOS
Supported browsersChrome (latest version), Edge (latest version)
Language preferencesEnglish
Country layersUK, AU, US, NZ
Bridge versionBridge BE - 2.5.0 + 2.5.0
Engage version

1.3.3, 2.0.0

Zapier versionAuditData (4.2.4)
Screen resolution1920x1200
Internet connection speed10Mb/s

4.2 DWH Schema Changes

 4.2.1 Added Tables
NOTE:
The Data Warehouse (DWH) structure is uniform across all country layers. However, for operational convenience, each country layer can only access data relevant to them, with data access being managed at the customer level.

COUNTRY LAYERTABLECOLUMN NAME
US, UK, AU, NZDim_Area

AreaId (key)
EnvironmentID
CreationDate
ChangeDate
CreatedBy
ChangedBy
IsActive
IsDeleted
Name
Info
LoadTime
DataLoadTimestamp

US, UK, AU, NZ
Dim_AreaRegionLink
AreaId (key)
RegionId
EnvironmentID
Info
LoadTime
DataLoadTimestamp


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