Getting Started with LMT Assistant

Create Your Account

1. Download LMT Assistant from the App Store or Google Play
2. Tap "Sign Up" and enter your email address
3. Create a strong password (at least 8 characters with numbers and symbols)
4. Verify your email by clicking the link we send you
5. Alternatively, sign in with Apple or Google for faster setup

Setup Wizard

After signing in for the first time, the setup wizard walks you through the essentials to get your practice up and running quickly:

1. Add your business name and select your home state
2. Create your services with names, durations, and prices
3. Add your payment handles (Venmo, Zelle, Cash App, PayPal)
4. Set your home address for mileage tracking

You can skip any step and come back to it later in Settings - but completing the wizard upfront means everything is ready when you start adding clients and appointments.

Manual Profile Setup

If you skip the wizard or want to make changes later, you can configure everything from Settings:

• Account Profile: Business name, contact info, and home state
• Services & Card: Your service menu with names, durations, and prices
• Payment Handles: Venmo, Zelle, Cash App, and PayPal info for invoices
• Saved Locations: Office and frequent client addresses for mileage logging

Choose Your Language

LMT Assistant supports English and Spanish. Go to Settings to switch languages at any time - all screens, labels, and notifications will update.

Add Your First Client

1. Tap the "Clients" tab at the bottom of the screen
2. Tap the "+" button to add a new client
3. Enter their first name, last name, and contact information (phone, email)
4. Add their address if you do mobile/outcall visits
5. Add any intake notes (health history, contraindications, preferences)
6. Tap "Save" to create the client profile

Client Status

Each client has a status to help you stay organized:

• Active: Current clients you see regularly
• Inactive: Clients who haven't been in recently
• Referred Out: Clients you've referred to another therapist

Search & Filter

Use the search bar to quickly find clients by name, phone number, or email. Filter by status (Active, Inactive, Referred Out) to narrow your list. Clients are paginated so the list stays fast even with hundreds of records.

Create an Appointment

1. From the Dashboard or Calendar, tap "+" to create a new appointment
2. Select a client (or create a new one on the spot)
3. Choose the date, start time, and duration
4. Select the service type from your service menu
5. Add a location if it's a mobile/outcall appointment
6. Optionally set a reminder notification

Recurring Appointments

For regular clients, set up recurring appointments. Choose the frequency (weekly, biweekly, monthly) and the app will generate a preview of all upcoming dates. You can review and confirm before creating the series.

Appointment Lifecycle

Appointments move through stages: Scheduled → In Progress → Completed. You can also mark appointments as Cancelled or No-Show. Completed appointments cannot be edited to maintain data integrity.

Using the Session Timer

1. Start a session from an appointment or from the Timer tab
2. The full-screen timer shows elapsed time and session duration
3. Your screen stays awake during the session
4. End the session when you're done - the app will record the actual duration

Spotify Integration

Connect your Spotify account to control music during sessions directly from the app:

1. Go to Settings > Spotify and tap "Connect"
2. Authorize LMT Assistant to access your Spotify account
3. During a session, browse your playlists and control playback
4. You can disconnect Spotify at any time from Settings

What is a SOAP Note?

SOAP notes are a standard format for documenting client sessions:

• S - Subjective: What the client tells you (complaints, goals, pain levels)
• O - Objective: What you observe and find during assessment
• A - Assessment: Your professional analysis of the condition
• P - Plan: Treatment plan, recommendations, follow-up schedule

Create a SOAP Note

1. Open a client's profile and tap "Add SOAP Note"
2. Select the associated appointment (if applicable)
3. Fill in each section - Subjective, Objective, Assessment, and Plan
4. Save the note - it's automatically linked to the client and encrypted

Create an Invoice

1. Go to the Finances tab and select "Invoices"
2. Tap "New Invoice"
3. Select a client
4. Add line items - choose from your service menu or enter custom items
5. Set tax rate if applicable (percentage-based)
6. Add any notes or terms
7. Preview the invoice as a PDF, then share via email or text

Payment Handles

Your payment handles appear on invoices so clients know how to pay you. Set these up in Settings > Payment Handles:

• Venmo
• Zelle
• Cash App
• PayPal

Track Payments

Mark invoices as paid when you receive payment. Track outstanding invoices from the Income tab to see who still owes you.

Log an Expense

1. Go to the Finances tab and select "Expenses"
2. Tap "+" to add a new expense
3. Enter the amount, merchant, and date
4. Select a category (Supplies, Equipment, Marketing, Education, etc.)
5. Optionally snap a photo of the receipt
6. Save the expense

AI Receipt Scanning

Instead of entering details manually, use your camera to scan a receipt. The AI will automatically extract:

• Merchant name
• Date of purchase
• Total amount, subtotal, tax, and shipping
• Expense category (auto-classified)
• Individual line items with quantities and prices
• Order number (if visible)
• Whether it's a recurring/subscription charge

You can also batch-scan multiple receipts at once - the AI processes each one individually.

Expense Categories

Expenses are organized by category for easy tax reporting: Supplies, Equipment, Marketing, Education, Insurance, Rent, Utilities, Software, Travel, and more. The monthly chart on the Expenses screen shows your spending trends at a glance.

Track Session Income

Record income from each session, organized by payment platform (Cash, Venmo, Zelle, Cash App, PayPal, Check, Insurance, etc.). The Income tab shows your total earnings broken down by source.

1099 Document Scanning

At tax time, scan your 1099 forms with AI to quickly log income:

1. Go to the Income tab
2. Tap the scan icon to photograph a 1099 form
3. The AI extracts the payer name, amounts, and tax year
4. Review the extracted data and save

Log a Trip

1. Go to the Finances tab and select "Mileage"
2. Tap "+" to log a new trip
3. Enter your start and end locations (or select from Saved Locations)
4. The app uses Google Maps to calculate the exact distance
5. Select the client and add any notes
6. Toggle round-trip if you're returning to the same starting point

Booking Screenshot Scanning

If you receive appointment confirmations from booking platforms (Schedulicity, Acuity, MassageBook, etc.), you can scan a screenshot to auto-fill mileage entries:

1. Tap the scan icon in Mileage
2. Take a photo or select a screenshot of your booking confirmation
3. The AI extracts the client name, date, time, and location
4. Review and save - the distance is calculated automatically

Saved Locations

Save your home address, office, and frequent client locations in Settings > Saved Locations. When logging mileage, you can select these with one tap instead of typing addresses each time.

Store Your Professional Credentials

The Credentials Vault keeps all your professional documents organized in one secure place:

• Licenses: State massage therapy licenses with license numbers and expiration dates
• Insurance: Liability insurance policies with policy numbers and coverage details
• CE Certificates: Continuing education certificates with hours completed and course details
• Transcripts: School transcripts with total hours completed

AI Document Scanning

Instead of entering credential details manually, scan your documents with AI:

1. Tap "Add Credential" and choose the credential type
2. Take a photo or select an image of the document
3. The AI reads the document and extracts names, numbers, dates, issuing organizations, and hours
4. Review the extracted data, make any corrections, and save

Renewal Reminders

Set expiration dates on your credentials and the app will send you push notifications before they expire - so you never miss a renewal deadline.

Digital Booking Card

Create a shareable digital business card that includes your services, rates, contact info, and booking details. Share it with clients via text, email, or social media to make booking easy.

Therapist Network

Store professional contacts for client referrals. Save other therapists' names, phone numbers, websites, and social media profiles. When a client needs a referral, you have your network at your fingertips.

Professional Goals

Set and track your professional development goals. Whether it's completing CE hours, growing your client base, or hitting income targets, the Goals tracker helps you stay focused and motivated.

State CE Requirements

Look up continuing education requirements for all 50 US states. See how many hours are required, what topics are mandatory, and when your renewal cycle ends - so you know exactly what CE courses you need.

Biometric Authentication

Add an extra layer of security by enabling Face ID or Touch ID. Go to Settings and toggle on biometric authentication. Each time you open the app, you'll need to verify your identity.

Automatic Session Timeout

If you're inactive for 15 minutes, the app automatically locks and requires you to sign in again. This protects your client data if you leave your phone unattended.

Encrypted Backups

Regularly back up your data for safekeeping:

1. Go to Settings > Backup & Restore
2. Tap "Export Backup" to create an encrypted backup file
3. The backup is encrypted with AES-256 before leaving your device
4. Save the file to your preferred location (iCloud, Google Drive, etc.)
5. To restore, tap "Import Backup" and select your backup file

Offline Mode

LMT Assistant works even without an internet connection. Changes you make offline are encrypted and queued, then automatically synced when connectivity is restored. For security, offline data expires after 30 days.