Settings
Under Settings → General, you can change your defaults for:
Note types
Custom rules
Note language
Your own pronouns
Preferred professional title
Change Clinic Name
Go to Settings
Go to Clinic
Change the name shown
Delete Clinic
To delete your clinic along with all the information in it:
Go to Settings
Go to Clinic
Press "Delete Clinic"
Delete Account
To delete your account along with all the clinics and client information in it:
Go to Settings
Go to Manage Account
Go to Security
Press "Delete account"
Type "Delete account"
Then press the confirm "Delete account" button
Add Therapist
To add a therapist to your team clinic plan
Go to Settings
Go to Team
Press "Invite a team member"
Choose their role
"Admins" have full management access. Can handle billing, invite staff, and assign roles to everyone except the owner. Can view all notes (except those marked private).
"Therapist" has regular access and can not see notes/sessions of any other person in the clinic. Admins can see all their client notes and sessions.
Other roles are available after you invite your team member:
Flexible Practitioner
Regular therapist access with privacy options. Can mark specific clients or sessions as private from admin view.
Private Practitioner
Full privacy for all clients. Admins cannot see any of their notes or sessions.
Operations
Handles business tasks only. Can manage billing and invite new staff. Cannot view any client notes or sessions.
Select the plan(s) you want for each therapist on your team
Plans can be mixed across the team. Each therapist picks the plan that fits their session volume.
Confirm the plan changes by pressing "Save"
You will see a confirmation popup with the total cost after pressing
Remove Therapist
To remove a therapist from your clinic:
Go to Settings
Go to Team
Find the therapist you want to remove and press the 3 dotted menu
Press "Remove"
You'll then choose what happens to their data:
Keep records: The therapist loses access, but their sessions, notes, charts, and chats stay visible to your team. Use this for compliance, audits, or continuity of care.
Delete records: Permanently deletes that therapist's sessions, notes, charts, and chats. This cannot be undone.
To confirm, type the therapist's email address into the box, then press the button to finish.
Automatically delete session data
Authorized clinic administrators can choose what Klarify deletes automatically after each session:
Go to Settings → Clinic
Find Automatically delete session data
Choose what to delete: Don't auto-delete, Audio recording only, Audio recording and transcript, or Entire session record
Choose when: immediately after processing, or 1, 7, 14, 30 days, or 6 months after the session
Important: the change also applies to existing sessions. Any session already older than the window you pick is removed on the next cleanup run, usually within 15 minutes. Deleted data cannot be recovered.
Audio recordings always have a separate 14-day maximum, even when auto-delete is off. While the audio is still available, you can listen to it. See Listen to, download, or delete a session recording.
If you need session details after a recording has been deleted, you can use the "Record a summary" feature to dictate a recap of the session. This allows you to retain key points and important details even though the original recording is no longer available.
Manage Account
Here you can delete your account or update your:
Email
Password
2-step authentication
Billing Management
Billing frequency can be changed both on individual and clinic plans.
For Individual Clinics
Go to Settings → Plan & Billing →
Use the radio toggle to switch between Monthly and Yearly cycles
Press "Change Frequency" on the plan you currently have, or, Upgrade/Downgrade on the respective plan you want to switch to.
For Team Clinics
Go to Settings → Plan & Billing → Manage Billing
Select Monthly or Yearly
Press Confirm Changes