02: Onboarding wizard

Purpose

Set up the foundational identity for your clinic so transactions, audits, and reports correctly attribute to a real DEA registrant. This step captures:

• Your initials: printed on transaction logs and audit trails (the digital equivalent of paper-log initials)
• Your full name: appears on DEA reports and patient records
• Your clinic name: the legal practice name
• Your DEA license (if you are a prescribing veterinarian)
• Your state veterinary license
• Whether you are a prescribing veterinarian: controls which clinic role is assigned

Regulatory basis: DEA rules require that records show the identity of the person making the entry. CS Logbook captures this once during onboarding and applies it automatically to every transaction.

When to use it

CS Logbook walks a brand-new owner through onboarding automatically. What you see depends on how your account was created, and the difference is not cosmetic: two of the three steps below simply do not appear for a provisioned account.

Start here: which case are you?

• Your clinic was set up for you. You were sent an invitation and your clinic already exists when you first sign in, with billing already arranged. Skip to Provisioned accounts below. This is the normal case during the closed beta.
• You signed up yourself. You created your own account from the marketing site and there is no clinic on it yet. See Self-serve accounts.

If you are not sure, sign in. If CS Logbook opens your clinic, it was provisioned for you; if it asks you to name your first clinic, you signed up yourself.

Provisioned accounts

• Profile gate (required). The first time you sign in, if your initials aren't set, CS Logbook redirects you to /onboarding/profile and you cannot operate until you set your full name + initials. This is a hard gate: initials sign every transaction and audit entry, so they're mandatory.
• Clinic position (required). You are asked which position you hold at the clinic. Choosing prescribing veterinarian reveals the DEA fields, because that position is what a DEA registrant's records attribute to. The prescribing veterinarian option is offered only if your role can manage compliance (owner, admin or manager). If it is not offered, pick your other position now; an owner, admin or manager can designate you as a prescribing veterinarian from Settings > Staff.
• No clinic to create, and no billing page. Your clinic already exists and its subscription is already in place, so neither the clinic-naming step nor the billing gate below ever appears for you. Go straight to Step 4, Confirm clinic profile, then to the setup steps your clinic dashboard offers.

Self-serve accounts

• Profile gate (required). Same as above.
• Create your first clinic (required). A fresh account has no clinic yet, so after the profile step CS Logbook asks for your clinic's name. Creating it needs no subscription. Each login owns one clinic: to set up another clinic, register a separate account with a different email.
• Subscribe (required to operate). The first time you open your clinic at /home/<your-clinic>, CS Logbook funnels you to its billing page. An active subscription is required before you can record data; subscribing releases the clinic to operate. (Reads and exports stay open while a payment is failing or the subscription is paused, and for 90 days after a cancellation; see Settings → Billing.)

The next two screenshots are self-serve only. Neither screen appears for a provisioned account.

After those, the onboarding checklist on your clinic dashboard tracks the remaining setup (DEA license, state license, clinic profile, DEA acknowledgment) with checkmarks. Those steps are guided, not one-shot: every field is editable afterward from Settings > My profile and Settings > My licenses inside your clinic (personal info, license info) or /home/<your-clinic>/settings/clinic (clinic profile).

Walkthrough

Step 1: Personal information

After confirming your email and signing in, you land on your clinic's dashboard (or, for a new account, the step that names your first clinic). The onboarding checklist on the dashboard shows steps with checkmarks beside the ones you've completed.

Click Set up profile (or open Settings > My profile inside your clinic).

Enter:

• Full name: your professional name (e.g., "Dr. Jane Smith, DVM")
• Initials: 2-4 characters, used in transaction logs (e.g., "JS" or "JLS")

Click Save.

Step 2: Add your DEA license (if applicable)

If you are a prescribing veterinarian, you have a personal DEA registration that authorizes you to prescribe controlled substances under your name.

Click Add DEA license in the onboarding widget. The form expects:

• DEA number: enter your registration exactly as the DEA issued it. Most look like AB1234567 (2 letters followed by 7 digits), and if yours doesn't, CS Logbook shows a note asking you to double-check it but still lets you save. Institutional registrations with an affiliation suffix and non-US equivalents are all accepted.
• Expiration date: must be in the future

If you are not a prescribing veterinarian (e.g., you're the practice manager or a non-prescribing DVM), skip this step. The onboarding widget will not require it for your clinic role.

Step 3: Add your state veterinary license

Required regardless of whether you are a prescribing veterinarian: every veterinarian in the practice should have a state license on file.

Click Add state license. Enter:

• License number: format varies by state
• Issuing state: 2-letter state code (e.g., CA, NY, TX)
• Expiration date: must be in the future

State-level licensing requirements vary, and CS Logbook does not track or interpret them. Confirm what your state expects with your state veterinary board.

Step 4: Confirm clinic profile

If you created the clinic yourself, it starts with just the name + URL you entered when you named your first clinic; if a specialist provisioned it, the operational fields may already be filled in. Open /home/<your-clinic>/settings/clinic and verify:

• Clinic name: the legal practice name
• Address: used on DEA correspondence and reports
• DEA registration (clinic-level): the practice's DEA registration if applicable; distinct from your personal one

Make sure these are accurate before recording transactions.

Step 5: Verify completion

Return to your clinic dashboard. When you finish the final required step, the onboarding widget shows a brief "All Set!" confirmation card, then clears itself from the dashboard. Once it's gone, a clean dashboard with no onboarding card is the signal that you're done.

Field reference

Personal profile

DEA license (when prescribing veterinarian)

State veterinary license

Clinic profile

Edge cases

Soft warning: "DEA license expires in days"

The licenses page and the team dashboard flag any active license within 90 days of expiration (Critical within 30). You can still record transactions. This is a status marker; renewal is your responsibility (CS Logbook does not file with the DEA on your behalf).

To resolve: navigate to /home/<your-clinic>/compliance/licenses after renewal and update the expiration date.

Soft warning: "DEA license expired N days ago"

If a DEA license is past expiration, CS Logbook continues to allow you to record transactions, because operational continuity matters more than software-enforced compliance for in-clinic emergencies. The license is marked Expired on the licenses page and on the team dashboard. See reference/soft-warnings-vs-hard-blocks.md for the design rationale.

Skipping the prescribing-veterinarian flag

If you uncheck prescribing veterinarian during onboarding, the DEA license step is skipped. If you later change to a prescribing role (or update your authorization), revisit /home/settings to set the flag and add the DEA license.

Slug collision

When a clinic slug is taken (e.g., "oak-valley-vet" already exists), the form shows an inline warning during typing (debounced ~500ms). Pick a unique slug: the URL is permanent (changing it later breaks bookmarks and integrations).

DEA Registrant Responsibility Acknowledgment

If you onboard as a prescribing veterinarian, CS Logbook presents a one-time click-through acknowledgment from the onboarding widget on your home dashboard. It summarizes three points:

1. The DEA registration and all controlled-substance recordkeeping obligations belong to you (the individual registrant) and your practice, not to CS Logbook or Gleason Digital LLC.
2. CS Logbook is a recordkeeping tool you control; it submits nothing to the DEA, a state board, or a state prescription-monitoring program on your behalf, and its compliance warnings are advisory only.
3. Use of CS Logbook is not a guarantee of compliance: you remain solely responsible and liable.

A Read the full acknowledgment link opens the complete document at Settings → Legal documents.

This is an onboarding nudge, not a compliance block (per ADR-006): it is freely dismissible (Not now) and never prevents any clinical operation. Clicking I Acknowledge records your acknowledgment (with a version stamp, so a future material change to the document re-prompts you). Nothing you do: or skip: here blocks recording transactions.

Common mistakes

• Using a generic clinic name like "My Vet Clinic" or "Test Clinic". The clinic name appears on DEA reports: use the legal practice name from your DEA Form 224.
• Trying to skip initials. You can't: initials are a hard onboarding gate (until they're set, CS Logbook keeps redirecting you to /onboarding/profile). They sign every transaction and audit entry, matching paper-log conventions. Set 2-4 characters (e.g., "JS" or "JLS").
• Marking yourself as prescribing veterinarian when you are not. The flag affects which transactions you can sign for. If you mark yourself as prescribing but don't have a personal DEA, the prescriber picker's list marks you 'No DEA license'. The marker does not appear once selected, when you are auto-selected as the only prescriber, or for an expired DEA.
• Entering the clinic DEA in your personal DEA field. Personal DEA = your individual registration. Clinic DEA = the practice's registration. They are different (and a clinic DEA is optional).

Related

• 01: Create your account: prerequisite
• 03: Invite your clinic members: next step after onboarding
• 04: Your first substance: full end-to-end flow
• Compliance § licenses: managing licenses long-term