Self-service start
Start the self-service fit path.
Review setup expectations, confirm fit, and start or request paid-beta access without sending sensitive files through public channels.
What to review first
Public product, pricing, setup, security, privacy, and compliance pages are enough to decide whether to start or request paid-beta access.
What not to bring
Keep PHI, payroll files, employee SSNs, and sensitive compliance details out of the public path.
Privacy before account work
Public self-service paths link to the privacy posture before any protected setup or upload workflow.
Support is optional
Use support for specific fit, setup, security, or accessibility questions; the primary path is self-service access.
Demo-to-live path
Self-service-to-live onboarding checklist
A realistic ClaraOps rollout starts with self-service access, confirms source readiness and admin ownership, rehearses one payroll-readiness cycle, then makes a go-live decision before monthly operations become routine.
Required accounts and admin roles
Name the practice owner, delegated payroll/admin operator, SimplePractice export owner, Google Workspace folder owner, and final-review decision owner before operational setup starts.
SimplePractice export access
Confirm the practice can produce the required appointment/session, clinician or employee roster, payroll-adjacent adjustment, and source-freshness exports without giving ClaraOps broad source-system control.
Google Workspace owner-controlled folder
Prepare a least-privilege practice-controlled folder for sanitized workpapers, owner notes, handoff summaries, and final exports when configured.
Secure data paths only
Use approved protected app, customer-controlled destination, or reviewed secure transfer paths for sensitive operational evidence. No sensitive files by email or public form.
Review meetings and decision owners
Schedule a setup review, a first-cycle rehearsal review, and a go-live decision checkpoint so source-data quality limits, blockers, and owner responsibilities are clear before recurring use.
Week 0: self-service readiness check
Discuss workflow fit, practice size, payroll cadence, source systems, current pain, and onboarding expectations without sharing PHI, payroll files, employee SSNs, raw payroll rows, or credentials.
Week 1: access and source-readiness setup
Demo-to-live onboarding references source-data quality limits: confirm admin roles, source-export capability, Google Workspace destination, secure-data path, and the first payroll-review window. Practices with messy records may need cleanup before rehearsal.
Weeks 2-3: first payroll-readiness rehearsal
Run one source-backed review rehearsal, identify stale exports, missing evidence, adjustment questions, handoff notes, and owner-review blockers before treating the workflow as live.
Go-live decision checkpoint
Decide whether the practice is ready for recurring monthly or pay-period operations, needs a cleanup sprint, or should defer until source ownership and review habits are stronger.
Ongoing payroll-cycle operations
Each cycle repeats source readiness, exception review, owner or delegated-admin review, workpaper/handoff record preparation, and payroll-provider/accountant handoff outside ClaraOps.
The onboarding checklist is a realistic planning aid, not instant onboarding, an immediate go-live promise, a request for sensitive files, or a promise that ClaraOps will run payroll. Owner or delegated admin stays responsible for final review.
Support
Public support model
Demo and support paths can explain product workflows, source-readiness blockers, exception-review steps, and export/handoff records, but they do not replace owner or professional review.
Routine support
Routine support goes through brent@claracaps.com. Business-day support during normal U.S. Central Time business hours is the current public posture, with an initial routine support acknowledgement target of two business days.
Security and privacy escalation
Security, privacy, or vulnerability reports go to security@claracaps.com instead of the public demo path.
Buyer-safe first conversation
The first demo conversation should stay at workflow and fit level; it should not include PHI, payroll files, employee SSNs, credentials, raw payroll rows, or sensitive compliance details.
Advice boundary
Support does not provide legal, tax, accounting, HR, payroll-provider, compliance, clinical, or medical advice.
Contact paths
Safe contact and support handoff
Use the right public contact path for sales or fit questions, routine product support, and security or privacy concerns. Public email is for non-sensitive coordination only.
Public support paths are for non-sensitive coordination only. Do not include PHI, payroll files, employee SSNs, credentials, raw payroll rows, or sensitive compliance details in public email.
Sales or fit questions
Ask whether ClaraOps fits your practice, pricing, source systems, paid-beta scope, setup timing, or next step. Keep the message high level and non-sensitive.
Email support@claracaps.com about fitRoutine product support
Use routine support for setup questions, checklist clarification, access handoff, or product workflow confusion. Two-business-day acknowledgement target for routine support and security/privacy triage.
Email support@claracaps.com for supportSecurity or privacy concern
Use the dedicated security/privacy contact for suspected vulnerability, unauthorized access, privacy concern, or sensitive-data handling question. Do not include sensitive files or credentials in public email.
Email security@claracaps.comBuyer-safe email templates
Use one sentence about your practice type, source systems, and question. Do not include PHI, payroll files, employee SSNs, credentials, raw payroll rows, or sensitive compliance details in public email.
What to expect
ClaraOps routes sales, fit, support, security, and privacy questions to the right non-sensitive handoff path. Sensitive onboarding material waits for the protected workflow and reviewed customer authorization.