This guide provides a straightforward method for manually adding new patients to Tealio. Note that this method does give the patient the ability to sign the consent form. This should be done with the Registration Link.

1\. Navigate to [https://app.tealio.ai](https://app.tealio.ai/tealiodemo-13f544/)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/2b7a8d59-9715-417f-aad0-beec38e15e1a/ascreenshot.jpeg?tl_px=0,0&br_px=1919,969&force_format=jpeg&q=100&width=1120.0)

2\. Open the project in which to add the patient ( Either by clicking on the project in the "Recent Projects" section or by clicking "Projects" on the right of the screen)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/3e7925ee-bf5d-4e31-b935-cd41ad29396b/user_cropped_screenshot.webp?tl_px=91,0&br_px=1828,969&force_format=jpeg&q=100&width=1120.0)

3\. Click "Patients"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/a99dab5d-8f6f-4051-926d-9518b26981da/user_cropped_screenshot.webp?tl_px=0,69&br_px=864,552&force_format=jpeg&q=100&width=864&wat_scale=77&wat=1&wat_opacity=1&wat_gravity=northwest&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/14B8A6_standard.png&wat_pad=27,213)

4\. Click "Add" on the top right of the screen and select  "Add New Patient"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/4cdbfc6d-ecb2-4365-8730-d81e02213773/user_cropped_screenshot.webp?tl_px=1152,0&br_px=1920,429&force_format=jpeg&q=100&width=768)

5\. Enter the patient's details

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/3cff1d5f-4c7e-4994-9bdc-e85e069273e0/user_cropped_screenshot.webp?tl_px=91,0&br_px=1828,969&force_format=jpeg&q=100&width=1120.0)

6\. Click "Save" at the bottom of the form

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/7290401a-a452-4cc1-975b-bc8d18c3d702/user_cropped_screenshot.webp?tl_px=441,291&br_px=1595,935&force_format=jpeg&q=100&width=1120.0)


Add a new patient to Tealio - Manually

This guide provides a straightforward method for adding patients to Tealio using a unique registration link, streamlining the onboarding process. It highlights the ease of sharing the link, allowing patients to register from any device while ensuring their details and consent are securely captured. By following these steps, healthcare professionals can efficiently manage patient registrations within specific projects, enhancing workflow and patient engagement.

1\. Navigate to [https://app.tealio.ai/tealiodemo-13f544/](https://app.tealio.ai/tealiodemo-13f544/)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-10/df861f02-c86f-463c-a46d-33ea85bad580/ascreenshot.jpeg?tl_px=0,0&br_px=1919,969&force_format=jpeg&q=100&width=1120.0)

2\. Open the project in which to add the patient ( Either by clicking on the project in the "Recent Projects" section or by clicking "Projects" on the right of the screen)

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-11/37b5491a-b58f-48cc-b1ea-7d9cb7eb6558/user_cropped_screenshot.webp?tl_px=0,0&br_px=1919,969&force_format=jpeg&q=100&width=1120.0)

3\. Click "Patients"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-11/ef0dc524-55d3-47af-972d-bce110a3a485/user_cropped_screenshot.webp?tl_px=0,99&br_px=767,528&force_format=jpeg&q=100&width=768&wat_scale=68&wat=1&wat_opacity=1&wat_gravity=northwest&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/14B8A6_standard.png&wat_pad=30,189)

4\. Click "Add" on the top right of the screen and select  "Add Patients using a Registration Link"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-11/a2375e18-b3e4-4bd3-aa49-7193d14c9dc3/user_cropped_screenshot.webp?tl_px=91,0&br_px=1828,969&force_format=jpeg&q=100&width=1120.0)

5\. The link can be copied or shared.

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-11/86b3d79f-d5c3-407f-989f-6a5187105e7b/user_cropped_screenshot.webp?tl_px=414,56&br_px=1568,701&force_format=jpeg&q=100&width=1120.0)

6\. Note that each project has a unique link associated with it and patients will be added to the particular project when they complete the registration process

7\. The patient is able to complete their details, consent to the conditions and digitally sign on any device with an internet connection

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-11/b185f90f-9cba-4230-bb2a-294fce74569b/user_cropped_screenshot.webp?tl_px=0,35&br_px=1351,791&force_format=jpeg&q=100&width=1120.0)


Add a new patient to Tealio - Registration link

This guide provides essential insights into understanding the patient file in Tealio, highlighting how to manage patient details, health records, and associated documents effectively.  The patient file is divided into cards. The cards are Patient Details, Patient Health,  Health Record and Documents.

1\. The **Patient Details** appear on the right of the screen. These details are recorded when the patient is added to Tealio. The details can be edited by clicking "Edit" on the top right.

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/7cf457d9-6bcc-42b8-8524-f141ce5a8934/user_cropped_screenshot.webp?tl_px=0,0&br_px=1541,911&force_format=jpeg&q=200&width=2240.0)

Alert: Note that the patient details will be used when generating certificates

2\. The **Patient Health** shows the details of the patient's fitness status. The "History" button can be clicked to show the previous activity of the patient.

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/af45036f-3f24-4e99-97d2-91cd6d80dacc/ascreenshot.jpeg?tl_px=254,0&br_px=1237,549&force_format=jpeg&q=200&width=1966)

3\. The **Health Record** section is where health records are created, stored and signed.

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/af45036f-3f24-4e99-97d2-91cd6d80dacc/ascreenshot.jpeg?tl_px=235,270&br_px=1382,911&force_format=jpeg&q=200&width=2240.0&wat=1&wat_opacity=1&wat_gravity=northwest&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/14B8A6_standard.png&wat_pad=636,-164)

4\. The **Documents** section is where you can find all related documents associated with the patient. This includes system-generated certificates, consent forms and uploaded documents. To upload a document, click "Add Files" and select the file from your computer's files

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/b76113ef-4247-4780-a404-b4045863f8d5/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=200&width=2240.0)


Understanding the patient file


You will notice that you can edit all patient fields besides the Patient ID. The patient ID is the unique identifier in Tealio and therefore cannot be edited after the patient is created. 

To correct the error, you can remove the patient from the project by following these steps:

1\. Navigate to the patient with the incorrect ID number

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/0830bdb1-a86e-4368-8e8f-dd2e7486efd3/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=300&width=3360.0)

2\. Click "Remove from Project" on the right of the screen

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/43efe7d8-d96f-47a7-b96e-a04cadd168e1/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=300&width=3360.0)

3\. Click "Yes"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/34415502-4108-4519-a776-97a60655928b/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=300&width=3360.0)

You can now re-add the patient with the correct ID number


Why can't I edit the patient ID?

### How can I upload documents directly into a patient profile, health record, or project?

Uploading documents into a patient profile, health record, or project is a straightforward process. Simply navigate to the designated section within the system labelled as "Documents". Click on the “Add Files”, select the file from your device, and confirm the upload.

### What types of documents can be uploaded?

You can upload a variety of documents, including medical reports, test results, images, consent forms, and any other relevant files. 

### What are the benefits of uploading documents directly into patient profiles or health records?

- Centralized Information: Uploading documents centralizes patient information, making it easily accessible in one location. This streamlines healthcare processes and enhances efficiency.
- Improved Collaboration: Healthcare professionals working on a project or a patient's case can collaborate seamlessly by accessing shared documents. This fosters better communication and coordinated care.
- Enhanced Patient Care: Having a comprehensive set of documents in a patient's profile aids in better diagnosis, treatment planning, and monitoring. It provides a holistic view of the patient's medical history.
Data Security: Uploading documents to a secure system ensures data integrity and protects sensitive patient information. Encryption and strict access controls are implemented to maintain confidentiality.

### Can I upload documents to a project to ensure a collaborative workspace?

Yes, This feature facilitates teamwork among healthcare professionals, researchers, or project members, ensuring everyone has access to the necessary information.

### How does document upload contribute to compliance with privacy regulations?

The document upload feature comes with built-in security measures to comply with privacy regulations. These measures include encryption, access controls, and audit trails, ensuring that sensitive patient information remains confidential and secure. [Learn How to Archive a Certificate](https://help.checkitcare.com/articles/how-to-archive-a-certificate)

### Can I edit or update uploaded documents?

You have the ability to archive or modify access permission. This not only facilitates document management but also safeguards against inadvertent or unauthorized sharing by enabling you to control and adjust access levels as needed.

### How can I retrieve documents once uploaded?

Retrieving documents is as simple as accessing the patient profile, health record, or project section where the documents were uploaded. Users can view, download, or print the documents as needed.


Uploading documents into patient profiles, health records, or projects

### Can one patient be added to multiple projects without needing to recapture their details?

There is no need to add the same patient to multiple projects. The recommended action would be to pull the patient into the project where they are receiving their health assessment.

### How to pull a patient into a project:

1. Open the project you wish to pull the patient to.
2. Locate and click on the "Patients" tab to manage patient-related activities.
![Patient select screen shot ](//images.ctfassets.net/l4tkpdi0se49/4NsQVIXGeLIHPT4BpUPkUw/9ddef810e13b955ea82005144c072f0f/Screenshot_2023-12-19_at_13.48.24.png)
3. Click on the "Add Patients" option to initiate the process of including a patient in the project.
4. Select the option to "Add Patients From Existing Projects."
![Screenshot 2023-12-19 at 13.51.07](//images.ctfassets.net/l4tkpdi0se49/2QQ8HamkTjvUrVlzhLFvFn/6bd587a64b04781312fdf3f6cd82c91c/Screenshot_2023-12-19_at_13.51.07.png)
6. From the list of existing patients, select the one you want to include in the current project.

Following these steps ensures that the patient is seamlessly pulled into the new project without the need to recapture their details. This method helps maintain consistency and avoids redundant data entry.


Adding a patient to multiple projects

Tealio online registration forms provides a great tool for collection patient information, questionnaires, payment, and consent. Every project automatically includes a dedicated registration form which can be tailored for the project's specific requirements. 

##### [__Click to View a Live Demo__](https://app.tealio.ai/demo/public/registration/8AC6AB?utm_source=qrcode&utm_medium=qrcode&utm_campaign=qrcode) 

The information provided by the patients is a great way to reduce patients waiting time, it will also help the team predict the duration of the health assessment. 

### Customize the Project Registration Form
The project's Digital Registration Page enables branding and customization of the title and headers, adding images, and electing which fields will be displayed to the patients during the registration process.

Go to the Project Settings > Customization > Customize Pages > Digital Registration Page.
![Customize Registration form 1](//images.ctfassets.net/l4tkpdi0se49/7zZifbR9q4sQFk6jumft2Q/4d7a6e5b3c6c88fa5cc7ab267ac9238f/WhatsApp_Image_2024-01-03_at_19.00.45_e63cb824.jpg)

![Customize Registration form 2](//images.ctfassets.net/l4tkpdi0se49/5BRPshT3XmbTLtL0Q9qwj3/b934b6c1a3f765e7a9fa2845cc1a496d/WhatsApp_Image_2024-01-03_at_19.00.46_7a6b7485.jpg)

![Customize Registration form 3](//images.ctfassets.net/l4tkpdi0se49/4iSHrvatyjlBbeaDMxDZ9r/814f98ac21038c8fc23e9f6ddbe05a2a/WhatsApp_Image_2024-01-03_at_19.00.46_bf0cc90b.jpg)

![Customize Registration form 4](//images.ctfassets.net/l4tkpdi0se49/7I8iG4lSaOktLZecNIRUYV/ad3e817145be04484c122567fa924ce3/WhatsApp_Image_2024-01-03_at_19.00.46_638219e1.jpg)

### Create Additional Fields
Users with the admin role can add new custom fields or edit the existing ones. It is available on the organization level, via the 'Organization Settings' > 'Custom Fields' >'Patients

### Share Registration Link
Learn how to [Share the registration form via link or QR code](https://help.tealio.ai/articles/what-is-the-best-way-to-add-patients-to-a-project).

### Duplicate the Registration Form
If you wish to use the same template on new projects, you may elect to clone a project. Learn how to [Create additional projects with the same settings](https://help.tealio.ai/articles/how-do-i-create-more-projects-with-the-same-settings)

However, if you wish to modify the default settings to be applied to all projects, please reach out to us using Tealio Chat.


How to create a digital registration and consent form?

### Upload patients list
Tealio provide multiple options to add patients to a project, you may [click here to learn more](https://tealio.ai/help/articles/what-is-the-best-way-to-add-patients-to-a-project). 
To upload patients list via a spreadsheet please ensure the file type is either .csv or .xlsx.

__Steps to upload the list__:
1. Navigate to the desired project

2. Select 'Add patients from CSV' from the Quick Actions
![Quick actions - add from csv](//images.ctfassets.net/l4tkpdi0se49/6nokXe2MQPbHhftRdVpvQp/ade8f2682e32dd23a10446135bdb4176/image.png)

3. Select the file from your computer
![upload patients csv - select file](//images.ctfassets.net/l4tkpdi0se49/4xM9eB58Jw88wgg97CAtxh/c22d296a97be6ed0f121ac0c12003956/image.png)

4. Map the fields from the file to the fields as they are displayed on the account.
![CSV Map patients fields](//images.ctfassets.net/l4tkpdi0se49/7gULN6hnmB80sCxzoUT3GU/d0f9fac424ec8b4186dd4c2f5386635d/image.png)

### What to do if I cannot see the option to upload patients via a spreadsheet?
You may contact Tealio support to enable this feature on your account - support@tealio.ai

How to upload patients list from excel or csv to a project?

Tealio empowers you to choose the best method that suits your needs, add patients prior and during the health assessment day. Adding a patient can be easily accessed from anywhere in the project via the Quick Actions on the right side of the Project's Navigation.

### Share a link to the online registration form
Sharing a link in advance is usually the most convenient way to prepare for the coming upcoming health assessment. This link can be distributes through email or text message. 

Learn how to [Customize the project's registration form](https://tealio.ai/help/articles/how-to-collect-patient-information-and-consent).

### Share a QR Code
The QR code links to the project’s online registration form. Download the QR code and share in your brochures, or print it out and place it at the waiting room for the patients to scan and fill up while waiting for the health assessment. 

Go to the Project Settings > Customization > Customize Pages > Generate QR Code.

### Upload patients list via a CSV file (bulk import)
When the patients list is provided prior to the assessment day, you can easily upload the spreadsheet within a few clicks of a button using the “Add patients from a CSV file” tool. [Click here to read more](https://tealio.ai/help/articles/how-to-upload-excel-or-csv-patients-list-from-to-a-project)

### Add patient form
Having the patients consent and information available on the platform in advance has its benefits. However, adding patients manually is always an option too and can be done during the medical evaluation together with the patient. 

### What's Next?
Registered patients can be viewed on the Project Dashboard under the “Pending Screening” list and at the Patients tab.

![Pending Screening](//images.ctfassets.net/l4tkpdi0se49/3TMgLNWBsnjOc7diAlzHIY/4f853a92ce09d5df730d107543f9db2a/Pending_Screening.png)