Tealio allows you to securely upload supporting documents and images to records, helping you keep all relevant information in one place.

## What file types can be uploaded to Tealio?

Tealio currently supports the following file types:

- PDF documents (.pdf)
- JPEG images (.jpeg, .jpg)
- PNG images (.png)

## What is the maximum file size that can be uploaded?

The maximum file size for any uploaded file is **4 MB**.

## Does the maximum file size vary by file type?

No. The **4 MB limit applies to all supported file types**, regardless of whether the file is a PDF, JPEG, or PNG.

## How do I upload a file?

Files can be uploaded by:

- Clicking the upload button and selecting a file from your device.
- Dragging and dropping a supported file directly into the upload area.

## Why won't my file upload?

A file may fail to upload if:

- The file type is not supported.
- The file exceeds the 4 MB size limit.
- Your internet connection is unstable.
- The file is corrupted or cannot be read.

## What types of documents are commonly uploaded?

Common examples include:

- Medical reports
- Consent forms
- Certificates
- Audit evidence
- Supporting documentation
- Photographs and images

Uploading file limits on Tealio

## What is a Workspace?

Tealio is a flexible compliance platform that can be configured for a variety of use cases, including health management, training management, audits, inspections, and more. Because of this flexibility, the terminology and wording used within Tealio may vary depending on how your organisation uses the platform.

A workspace is a separate area within Tealio where records, configuration, forms, workflows, and settings are grouped together. All records within a workspace are related in some way and share the same configuration.

## How Should Workspaces Be Used?

Workspaces can be organised in a way that best suits your organisation's structure and operational requirements. Common examples include:

- Each clinic, branch, or site within a group having its own workspace.

- Separate workspaces for different business functions, such as Health Management and Training Management.

- Different departments or business units maintaining their own workspaces.

- Separate workspaces for clients, projects, or compliance programs.

The way workspaces are structured will depend on how your organisation manages its data and compliance processes.

## How Do I Switch Between Workspaces?

To navigate between workspaces:

1/. Click the workspace dropdown located in the top-left corner of the screen.

2/. The dropdown will display the name of your current workspace.

3/. Select the workspace you would like to access from the list.

Tealio will then load the selected workspace and display the records, projects, and configuration associated with that workspace.

## Why Is It Important to Check My Workspace?

Before creating, editing, or reviewing records in Tealio, always confirm that you are working in the correct workspace.

Because each workspace contains its own records and configuration, actions performed in one workspace will not affect records in another workspace. Working in the wrong workspace may result in records being created or updated in the incorrect location.

For this reason, it is good practice to verify your current workspace whenever you log in or switch between different areas of your organisation. To verify, ensure the correct name of the workspace is displayed on the top left of the screen.

Understanding Workspaces in Tealio

Tealio is a game-changer for increasing your daily efficiency and growing your operations. Streamline both patient intake and health assessments, ensuring your teams are equipped with the right tools at the right time.

### Never Miss a Beat with Live Monitoring

The project dashboard provides a live overview of project progress during an assessment day, empowering managers and teams to take proactive action when it matters most.

### Project Progress

By clicking on the performance indicators within the Project Overview, you can view a breakdown of the various health assessments being conducted. For a more detailed view, simply click on a graph to be redirected to the related patient list.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/5jQS2v4XRpTRSYy2oE37iq/47185905d1254fccbcae912615b6f595/ProjectOverview.png" style="max-width:100%; height:auto;" />


### Step-by-Step Workflow

Utilize Tealio's step-by-step workflow to ensure every stage of the assessment process is completed efficiently. During the assessment day, the active view helps your team verify which employees have completed their assessments. Patients who do not pass the assessment will be displayed as flagged and can be monitored for follow-up examinations.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/1t9DmDMEqPQqgmJuVbsMjv/3020b5da25c139387187fca691586696/Untitled_design.gif" style="max-width:100%; height:auto;" />


### Keep Track of Your Scheduled Projects

The Project Calendar provides a comprehensive overview of all scheduled projects, making it easier to manage resources, anticipate staffing requirements, plan for patient volumes, and maintain smooth operations.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/4WmMymSI1mgXqMjmhk3ima/9bfdd94ced254aa9e9d4916905fce298/Projects_Calendar.png" style="max-width:100%; height:auto;" />


### Insights and In-Depth Reports

Read more: [How to gather insights or look for specific records](https://help.tealio.ai/articles/search-and-filter)

How to manage and monitor my projects efficiently?

### Gather Insights and In-Depth Reports

Tealio offers a robust filtering feature that makes it effortless to search for and organize the information you need.

### Patients Filter

The patients list provides a wide range of filtering options, making it simpler to find specific patient information or gather insights. You can filter based on patient information such as **Patient Fitness Status** and health record status such as **Performed Tests**.

Click **"Load additional filter options"** to see an extended list of filters, including consent status, **Patient Fitness Status**, **Email Activity**, and your custom fields.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/4qyIDU6qOO4juQhrhoFk6k/10479571ec9fcf61283e3d181db3fe02/Patients_Filter.png" style="max-width:100%; height:auto;" />


### Health Records Filter

Don't forget to try the health records filter. You can filter health records by tests performed, assessment outcomes (Pass/Refer), or whether records have been signed.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/2T1szUr9XM6drqzOn46M1R/458fa0e9686ae40711420eda7cb7896a/Exams_Filter.png" style="max-width:100%; height:auto;" />


### Common Filtering Options

- Whether health assessments have been signed or not
- Occupational health patient fitness status (Fit, Unfit, etc.)
- Email activity to determine whether a patient has been sent their health assessment results

Just give it a try!

How can I easily gather insights or look for specific records?

# Project Scheduling in Tealio

Project scheduling is a powerful tool to help manage your capacity, improve planning, and keep track of upcoming work in Tealio. By assigning start and end dates to projects, your team can better understand workloads, timelines, and project overlaps in one clear view.

## Scheduling a Project

Projects can be scheduled during the project creation process by adding a **Project Start Date** and **Project End Date**.

When creating a new project, simply enter the relevant dates to place the project into your schedule from the start. This allows for better planning and visibility across your team.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/5pyv3q7fNQ67uPuqFKzeQJ/0cfe428e6c4a3b52dfbe87e5beec6287/Screenshot_2026-04-29_140503.png" style="max-width:90%; height:auto;" />


## Viewing Scheduled Projects

Tealio provides a calendar view that allows you to see all scheduled projects in one place.

To access the calendar:

1. Click on **Projects**
2. Select the **Calendar icon** in the top-right corner

The calendar view helps you quickly identify current, upcoming, and overlapping projects.


 <img src="https://images.ctfassets.net/l4tkpdi0se49/3XgPY2I4uVps89sBfOEHwl/390439666f5ee7217cf0a360a3b23fa4/Screenshot_2026-04-29_140725.png" style="max-width:100%; height:auto;" />


## Editing Project Dates

Project dates can be updated at any time if timelines change.

To edit project dates:

1. Open the relevant project
2. Navigate to **Project Details** on the left-hand side
3. Click **Edit** in the top-right corner
4. Update the project start and end dates
5. Save your changes

Keeping dates updated ensures your schedule remains accurate and reliable.

## Benefits of Project Scheduling

Using project scheduling in Tealio helps your business:

- Manage team capacity more effectively
- Improve project planning and forecasting
- Reduce scheduling conflicts
- Increase visibility across all active projects
- Keep teams aligned on deadlines and timelines

Understanding project scheduling

### Why am I unable to log into different devices at the same time using the same profile?

The restriction on simultaneous logins from different devices with the same profile is implemented for security reasons or to adhere to platform policies.

### What security considerations lead to restrictions on simultaneous logins?

Simultaneous login restrictions enhance security by reducing the risk of unauthorized access and potential account compromise.

### I want to have more than one station during my screening day, how can i do this when i cannot log into more than one device 

The best practice for using multiple devices for a screening day would be signing in with different profiles for each device.


Why can't I log into different devices at the same time from the same profile?

Tealio is compatible with a wide range of medical devices via API, WiFi, or Bluetooth. Whether you’re using a single device or a combination of devices, exams results will be automatically streamlined to the Tealio platform, expediting the assessments process and preserving data integrity.

Integrations will be evaluated per request to assess the integration feasibility, scope, and related development costs.
If you wish to integrate your medical devices, [send us an inquiry](https://tealio.ai/contact?cta=integrations_product&subject=Integration%20Request).

What medical devices can be integrated with Tealio?

Using medical devices such as [Baxter](https://www.baxter.com/) [Hillrom | Welch Allyn](https://www.hillrom.com/en/products/), [PlenOptika](https://plenoptika.com/) you often ask yourself is there a better alternative to copying the exam results to paper records. You can browse the user manual and learn if it is possible the results to spreadsheet files. But what comes next?

Tealio's integrations, offers a streamlined method to transfer your device's exam records to the Tealio platform. Through this seamless integration, Tealio assures a secure storage space for your results, granting convenient access and secure sharing options with patients and stakeholders alike.


How to download exams data from my medical device?

Here are some helpful tips to kickstart your next assessment day:
- Keep in mind to charge your medical device, and consider packing an additional battery or charging cable.
- Delete historical data - Prior to deleting all data from the device, remember to either sync past exams with Tealio or back up exams and patient information.
- If your medical device requires a USB drive to upload patients information,  ensure it meets the necessary specifications. It is recommended to clear all files from the USB.
- Don't forget to sync the project's patient list from the Tealio portal.


How to prepare a device for a health-assessment?

### Safe and Secure Storage
Tealio offers a consolidated secure storage for all patient records, supporting quick view of patient health status, and easily accessible for future references. 

### Upload files to the patient record
Medical devices reports or scanned paper forms, can be easily uploaded to the patient record using any computer or mobile device.

__Upload the documents using a tablet or a mobile phone:__
1. Navigate to the desired patient page
2. Locate the relevant health record (or create it does not exist for the patient)
3. To add the file under a health category: Press 'Screening report' at the relevant category, press the + button at the Documents section, and select 'Take Photo' option.
4. To add the file directly on the patient page: Press the + at the Documents section at the bottom of the page, and select the 'Take Photo' option.


How do I upload data generated on medical devices to Tealio?

All Tealio subscriptions come with unlimited number of projects. For efficient project monitoring it is usually the best practice to create a new project for every customer, location, and health assessment.
Every new project created will include the default settings, and will require some attention to the project settings and available customization. 

### Save Time, Clone a project
When creatine a new project you may choose the option to clone one of your existing projects. Cloning a project will duplicate its settings including any customization provided to the registration form, the results page or the email notification, without any of the project’s patient or exams data. 

### One Customer, Multiple Consent Forms
At times you may need the flexibility to create various registration forms to accommodate different patients or evaluation types. Simply clone additional projects for that customer and expose different fields on the form. 

How do I create additional projects with the same settings?

Stripe, a global technology company, is at the forefront of empowering entrepreneurs and businesses to streamline their payment processes. 

## Requirements
  - Ensure you have an account with Stripe (stripe.com).
  - Ensure you have an account with Tealio (tealio.ai).

## Instructions:
### On Stripe:
**Navigate to Your Payment Link:**
  - Log in to your Stripe account and access your payment link for online transactions.
  - Your payment link format will resemble this: ```https://buy.stripe.com/test_dR66oZ6ns9JC2vmfZ0```

### On Tealio:
**Navigate to Your Project:**

  - Log in to your Tealio account and proceed to the project where you wish to integrate payment functionality.

**Access the Project Registration Page:**

  - Within the project, navigate to "Project Settings."
  - Under "Project Settings," find "Customization" on the left menu and select "Digital Registration Page."

**Edit the Page:**

  - Click on the "Edit" option to modify the page's content.

**Add Stripe Payment Link:**

  - In the page editor, scroll down to the "Form Submitted" section.
  - Copy the following code: ```[Click to Pay](https://buy.stripe.com/test_dR66oZ6ns9JC2vmfZ0?prefilled_email={{email}})```
  - Modify the link to be yours while keep ?prefilled_email={{email}} value

Collect payment using Stripe on Registration Form

Yoco specializes in tools that streamline payment procedures for small businesses. Based in South Africa, they offer a user-friendly platform, making it effortless for businesses to set up accounts and seamlessly collect payments in South African rands.

## Requirements
- Ensure you have an account with Yoco ([yoco.com](https://www.yoco.com)).
- Ensure you have an account with Tealio ([tealio.ai](https://www.tealio.ai)).

## Instructions:

### On Yoco:
**Navigate to Your Web Payment Link:**
   - Log in to your Yoco account and go to your web/online payment link; copy the link to your clipboard.
   - Example: ```https://pay.yoco.com/Tealio```

### On Tealio:

**Navigate to Your Project:**
   - Log in to your Tealio account and go to the project where you want to integrate booking functionality.

**Access the Project Registration Page:**
   - Inside the project, navigate to "Project Settings."
   - Under "Project Settings," find "Customization" on the left menu and click "Digital Registration Page."

**Edit the Page:**
   - Click on "Edit" to modify the page's content.

**Add Yoco Payment Link:**
   - In the page editor, scroll down to the "Form Submitted" section.
   - Copy the code: ```[Click to Pay](https://pay.yoco.com/youryocolink?amount=115&reference={{patient_id}}&email={{email}})```
   - Modify "youryocolink" to your specific link.
   - Adjust the amount as needed.

**Charging Different Amounts:**
  - Customize the amount for each project using Tealio Project customization.
  - If the amount is not specified, patients can input their desired amount during the payment process.

Collect payment using Yoco on Registration Form

At times you may find you need to remove a health record or a patient from a project. Rest assured, the process is straightforward and user-friendly.

### Remove a health record from a project
- Select the Health Record you wish to remove
- Press the "Edit" button
- Press the "Remove from Project" button

### Remove a patient from a project
- Select the Patient you wish to remove
- Press the "Remove from Project" button on the bottom left corner


How do I remove a health record or a patient from a project?

Optimize your health assessments to the fullest

Tips for Smooth Operations