Practice Branding: Your Logo, Your Colour, Every Document

Why Practice Branding Matters

When a GP opens a referral letter, they notice the letterhead. When a client receives an assessment report, the first thing they see is who it came from. When a school principal reviews a student handover document, professional presentation builds trust before the content is even read.

Until now, every document generated through Grounded Scribe carried our platform branding. That works for getting started, but as your practice grows, your documents should reflect your professional identity — not ours.

Practice branding is one of those small details that compound into a significant impression. A consistent visual identity across every touchpoint tells clients and colleagues that you run a professional, established practice.

What You Can Customise

Your Practice Logo

Upload your practice logo from the new Settings > Branding page. For best results, use a horizontal logo that includes your practice name — similar to what you would put on a website header or letterhead. Recommended dimensions are 400-800 pixels wide by 100-200 pixels tall.

Your logo replaces the default Grounded Scribe branding in the header of every exported PDF. The system preserves your logo's aspect ratio automatically, so whether you upload a wide banner or a square icon, it will render cleanly without stretching or awkward whitespace.

PNG files with transparent backgrounds work best, though JPEG and SVG are also supported.

Your Brand Colour

Choose an accent colour that matches your practice identity. This colour flows through every PDF you generate:

• Section heading bars — the coloured accent strip beside each section title
• Section heading text — the title text itself
• Bullet point markers — filled circles on bulleted lists
• Numbered list markers — digits on ordered lists
• Email borders — header and footer accent lines

Pick from six professional presets (teal, navy, forest green, burgundy, slate, charcoal) or enter any custom hex colour. Changes take effect immediately on every document you generate going forward.

Live Preview

The branding page includes a live preview card that shows exactly how your logo and colour will appear on a PDF. You can see the header layout, section heading style, and footer attribution in real time as you make changes — no need to generate a test document first.

Where Your Branding Appears

Practice branding flows through sixteen different document types from a single settings page:

Client-facing documents:

• Session note exports (PDF)
• Assessment reports with severity gauges
• Client resource handouts
• Consent forms
• Outcome and progress reports
• Score profile reports (psychometric assessments)
• Fax cover pages

Supervision & compliance documents:

• Supervision session logs
• Supervision progress reports
• AHPRA logbook exports
• Logbook completion certificates

Communication:

• Email headers — your logo replaces the default platform logo, with a small "Powered by Grounded Scribe" attribution below
• Email border accents — header and footer borders use your accent colour
• Client portal header — border colour matches your brand

How the footer works:

Every branded PDF includes a footer that reads: "Your Practice Name | Generated via Grounded Scribe — Confidential". This keeps the platform attribution (similar to "Powered by Shopify" on e-commerce stores) while leading with your practice name.

For Solo Practitioners and Teams

Solo practitioners (no organisation set up) can upload a practice logo and set an accent colour directly from their profile. The system stores these on your user account.

Team practices with an organisation set up get practice branding at the organisation level. Upload your logo once and every team member's documents carry the same branding. The accent colour applies practice-wide, ensuring visual consistency whether a junior practitioner or the practice owner generates a document.

If you are part of an organisation, the organisation's branding takes priority over any individual practitioner settings. This prevents inconsistent branding across team members.

What Else Comes with Core

Practice branding is one of several features that unlock on the Core tier ($39/month). Here is the full picture of what Core adds on top of Plus:

• Custom practice branding — logo and accent colour on all documents and emails
• 60 sessions per month — double the Plus allocation (up to 150 minutes each)
• Unlimited Ask Grounded Scribe conversations — AI-assisted documentation support for your clinical workflow
• 10 custom note templates — build templates that match your exact clinical workflow
• AI document composer — answer a few questions and compose referral letters, progress reports, and discharge summaries from the client's whole record
• AI patient handouts & resources — generate client-facing psychoeducation materials, homework sheets, and carer resources
• AI case formulations — build integrative formulations informed by your session data
• AI-assisted goal drafting — get goal area suggestions extracted from session discussions when building treatment plans
• AI supervision evidence suggestions — surface evidence from sessions to support competency ratings
• AI referral outreach — draft personalised outreach messages for referred clients
• AI billing code suggestions — get MBS/funding-specific billing code recommendations for each session
• Session moments timeline — see key session events mapped across a client's history
• AI reflection prompts — receive prompts that support your professional development and reflective practice
• Practice Intelligence Feed — a personalised feed of insights drawn from your documentation patterns
• Conversation tone alerts — get notified when session conversation tone patterns shift across recent sessions
• Treatment plan review reminders — automated reminders to keep treatment plans current

Core is designed for full-time practitioners who want their documentation platform to actively support their practice workflow — not just transcribe and format notes.

Getting Started

1. Go to Settings > Branding in your Grounded Scribe dashboard
2. Upload your practice logo (PNG, JPEG, or SVG — max 800x800px, under 2MB)
3. Pick an accent colour from the presets or enter a custom hex code
4. Check the live preview to see how your branding will appear
5. Save — every document you generate from now on carries your brand

If you are on the free or Plus tier, the branding page will show you a preview of the feature with an option to upgrade. Your existing documents are not affected — branding applies to newly generated documents going forward.

A Note on Professional Presentation

Your clinical documentation is often the first and only written artefact another professional sees from your practice. A well-branded assessment report or referral letter communicates competence and attention to detail before the reader gets to the clinical content.

Practice branding is a small investment in presentation that pays off every time a document leaves your practice — whether it is a handout given to a client, a progress report sent to a GP, a fax to an insurance provider, or a supervision log submitted to a registration board.

Upgrade to Core to unlock practice branding, or create your free account to explore the platform first.