Clinic Profile & Document Manager

The Clinic Profile & Document Manager is a Director-only tool that lets you maintain a single source of truth for your clinic's contact details, branding, and staff information. That data is then used to automatically populate two types of printable documents: a Visiting Card and a Case Paper letterhead.

You can also upload your own pre-printed casepaper design (as an image or PDF) and set it as the default so it is served when staff request a case paper download.

The entire Clinic Profile page is restricted to users with the clinic_director role. All AJAX endpoints additionally check for the manage_clinic_users capability before processing any request.

Non-directors who visit the page see an "Access denied. Directors only." message and cannot interact with any form or document generator.

Place the following shortcode on any page to embed the Clinic Profile dashboard:

The page will render both the Clinic Profile form and the Generate Documents section together. Scripts and styles are only enqueued on pages that contain this shortcode.

When the page loads, the existing saved profile is automatically fetched and pre-fills all form fields. If no profile exists yet, all fields are blank.

The logo appears in the top-left of the case paper header, on the visiting card, and as a faint watermark in the centre of the case paper body.

There is one text field for each day of the week: Monday through Sunday. Enter the hours in any format you prefer (e.g. 9:00 AM – 6:00 PM or Closed). Leave a day's field blank if the clinic is not open that day — blank days are omitted from documents.

When displayed on generated documents, consecutive days with identical hours are automatically grouped. For example, if Monday–Friday all have 9:00 AM – 6:00 PM, the document shows Mon–Fri: 9:00 AM – 6:00 PM rather than listing each day separately. The footer displays up to 8 hour groups across two rows of 4.

Enter the services your clinic offers in the large text area. Each service should be on its own line (a newline acts as a separator). On generated documents:

• The case paper header tagline shows the first 3 services joined with " • " (e.g. Vaccination • Surgery • Dental Care). If no services are entered, it shows "Complete Veterinary Care" as a fallback.
• The visiting card shows the first 3 services in the same bullet-separated format in the lower services section.

This section lets you associate degrees and signatures with specific veterinarians registered under your clinic. The vet list is pulled from WordPress users who have the clinic_veterinarian role and whose clinic_director_id user meta matches your director ID.

Selecting Veterinarians

A multi-select list shows all your registered veterinarians. Hold Ctrl (or Cmd on Mac) to select multiple. When you select a vet, a degree/signature entry panel appears dynamically for each selected vet. Deselecting a vet removes their panel.

Per-vet Fields

Each selected vet has a "Signature Image" file input. Select a JPG or PNG file (max 500 KB). A small preview of the signature appears below the input after selection. The signature is stored as a base64 data URL in the profile.

Signature handling on save is smart: if you save the profile without uploading a new signature for a vet, the previously saved signature is preserved. Signatures are only overwritten when a non-empty new file is submitted. Signatures for vets who are deselected are automatically removed from the stored data.

Signature on Case Papers

When generating a case paper with a specific vet selected, that vet's signature image appears above the "Authorized Signature" line in the bottom-right of the letterhead. If no specific vet is selected, the first available signature in the saved profile is used. If no signatures are saved at all, only the signature line and label are shown (no image).

Click the Save Profile button at the bottom of the form. The system checks whether a profile already exists for your director ID:

• If no profile exists — a new row is created and you see "Profile created successfully."
• If a profile exists — the existing row is updated and you see "Profile updated successfully."

A green success banner appears at the top of the form section. If there is a validation error (missing required field) or a database error, a red error banner appears instead.

The Visiting Card generator produces a standard 3.5" × 2" business card layout populated with your clinic profile data.

Vet Selection

A dropdown above the generate buttons lets you choose a specific veterinarian or leave it as "Generic (No specific vet)". When a vet is selected:

• Their name is shown as Dr. [Name] ([Degree]) below the logo (if a logo is present) or below the clinic name (if no logo)
• The degree is only shown if a degree was saved for that vet

Visiting Card Content

Generate Buttons

The Case Paper generates an A4 portrait letterhead intended for printing and use as physical case paper. It has the same vet selection dropdown and the same three output buttons as the visiting card.

Default Casepaper Logic

When you click to generate a case paper, the system first checks your default casepaper setting:

• If the default is set to "Uploaded" and a valid uploaded file exists at that index → the uploaded file is served directly (PDF streamed inline, image streamed inline)
• If the default is set to "Template", or the uploaded file is missing → the generated HTML letterhead template is used

The generated letterhead is divided into three zones:

Header Zone (top ~10% of page)

White background with a dark navy bottom border. Left side contains the logo (if set) and clinic name, with the selected vet's name and degree on the next line, then a tagline of the first 3 services. Right side shows the address, city/state/pincode, mobile, and email.

Body Zone (middle ~82% of page)

Blank white writing area intended for handwritten or typed case notes. If a logo is saved, it is rendered as a centred watermark at 8% opacity. The authorized signature block sits in the bottom-right of this zone, positioned absolutely at 12% from the bottom.

Authorized Signature Block

Positioned in the lower-right of the body area. Contains the vet's signature image (if uploaded), a horizontal signature line, the label "Authorized Signature", and the vet's name prefixed with "Dr." (if a vet was selected). If no vet is selected but signatures exist, the first saved signature is used.

Footer Zone (bottom ~8% of page)

Dark navy background, white text. Three columns:

• Left: Phone (or mobile if phone is blank), email, website
• Centre: "Working Hours" heading and the grouped hours grid (up to 2 rows of 4 groups)
• Right: Emergency number (mobile) and "Available 24/7 for emergencies"

Both the Visiting Card and the Case Paper support three output options:

Image Dimensions

If your clinic uses a pre-printed or custom-designed casepaper, you can upload it so it is served when staff generate a case paper download. This is useful when your design is more complex than the built-in template.

Uploaded Casepapers List

After uploading, the list below the upload area shows all uploaded casepapers for your clinic. Each entry shows the filename, type badge, and upload date. Files are stored under a key of casepaper-{director_id}-{timestamp}.{ext} in the uploads directory. The full list is stored as a JSON array in the casepaper_uploads column of your profile row.

The "⭐ Set Default Casepaper" panel lets you choose which casepaper is used when someone clicks "Generate Case Paper". The options are populated dynamically from your saved uploads plus the built-in template.

Select the radio button for your preferred option and click "💾 Save Default". A green "✔ Saved!" confirmation appears inline. The default setting persists across sessions.

Each entry in the uploaded casepapers list has a delete button. Clicking it removes both the physical file from the server and the entry from the JSON list in your profile row.

Index adjustment is handled automatically: if you delete an entry that is not the default, the default index is decremented if needed so it still points to the correct file. If you delete the currently-selected default upload, the default is reset to "Template".