API access

API access lets another system — your own website, a partner’s software, an internal report — read your inventory straight out of ClinikEHR, without anyone exporting a file by hand. You choose exactly what it can see when you create the key, and you can switch it off at any moment.

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What this tab controls

Reading the list. The Permissions column shows the first two permissions and a badge such as +3 for the rest — select the row to see them all, grouped by what they cover. A phone shows each key as a card. Once you have more than ten keys, a footer lets you page through them and choose how many to show. A key never used reads Never used. What each inventory permission means:

• Availability — whether an item is in stock, running low, or out. No exact numbers.
• Catalogue — item names, strengths, forms, barcodes and prices.
• Stock levels — exact quantities, by location and batch.

What each patient-record permission means (offered only once the API add-on below is active and you’ve accepted the API data agreement — greyed out, with the reason shown, until then; if your clinic requires two-factor authentication for staff, you must also complete it yourself before these are enabled for you):

• Appointments — read / Appointments — book, reschedule, cancel
• Patients — read / Patients — create / update
• Clinical notes — read / Clinical notes — draft only (a key can never sign, lock, or finalize a note)
• Drug requests — read / Drug requests — create / cancel / confirm substitution
• Dispensing history and flags — read (what was dispensed to a linked patient, and the refill and duplicate-dispensing flags recorded for them; never a price or another customer)

A key only ever sees what you selected for it. There is no permission in this release for your CRM, or for a sale’s price or total, or who served it. Your API settings and keys — never the secret itself — are included when you export this clinic’s data. See Data export.

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Set it up

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What changes once you save

• Allow API access off stops every key on this workspace from answering requests, immediately — nothing is deleted, and turning it back on restores them all without recreating anything.
• The list shows a masked key ID, never the key. Each row’s Key ID column reads like ehr_live_••••1234. Select the clipboard icon, Copy key ID, to copy the ID — it identifies the key to anyone helping you, but it cannot be used to call the API. The full key was shown once when you created it and cannot be shown again.
• A new key can read only what you chose under Permissions for it, from this workspace’s own data. It shows in the list badged Active.
• A key given Allowed IP addresses answers only requests from those addresses or ranges. A request from any other address is refused — even with the correct key — and does not use up anything on the key itself. Leave the field blank and the key answers from anywhere.
• Select Revoke, then confirm Revoke key, and that key stops answering requests immediately. This cannot be undone — the key itself is gone for good, though nothing it already returned to another system is affected. If the same integration still needs access, create a new key and update it there.
• If your plan drops below Team, every key on the workspace stops answering — the same as switching Allow API access off, but caused by the plan rather than the switch. A key that was Active stays badged Active; the plan is what refuses the request, not the key’s own status. Move back to Team or Enterprise and every key resumes working on its own, with nothing to recreate.

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Check it worked

• The new key appears in the list, named as you entered it, badged Active.
• Its Allowed addresses column reads Any if you left the field blank, or a count such as 2 addresses — hold or select it to see the addresses themselves.
• The first time the receiving system actually calls it, a last-used time appears against that key.
• After Revoke and Revoke key, the badge changes to Revoked and the next request from that key is refused.
• A key given a date under Expires is badged Expired once that date has passed, and stops answering. It cannot be extended — create a new key.

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Connect another organization

A separate section, Connected organizations, is where another business — a partner’s software, a marketplace, a billing service — asks to connect to your data directly, instead of you handing them a key yourself. You are always the one who decides: nothing is ever granted automatically, and you choose exactly what to share, item by item. There is no directory or search for this — the other organization can only reach you if you give them a one-time code.

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Set up a connection

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What changes once you decide

• Approve grants exactly the items you ticked — never everything requested by default. The connection is badged Active.
• Manage, then changing what is ticked and selecting Save changes, narrows what is shared at any time. To grant something new, the organization has to request it again.
• Manage, then Revoke, then confirming Revoke connection ends that organization’s access immediately. This cannot be undone — if they need access again, they need a brand-new code from you.
• A declined or revoked connection sits in a collapsed History section at the bottom of the list, so today’s view stays focused on what needs your attention.

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Which patients an organization can reach

When a connection does eventually cover patient records, it will only ever reach patients you have specifically linked to it — never your whole patient list. From a connection’s Manage screen you will be able to link an existing patient, or end a link at any time; a patient the organization creates through its own systems is linked automatically. A recorded basis for sharing (for example, that the patient is the organization’s own enrollee) is required before any patient-data item can be approved at all. Once this is available, a patient’s own profile will show an External access card: which organizations can currently reach that patient’s information, since when, on what basis, and the last thing that was shared with them.

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The API add-on — reach your own patient records

By default, a key you create can read your workspace’s own non-patient data. The API add-on is what will open everything else your own keys can reach: patients, appointments, clinical notes, your CRM, and your full inventory — still only with keys you create yourself, for your own systems. It does not change what a connected organization can see (that stays as described above, and above Team is available on the Pharmacy and Diagnostics Business plans too). The add-on card sits above your keys in Settings → API access, and shows: The API data agreement. Before any key — yours or an add-on customer’s — can reach patient records, the clinic owner must review and accept an agreement covering how the clinic’s own keys may be used and that AI-drafted content is reviewed by a clinician before it is saved. The card shows the full text, the version, and an Accept agreement checkbox and button for the owner. A newer version can replace an older acceptance, and the card asks again. Cancel ends the add-on at the close of the period you already paid for — your keys keep working as they do today until then, and existing keys are never deleted. Resume while cancelling keeps it renewing instead. Extra usage for a month is billed once, automatically, on your following bill.

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Listing — get found by network partners

Available on any paid plan — Starter and above — unlike the rest of this tab, which needs Team or Enterprise. On any paid plan, you can list your pharmacy to a connected marketplace partner so it can be found and checked for availability — separate from everything above. Being listed shares only your public listing profile and a general availability band for each item (in stock, low, out of stock, or unknown) — never exact quantities, never prices unless you opt in, never your customers, and never your sales.

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Get listed

Browse integrations is for choosing among several organizations rather than the one offered by name. Each entry shows a category (Marketplace, HMO / payer, Analytics, Logistics or Other) and, when the organization has supplied them, a description and links. If none are listed you’ll see No integrations are listed yet. A listing gives an organization no access by itself — Request connection shares only your listing profile and availability bands, never exact quantities, customers or sales, unless you turn on Share prices yourself. For a pharmacy with more than one branch under the same owner, List with other branches lists every eligible branch at once — a branch that is not on a paid plan, or has no saved profile, is skipped and shown as such, never listed silently.

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Referred by a partner

If you signed up through a partner’s referral link, the first time you open this tab you’ll see a banner naming the partner and offering to review their listing request. Opening it shows the same Preview you’d see setting up a listing yourself, with Approve and Not now as two equal choices — neither is highlighted over the other. Approving lists your pharmacy to that partner exactly as Get listed above does; choosing Not now replaces the banner with a smaller reminder you can return to any time. Signing up through a partner never gives them anything on its own — no access, no connection, and no listing. It only means we remember who introduced you, so a referral can be recognised later. You can approve, decline, or ignore the request, and you can use ClinikEHR whether or not you ever connect to that partner.

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What changes once you save

• Get listed makes your listing profile and item availability bands visible to that one marketplace partner — nothing else on this tab changes, and no other permission is granted.
• Un-list takes effect on that partner’s next request. If you are listed to more than one marketplace, un-listing one leaves the others untouched.
• Hiding a category or an item removes it from every listing immediately — a hidden item behaves exactly like one you do not stock, never shown as “hidden.”

Confirming which items are which medicine, and seeing which items have nothing partners can search on, both happen on the Inventory screen — see Get found by network partners.

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Common issues