Before you begin
This guide is for the hospital administrator who received the Everchart access email after your organisation was approved. You will need that email, a laptop or phone with internet, and about ten minutes.
Your free trial gives you immediate access to the hospital workspace for your approved departments after sign-in and password setup. Payment and separate module activation are not onboarding prerequisites. Handle patient information only in your hospital's authorised production environment and under your own clinical-governance procedures.
Step 1 — Find your access email
After your hospital is approved, Everchart emails your administrator. That email contains three things:
- a sign-in link;
- your username, which is your work email address;
- a private one-time setup link.
The setup link stops working 72 hours after it is issued and immediately after a password is set.
If you cannot find the email, check your spam folder first. If it has expired or never arrived, contact us and we will issue fresh details. We cannot read your password — not even our own staff can — so the only fix is a new one.
Step 2 — Sign in
Open the account setup page from the private link. Confirm your work email and choose your own password.
If you type the wrong password five times, the account locks for fifteen minutes. This protects you from someone guessing at your password. Wait and try again, or contact us if you are unsure of the details.
Step 3 — Set your own password
The first time you sign in, Everchart asks you to set your own password before letting you go any further. This is not optional, and there are good reasons for it:
- the one-time setup link stops working immediately, so reopening the email cannot reset the password again;
- changing your password signs out every other device, so if anyone else had access, they no longer do.
Choose something long that you have not used elsewhere. Once you are in, delete the access email.
If you lose your password, use the Forgot password path. For staff accounts, an authorized hospital administrator issues a fresh audited one-time setup link from Staff access. Everchart does not reveal whether an entered email has an account.
Step 4 — Your 7-day trial begins
Your free trial starts the moment you sign in for the first time — not when your application was approved. If your hospital took a week to get around to signing in, you have not lost a single day.
- The clinical workspace for your approved departments is available immediately.
- No card or payment details are needed to start or use the active trial.
- No implementation-team switch or per-module activation is required.
- The trial cannot turn into a paid subscription by itself. A charge only ever happens when someone from your hospital chooses a plan and completes payment.
Select Open workspace from the dashboard. Your first entry creates the initial facility and default staff roles automatically. Every clinical module for your approved departments is available, while each staff member remains limited by their hospital membership and assigned role.
Live patient-data use is a hospital governance decision, not a payment condition. Use real records only in the configured Everchart production environment after your hospital completes its own approval, validation and go-live checks.
Your dashboard shows how many days remain, and we email your administrator a reminder before the trial ends.
Step 5 — Optional during the trial: choose a plan for continuity
You do not need to choose or pay for a plan before opening the workspace. The Plans section on your dashboard is there so you can prevent an interruption after the free trial ends.
- Monthly or annual. Annual costs 20 percent less than twelve monthly payments. You can see both before deciding.
- Beds. Hospital plans include a number of beds and charge a small amount per additional bed. Enter your bed count and the price updates. The Clinic plan has no bed component.
- What you pay. Listed prices include taxes, and the “payable now” figure is exactly what will be charged.
Choose a plan when you are ready, and the payment window opens. You can pay by card, UPI, net banking or wallet. Your card details go to the payment provider and never reach Everchart.
Once payment clears, the paid subscription is active immediately. Payment is not needed to unlock an active trial. For annual agreements or the Network plan we can also raise an invoice for bank transfer — just ask.
See the pricing page for the full plan comparison.
Step 6 — If the trial ends before you have decided
This is the question hospitals ask most, so here is the exact answer:
- Nothing is deleted. Every record, user and setting stays exactly as you left it.
- You can still sign in. Your administrator can sign in, see the billing page and pay. We do not lock you out of the screen you need in order to pay us.
- Clinical features pause. That is the only thing that changes.
- Access returns the moment payment clears. There is no re-implementation and no setup to redo.
- Need longer to evaluate? Tell us and we will extend the trial.
If a renewal is not paid by the end of the period, a paid subscription keeps working for seven more days while you sort it out. A hospital should not lose access because a bank transfer took an extra day.
Step 7 — Open the clinical workspace
Select Open workspace from the dashboard. Wards, pharmacy, diagnostics, billing and the other clinical modules are available immediately during an active trial, along with OPD, Dialysis, Operation theatre or Form F when the matching department was approved for your hospital. No implementation team has to switch them on one at a time.
Security is still fail-closed. A staff member must belong to your hospital, complete the required password change and hold an active role before clinical requests succeed. Those controls protect patient records without delaying the hospital's trial access.
Everyday questions
I forgot my password. Use Forgot password. Your authorized hospital administrator can issue a fresh private setup link from Staff access; delivery status is shown separately for email and WhatsApp.
I need to add a colleague. A hospital administrator can open the Workforce screen, create the staff account and assign the appropriate role. The colleague receives temporary access and must set a new password before opening clinical records.
Someone has left the hospital. Suspend their hospital membership from the Workforce screen. Their hospital sessions are revoked without disabling an identity they may use at another organisation.
I was signed out unexpectedly. Changing your password signs out all devices. Sessions also expire after twelve hours of validity, so a forgotten browser on a ward computer does not stay signed in indefinitely.
Where is my invoice? Receipts are emailed to your administrator when a payment is received. Ask us if you need an invoice in a particular format for your finance team.
Can we cancel? Yes, at any time, with no cancellation charge. See the refund and cancellation policy.
Getting help from a person
If anything here does not match what you see on screen, tell us — that is a defect in our guide, not a mistake on your part. Write to support@everchart.app.
For anything clinically urgent, use your hospital's own emergency procedures. Everchart support is not an emergency service.