🚀 Your three onboarding steps
Create a SystmOne user for Hippo using the instructions in Part 1 below
Submit the login details securely using our Hippo SystmOne Setup Form
Book your technical onboarding call using the link in your onboarding email
All practices start by creating a dedicated SystmOne user for Hippo. This is the only setup you need to complete before your technical onboarding call.
There are two ways the SystmOne connection can then run. Hippo-hosted is our standard setup, but we'll confirm the right option with you on the call. You don't need to choose or configure this yourself beforehand.
✅ Part 1: Create a SystmOne user for Hippo
This is the step most likely to hold up the setup, so please do it before your onboarding call.
🔑 Who can do this?
The person creating the user must hold all of the following in SystmOne:
Caldicott Guardian
System Administrator
Access right: can create new user profiles
Access right: set user access rights
This is often a different person from whoever looks after your Gateway PC. If you are unsure, your Practice Manager or SystmOne lead will be able to check.
Step 1: Create the user
Create a new user in SystmOne with the following details:
First name:
hippoSurname: your practice ODS code (for example
L01234)
The username will then read hippol01234 (with your own ODS code in place of L01234).
💡We use a separate user per practice so that our access is clearly scoped to your organisation only.
Step 2: Grant Access Rights
2a. Go to Setup → Users & Policy → Staff & Organisation Setup
2b. Select the newly created Hippo user
2c. Click Amend Staff
2d. Click Local Access Rights
2e. In the Data Gathering section**,** Tick Download Strategic Reporting Extracts - can download Strategic Reporting extracts (required for extracting data used to calculate Indicators)
2e. In the Administration section**,** Tick System Administrator. (required for scheduling Strategic Reporting Extracts)
2f. In the Patient Access section, Tick Retrieves Patients, and Saves Records (required for writing Recalls back to record)
Step 3: Submit the login to Hippo
Once the user is created, submit the username and password through our secure setup form, along with your key practice details:
Please do not send login details by email. The form is the only place we ask you to enter them.
✅ That is everything we need before the call. Once the form is in, Hippo configures the Strategic Reporting extract from our side. Your last step is to book your technical onboarding call via the link in your onboarding email.
🔀 Part 2: How the integration runs
There are two ways the integration can run. Both give the same result: a daily data extract, coded writeback to the record, and booking links that use your own slot types and clinicians. We will confirm which route suits your practice on the onboarding call.
| Option 1: Hippo-hosted (default) | Option 2: Practice Gateway PC |
Where the integration runs | On a secure Windows machine hosted by Hippo | On your practice's Gateway PC |
Software installed at the practice | None | Two small Hippo components |
Who sets up the data extract | Hippo, using the user you created in Part 1 | Your practice, guided by Hippo on a call |
Admin rights on the Gateway PC needed | No | Yes |
If something stops working | Hippo sees it and fixes it | Your practice investigates on the Gateway PC with Hippo's support |
💡Option 1 is the default. It removes the dependency on your Gateway PC and means nobody at the practice needs to get involved if a fix is required.
Option 1: Hippo-hosted (default)
Hippo runs the integration on a secure Windows machine in our own environment. Nothing is installed at your practice. Using the user you created in Part 1, Hippo:
Configures the Strategic Reporting extract from our side
Sets up the daily data sync and writeback connection
Confirms data is flowing and lets you know when you can log in to Hippo
If any SystmOne issue arises later, Hippo investigates proactively. You will not need to access your Gateway PC on our behalf.
Option 2: Practice Gateway PC
Hippo provides software that runs on your practice's Gateway PC to manage the integration. Your team installs it with us on a guided screen-share call.
What you need
Someone on the call with admin rights on the Gateway PC, able to install software and run PowerShell as administrator
Someone on the call who can configure the Strategic Reporting extract in SystmOne. That person needs Download Strategic Reporting Extracts and System Administrator granted to them (the same two permissions you gave the Hippo user in Part 1)
The Gateway PC left on with an internet connection, so the extract and writeback can run overnight
What to expect
On the call, we will install two small Hippo components on your Gateway PC, configure the Strategic Reporting extract in SystmOne, and confirm the connection is working. We then verify data is flowing over the following days before your wider team setup session.
Ongoing support
If a SystmOne or Gateway PC issue arises with this option, your practice will need to investigate on the Gateway PC, with Hippo guiding you through what to check.
💬 Need help?
If you are not sure who at your practice holds the right permissions, post your question in your onboarding email thread or contact us at [email protected]. The Hippo team is on hand to help.