Raintree & Second Door integration: how it works
What, when, and how data moves between Raintree & Second Door
What syncs, and which direction
Second Door reads most of your Raintree data and writes a narrow set of things back.
| Data | Direction |
| Providers | Raintree to Second Door |
| Locations and clinics | Raintree to Second Door |
| Appointment types | Raintree to Second Door |
| Insurance payers and financial classes | Raintree to Second Door |
| Referring providers | Raintree to Second Door |
| Appointments, plus the patients and cases attached to them | Raintree to Second Door |
| Bookable availability | Read live from Raintree |
| New patients and their cases | Second Door to Raintree |
| Appointments booked in Second Door | Second Door to Raintree |
Availability is read live from Raintree. Every time you or Petey look at what's bookable, Second Door asks Raintree at that moment. A slot already taken in Raintree is never offered, even if that appointment hasn't reached your Second Door lists yet.
How quickly things sync
| What | How long |
| Bookable availability | Live, every time you look |
| Appointments and patients | About once a day |
| Providers, clinics, appointment types, payers, and referring providers | About once a day |
An appointment booked directly in Raintree may take until the next day to appear in a Second Door list. Booking is still safe in the meantime, because the availability check sees it immediately.
How a new lead becomes a patient in Raintree
When a new lead arrives, Second Door looks for a matching patient in Raintree using the name and date of birth. If one exists, it links the lead to that chart instead of creating a second one. If none exists, it creates the patient and a case.
Second Door creates the case using the case template code your practice gave us during setup. That tells Raintree which type of case to open.
How appointments reach the Raintree calendar
An appointment booked in Second Door syncs onto the Raintree calendar. The only thing that changes that is Petey's approval setting, and it applies to Petey's bookings alone.
- Booked by your team in Second Door: syncs to Raintree right away. There is no approval step on manual bookings.
- Booked by Petey, approval off: syncs to Raintree right away and holds the slot.
- Booked by Petey, approval on: the appointment is placed on hold and does not reach Raintree until someone on your team approves it. Until then the slot is held on the Second Door calendar only.
Find the approval setting
- Go to AI Agents > Petey in the left-side menu.
- Open the Phone tab.
- Scroll to Booked Appointments Require Approval and set the toggle.
If a Petey appointment isn't in Raintree, check this toggle before assuming the sync failed. An appointment waiting on approval looks the same as a broken sync from the Raintree side. Leaving approval on also means the slot is only protected inside Second Door, so approve quickly or turn it off.
What your team still fills in inside Raintree
A few fields can't be sent to Raintree, so your team still types them there after a patient and case are created. Hand this list to whoever finishes intake.
- Workers' comp claim details. Claim number, employer, occupation, and adjuster.
- Billing flags on the case. The work-related flag and the billing state.
- Referring marketer. Raintree's marketing referral field on the case.
- Case description changes. The description is set when the case is created. Later changes have to be made in Raintree.
Tips and best practices
- Add new people through Second Door first. It creates the Raintree chart for you, and both systems stay linked from the start.
- Check the Petey approval toggle first when a booking is missing. It's the most common reason an appointment hasn't reached Raintree.
- Use Raintree's statuses rather than deleting. Check-ins, no-shows, and cancellations all flow back to Second Door, but only when the status is set.