Help Center · 12 step-by-step guides

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Setup checklists, channel connections, proposal building, attribution and branch security — written by the team that onboards every ClinicSuite clinic.

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12 guides · All guides

    1. 1Create your workspace & branchesAdd each clinic location with its timezone, currency and working hours so routing and reporting start clean.
    2. 2Invite coordinators with rolesAssign Coordinator, Branch Manager or Finance roles — permissions follow the role, never the individual.
    3. 3Import your existing leadsUpload a CSV or connect Zoho, HubSpot or Salesforce; duplicates are merged on phone number and email.
    4. 4Connect lead sourcesLink Meta Lead Ads, Google Ads forms and your website widget so new leads land in ClinicSuite within seconds.
    5. 5Switch on AI Voice triageChoose the languages, opening script and handoff rules, then place a test call to your own phone.
    6. 6Load your price bookImport procedures, packages and currencies so coordinators can build their first proposal on day one.
    7. 7Run the go-live reviewYour onboarding lead checks routing, consent wording and the first 20 calls with you before full traffic.

    1. 1Export or connect your CRMUse the native connector for two-way sync, or export a CSV with notes and activity history.
    2. 2Map stages and ownersMatch each old pipeline stage to a ClinicSuite stage and each user to a coordinator seat.
    3. 3Run a dry-run importPreview merges, skipped rows and field conflicts before anything is written to the workspace.
    4. 4Confirm and switch routingCommit the import and point your lead sources at ClinicSuite in the same maintenance window.

    1. 1Choose Business API or linked deviceUse the WhatsApp Business API for shared clinic numbers and linked-device mode for coordinators' existing numbers.
    2. 2Scan the QR code per numberEach coordinator scans once from Settings → Channels; history from the last 90 days is imported.
    3. 3Set auto-translation pairsPick the coordinator's working language — incoming messages are translated in, replies are translated out.
    4. 4Define ownership & SLA rulesConversations stay with the lead owner; unanswered threads escalate to the branch queue after your SLA.
    5. 5Add Instagram & web chatConnect Instagram DMs and the website widget so every channel lands on the same patient timeline.

    1. 1Draft the templateUse variables for patient name, procedure and dates; keep the call to action in the first two lines.
    2. 2Submit for Meta approvalTemplates are submitted from ClinicSuite and usually approved within a few hours.
    3. 3Attach to an automationTrigger templates from pipeline stages, such as 48 hours after a proposal is opened but not paid.

    1. 1Open the patient's plannerFrom the patient timeline choose New proposal → Dental and attach their OPG or photos.
    2. 2Chart teeth on the FDI odontogramClick each tooth to add implants, crowns, veneers or extractions; the price book fills in prices and materials.
    3. 3Bundle into packagesGroup procedures into Good / Better / Best options with hotel nights and transfers included.
    4. 4Preview the A4 flipbookCheck the dossier in the patient's language, with before/after visuals and your doctor's credentials.
    5. 5Publish with a deposit linkSend by WhatsApp or email — the patient can accept an option and pay the deposit inside the dossier.
    6. 6Track opens and pages readSee when the dossier is opened and which pages they linger on, so your follow-up lands at the right moment.

    1. 1Select the Norwood stageStart from the patient's photos and choose the closest Norwood or Ludwig stage.
    2. 2Paint recipient zonesMark hairline, mid-scalp and crown zones; ClinicSuite estimates graft counts per zone.
    3. 3Set technique & pricingChoose FUE, DHI or Sapphire FUE with fixed or per-graft pricing, then publish the dossier.

    1. 1Connect Meta Business ManagerAuthorise ClinicSuite on your ad account and pixel from Settings → Attribution.
    2. 2Choose your conversion eventsMap Qualified Lead, Proposal Accepted and Deposit Cleared to Meta standard events.
    3. 3Enable hashed matchingPhone and email are SHA-256 hashed server-side before they leave ClinicSuite for higher match quality.
    4. 4Verify in Events ManagerSend a test event and confirm deduplication against your browser pixel.
    5. 5Switch campaign optimisationPoint your campaigns at Deposit Cleared once 50+ events per week are flowing.

    1. 1Pick the attribution windowChoose 30, 60 or 90 days from first touch to deposit cleared.
    2. 2Drill into campaignsSort by cash ROAS or cost per deposit and open any campaign to see its creatives.
    3. 3Export for financeExport monthly banked revenue by source as CSV or schedule it to your finance inbox.

    1. 1Add flight detailsEnter the flight number — arrival time, terminal and live status are pulled in automatically.
    2. 2Assign hotel & roomChoose a partner hotel; check-in dates follow the treatment plan.
    3. 3Dispatch a driverAssign a vehicle and driver; they receive the pickup card with patient name and photo.
    4. 4Share the itineraryThe patient receives a translated WhatsApp itinerary with their coordinator's contact.

    1. 1Turn on flight monitoringEnable live flight tracking per branch in Settings → Logistics.
    2. 2Set cascade rulesDecide which items move automatically (transfers) and which need approval (surgery slots).
    3. 3Review the cascade cardCoordinators get a single card summarising every change, with one-tap approve or adjust.

    1. 1Enable branch isolationTurn on data walls so coordinators only see patients and conversations from their own branch.
    2. 2Create custom rolesClone a default role and toggle access to revenue, exports and patient documents.
    3. 3Connect SSOUse Google Workspace or Microsoft Entra ID (SAML) and enforce 2FA for every seat.
    4. 4Review the audit logEvery export, permission change and record view is logged with user, IP and timestamp.

    1. 1Choose consent wordingPick the KVKK and GDPR templates and translate them into your patient languages.
    2. 2Set retention periodsDefine how long leads, medical images and call recordings are kept before automatic purge.
    3. 3Handle a data requestExport or erase a patient's data from their profile; the request is logged for your DPO.
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  • Named onboarding lead from kickoff to go-live
  • CRM migration and price book import done for you
  • AI Voice script tuned on your first 100 calls
  • Weekly KPI review for your first 90 days