Settings for the admin

Your first day as admin

Avlu is installed and connected on your server by the installation team: WhatsApp (Meta), CloudTalk, card payments and your Meta lead forms, for the apps you bought. Then the admin sets up the rest, in this order:

1. Company: the clinic's name, logos, photos and languages.
2. Users and Teams: invite your people and put them in teams.
3. Plans and prices: the price list and what the PDF says about the clinic (Avlu Treatment Plan).
4. WhatsApp: check the connection and the numbers (Avlu WhatsApp).
5. Lead distribution and Calls: see Lead distribution and Calls.
6. Features: switch the free extras on or off.

The settings menu shows only the pages of the apps your clinic has. Every change is recorded in the audit log.

Company: name, logos and photos

Settings → Company → Clinic:

• Clinic name (shown to patients on PDFs, receipts, payment pages and messages), Legal name, City patients see, Country (2-letter code), Company time zone and File reference prefix (1 to 4 capital letters, used in file numbers).
• Address, Website, E-mail and Phone: printed on the plan PDF and the receipt.
• Logo: For light backgrounds and For dark backgrounds (PDF cover), as PNG, WebP or JPEG.
• Clinic photos: up to 4 photos of the clinic for the plan PDF (Add a photo). Without photos the PDF has no photo pages. Never a patient's photo.
• Accent colour for the PDF headings, Default currency, Main markets and Patient languages.

Press Save under the section. The rest of the Company page sets clinic-wide rules: Routing (the New-lead team and the Pool team), Inbox visibility (for example Agents see new leads and Claim on reply), Templates policy, Opt-out keywords, Follow-up defaults, Messages (signatures, the price hint), Notifications and Sign-in security (Roles that need 2-step codes).

Users

Settings → Users: invite people, set their role and job function, and control what they can do. Your licence includes unlimited users.

1. Press New user. Fill in the name, the e-mail, the Role, the Job function, the teams (each as Member or Leader) and the Primary team. Tick Free user (view, doctor and reports only) for owners, doctors and read-only managers.
2. Press Create user. The dialog Invite link for (the name) shows a one-time link. Press Copy link and send it to the person yourself, for example on WhatsApp. It works once, for 72 hours, and is shown only now.
3. Press Done.

The ⋯ menu on a person's row: Edit (changing the role signs them out everywhere), Capabilities (see Roles), Sessions, New invite link (also when someone forgot their password), Unlock sign-in, Reset 2-step codes and Deactivate…: “They are signed out everywhere and cannot sign in. Their conversations go to Unassigned in their team. Nothing is deleted.” A deactivated person can be reactivated later; add them to the lead rotation again if they should get new leads.

Teams

Settings → Teams: team leaders see and reassign the conversations of the teams they lead, and a person's primary team decides where their conversations belong.

• New team: a name, a colour and a description (optional).
• Members: Add a person…, as Member or Leader. People you remove keep their history.
• Structure: the kind of team (see Team structure).
• Archive: the team disappears from pickers; its history stays.

Plans and prices

Settings → Plans and prices is the official price list for treatment plans: reps and doctors pick treatments, and the price always comes from here, in the plan's currency. It has four tabs.

Treatments and prices

1. Press Add the starter list for the common treatments, with names in 7 languages, or Add treatment for your own (a code such as IMPLANT_NOBEL, the names per language with English required, and options such as Lifetime warranty or Always included (free)).
2. Enter the prices in the table, per currency. To paste many at once, use Import prices: paste rows from Excel with a header of the code and the currencies (GBP, EUR, USD, TRY), amounts in whole units. An empty cell keeps the price; “-” removes it. Press Check to see what changes, then Save (with the number of changes) to keep them.
3. Fix the warning “… treatments have no price yet”: a treatment without a price in the plan's currency cannot be put on a plan.

Archiving hides a treatment from new plans; nothing is deleted (Show archived shows them again).

Packages

Add package (for example All-on-4): the treatments in the package and their visit, a fixed price or the sum of the items, whether the price of each item shows by default, and whether it includes the free flight ticket. Reps fill a plan option from a package in one click.

Rules (Avlu Treatment Plan)

• Treatment plans on: while off, the plans menu and the Make plan button stay hidden; you can prepare the price list meanwhile.
• Staff may record the doctor's WhatsApp approval and The doctors (one name per line, up to 20): the names staff pick for an approval given on WhatsApp.
• Currencies a plan may use; the largest discount for a rep, a team leader and an admin; the Free flight ticket (from which total, up to which amount); prices from USD with their rates; Offer valid for (days).
• Patients see the price of each item (in the plan PDF) and Staff see the price of each item (in the plan editor): while a switch is off, those people see the totals only. Admins always see each price.

Changes apply within a few seconds.

PDF content (Avlu Treatment Plan)

What the PDF says about the clinic. Only facts you can confirm: anything left empty is simply not printed. Names, titles and reviews print as written, in every language.

• Doctors (the “Your care team” page): Add a doctor, then a photo, the Name (for example Dr. Name Surname), the Title and the Specialty. Up to 6. Without doctors the page is left out. Take this doctor off the PDF removes one.
• Figures (the “Why us” page): Google rating (1-5), Google reviews, Years of experience, Patients treated, Implants placed, and Certificates and memberships (one per line, up to 8): only ones the clinic holds.
• Google reviews: copy real reviews from the clinic's Google profile, word for word. Add a review: the Name (as on Google), From (optional), the Language, the Stars and the Review (10 to 320 characters). Two print in each PDF, in the PDF's language first, then English, so add reviews in your patients' languages. Up to 12.
• Before / after photos (“Smiles we have made”): choose the Before and After photos, tick “This patient agreed in writing that we show these photos.” and press Add this pair. Up to 4. Never without the patient's written consent.
• Every patient also gets (the “What is included” page): Medication after treatment, Coordinator and translator, Written warranty certificate. Switch on only what the clinic really gives every patient.

Press Save at the bottom of the tab.

WhatsApp

Settings → WhatsApp shows the clinic's WhatsApp number as Meta sees it; nothing here sends messages to patients. The connection itself is made on the server when Avlu is installed.

• Test connection should answer “Connection works”. Refresh reloads the number's details: Quality, Messaging limit, Display name, the Health check and Alerts from Meta.
• Numbers: the clinic's WhatsApp numbers. Replies always go out from the number the chat is on. Add number asks for the Meta phone number id (in WhatsApp Manager → Phone numbers), a Label such as “English team”, the Languages (new conversations), and whether the number Stays on the WhatsApp Business app on a phone.
• On a number: Edit, Check now, Pause new conversations / Take new conversations again, and Archive (close its open chats first). Nothing is deleted. Your licence includes 3 numbers; ask for more on Settings → Programs.
• Phone number request: the text sent when someone presses Ask for phone number on a contact who has only a username.

Settings → Labels (everyone): rename, recolour or archive labels; New label.

Payments (flight-ticket deposits)

Settings → Payments: reps make a secure link in the patient panel; the app learns about the payment by itself, records it on the patient's file and tells the rep. Ask for a deposit only when you book the patient's flight ticket; it is deducted from the treatment price.

• Deposit payments on: off means no new links, and the payment page says the link is not active.
• The amounts per currency: Default, Lowest and Highest.
• Link valid for (days) and the identity number sent to iyzico for foreign patients.

The card-payment account (iyzico) is connected on the server at installation.

Work queue

Settings → Work queue: how My Work orders each person's list. You can change the Tier order per job function, the new-lead window and its timers, the quiet hours, the Window warning (hours left) before a 24-hour window closes (Avlu WhatsApp), and the callable and working hours. The defaults suit most clinics; Change history shows who changed what.

CRM: fields, hotels and import

Settings → CRM: the patient files of this app. Tabs Switches, Stages, Reasons, Fields, Hotels and Import and export.

• Fields: New field adds your own field to every file: a name, a type (Text, Number, Date, Choice from a list or Yes / no), the options and Needed from stage (from that stage on, a file needs the field filled in).
• Stages: change a stage's colour, its place in its board group, or hide it from the pickers. A stage is never renamed or deleted: files and their history keep it. Reasons lists the loss and nurture reasons.
• Switches → Stage rules: by default a rule only warns. Switch a rule to block and it stops a move until the data is there (for example a teeth photo before a medical stage).
• Hotels: the hotels you book for patients.

Importing patients

1. In Excel use Save as → CSV UTF-8 (comma delimited). At most 10,000 rows and 5 MB.
2. Settings → CRM → Import and export → Choose a CSV file.
3. Match each field to a column of your file. The phone is required (Phone (needed)); leave Not in the file for a field your file does not have.
4. Press Check the file and read the result. A check makes no patients or files.
5. Press Import for real and confirm. It works only after a finished check of the same file. Each row goes through the same rules as a new lead: “New patient and file”, “Old file reopened” or “Added to the open file”. An existing patient never gets a second file.

To export, open Patients, set the filter you need, then press Export CSV.

Already use a CRM you want to keep? Avlu can work next to it: see Works with your CRM.

Features: the free extras

Settings → Features: the free extras your licence allows. Switch off what your clinic does not use; changes apply to everyone at once.

• Leaderboard: the team ranking page.
• Rewards: offers staff can win, and the rewards page.
• Decisions: staff decisions to read and acknowledge.
• Reports: funnel, bookings, losses, speed, activity and more. The Overview stays on without them.
• Operations: the operations board (arrivals, visits, transfers).

Deposits are switched in Settings → Payments. An extra your licence does not include shows “Not in your licence”.

Backups, system and audit log

• Backups run on your server every night. Settings → Programs → Backups shows the Last good backup and the Backup timer; it is read-only. If a banner says no backup was reported or the last one is old, ask your IT to check the backup timer on the server.
• Settings → System: the background worker, the job queues, the free disk space and the last backup.
• Settings → Audit log: every change made in the app, by whom and when. Nothing there can be edited or removed.