02Avlu Lead Distribution
Every lead answered fast.
Each new lead reaches the right advisor within seconds, by the rules you set. No lead waits and none is forgotten.
Available now. We install it on your clinic's server within about two weeks of signing. It is set up on your clinic's own Meta app, so Meta's own approvals can add time.
- An ad form lead reaches the app in about a minute.
- It goes to the coordinator who speaks the language, is on shift and has waited longest.
- A reminder at 5 minutes, the next coordinator at 10, the team leader at 15.
- The rules are yours: languages, hours, limits per person.
Sound familiar?
- Form leads are copied into Excel by hand, and it takes hours.
- The good leads always go to the same person.
- Nobody knows who will pick up the leads that came in at night.
- No one can see who called and who did not.
With Lead Distribution, every lead becomes a patient file on its own and goes to the next coordinator by your rules.
From the form to the coordinator, with no copying by hand
Every lead follows your rules, and who got which lead, and why, is always clear.
No copying by hand
Facebook and Instagram form leads become patient files in about a minute, nights included. The same number is linked to the same patient, and numbers missing a country code are corrected.
A fair turn
Leads are assigned by language, shift, workload and turn. A lead goes to the coordinator whose turn it is, not the fastest clicker, and a returning patient goes back to their own coordinator.
If nobody makes contact
First a reminder, then a handover to the next coordinator, then an alert to the team leader. You set the times.
The patient's own time
If it is outside calling hours in the patient's time zone, the lead waits and goes to the next coordinator when the shift starts; nobody is disturbed at night.
My Work list
Each coordinator sees their next task and why it is there: new leads and follow-ups that are due.
Speed and distribution report
Time to first contact, by night and by day; distribution and workload per coordinator. Every change to the rules is on record.
Figures from a clinic of our founder's group
- ~1 minfor a Meta form lead to arrive in the system. With copying by hand it took ~9.7 hours.
- 68%of leads arrive between 18:00 in the evening and 08:00 in the morning.
Source: an Istanbul dental-tourism clinic of our founder's group. Aggregate figures for September 2026 (copied by hand) and October 2026 (automatic); no patient data.
A sample day
A day with Lead Distribution
A fictional example; times and rules are set to fit your clinic.
- 02:40
A patient in Germany fills in an Instagram form; the lead becomes a patient file in about a minute.
- 02:41
It is outside calling hours in the patient's time zone, so the lead waits in the queue until morning.
- 09:00
The shift starts; the lead is assigned to the German-speaking coordinator who has waited longest for a lead.
- 09:05
The coordinator sees the first-contact timer and reaches the patient.
- 09:20
Nobody has touched another lead: a reminder goes out first, then the lead moves to the next coordinator.
- 11:30
A patient who wrote last month fills in a new form; the lead goes to the patient's previous coordinator.
- 18:00
The clinic owner sees this month's median time to first contact on the owner screen.
What the price includes
There is no separate installation fee, and your clinic configures nothing itself.
In the app
- Meta form leads becoming patient files in about a minute, nights included
- Fair distribution by language, shift and workload
- A reminder and reassignment when nobody makes contact
- Up to 3 Facebook Pages or ad accounts
- First-contact time on the owner screen
- If it is your first app, the shared core: patients and stages, roles and 2FA, an append-only audit log, encrypted backups, full data export
At installation
- The server spec, the account opened in your clinic's name, and the server hardened
- Your clinic's own Meta app, set up
- Help with Meta business verification
- Pages, forms, consent wording and distribution rules
Training and support
- 2 remote training sessions
- 1 on-site go-live day in Istanbul
- 30 days of close support after go-live, with a daily check-in
- 12 months of updates and support
Unlimited users, shared across all apps, including the clinic owner, doctors and read-only managers.
Works on its own. Meets the others in one patient file.
On its own
Lead Distribution works on its own: each lead becomes a patient file and goes to the right coordinator, who calls the patient from the phone they use today. On its own, first contact is measured by the stage change in the file.
With the other apps
- Avlu Treatment Plan
The plan is made in the lead's own patient file.
- Avlu Calls
The coordinator calls a new lead from the file in one click; the call is logged on its own and counts as first contact.
- Avlu WhatsApp
A patient who writes on WhatsApp for the first time goes to the right coordinator by the same fair turn.
With your CRM
Already use a CRM? Keep it: each lead becomes a deal in your CRM, and its owner follows the coordinator it is assigned to. Zoho CRM is ready; other CRMs with an API are connected during setup.
What installation needs
What we need from you
- A server in your clinic's name, built to our spec
- Your Facebook Pages and lead forms (3 Pages or ad accounts included)
- Admin access to your Meta Business account
- Meta business verification (we help with this step)
Outside platforms
It depends on Meta (Graph API) and runs on your clinic's own Meta app. Meta changes how its connections work on a regular basis, so the connection is guaranteed to keep working only while Updates & Support is active.
One-time price
- As your first app€5,500
- Added later€3,000
Excluding VAT · installation, training and 12 months of updates and support included · no monthly payment to Avlu
What you pay the providers directly each month
- Server: 1-2 apps
- €9–10 a month
- Encrypted backup off the server
- €3–4 a month
- Meta and WhatsApp fees (Lead Distribution and WhatsApp)
- by use
- Avlu
- No monthly payment
Avlu adds nothing to these amounts and takes no share of them. The amounts are today's approximate figures for a server in the EU (Hetzner), which we recommend for clinics outside Türkiye.
Yearly Updates & Support is optional from month 13; today it is €1,100 a year for 1 app.
Starting with Lead Distribution
Available now. We install it on your clinic's server within about two weeks of signing. It is set up on your clinic's own Meta app, so Meta's own approvals can add time.
In the demo we go through your forms, your team's languages and shifts, and draft the first version of your distribution rules.
We set up the server and your clinic's own Meta app, and help with Meta business verification. Our target is 10 business days from server and Meta access; a target, not a promise.
Two remote training sessions, an on-site go-live day in Istanbul, then 30 days of close support with a daily check-in.
Meta's review and verification times are not in our hands; we plan the timeline around them with you.
Questions about Lead Distribution
Questions about your own forms and shifts we answer in the demo.
Why our clinic's own Meta app?
Lead Distribution is set up on your clinic's own Meta app: your leads go from your clinic's Meta account straight to your own server. We set up the Meta app and the connection at installation.
This needs admin access to your Meta Business account and Meta business verification; we help with the verification step.
How many Facebook Pages can we connect?
Up to 3 Facebook Pages or ad accounts are included.
From the fourth, each Page or ad account has a one-time setup fee of €225 (excluding VAT).
Who sets the distribution rules?
You do. Languages, shift hours, limits per person and when a waiting lead is handed over are your rules; we set them up with you at installation.
We start simple: language and turn. Advanced rules such as country teams and an equal share at the start of a shift are free; we switch them on when you want.
What happens to leads that arrive at night?
At night, too, a lead becomes a patient file in about a minute. If it is outside calling hours in the patient's time zone, the lead waits and goes to the next coordinator when the shift starts.
If you want the leads that built up overnight shared equally among everyone on shift, we switch that on with the advanced rules.
Is the distribution really fair?
A lead goes to the coordinator who has waited longest for one, among those on shift who speak the patient's language and have capacity. The fastest clicker does not win.
A returning patient goes to their own coordinator, and a coordinator who misses several leads in a row takes no new leads for a while. The live board and the distribution report show who got which lead and why, and every change to the rules is on record.
If we use only Avlu Lead Distribution, how is first contact measured?
The coordinator calls the patient from the phone they use today and updates the stage in the file; first contact is measured by that stage change.
If you add Avlu Calls, calls are logged on their own and count as first contact; if you add Avlu WhatsApp, a WhatsApp reply counts as first contact too.
Do we pay Avlu anything every month?
No. You pay once for each app; installation, training and 12 months of updates and support are included in the price. There is no monthly payment to Avlu.
Your server, the backup off the server and, if you use them, CloudTalk and Meta's message fees are paid each month directly to those providers. We add nothing to these amounts and take no share of them.
Today's approximate amounts: the server costs €27–36 a month (1-2 apps) or €45–63 (Avlu Complete or a larger team), and the backup off the server €4–7 a month.
What happens after 12 months?
From month 13, yearly Updates & Support is optional. If you renew, you keep getting new versions, security patches, fixes for changes at Meta, WhatsApp and CloudTalk, and support in Turkish and English.
Today's yearly amount: 1 app €1,100, 2 apps €1,700, Avlu Complete €2,150 (excluding VAT). The renewal is always quoted per year.
If you do not renew, your installed version keeps working; you just get no updates and no support. The shared core and Treatment Plan keep working as delivered. Lead Distribution, Calls and WhatsApp depend on Meta and CloudTalk, which change how their connections work on a regular basis, so their connection is guaranteed to keep working only while Updates & Support is active.
See Lead Distribution with your own forms.
In a 30-minute demo we show how distribution would work with your own forms and your team's languages.