04Avlu WhatsApp · team inbox
Every chat stays with the clinic.
The whole team works from one number, and every conversation sits in the patient's file. When an advisor leaves, the patients stay with you, and managers see every chat.
Available now. We install it on your clinic's server within about two weeks of signing. It runs on your clinic's own WhatsApp Business account and your clinic's own Meta app, so Meta's own approvals can add time.
- Your clinic's own number; the whole team on one screen.
- Every patient has one responsible coordinator, who sees only their own patients.
- Private notes stay in the team; the patient never sees them.
- The plan, the calls and the next step sit right next to the chat.
Sound familiar?
- The clinic's number lives on one phone, and whoever holds it holds the chats.
- When a coordinator leaves, their chats leave too.
- No one can see which messages are still unanswered.
With the team inbox, the whole team works on your clinic's number on one screen; every chat has a named owner and a history.
One number, the whole team, an owner for every chat
Your team works together on your clinic's number; the owner, the history and the next step of every chat are clear.
The number is your clinic's
The WhatsApp Business account and the number belong to your clinic; the account sits in your clinic's own Meta business portfolio.
The official API only
Meta's official WhatsApp Business (Cloud) API. No QR-code tools, no WhatsApp Web connection.
Every chat has an owner
A chat is assigned to a coordinator, or a coordinator takes it; each coordinator sees only their own patients. Phone numbers are hidden on screen, and only the clinic owner can export.
My Work and follow-ups
New chats, patients waiting for a reply and follow-ups that are due, in one list. Each row says why it is there.
Private team notes
A coordinator can leave a note for the team inside the chat; the patient never sees it.
Easy handovers
When a coordinator goes on leave or moves on, their chats are handed to a colleague in one click; the history stays in the file.
Number quality light
The number's status is on everyone's screen. When the number turns red, template sending stops by itself, and there is no bulk-message button. These safeguards reduce the risk; no system can promise zero risk.
Templates and quick replies
Meta-approved templates and quick replies opened with “/”: text, image, video or PDF.
STOP
A patient who writes “STOP” receives no automatic messages.
A sample day
A day with the team inbox
A fictional example; the team and the rules are set to fit your clinic.
- 08:50
Chats from patients who wrote overnight wait in the shared inbox, each with the name of its coordinator.
- 09:00
The coordinator opens “My Work”: patients waiting for a reply and today's follow-ups.
- 10:15
A new patient writes; the chat is assigned to a coordinator, and the owner shows on everyone's screen.
- 12:30
The coordinator leaves a private note for the team and sets a follow-up for tomorrow; the patient does not see the note.
- 14:00
The patient sends photos; they are added to the patient file, where the doctor looks at them.
- 17:30
A coordinator's leave begins; her chats are handed to a colleague in one click.
What the price includes
There is no separate installation fee, and your clinic configures nothing itself.
In the app
- A team inbox on your clinic's number, through the official API
- Chat assignment, with chats linked to the patient file
- A template pack and quick replies
- A green, yellow and red quality light
- A record of who replied
- Up to 3 numbers
- STOP handling
- 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 verification, and a WhatsApp Business account owned by your clinic
- Your number connected, plus a standby number
- The template pack prepared and sent to Meta for approval
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. The owner, doctor and read-only manager roles cannot reply in the inbox.
Works on its own. Meets the others in one patient file.
On its own
The team inbox works on its own, and your clinic keeps its own number. Chats are linked to the patient file; when you add another app later, everything meets in the same file.
With the other apps
- Avlu Treatment Plan
The plan and the chat sit in the same patient file.
- Avlu Lead Distribution
A patient who writes on WhatsApp for the first time goes to the right coordinator by a fair turn.
- Avlu Calls
Click-to-call from the chat; the call record shows inside the chat.
With your CRM
Already use a CRM? Keep it: each chat is matched to the patient's deal by phone number, so the deal sits next to the conversation. 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
- A WhatsApp Business account and number owned by your clinic (3 numbers included)
- Meta business verification and Meta's template approvals
- Meta message fees: by use, paid directly to Meta
Outside platforms
It depends on Meta's WhatsApp Cloud API. Meta changes how its connections work on a regular basis, so the connection is guaranteed to keep working only while Updates & Support is active. Your clinic pays Meta's message fees directly to Meta.
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 the team inbox
Available now. We install it on your clinic's server within about two weeks of signing. It runs on your clinic's own WhatsApp Business account and your clinic's own Meta app, so Meta's own approvals can add time.
In the demo we go through your number and the way your team works today.
We prepare the server, help with Meta verification, connect your number and send the templates for approval. 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.
Go-live also depends on how fast Meta verifies your clinic and approves the templates; those times are not in our hands.
Questions about the team inbox
Questions about your number and the way you use WhatsApp today we answer in the demo, for your clinic's situation.
Can we use our own number?
Yes. The WhatsApp Business account and the number belong to your clinic and sit in your clinic's own Meta business portfolio; if you stop using Avlu, the number stays with you.
How the number is connected, and what happens to the WhatsApp Business app you use today, we plan with you before installation, for your clinic's situation.
Who pays Meta's message fees?
Your clinic pays Meta directly, on its own card. We add nothing to these fees and take no share of them.
The fee depends on the type of message and the patient's country; at installation we give you a written estimate based on your patients' countries.
Do you guarantee our number will not be blocked?
No; no system can guarantee that. We use Meta's official API only, with no QR-code tools. The quality light is on everyone's screen, template sending stops by itself when the number turns red, and there is no bulk-message button.
These safeguards reduce the risk. At installation we also set up a standby number and agree a written plan for what to do if the number is blocked.
How are the templates prepared?
At installation we prepare the starter template pack and send it to Meta for approval: first reply, follow-up, plan sent and photo reminder, in English, German, French, Dutch, Arabic and Russian. We also prepare quick replies for your team, opened with “/”.
While Updates & Support is active, we update the templates for you.
Do Instagram and Messenger messages come in too?
No. The team inbox is for WhatsApp only; there is no Instagram, Messenger or website chat. We say so up front.
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 the team inbox in a demo.
In a 30-minute demo we show how your team would work together on your clinic's number.