Onboarding as a clinic owner

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To setup your medspa as a business partner, please follow these steps:

  1. Create your clinic profile. Enter your Clinic Name, which should be your medspa or brand name. Provide your main website URL; if you don't have one, click the blue button to autofill with our placeholder domain, which you can customize later. For the Notification Email, use `noreply@yourdomain.com` or a similar sender address. The Clinic Slug forms part of your unique booking link and cannot be changed later, so choose a simple, memorable slug for patient convenience. Upload your clinic logo now, or skip this step and add it later.
  2. Create your first branch to define your clinic's physical location. Even if you currently operate from a single site, this step is essential for establishing your initial presence within the system. You will be able to add additional branches later as your clinic expands. To add your branch, complete the following required fields: Branch Name, Branch Slug, State, City, Branch Address, and upload your Branch Logo.
  3. Create a treatment category to logically group and organize your services. For simplified onboarding, establish one initial category. Enter a clear and descriptive name for the treatment category. Additionally, provide a concise description explaining its purpose or scope. You can add more categories as your service offerings expand, after completing this initial setup.
  4. Complete all required fields to create your first treatment. Select the 'Treatment Injection Type' that accurately reflects the service (e.g., 'Xeomin' for Xeomin treatments). Assign a 'Treatment Pointer' to facilitate rescheduling; appointments with identical pointers can be moved between schedules. Enter a concise 'Treatment Name' and a clear 'Description'. This information will be publicly visible, so ensure the description is informative. Specify the 'Treatment Duration' in minutes and indicate the recommended 'Re-treatment Interval' in days.
  5. Create a provider account to register individuals responsible for performing treatments. This account is mandatory, even if the owner and the provider are the same person, to ensure proper assignment and tracking of services. Access the provider creation form and accurately complete all required fields.
  6. Clinic staff accounts are essential for managing personnel who assist providers with patient care and administrative tasks. Even if you do not currently have clinic staff, you must create at least one staff account to proceed. Complete all required fields with the necessary information to set up the account.
  7. Identify the specific anatomical regions where the treatment will be applied. For example, common areas for treatments like neurotoxin injections (e.g., Xeomin) may include the forehead, cheeks, chin, or lips, depending on the procedure. Click the 'Add Area' button to select and add each distinct treatment area.
  8. Define your pricing structure based on unit ranges. For each range, specify a 'Base Cost' and a 'Unit Cost'. For instance, for 1 to 10 units, set a $20 Base Cost and a $1 Unit Cost. This means a 10-unit purchase will total $20 + (10 * $1) = $30. Ensure all potential unit quantities are covered by your defined ranges. If a purchased unit amount falls outside any specified range, the checkout total will default to $0. To prevent this, set a final range with a sufficiently large upper limit (e.g., 999,999 units) to accommodate all high-volume orders.
  9. Create your medspa's operational schedule. For each desired time slot, specify the date, start time, and end time. This defines when your services will be available. You may skip this step if your medspa's official opening date is not yet confirmed.
  10. Establish a dedicated phone number essential for clear and consistent patient communication. Initiate a search for available numbers by entering your preferred area code. From the displayed options, select the most appropriate phone number to register for your practice.
  11. This step establishes your email service for secure patient communication. Enter your website domain and click 'Submit' to generate the required DNS records. Add these records to your domain provider's DNS settings to authenticate your domain with Mailgun and enable email sending. Consult our comprehensive documentation for self-guided setup. Should you require assistance, contact our support team; we will configure the settings on your behalf.
  12. Following the successful connection of your DNS to our server, configure your default email sender. Establish the sender identity for all system-generated emails by completing the required fields. Enter accurate information to finalize the setup and ensure proper email delivery from your domain.
  13. Your onboarding is successfully completed. Proceed to your personalized dashboard to manage your account and explore all available feature.

Onboarding as a Non-Business Partner

The onboarding process for non-business partners follows the same general steps as that for business partners, with several key differences outlined below.

Key Differences

1. Treatment Type and Unit Setup

You are required to define your own treatment types and their corresponding unit names.
Treatment Type: Refers to the specific treatment product, such as Xeomin, Versa, Radiesse, or similar.
Treatment Type Unit Name: Refers to the unit of measurement associated with that treatment type (e.g., units, syringes, tips).

2. Consent Form Configuration

You may either: Copy an existing consent form from the provided templates, or
Create your own custom consent form.

3. Questionnaire Configuration

You have two options for setting up patient questionnaires:
Copy a questionnaire from the example templates, or
Create your own questionnaire from scratch.