Setup and settings
The business decisions a manager approves in the six-step setup wizard, and how to change the settings later.
6 min read
For the AI CRM Chief to raise the right alerts, it needs to understand your clinic's sales process. A six-step setup wizard takes care of that. The same wizard later opens as the settings screen, so you can change any of these decisions at any time.
Before you start
- Connecting the account (the wizard's Bağlan (Connect) step) is done by the MedicalGrow team. You won't be asked for passwords, keys or technical details.
- The decisions you approve: the pipeline to audit, the stage mapping, the agent list, rules, thresholds and monthly targets. We recommend discussing these with your sales lead before the setup call.
- The Chief writes nothing to the CRM; changing its settings never affects your pipeline or records.
The wizard steps
The steps are listed at the top: 1 Bağlan · 2 Pipeline · 3 Stage eşleme · 4 Satışçılar · 5 Ayarlar · 6 Başlat (Connect · Pipeline · Stage mapping · Agents · Settings · Start).
Choosing the pipeline
- Check in the step list that you are on the Pipeline step.
- Choose the pipeline your agents work in every day. Each row shows the number of stages and leads; on first setup the pipeline with the most leads is preselected.
- Click Devam (Continue).
The Chief audits one pipeline. Picking an old or archived pipeline only produces noise. If you have separate pipelines for dental and hair transplant, agree with the MedicalGrow team which one to audit.
Stage mapping
In this step you define what each stage of your pipeline means: Ulaşılmadı (Not reached), Görüşüldü (açık) (Spoken to, open), Ödeme (Payment), Kazanıldı (Won), Kaybedildi (Lost) or Ulaşılamadı (Unreachable). You also tick Arama gerektirir (Requires contact) for each stage. On first setup the suggestion is prepared by AI; you check and correct it. Because every metric depends on this mapping, it has its own article: Stage mapping.
Agents
All users in the panel are listed. Choose one of three options for each:
- Aktif (Active): an agent working with patients. Their scorecard, discipline score and alerts are calculated.
- Ayrıldı (Left): an agent who has left the team. Open leads they handed over keep counting on their scorecard, so the new owner's conversion rate isn't distorted. If a handed-over lead is won, the sale is credited to the agent who closed it.
- Hariç (Excluded): a user who doesn't sell (e.g. the clinic owner, accounts, a doctor). They don't appear on the scorecard or in the load tables.
You need at least one Aktif agent to continue. For how departed agents are counted, see Scorecard.
Settings: contact source, rules, thresholds, targets
- Arama ve mesaj kayıtları nereden gelsin? (Where should call and message records come from?) The recommended option is MedicalGrow Conversations (calls, WhatsApp, SMS, email, social messages; the last 90 days are imported). If you choose Temas verisi yok (No contact data), the three contact-based rules (First contact late, Unanswered message, Unproven progression) are switched off and no estimated figures are produced. A phone-system (PBX) integration is not available yet ("Yakında", coming soon).
- Kurallar (Rules): switch off any rule that doesn't fit your team. A disabled rule produces no alerts and is left out of the discipline score.
- Eşikler (Thresholds): define when alerts appear. The defaults are in the table below.
- Aylık hedefler (Monthly targets, optional): number of sales and revenue. They feed the "This month's target" card on the Genel tab.
- Click Botu başlat (Start the bot) on first setup, or Kaydet ve yeniden hesapla (Save and recalculate) when changing settings later.
| Threshold | Default | What it does |
|---|---|---|
| İlk temas hedefi (First contact target) | 60 min (business hours) | Target time for the first human contact with a new lead |
| Mesaja dönüş (Message reply) | 4 hours (business hours) | Tolerance for replying after the patient writes |
| Temas ihlali (Contact breach) | 24 hours | Alert if an open lead isn't touched for this long |
| Kırmızıya dönme (Turns red) | 3 days | A contact breach becomes critical after this |
| Ulaşılamadı öncesi (Before unreachable) | 3 different days | Minimum number of different days with contact attempts before "unreachable" |
| Erken kayıp (Early loss, no contact data) | 5 days | Without contact data, "unreachable" before this counts as an early loss |
| Sonuçlandır (Close it out) | 10 days | An open lead idle this long should be closed |
| Atanmamış tolerans (Unassigned tolerance) | 1 hour | Grace period for a lead with no owner |
| Birikim sınırı (Backlog limit) | 14 days | Never-touched leads older than this are reported as backlog, not one by one |
| Mesai başlangıcı / bitişi (Business hours start / end) | 09 / 20 | Speed and reply times only count between these hours |
The same screen also asks Lead'lere ne diyorsunuz? (What do you call your leads?): Kişi, Hasta, Müşteri, Öğrenci or Aday (person, patient, customer, student, candidate). The button in alert rows is named accordingly, e.g. Hastayı gör (View patient).
Tip
Business hours follow your clinic's time zone and apply to every day of the week; weekends are not treated differently. If you don't work weekends, seeing a few more alerts on Monday morning is normal.
Start
The first sync starts as soon as you save ("İlk senkron çalışıyor", first sync running). The panel opens within seconds. Contact checks run once the first sync has imported the call and message records.
Changing settings later
- Click Ayarlar ↗ (Settings) at the top right of the Chief panel. Settings open in a new tab.
- On the sign-in screen, enter your email address and click Giriş linki gönder (Send sign-in link). There is no password; a one-time link arrives in your inbox. Only email addresses authorised during setup can open the settings; to authorise another manager, message our support team.
The wizard opens at the Pipeline step with your saved choices. Make your change and click Kaydet ve yeniden hesapla (Save and recalculate) on the last step.
- If you keep the same pipeline, your saved mapping is kept; stages added to the pipeline later get a guess from their name, which you should check.
- If you switch pipelines, the mapping is suggested from scratch.
- New thresholds apply immediately to today's alerts and to the scorecard. Saved alerts from past days don't change.
- When a new agent joins, open the settings and save them as Aktif. Until you do, their name may show as "Bilinmeyen kullanıcı" (Unknown user) in alerts and they won't have their own scorecard row.
Note
If you can't sign in to the settings, or account details such as currency or time zone need changing, message our support team on WhatsApp.
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