First-week setup checklist
Set up the panel day by day in one week — profile, team, WhatsApp, Meta, pipeline, fields, calendars, contact import and a test lead.
4 min read
Clinics that get the most out of MedicalGrow don't set everything up in one go — they do it in the right order. This checklist breaks your first week into 30–90 minute tasks per day. By the end of the week, a patient coming from an ad lands in the panel automatically, is assigned to the right person and is followed up until they book.
Before you start
- Setup should be done by a user with the Admin role.
- You need full control (Admin / Full control) of your Facebook Page and Meta Business account.
- Have the phone number you'll use for WhatsApp ready. If the number is active in another WhatsApp app, it will need to be migrated.
- Keep your existing patient list (Excel/CSV) to hand, if you have one.
The weekly plan
- Day 1: Business profile and your own profile.
- Day 2: Team, roles and permissions.
- Day 3: WhatsApp Business API connection.
- Day 4: Facebook, Instagram and lead forms.
- Day 5: Patient pipeline and custom fields.
- Day 6: Calendars and availability.
- Day 7: Contact import and an end-to-end test lead.
Below you'll find a checklist for each day.
Day 1 — Business and personal profile
- Under Settings → Business Profile, enter your clinic name, address, phone, website, logo and time zone. See Business profile.
- Under Settings → My Profile, set your name, photo and panel language, and turn on two-factor authentication. See First login and account security.
Tip
Don't set up appointment calendars before setting the time zone to "Europe/Istanbul" (or your clinic's city). A wrong time zone means patients abroad are sent the wrong time.
Day 2 — Team and permissions
- Under Settings → My Staff, use the Add Employee button in the top right to add each team member as a separate user.
- Give each user a role: managers and the clinic owner Admin, coordinators and sales staff User.
- In the user permissions, decide which modules they can see and whether they should only see contacts assigned to them.
Details: Adding users, Roles and permissions, Restricting data access. For a sample role split, see the Team roles setup playbook.
Day 3 — WhatsApp
- Connect your WhatsApp Business API number and wait for your display name to be approved. See WhatsApp Business API.
- Submit your first message templates for approval: welcome, appointment reminder, follow-up after 24 hours. Approval is usually quick but can take a few hours. See WhatsApp templates.
- Walk your team through the 24-hour window and quality rating rules: WhatsApp rules and quality.
Day 4 — Facebook, Instagram and lead forms
- Connect your Facebook Page and Instagram account under Settings → Integrations. See Facebook & Instagram.
- Map the lead forms you use in ads and check that form fields write to the right contact fields. See Facebook lead forms.
- If you use TikTok or Google Ads, connect them on this day too: TikTok, Google Ads.
Day 5 — Pipeline and custom fields
- Break your patient journey into stages (e.g. New Lead → Contacted → Consultation Booked → Treatment Plan Sent → Deposit Paid → Arrived → Completed). See Creating a pipeline and a ready-made example: Patient journey pipeline.
- Create the custom fields your clinic needs: treatment of interest, country, preferred language, travel date, budget, deposit amount. See Custom fields and Recommended custom fields.
- Decide on the tags you'll use most (e.g. implant, veneers, germany, vip). See Tags.
Day 6 — Calendars
- Create separate calendars for online consultations, clinic examinations and procedures. See Calendar types and Creating a calendar.
- Enter each doctor's and coordinator's availability: Availability.
- Connect your Google or Outlook calendar to avoid double bookings: Connecting Google / Outlook.
Day 7 — Contact import and test lead
- Import your existing patient list. Make sure phone numbers include the country code (+44, +49…). See Importing contacts.
- Run an end-to-end test: fill in a Facebook lead form with your own phone (Meta's Lead Ads Testing tool works too), then check:
- Was the contact created in Contacts with the right source?
- Did a card appear in the first stage of the Opportunities board?
- Was it assigned to the right user, and did a notification arrive?
- When you send a WhatsApp message, does it show in Conversations?
- When the test is done, delete the test record by searching for your own phone number only. Bulk deleting without a filter can delete real patients too.
Heads up
When deleting test records, don't bulk delete using broad filters such as "recently added". Search for the contact by phone number or email and delete it individually.
At the end of the week
Once the first week is done, give your team a short tour: Navigating and searching the panel and the Inbox overview are good places to start. Make the Speed to lead playbook your goal for week two to cut first-response times.
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