Clinic User Guide
Complete step-by-step guide for clinic owners. Learn how to use every feature in your dashboard without needing technical knowledge.
Table of Contents
Getting Started
1.1 First Login
When you first log in, you'll see your Dashboard—the main control center for your clinic.
What you'll see:
- Welcome card with your clinic name and logo
- Quick statistics (Total Leads, Today, This Month, etc.)
- Recent leads that need attention
- Your assessment link to share with patients
1.2 Navigation Menu
On the left side of your screen, you'll find the main navigation menu:
Dashboard
Your main overview page
Leads
View and manage all patient leads
Weekly Report
See your performance metrics
Settings
Configure pricing, sources, and profile
Subscription
Manage your plan and billing
Profile
Update your account information
Understanding Your Dashboard
2.1 Dashboard Overview
Your dashboard shows a snapshot of your clinic's performance at a glance.
Statistics Cards (Top Row)
You'll see 6 key metrics:
Total Leads
All leads you've received since starting
Today
Leads received today
Needs Action
Leads waiting for your response
This Month
Leads received this month (with % change)
Booked
Leads that have been marked as booked
Conversion
Percentage of leads that became bookings
💡 Tip: Green percentages mean growth, red means decrease compared to last month.
Waiting Too Long Alert
If you have leads waiting more than 1 hour, you'll see a yellow alert box showing:
- Patient names
- How long they've been waiting
- A button to view all waiting leads
Action: Click "Show All Waiting" to see leads that need immediate attention.
2.2 Your Assessment Link Card
At the bottom of your dashboard, you'll find your unique assessment link.
What it is: This is the link patients use to complete their hair transplant assessment.
How to use it:
Copy the link - Click the "Copy" button (it will turn green and say "Copied!")
Share it - Paste it anywhere: Your website, social media profiles, WhatsApp messages, email signatures, Google Maps business listing, QR code posters
💡 Pro Tip: Use the "Source Links Pack" (in Leads page) to track which social media platform brings you the most patients!
Managing Leads
3.1 Viewing Your Leads
Step 1: Click "Leads" in the left menu (or click "View All Leads" from Dashboard)
What you'll see:
- A table listing all your leads
- Filters at the top to find specific leads
- Statistics cards showing your performance
- Quick action buttons for each lead
3.2 Understanding Lead Information
Each lead shows:
Name
Patient's name
Phone
Contact number (click to call)
Status
Current status (Pending, Viewed, Contacted, Booked, Rejected)
Eligibility Tier
Quality score (A1 = best, D = needs review)
Estimate
Graft range (e.g., "2,000 - 3,000 grafts")
Source
Where they came from (Website, Instagram, etc.)
💡 Understanding Eligibility Tiers:
(High Intent) - Complete photos + short timeline + budget positive = Contact immediately!
(Good Lead) - Complete photos + timeline ok + budget uncertain = Good prospect
(Needs Photos) - Missing photos but can provide later = Follow up for photos
(Low Fit) - Budget mismatch or info-only = Lower priority
(Manual Review) - Requires your review = Check manually
3.5 Contacting a Lead via WhatsApp
Click the WhatsApp icon (green chat bubble) next to any lead
What happens:
- WhatsApp opens automatically on your phone/computer
- A pre-written message is ready with patient info, estimate, price range, report link, and photos
- The lead status automatically changes to "Contacted"
Review the message, edit if needed, and send!
💡 Pro Tip: Contact A1 leads within 1 hour for best conversion rates!
3.7 Understanding Lead Statuses
Status Flow:
Pending (Yellow)
New lead, you haven't opened their report yet
Viewed (Blue)
You've opened their report but haven't contacted them
Contacted (Indigo)
You've reached out (call, WhatsApp, email)
Booked (Green)
Appointment scheduled! 🎉
Rejected (Red)
Not a good fit (with reason recorded)
💡 Best Practice: Check "Pending" leads daily. Contact within 1 hour for best results. Update status as you progress through your sales process.
Settings & Configuration
4.1 Profile Settings
Access: Click your name (top right) → "Profile"
Update Clinic Information
What you can change:
- Clinic name
- Logo (upload your clinic logo)
- Brand color (theme color for your assessment page)
- WhatsApp number
- Email address
💡 Tip: Your brand color appears on your assessment page, making it feel like your own!
4.2 Country Pricing Settings
Access: Settings → "Pricing"
Setting Default Pricing
Go to Settings → Pricing
In the "Default Pricing" section: Select currency, enter Price Per Graft, enter Minimum Price
Click "Save Default Pricing"
Example:
- Price per graft: €2.50
- Minimum price: €2,000
- Patient needs 2,000-3,000 grafts
- Estimate shown: €5,000 - €7,500 (but minimum €2,000 applies)
Weekly Reports
5.1 Accessing Weekly Reports
Access: Click "Weekly Report" in the left menu
Top KPIs (Key Performance Indicators)
Booked
Number of appointments scheduled this week
Avg Response Time
Average time to contact leads (in hours)
Same-Day Contact %
Percentage of leads contacted on the same day
💡 Goal: Response time under 2 hours = Excellent! Same-day contact above 80% = Great responsiveness!
Subscription Management
6.1 Viewing Your Subscription
Access: Click "Subscription" in the left menu
What you'll see:
- Current plan (Trial, Founding Clinics, or Active)
- Days remaining (if on trial)
- Features included
- Upgrade options
Exporting Data
8.1 Exporting Leads to CSV
When to use: Download all your leads data for analysis in Excel or Google Sheets.
Go to Leads page
Click the "Export CSV" button (top right)
Optional: Select date range (Last 7 days, Last 30 days, or Custom)
Click "Export" - File downloads automatically
Troubleshooting & FAQs
Common Questions
Q: How do I change my clinic's logo?
A: Go to Profile → Clinic Settings → Click "Choose File" under Logo → Select your logo (PNG, JPG, SVG, max 2MB) → Click "Save"
Q: Why aren't my leads showing up?
A: Check: Are you logged into the correct account? Check filters - maybe a filter is hiding leads. Clear all filters and search again. Check if your clinic is active (contact support if needed).
Q: How do I track which social media brings the most patients?
A: Go to Settings → Sources → Enable sources you use → Go to Leads page → "Source Links Pack" → Copy specific link for each platform → Use those links in your social media bios → Check Weekly Report → "Booked by Source" to see results!
Q: What happens when I click the WhatsApp button?
A: WhatsApp opens with a pre-filled message including patient info, estimate, and report link. Lead status automatically changes to "Contacted". You can edit the message before sending.
Q: What are eligibility tiers?
A: Quality scores for leads: A1 = Best leads (contact immediately!), A2 = Good leads, B1 = Needs photos, C = Low fit, D = Manual review needed.
Getting Help
Still need assistance?
• Email Support: support@esticapp.com
• WhatsApp Support: Click WhatsApp button in Subscription page
• Check Documentation: Review this guide again
• Contact Your Account Manager: If you have one assigned
🎯 Quick Reference Checklist
Daily Tasks
- ☐ Check Dashboard for new leads
- ☐ Review "Waiting Too Long" alerts
- ☐ Contact pending A1 leads (within 1 hour)
- ☐ Update lead statuses as you progress
Weekly Tasks
- ☐ Review Weekly Report
- ☐ Analyze which sources performed best
- ☐ Check response time metrics
- ☐ Plan improvements for next week
Setup Tasks (One-Time)
- ☐ Upload clinic logo
- ☐ Set brand color
- ☐ Configure default pricing
- ☐ Enable source tracking
- ☐ Share assessment link everywhere
Congratulations!
You now know how to use every feature in your EsticApp dashboard!
Remember:
- ✓ Check leads daily
- ✓ Respond quickly (within 1 hour for best results)
- ✓ Update statuses as you progress
- ✓ Review reports weekly
- ✓ Use Source Links Pack to track marketing ROI
Happy lead managing! 🚀