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Getting Started & Onboarding

Welcome to Clinivoz! This guide will walk you through everything you need to do to get your clinic's account set up and ready to go.

1. Logging In​

  1. Go to your Clinivoz login URL (provided by your onboarding specialist).
  2. Enter your email address and password.
  3. Click Sign In.

Tip: Bookmark your login page so you can access it quickly each day.

If you've forgotten your password, click Forgot Password on the login screen and follow the instructions sent to your email.

2. Navigating the Platform​

Once logged in, you'll land on the Dashboard. The main navigation lives in the left sidebar and is organized into sections:

Sidebar IconSection
🏠 DashboardYour at-a-glance overview
👥 ContactsClient and lead database
💬 ConversationsUnified inbox for texts, emails, calls
📅 CalendarsScheduling and appointments
💼 PipelineLeads and client pipeline tracking
⚡ AutomationsAutomation sequences and triggers
📧 MarketingEmail and SMS campaigns
📋 SitesForms, surveys, funnels
💳 PaymentsInvoicing and billing
📊 ReportingAnalytics and performance
⭐ ReputationReviews and reputation management
⚙️ SettingsAccount configuration

3. Setting Up Your Clinic Profile​

Before you start using the platform, complete your clinic profile. This ensures all communications sent from Clinivoz display the correct business name, phone number, and address.

Steps:

  1. Click Settings (gear icon) in the left sidebar.
  2. Select Business Profile.
  3. Fill in:
    • Business Name — your clinic's full legal or DBA name
    • Phone Number — the number clients will see on texts and calls
    • Address — your clinic's physical address
    • Website — your clinic's website URL
    • Email — your primary contact email
    • Time Zone — set this correctly; it affects scheduling and automation timing
  4. Upload your clinic logo (displayed in emails and client-facing pages).
  5. Click Save.

4. Adding Your Team Members​

Give your staff access to Clinivoz by creating user accounts for them.

Steps:

  1. Go to Settings > My Staff.
  2. Click Add Employee.
  3. Enter their:
    • First and last name
    • Email address
    • Role (see role descriptions below)
  4. Click Send Invite. They'll receive an email with instructions to set their password.

User Roles​

RoleBest ForAccess Level
AdminClinic owner, office managerFull access to all features
UserFront desk, intake coordinatorsAccess to contacts, conversations, calendars
View-OnlyRead-only access to reports and dashboardsRead-only

Tip for Speech & ABA Clinics: Create separate user accounts for each therapist so appointment bookings are assigned correctly to the right provider.

5. Connecting Your Phone Number​

Clinivoz uses a dedicated business phone number for texting and calling clients. This keeps your personal number private and all communications in one place.

Steps:

  1. Go to Settings > Phone Numbers.
  2. Click Add Number.
  3. Search by area code to find a local number for your clinic.
  4. Select the number and click Buy.
  5. Set it as your default number for outgoing calls and texts.

Important: You must complete A2P 10DLC registration (a carrier compliance requirement for business texting) before you can send SMS messages. See the Settings & Configuration section for details.

6. Connecting Your Email​

Set up your email so client-facing messages come from your clinic's domain (e.g., hello@yourclinic.com) rather than a generic address.

Steps:

  1. Go to Settings > Email Services.
  2. Choose your email provider:
    • SMTP — connect any email provider (Gmail, Outlook, etc.)
    • Mailgun / SendGrid — recommended for high-volume sending
  3. Follow the on-screen prompts to authenticate your domain.
  4. Send a test email to confirm it's working.

Use this checklist to get fully set up in your first week:

Day 1 — Account Basics

  • Complete your clinic business profile
  • Upload your clinic logo
  • Set your time zone

Day 2 — Team & Communications

  • Add all staff members with the correct roles
  • Purchase and configure your clinic phone number
  • Connect your email address

Day 3 — Intake Setup

Day 4 — Automations

  • Build an appointment reminder sequence (see Automation Sequences)
  • Set up a new lead follow-up sequence
  • Test all automations with your own contact

Day 5 — Go Live

  • Import existing client contacts (see Contacts & CRM)
  • Share your intake form link with your team
  • Brief your front desk staff on the Conversations inbox

8. Importing Existing Contacts​

If you're migrating from another system, you can bulk-import your existing client list.

Steps:

  1. Export your contacts from your current system as a .CSV file.
  2. In Clinivoz, go to Contacts.
  3. Click the Import button (upload icon).
  4. Upload your CSV file.
  5. Map your CSV columns to Clinivoz fields (e.g., "First Name," "Phone," "Email").
  6. Apply a tag during import (e.g., "Speech Therapy Client" or "ABA Client") to segment them immediately.
  7. Click Import.

Best Practice: Before importing, clean up your CSV — remove duplicates, standardize phone number formatting (10 digits, no dashes), and verify email addresses.

9. Mobile App​

Clinivoz is accessible on mobile so you and your staff can manage the clinic on the go.

Steps:

  1. Download the Clinivoz mobile app from the App Store (iOS) or Google Play (Android).
  2. Log in with your Clinivoz credentials.
  3. Enable push notifications to receive alerts for new messages, calls, and appointments.

The mobile app supports:

  • Conversations (text/email/call)
  • Contact management
  • Calendar and appointment viewing
  • Basic client pipeline management

Next: Dashboard Overview →