One clinic admin dashboard for the whole practice

The dashboard is the first screen your team sees. It shows what today looks like, so the morning huddle starts with facts instead of scrolling through messages.

It also shows system status for the parts that work in the background: email, WhatsApp, background jobs such as reminders, and the chatbot. If something needs attention, you see it on the screen you open anyway. Automatic error alerts also go to the Velvet Lead team, who often spot a problem before the clinic does.

Most people open an admin panel with one question: is there anything I have to deal with right now? The dashboard answers it in a single card. Requests waiting to be confirmed, inquiries nobody has replied to yet, visits that still need marking, stock below its reorder level, forms that were never signed.

Everything on it is counted under the viewer's own permissions. A front desk member of staff is not shown a number they have no way to act on, and a manager is not shown a count that includes work they cannot see. A to-do list you cannot do is worse than no list at all, because it teaches people to ignore the card.

It is the same rule that runs everywhere else in the panel: what you can see is decided by your role, enforced by the database rather than by hiding buttons. See roles and permissions.

The bookings area is where the front desk spends most of the day. Each appointment can be confirmed, rescheduled, canceled, or marked as completed or a no-show.

Phone calls and walk-ins go straight onto the same schedule as online bookings, with the same availability rules. When you reschedule or cancel, patients get the matching email, plus a WhatsApp message if they opted in. Learn more about online booking.

Before your front desk holds a valuable Saturday morning for somebody, it helps to know how the last year went. A quiet note on the patient shows completed visits, missed ones and late cancellations over the past twelve months.

It is written as a note, never a judgment. There is no score, no flag and no color telling your team what to think, because people have hard years and a clinic is not in the business of ranking them. What it does is let somebody decide, out loud, whether to ask for a deposit this time.

Like everything else, it is shown under the viewer's own permissions, and it draws on the same booking history that no-show fees and the no-show reports are built from.

The lead inbox collects inquiries from your website, chatbot, WhatsApp, phone, walk-ins, social media and referrals. Your team moves each one from new to contacted, qualified, and booked or lost.

Reports then turn that work into numbers: conversions, completed visits, cancellations, no-shows, first visits, recorded revenue and time to first contact. See the clinic reporting dashboard for the full list.

Treatments are organized into categories, each with its price, duration and clean-up time. Switch online booking on or off per treatment, or mark it as needing a consultation first.

The team area lists your practitioners, which treatments each one performs, their weekly schedules and time off. Change a schedule here and the booking calendar follows, because the website reads from the same data.

Homepage wording, offers, reviews, FAQs, the before-and-after gallery and your legal pages are all edited from the panel. Changes are published instantly.

End an offer on Friday evening and it's gone from the site on Friday evening. Add a new FAQ after a patient asks the same question twice, and the chatbot can use it too.

The chatbot area holds its settings and the documents it learns from, such as price lists, aftercare sheets and brochures. Upload a new price list and the assistant answers from it.

Questions it couldn't answer are logged, so you can fill the gap. You can switch the assistant off at any time. More on the AI assistant for clinics.

Add people to one team list and give each a role: admin, manager, practitioner or front desk. Adding a practitioner with their email gives them a login in the same step. Remove access instantly when someone leaves. Each role only sees what it's allowed to, enforced by the database. Read more about staff roles and permissions.

Settings hold the rules the whole system follows:

• Country, time zone and currency
• Business hours
• Booking rules and the cancellation window
• Reminder timing
• Website wording, such as what you call your practitioners
• WhatsApp on or off

A dental practice front desk might live in bookings and walk-ins all day, while the owner checks the dashboard between patients. A physical therapy clinic might lean on weekly hours and time off to keep several therapists' schedules accurate.

For clinics that are just opening, the panel means treatments, prices and the website can change quickly as you learn what patients want. A med spa running monthly offers might update promotions and FAQs from a phone without waiting on anyone.