Admin panel
One clinic admin dashboard for the whole practice
Confirm bookings, answer leads, update prices, change schedules and edit your website from one place. No logging in to four different tools to find out what happened today.
Today
Today's appointments
12
New leads
5
Awaiting confirmation
3
First visits
4
System status
Background jobs
Chatbot
Too many tabs, not enough answers
Running a clinic usually means a booking app, a website builder, a chat inbox and a spreadsheet. None of them agree with each other.
A price change in four places
You raise a treatment price. Now it needs updating on the website, the booking tool, the chatbot and the price list the front desk keeps. One always gets missed.
Waiting on a designer for a typo
A holiday offer ends on Friday, but the banner stays up until your web person has time. Patients ask for a deal that no longer exists.
No idea whether things are working
Reminders might be failing. The chatbot might be switched off. You find out when a patient complains, not when it starts.
How it works
A quick tour of the panel
Everything behind your website lives in one admin panel. Each area is built around a job your team already does every day.
Start on the dashboard
Today's picture at a glance, plus a status check on email, WhatsApp, background jobs and the chatbot.
Handle bookings
Confirm requests, reschedule, cancel, and mark visits completed or no-show. Add phone and walk-in bookings into the same diary.
Work the lead inbox
Every enquiry in one list, with its source, status, assigned team member, follow-up date and notes.
Keep the clinic set up
Treatments, team schedules, time off, website content and chatbot knowledge are all edited here, by your own team.
Review the numbers
Reports show leads, visits, no-shows and results by source, campaign, treatment and practitioner.
Team access
Invite by emailAmna S.
amna@democlinic.example
Omar K.
omar@democlinic.example
Front desk
desk@democlinic.example
Access rules are enforced by the database, not just hidden buttons.
Today's picture, and whether everything runs
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.
Bookings, from request to visit
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 into the same diary 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.
Leads and reports side by side
The lead inbox collects enquiries 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 and team, kept in one place
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.
Edit your website without a designer
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's settings and documents
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.
Team access and settings
Invite staff by email and give each person a role: admin, manager or staff. 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
- Opening hours
- Booking rules and the cancellation window
- Reminder timing
- Website wording, such as what you call your practitioners
- WhatsApp on or off
How different clinics use the panel
A dental clinic front desk might live in bookings and walk-ins all day, while the owner checks the dashboard between patients. A physiotherapy clinic might lean on team schedules and time off to keep several therapists' diaries 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.
Honest limits
What the admin panel isn't
The panel runs bookings, enquiries and your website. A few things sit outside it.
- No EMR or EHR. There are no clinical notes, prescriptions, insurance billing or telehealth video.
- No online payments or deposits. Patients pay at the clinic, and the panel doesn't reconcile payments.
- One location per website. Multi-branch clinics need a separate site and panel for each location.
- Only practitioner time is scheduled. Rooms and machines aren't managed as separate resources.
- English only for now. The website and panel don't yet support Urdu or Spanish.
Built for clinics like yours
FAQ
Questions clinics ask
Can I use the admin panel on my phone?
The panel runs in a web browser, so your team can open it at the reception desk or on a phone. There's no separate app to install.
Do website changes need Velvet Lead to publish them?
No. Homepage wording, offers, reviews, FAQs, the gallery and legal pages are edited by your team in the panel and published instantly.
What does the system status on the dashboard show?
It shows whether email, WhatsApp, background jobs and the chatbot are running as expected. Automatic error alerts also reach the Velvet Lead team, so problems are picked up quickly.
Can front desk staff change prices or settings?
That depends on the role you give them. Staff are invited as admin, manager or staff, and each role only sees what it's allowed to. Access is enforced by the database, not just by hiding buttons.
Is the panel hard to learn?
It's organized around everyday jobs: bookings, leads, treatments, team, website, chatbot, reports and settings. Velvet Lead sets everything up for you and trains your team on the panel.
Can we mark no-shows and completed visits?
Yes. Every appointment can be marked completed or no-show from the bookings area. Those marks feed straight into reports, broken down by treatment and practitioner.
Take the admin panel for a spin
Book a demo and we'll show you a day in the panel on our demo clinic: confirming bookings, answering a lead and editing the website.