Onboarding Guide | MedVibe AI — Go Live in 30 Minutes
Onboarding Guide — 3 Steps — ~30 Minutes

From Zero to Live
in 30 Minutes.

Follow this guided checklist to connect your WhatsApp, upload your clinic knowledge base, and sync your calendar. Check off each item as you go.

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Complete
⏱
~30 minutes
Estimated total setup time
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0 of 3 steps complete
Interactive progress tracker
💬
WhatsApp Support
Team available during onboarding
1
QR Scan
Connect WhatsApp
Pending
2
PDF Upload
Knowledge Base
Pending
3
Calendar Sync
Live Scheduling
Pending
1
⏱ ~8 minutes

Scan QR Code
& Connect WhatsApp

Link your WhatsApp Business account to MedVibe AI by scanning a QR code. Once connected, your AI will handle all patient conversations on your behalf, 24/7.

● Pending
Step Progress 0 / 5
✓
Open WhatsApp Business on your clinic’s phone or tablet
✓
Tap Menu → Settings → Linked Devices
✓
Tap “Link a Device” and complete the fingerprint or PIN authentication
✓
Scan the QR code displayed in your MedVibe AI dashboard under Settings → WhatsApp
✓
Confirm the connection — you’ll see “MedVibe AI” appear in your Linked Devices list
💡Pro Tip: Use your clinic’s dedicated WhatsApp Business number — not your personal number. This keeps patient communications professional and separate from your personal account.
Open My Dashboard 💬 Need Help?
9:41🔋 📴
〈
Link a Device
Scan QR code below
Scan with your WhatsApp Business app
2
⏱ ~12 minutes

Upload Your Clinic
Knowledge Base (PDF)

Train your AI with your clinic’s treatments, pricing, FAQs, and contraindications. The more detail you provide, the more intelligent and accurate your AI becomes.

● Pending
Step Progress 0 / 5
✓
Download the MedVibe AI Clinic Template PDF from your dashboard
✓
Fill in all your treatments, descriptions, prices, and session durations
✓
Add your clinic’s top 10 FAQs and contraindication notes for each treatment
✓
Upload the completed PDF via Dashboard → AI Settings → Knowledge Base
✓
Wait for the AI processing confirmation email (typically 2–5 minutes)
💡Pro Tip: The more detail you include, the smarter your AI becomes. Include before/after care instructions, ideal candidate criteria, and common objections for each treatment to maximize conversion rates.
Upload My Documents 📄 Download Template 💬 Need Help?
Clinic Treatment Menu
📄 PDF • Ready to Upload
⬆️
Drop your PDF here
or click to browse
Uploading…AI Processing
AI is learning from your documents
3
⏱ ~10 minutes

Sync Your Calendar
& Go Live

Connect your existing calendar for real-time two-way sync. MedVibe AI will automatically fill available slots, prevent double-bookings, and send appointment reminders to every patient.

● Pending
Step Progress 0 / 5
✓
Navigate to Calendar Settings in your MedVibe AI dashboard
✓
Choose your calendar provider: Google Calendar, Apple Calendar, or Microsoft Outlook
✓
Authorize the secure OAuth connection (you’ll be redirected back automatically)
✓
Configure your working hours, appointment durations, and buffer times per treatment
✓
Run a test booking via WhatsApp to confirm two-way sync is working correctly
💡Pro Tip: Set a 15-minute buffer after each appointment for room turnover and documentation. Also block out your lunch break and any recurring team meetings before going live.
Sync My Calendar 💬 Need Help?
↺ Syncing in Real Time
📅 Clinic Calendar
Miami Med Spa • August 2026
MONTUEWEDTHUFRI
9 AM
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9 AM
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10AM
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11AM
11AM
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12PM
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1 PM
🎉

Your AI is Live!

Congratulations — your MedVibe AI setup is complete. Your clinic is now ready to handle patient inquiries, book appointments, and follow up with clients 24/7, fully on autopilot.

24/7
AI now active
3/3
Steps complete
<30m
Time invested
Go to My Dashboard Schedule Test Booking

⭐ Bookmark your dashboard for quick access  ·  WhatsApp support available anytime

✦ Going Further

3 Things to Do After Going Live

Maximize your results from day one with these recommended next steps.

💬

Send Your First Test Message

WhatsApp your clinic number from a personal phone and ask about a treatment. Verify the AI responds in your brand voice with accurate information. Adjust tone settings if needed.

📈

Review Your Analytics Dashboard

After 24 hours, your dashboard will show inquiry volume, response rates, and booking conversions. Use these early signals to refine your AI’s knowledge base for better performance.

🎉

Share Your WhatsApp Number

Add your WhatsApp link to your Instagram bio, Google Business profile, and website. Every channel you add becomes a 24/7 AI-powered booking pipeline for your clinic.

Connect with Our Onboarding Team