This guide takes you from a new BeClarified account to a clinic that’s ready for its first real patient. Most clinics finish the essentials in under an hour. The rest can wait until you need it.
If you haven’t created an account yet, start from the pricing page. The free trial opens every module, so you can set up exactly what you’ll use.
Step 1: the setup wizard
The first time you sign in, a short wizard asks for the basics. Only the clinic details are required. Everything else can be skipped and changed later in Settings.
You. Your name and email. The email is used for receipts and password resets.
Clinic. The clinic’s name and address (printed on prescriptions and invoices), the number of treatment rooms and your usual hours. Each room becomes a column in the scheduler, so set it to the number of chairs you actually book.
Week. Close the days you’re off and give each day its own hours if they differ. The scheduler shades closed times, and booking outside them asks you to double-check.
Prices. A list of common dental procedures: tick the ones you offer and type your price. Only ticked procedures are saved. Search by name (“crown”, “scaling”) to move faster. You can add anything missing later under Settings → Services & prices.
Team. Add your dentists and assistants. You can set a password for each of them yourself, or send an invite so they choose their own. Either way, they complete their profile the first time they sign in.
Logo. Upload your clinic logo. It appears on prescriptions, invoices and in the patient app. A square PNG or JPG works best.
Step 2: the getting-started checklist
After the wizard, the home page shows a short checklist:
- Upload your logo.
- Add your price list.
- Add your team.
- Add your first patient.
- Book your first appointment.
- Create your first invoice.
Each item ticks itself when you do it. The last three are the real test. Add a patient (yourself or a colleague is fine), book them in, mark the visit done and issue an invoice. If that flow feels right, you’re ready. Once you’re done, you can hide the checklist.
Step 3: roles and permissions
Before the whole team signs in, decide who sees what. Under Settings → Roles, each role has its own permissions: reception books and takes payments, assistants see the schedule and clinical notes, dentists see their patients and their own reports, and only the owner sees the clinic’s profit.
Start with the default roles and adjust them as questions come up. More in staff and payroll.
Step 4: reminders and messages
Turn on automatic appointment reminders under messaging settings. Each upcoming visit gets a reminder with a confirm and cancel link, by SMS or WhatsApp, and in the patient app for patients who have it. You can also turn on payment reminders for patients with an unpaid balance.
Each channel needs to be connected before messages go out. Until then, automatic messages are kept in each patient’s history as not sent, so nothing is lost. See 7 ways to reduce no-shows for how to get the most from reminders.
Step 5: the patient app and loyalty
Invite patients to install the free patient app. They see their appointments, invoices and balance, get reminders, approve treatment plans and collect loyalty points.
Under Settings → Points system, choose how many points patients earn per payment, per review and per referral, and how many points make one unit of discount. Our guide to loyalty programs helps you pick numbers you can afford.
Step 6: feedback after visits
Patients get a short survey after their visit. In the feedback settings, choose what counts as a low score and a happy score. Low scores open a follow-up so someone calls the patient. Happy patients are shown a button to review you on Google, so add your Google review link.
Step 7: the parts you’ll add as you grow
You don’t need these on day one, but they’re there when you’re ready:
- Insurance companies and coverage, so insured invoices draft their own claims. See billing and insurance.
- Labs and their price lists, so lab orders fill their price and lab accounts stay balanced. See labs and suppliers.
- Stock items, with warning levels and expiry dates. See inventory.
- Staff agreements, so commissions post themselves. See how to calculate a dentist’s commission.
- Imaging mount layouts, if you take X-rays and intraoral photos. See imaging.
- The TV view for your waiting room. See waiting room.
Your first real day
On the first morning, keep it simple. Reception checks patients in from the home page, dentists record what they did, and each visit ends with an invoice and a payment. At the end of the day, look at the home page: today’s appointments, what was collected and what’s still owed.
If you’re moving from Excel or another system, read our one-week migration plan first, and send us your export so we can import patients, appointments and balances for you.
Frequently asked questions
Can I change the setup later? Yes. Everything in the wizard lives in Settings: hours, rooms, prices, team and logo.
Do I have to finish the wizard in one go? No. Only the clinic details are required. You can skip the other steps and come back to them.
How do I add more chairs? Add treatment rooms in Settings. Each one becomes a column in the scheduler. Your plan decides how many rooms you can have; see pricing.
Who can help if I get stuck? Our team can walk you through setup remotely, in Arabic or English. Use the contact page to book a time.