Cliniflo sits on top of the tools you already use. Nothing is replaced and nothing is rebuilt — we connect to your WhatsApp number, your Meta lead forms, your website, your diary and your Stripe account over their official APIs, then point them all at one AI brain and one dashboard.
You do not write any code. Where a technical step is needed, it is either a login-and-approve screen or a snippet we hand you to paste. If you would rather not touch any of it, our setup service does the whole thing for you — see the bottom of this page.
Step 1 — Sign up and add your clinic details
Takes about 20 minutes, once. You tell us:
- Your services, prices and how long each appointment takes.
- Your deposit amounts — including which services are free (a free assessment call is booked instantly, with no payment step).
- Opening hours, and the hours you are happy for the AI to call leads.
- Tone of voice, and the AI instructions — your clinic's own knowledge: what you treat, what you don't, aftercare, parking, anything a receptionist would know. The AI only answers from this.
You can change all of it later in Settings, and every AI reply is reviewable in your dashboard.
Step 2 — Connect your channels (the API part)
This is the step people ask about. Here is exactly what happens for each one.
WhatsApp and Meta Lead Ads
You sign in to Facebook, we do the rest. You log in to the Facebook account that owns your business, approve access, and we connect two things over Meta's Graph API:
- Your WhatsApp Business number — via the WhatsApp Cloud API, so replies come from your own number, not a shared one. We register the message webhook and submit your message templates for Meta approval.
- Your Meta Lead Ads forms — we subscribe to your page's lead webhook, so a new lead reaches Cliniflo within seconds of them hitting submit. Their form answers, ad name and campaign name come through with them.
Meta requires a verified business and a number that is not already on the WhatsApp consumer app. If either is a problem we will tell you on the setup call — it is the single most common hold-up, and it is a Meta rule, not ours.
Stripe (deposits)
One click, then log in to Stripe. We use Stripe Connect: you press connect in the dashboard, Stripe asks you to sign in (or create a free account), you approve, and you are back. There are no API keys to copy and paste.
Deposits are taken into your Stripe account and paid out to your bank on your normal Stripe schedule. Cliniflo never holds your patients' money.
Your diary
Bookings are written straight into the calendar you already run, so your front desk keeps working exactly as it does now.
- Google Calendar — sign in with Google and approve. No keys, no snippet.
- Wix Bookings — you paste one API key and site ID from your Wix account, and we map each of your services to its Wix service so slots and availability stay in sync.
- Fresha, Pabau, Cliniko and other systems — these connect with a snippet or an API key from your provider's settings. The exact steps differ per provider, so our setup team does this part with you on a screen share rather than leaving you guessing.
Your website
One webhook URL, pasted into your form. Your dashboard generates a private URL that looks like this:
https://cliniflo.app/api/webhook/lead/YOUR-PRIVATE-TOKEN
Paste it into your form builder's "webhook" or "send to URL" field — WordPress (Contact Form 7, Gravity Forms, WPForms, Elementor), Webflow, Squarespace and plain HTML forms all support this. Any field names work; we read the name, phone, email and treatment out of whatever you send. A lead that arrives this way follows the same journey as a Meta lead.
Voice calls (optional)
If you want Cliniflo to ring new leads as well as message them, we connect a voice agent to your number and set your calling hours. It only rings inside those hours, and never rings someone who has already replied on WhatsApp.
Step 3 — Cliniflo replies and books
The agent goes live. It answers every enquiry, qualifies against your rules, offers real slots from your diary, takes the deposit where one is due, and writes the booking straight into your calendar. Anything it cannot answer is handed to you, and you are emailed the moment a lead needs a person.
Step 4 — Watch your dashboard fill up
Every booking, deposit and conversation is live in your operator dashboard, with the ad and campaign each booking came from. You steer; we do the heavy lifting.
How long it takes
- Day 1 — you complete the clinic form; we build your agent and load your knowledge.
- Day 2 — connection call: Facebook, Stripe, diary and website, typically 30-45 minutes together.
- Day 3 — we test with real enquiries against your live diary, then switch you on.
The usual delay is Meta's WhatsApp number and template approval, which is outside anyone's control. Starting that on day one is why we ask for the Facebook login early.
Need a developer? You don't.
Our full setup service is included in your onboarding fee. We do the Facebook connection, the Stripe connection, the diary mapping and the website webhook with you on a screen share, then test it end to end before you go live. You never have to brief a developer or touch your website's code yourself.
Prefer the technical detail? Our developer setup guides walk through each integration click by click — WhatsApp, Stripe, Wix, Google Workspace and OpenAI — including exactly where every key lives.
Questions before you start? reece@cliniflo.app — or see pricing and create your account and we'll take it from there.