Getting started
MetoCRM setup checklist
The order to set MetoCRM up in: team, patient fields, channels, products, data migration, advertising and privacy settings.
Where to find it
System Settings
Setting MetoCRM up in the wrong order means doing the work twice. Connect channels before defining the team and incoming chats have no owner; build quotes before defining products and you type every line by hand; run ads before defining sources and the first month's data cannot be measured.
The order below is the real dependency order — each step leans on the one before it. All of it fits in a day; what matters is not speed but sequence.
Step by step
- 1 · Build the team. Define user groups first (by language in most clinics), then add users and place them. Flag the people who need department-wide sight as group managers — see roles and permissions.
- 2 · Define the patient fields. Statuses, categories, sources and follow-up statuses. These are the skeleton of your reporting and must exist before any channel, so even the first record is classified correctly.
- 3 · Connect the channels. Start within minutes using WhatsApp Lite; if you need an official line, run the application in parallel. Then Instagram DM, Messenger, e-mail and, if relevant, the call centre. Assign the right user group to every line.
- 4 · Prepare the sales side. Build the product catalogue, upload the offer template and define any coupon codes. Quoting before these three are done means repeating the same work on every quote.
- 5 · Migrate existing data. Bring your patient and lead lists in with bulk upload, starting with a test file of 20-30 rows.
- 6 · Connect advertising and automation. Connect the Facebook ad form and your web form, write your chat templates and build the automation that answers an incoming lead.
- 7 · Turn on distribution and measurement. Set lead distribution to match your shifts, and if you advertise, set up Meta conversion reporting.
- 8 · Review the privacy settings. Decide which roles get data masking and which file tags you need. Leaving this to later means personal data is broadly readable from day one.
Tips and common mistakes
- Careful Do not connect channels before the team exists. A chat arriving on a line with no group stays unowned and notifies every sales manager — the single most common cause of first-day chaos.
- Tip Verify each step with one test record: send a test lead, a test message, build a test quote. Testing everything only at the end makes it hard to tell which step is broken.
- Tip Start with short status and source lists. Adding what is missing later is easy; cleaning up thirty unused definitions is not.
Frequently asked questions
How long does setup take?
Every step except the official WhatsApp application fits in a working day. Number approval runs on Meta's clock, so open the application on day one and run the rest alongside it.
Which step can I skip?
If you do not advertise, steps 6 and 7 can wait. Everything else should be ready before the first patient — steps 1 and 2 especially, since they are the most expensive to correct later.
I am migrating from another CRM. Does the order change?
No, only step 5 grows. Recreate the old system's status and source names exactly in step 2 and you will not need to map anything during migration.