From an Empty Account to a Working Clinic Day
A practical walkthrough of the real steps in ZiyaraTech — what you configure first, what depends on what, and what your team does once it is live.
Before you start
Setting up a clinic in ZiyaraTech is ordered, not open-ended. Branches come before staff, services come before bookings, and staff schedules come before the calendar can offer a time. This guide follows that order.
Nothing below is a preview. Every step names a screen in the clinic workspace and the controls on it, so you can follow along inside your own account.
Two steps depend on an outside party: connecting WhatsApp requires Meta to verify your business and approve your templates, and taking live card payments requires activating a merchant account with the payment processor. Both are flagged where they come up.
01
Set up the clinic
Create the account, then the structure everything else hangs off.
- 01
Create your clinic and owner account
Registration creates the clinic and your owner account in a single step. You supply your own details, then the clinic's name, URL slug and commercial registration number.
- Open the registration page and fill in the owner account: full name, email, optional phone, and a password of at least 8 characters.
- Add the clinic details: clinic name, a URL slug in lowercase letters, numbers and dashes, and your commercial registration number.
- Choose the slug carefully — it is used at login and cannot be changed later.
- Submit once. There is no second onboarding form to complete afterwards.
- 02
Sign in and find your workspace
Where you land after signing in depends on your role. Owners and managers land in the clinic workspace; receptionists land in the front-desk console.
- Sign in with the email and password you registered with.
- As the owner you land on the clinic dashboard — patients in your CRM, active staff, appointments booked, and handovers waiting for an agent.
- Switch the interface between Arabic and English at any time from the language switcher; your choice is remembered for next time.
- 03
Add your branches
A branch is a physical location. Every booking belongs to one and every staff schedule is defined per branch, so at least one branch has to exist before anything can be booked.
- Go to Branches and create your first location with its name, phone, address and timezone.
- Open Working hours for that branch and set the days and times it operates.
- Add a branch for each further location — each keeps its own hours, timezone and staff assignments.
- Deactivate a branch when it closes; its history stays intact.
- 04
Build your service catalog
Services are what patients book. Each one has a duration that sets the length of the visit, a price, and a category to group it under.
- Go to Services, create your categories first, then add the services inside them.
- Set each service's duration — this decides the length of the slot offered at booking.
- Set the price, or mark the service as variable-priced if it is quoted case by case.
- A variable-priced service cannot be completed through the online booking flow. The system says so before you try, rather than booking it at the wrong price — arrange those directly with your team.
- Deactivate a service to take it out of booking without deleting its history.
02
Prepare your team and your calendar
Who can be booked, when, and what each person is allowed to reach.
- 05
Add your team
A staff member is a bookable professional record. You can link an existing clinic user or create a brand-new one from the same dialog.
- Go to Staff and choose whether to link an existing clinic user or create a new account.
- Fill in the professional profile: title, biography, photo, whether they are available for booking, and the buffer to reserve after each appointment.
- Assign the branches they work at and mark one as primary.
- If you create a new account, a temporary password is generated and shown once — copy it before you close the dialog.
- Open the staff member's profile to assign the services they can be booked for.
- 06
Set roles and permissions
Roles decide what someone can reach. Choose a built-in role, or pick permissions individually for a custom one.
- Pick a role when adding the staff member — the permissions preview shows exactly what it grants before you save.
- Choose Other to select permissions one by one; only permissions you hold yourself are offered.
- Turn on dashboard access for anyone who needs to sign in. This gives them the Receptionist role and sends an email invitation if they have never signed in.
- Disable dashboard access to sign someone out and block sign-in, while keeping their staff record, appointments, history and booking availability untouched.
- 07
Define availability
Availability is what separates a calendar that offers real times from one that offers guesses. It comes from three places: weekly hours, time off, and clinic-wide calendar rules.
- On each staff profile, add a weekly recurring schedule per branch under Working hours.
- Record vacations and unavailable periods under Time off.
- Go to Scheduling to add company or branch holidays, block maintenance and leave windows, and define explicit bookable calendar slots.
- In Settings, decide whether staff working hours are enforced — when enabled, a staff member with no schedule for a day cannot be booked that day.
- Holidays, time off, blocked periods and double-booking are always enforced, whichever way you set that.
- 08
Configure clinic settings
Settings decide how bookings, payments and the assistant behave for your clinic.
- Under Profile, set the clinic name, legal name, commercial registration number, contact email and phone, default currency and default timezone.
- Under Booking & operations, choose automatic or manual booking confirmation, and whether payment is required or optional.
- Set the cancellation window in hours and the delay before a feedback request goes out.
- Set the default language used with patients, and turn the AI assistant on or off for your clinic.
- Under Security, change your own account password.
03
Run the day
The screens your team lives in once setup is done.
- 09
Add and manage patients
The CRM is the patient side of the system. Every appointment, conversation and payment attaches to one of these records.
- Go to CRM and create a patient with name, phone, email, gender, date of birth, national ID and source.
- Set their preferred language and whether they have opted in to marketing.
- Create colour-coded tags and assign them, then filter the list by tag or status.
- Open a patient to add notes, addresses and files (PDF, PNG, JPEG or WEBP, up to 10 MB each).
- Fill in the medical profile: history, allergies, blood type and emergency contact.
- 10
Book and manage appointments
Booking is a guided flow: pick the patient, the branch, the staff member and the services, then choose from the times that are genuinely free.
- Go to Appointments and choose New appointment.
- Select the customer, branch and staff member, then the services — the services set the visit length, and the times shown reflect it.
- Pick a time from the available list, or choose another time and let the system check it. Times are shown in the branch's timezone.
- If the slot was taken while you were choosing, the booking is refused with the reason: staff inactive, on time off, outside working hours, blocked, already occupied, or the clinic closed that day.
- Move the appointment through its statuses — pending payment, confirmed, in progress, completed, no-show, rescheduled. Cancellation is its own separate action.
- Add notes, edit the attached services, and read the timeline of everything that has happened to the booking.
- Read patient ratings under the Reviews tab and reply to them from there.
- 11
Communicate with patients
Two channels: conversations your team answers, and notifications the system sends on its own.
- Connect your WhatsApp Business account under Settings → Integrations, through Meta's secure onboarding dialog. Messages send from your number, never a shared one.
- Sync your templates from Meta, or create new ones from the WhatsApp screen. Meta reviews each template and decides its approval status — usually within minutes, but it is Meta's decision, not ours.
- Answer incoming chats in Conversations: take over from the AI, transfer to a colleague, add staff-only internal notes, and archive when done.
- In Notifications, author templates in Arabic and English for WhatsApp, email, push or in-app.
- Create automation rules that fire a template on an event — appointment created, confirmed, cancelled, completed, rescheduled or no-show, plus payment and subscription events — with an optional delay in minutes.
- Watch the scheduled queue and the delivery logs, and retry anything that failed.
- 12
Reach patients at scale
Campaigns send an approved WhatsApp template to a list of your patients, from your own connected number.
- Go to Campaigns and create a draft: name it, choose the type (birthday, holiday, reactivation, promotion or custom), pick the number it sends from, and select an approved template.
- Open the campaign and add recipients from your CRM.
- Set the per-minute throttle and the daily cap, then launch. Pause, resume, cancel or duplicate at any time.
- Follow queued, sent, delivered, read, failed and skipped counts, with delivery and read rates and a breakdown of non-delivery reasons.
- Retry failed recipients in a single action. Patients who opted out are skipped automatically.
- 13
Put the AI to work
There are two assistants: one helps your team inside the workspace, one helps patients on your public pages. Both read the clinic data you configured.
- Turn the AI assistant on for your clinic under Settings → Booking & operations.
- Go to AI → Knowledge and add text entries or upload TXT and Markdown files, then process them so the assistant can use them.
- Add reusable prompts under AI → Prompts and activate the ones you want in use.
- Use the Dashboard Assistant to ask about revenue, subscription, usage and quota, appointments, patients, staff, AI usage or AI health — answers come from read-only tools scoped to your own permissions.
- Handle escalations in AI → Handovers: accept, resolve or reject the conversations the assistant passed to a person.
- Build workflows on the canvas: choose a trigger and its gate conditions, then chain actions with delays. Test-run before you activate.
- Watch AI → Monitoring and Analytics for latency, tool success rate, error rate, token usage, resolution rate and handover rate.
- Token usage counts against your plan's monthly allowance. Prepaid AI credits are available, are spent only once the allowance runs out, and never expire.
04
Measure and grow
What the owner watches, and what to do when the clinic outgrows its plan.
- 14
Handle billing and payments
Two flows that stay separate: what your patients pay you, and what you pay for ZiyaraTech.
- For patient money, go to Payments: record a charge, issue a full or partial refund with a reason, and review patient invoices, refunds, settlements and gateway transactions.
- Generate a settlement for a period to see gross, fees and net for what was collected.
- Taking live card payments requires activating a merchant account with the payment processor — a standard merchant-onboarding step arranged with our team. Recording, refunding, invoicing and settling work in the workspace regardless.
- For your own plan, go to Billing: your subscription, renewal date, auto-renew state and invoices.
- Watch the usage meters for appointments, WhatsApp messages, AI tokens and campaigns against your plan's limits.
- Buy additional resources directly — messages, appointments, campaigns, branches, staff seats — or prepaid AI credits. These purchases are permanent and never expire.
- For anything outside your plan, submit an upgrade request. A platform admin sends a quote, and the change applies only after you accept and pay.
- 15
Track how the clinic is performing
Analytics are generated from the same records your team works in.
- Start on the dashboard: patients, active staff, appointments booked, and handovers waiting.
- In Analytics, generate a daily report for a date or a monthly report for a month — each covering appointments, completed, cancelled, revenue and new patients.
- Read the appointment and revenue trends built from those reports.
- Check WhatsApp analytics per account, campaign delivery performance, and AI usage and cost.
- 16
Get help when you need it
Support runs through a ticket system inside your account, so every request carries a number and a history.
- Go to Support and create a ticket with a subject, category and priority.
- Search your tickets by subject or ticket number, and filter by status, category or priority.
- Open a ticket to read the full thread and the team's replies.
A day, end to end
One realistic pass through the platform, using only what is described above.
The front desk opens the dashboard
Appointments booked, patients in the CRM, active staff, and any handovers left waiting overnight — all on one screen.
Bookings arrive from both directions
Patients book themselves through the assistant on your public pages or over WhatsApp, while the front desk books walk-ins and phone calls from the Appointments screen. Both go through the same availability rules.
Appointments move through their statuses
Confirmed becomes in progress, then completed — with notes added along the way and the timeline recording every change.
The system sends what it was told to
Notification rules fire on appointment and payment events, workflows run their delayed actions, and the assistant answers what it can — escalating into the inbox when it cannot.
The numbers are generated, not gathered
Generate the daily report, read and reply to new reviews, clear any open handovers, and check the usage meters before tomorrow.
Where to go next
Everything below is a page you can open right now.
See every capability
The full list of what the platform does, grouped by area, with the problem each part removes.
Browse featuresRead it from the owner's side
The same platform explained through a clinic's day rather than through its modules.
For clinicsPractical writing on clinic operations
Notes on booking, reminders, patient experience, and the automation that holds up in daily use.
Read the articlesAsk us anything
Request a walkthrough, ask about plans, or get help from the team.
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