Help center

How to do it in Klinikbook

Each task, step by step: setting up the workspace, answering enquiries, quotes, payments, trips, scheduling and aftercare.

Create a workspaceFirst open an account with your name, work e-mail address and a password, and confirm the address with the link in the e-mail. Then enter the workspace's name, its type and the treatments you offer, and accept the workspace agreements. Klinikbook sets up your services, lead form, privacy and consent texts and calendar for you, and your 30-day trial starts at the same moment.3 min read20 October 2026
Invite your team and choose rolesOn the Team screen choose “Invite a team member”, type the person's e-mail address and pick one or more roles. The person joins with the link in the e-mail, which works for 7 days. Each role opens only the screens that go with the job. Members and open invitations count towards your plan's user limit; partners' guests do not.3 min read20 October 2026
Turn on two-step sign-inOn My account → Sign-in and security choose “Turn on two-step sign-in”, scan the QR code with an authenticator app on your phone, enter the six-digit code the app shows and save your recovery codes. From then on, signing in asks for that code as well as your password. Your workspace can also require it of every member.2 min read20 October 2026
Import contacts from a CSV fileOn the Contacts screen open “Import contacts”, save your spreadsheet as CSV and upload it, match each column to a Klinikbook field and start the import. Rows whose phone number or e-mail address is already on file can be skipped. When it ends you see how many people were added, skipped and not imported, with the problem rows.3 min read20 October 2026
Choose a plan, pay and read your invoicesOn Plan & billing enter your billing details first, then choose a plan on the Plans tab. A plan chosen during the trial starts when the trial ends, so no trial day is lost. You pay the invoice by bank transfer or, where PayTR is set up, by card. An unpaid invoice makes the workspace read-only; no data is ever deleted because of an invoice.3 min read20 October 2026
Export your data and close the workspaceOn Settings → Export and closing press “Prepare an export”: all of the workspace's records and files are prepared as one zip, downloadable for seven days. Closing the workspace ends the subscription at once, makes the workspace read-only and deletes its data after 90 days. Both belong to the workspace's owner alone.2 min read20 October 2026
Use the case boardOpen Cases, pick a pipeline on the board and drag a card to the next stage. Each patient's case keeps its stage, owner, tasks and notes in one place; when the case ends you close it as Won or Lost.2 min read20 October 2026
Build and publish a lead formGo to Settings → Lead forms, choose New lead form, pick the fields and languages, set the pipeline and source for the cases it opens, then share the Form page link or put the Embed code on your website. Every submission becomes a contact and a case.2 min read20 October 2026
Assign cases to your team automaticallyUnder Settings → Assignment, add a rule: choose which languages, countries, sources and services should hand cases to which members in turn. Every case opened without an owner is compared with the rules from the top; the first rule that matches gives the case to the next member.2 min read20 October 2026
Send a pre-assessment form to a patientOpen the case, choose Send a form on the Pre-assessment tab, pick the form and language, then e-mail the link or copy it. The patient fills the form in on the portal in their own language, with photos and documents, and you are told when it is sent.2 min read20 October 2026
Review a pre-assessment and record the outcomeA coordinator sends the case to a practitioner with Send for review; the practitioner opens it from Waiting under Reviews, reads the form, photos and documents, and records Suitable, Needs more information or Not suitable with a comment for the team.2 min read20 October 2026
Prepare and send a quoteOn the case's Quotes tab choose New quote, enter the options and price lines, set what is included and excluded, the deposit and the balance due date, then use Send the quote to give the patient a secure link. The patient compares the options on the portal and accepts one.3 min read20 October 2026
Record payments and receiptsAdd the bank account patients transfer to under Settings → Bank accounts. When a quote is accepted a payment schedule is created automatically; the patient sends a receipt from the portal and you choose Verify the receipt or Reject the receipt under Payments. Money never passes through Klinikbook; only the record is kept.3 min read20 October 2026
Book, move and follow appointmentsOn the Calendar screen you pick a free time for a practitioner, room or device and book the appointment; you drag it to move it, and change its status to Arrived, Completed or No-show. First enter your locations, resources and appointment types in Settings. Reminders go out by e-mail on their own.3 min read20 October 2026
Open the booking page and add it to your websiteOn the booking page patients pick a free time themselves. Before you open it you must publish your privacy notice; then in Settings → Booking page you choose which appointment types are offered, the step between times, and whether a booking is confirmed at once or waits for your approval. You can share the page by link or embed it on your website.3 min read20 October 2026
The patient portal: what patients see and what you set upThe patient portal is the page where patients fill in their form, accept their quote and see their payment plan and appointments without installing anything. They sign in with the secure link in their e-mail or a six-digit code sent to their address. You set only the portal address, the privacy notice and how patients reach you.3 min read20 October 2026
Plan a trip for a patient travelling to youA trip is the travel plan of a case: travellers, arrival and return, stays, transfers and treatment days. You start a new trip from the Trips tab on the case, and once confirmed you send the plan to the patient by e-mail or link. Klinikbook does not book flights or hotels; it records the plan so everyone looks at the same information.3 min read20 October 2026
Add your partners and share trips with themA partner can be a hotel, transfer company, agency, interpreter or another clinic. In Settings → Partners you record the partner, its people and its licences, and invite the partner's people as a Partner's guest. A guest sees only the Shared with us screen: the trips given or shared to their partner.2 min read20 October 2026
How to set up an aftercare planIn Settings → Aftercare, write a plan with the days, messages and questions of each check-in. The plan starts by itself when a case moves to the treated stage, or you start it by hand from the case's Aftercare tab. On each check-in day the patient gets an e-mail and your team gets a follow-up task.2 min read20 October 2026
Commission plans and monthly statementsOn the Commissions screen you define your own arrangements with your team and partners as plans. Payments and case stages work out what is earned by themselves; at month end “Make a month's statements” drafts one statement per person, which you approve and mark paid. Klinikbook takes no commission itself.2 min read20 October 2026
How to read the reportsThe Reports screen shows the counts of your cases, money, appointments, trips and aftercare over the period you choose. Pick the period and filters; the report is shared by the link in the address bar. “Cases as CSV” downloads every case opened in the period as one row. A report never shows a single person.1 min read20 October 2026
The compliance center: privacy texts, retention and accessThe compliance center gathers what your workspace needs as data controller: privacy and explicit-consent texts, data requests, retention periods, support access and your licences. Your workspace's country selects a country pack and the texts start from that pack's template. Which rules apply to you is for your own legal adviser to decide.2 min read20 October 2026
How to answer a data requestA person can ask for a copy, a correction, erasure, restriction or objection on the “My data” page of the portal; a request that comes by e-mail, phone or in person you record under Compliance center → Data requests with “Record a request”. The workspace decides, the product performs the steps and writes each one to the record. A request is due by your country pack's deadline.3 min read20 October 2026

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