Set up your clinic

This guide is for the clinic Owner — the person setting Voxlera up. It takes about half an hour, plus whatever time your PMS connection needs.

#1. Create your account

Go to app.voxlera.co/sign-up and sign up with your email address or a Google account. You’ll get a code by email to verify it.

If a colleague already invited you, use the link in the invitation email instead — you’ll join their clinic directly and can skip the rest of this page.

#2. Create your clinic

Enter your clinic’s name, country and default language (Turkish or English). The default language is what agents use with patients unless you or the patient’s record say otherwise, and the language your dashboard starts in.

#3. Complete your clinic profile

The setup wizard then asks for:

• Profile — the clinic’s phone number, time zone and default language. The time zone matters: every schedule in Voxlera, like the hours agents may call, uses it.
• Doctors — pick the doctors to use and set their working hours. You can skip this and do it later from Doctors.

Click Finish to open your dashboard.

#4. Choose a plan

Voxlera needs an active subscription before the dashboard can be used. Choose a plan under Billing. Plans include a monthly allowance of call minutes; see FAQ for what happens when you use them up.

#5. Connect your practice management system

Go to Integrations and connect your PMS. Voxlera reads your appointments, patients, doctors and treatments from it, so this is what lets agents know who to contact. See Integrations.

After the first sync, your patients appear in the Patients list and your doctors under Doctors.

#6. Set up messaging

If you want agents to send SMS or WhatsApp messages — booking confirmations, pre-call availability checks — connect your messaging accounts under Integrations. Your onboarding contact can help with WhatsApp Business approval.

#7. Configure your agents

Open Agents → Configuration and set:

• Languages the agents may use with patients.
• Message channels for reminders and follow-ups.
• Active hours — when agents are allowed to call. Calls are never placed outside these hours.
• Voices, one per language. You can preview each voice.
• The timing and number of attempts for each agent.

Then review the wording under Agents → Templates. See How agents work and Templates and placeholders.

#8. Try it before going live

Use the Playground to talk to your agent in the browser with example patient details. It’s the quickest way to hear the voice, check the wording and try awkward answers before any real patient is called.

#9. Invite your team

Open Clinic Settings → Manage staff from the clinic menu at the bottom of the sidebar and invite colleagues by email with the right role. See Team, roles and permissions.

#10. Turn on automatic outreach

When you’re happy, switch on Automatic Outreach on the Call Queue page. From then on, agents contact patients automatically within your active hours. You can switch it off again at any time; calls that are waiting stay in the queue until you switch it back on.