Tochat.be Internal Team Onboarding Checklist (For New Dental Clinic Setup)

Objective: To standardize the end-to-end setup of the tochat.be WhatsApp Lead System for a new dental clinic client, ensuring accurate lead tracking and seamless integration.

Owner: Agency Technical/Account Manager

Frequency: Once per new client.

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Phase 1: Client Discovery & Asset Collection (Pre-Setup)

•  1.1. Gather Client Information:

  • Obtain a list of all clinic locations (names, addresses, operating hours).
  • Obtain a list of all treatments/services to be included in the inquiry form.
  • Identify the primary contact person(s) (admin staff) for each clinic location who will manage WhatsApp inquiries. Collect their names and WhatsApp numbers.
  • Obtain administrative access to the client's WordPress website.

•  1.2. Define Tracking Parameters:

  • Confirm the primary marketing channels to be tracked (e.g., Google Ads, Facebook Ads, Instagram Bio, Google Organic).
  • Create a master list of UTM parameters to be used for consistency across all campaigns (e.g., utm_source, utm_medium, utm_campaign).

Phase 2: tochat.be Platform Configuration

•  2.1. Account & Widget Setup:

  • Log in to the agency's tochat.be account.
    • https://services.tochat.be/login
    • user - blackflam85@gmail.com
    • i9FeBEJz
  • Create a new widget specifically for the new client. Name it clearly (e.g., "Client Clinic Name"). e.g. MIR Dental Clinic
  • Customize the widget's appearance (colors, logo, call-to-action text like "Chat With Us!" or "Book an Appointment") to match the client's branding.

•  2.2. Pre-Chat Form Configuration (Critical Step):

  • Enable the pre-chat form.
  • Visible Fields:
    • Name (Text, Required)
    • Phone Number (Phone, Required, auto-filled)
    • Preferred Clinic (Dropdown, Required) - Populate with the list from step 1.1.
    • Service of Interest (Dropdown, Required) - Populate with the list from step 1.1.
  • Hidden Fields (for tracking):
    • Create a hidden field titled utm_source.
    • Create a hidden field titled utm_medium.
    • Create a hidden field titled utm_campaign.
    • Configure these fields to automatically capture the respective URL parameters.

•  2.3. CRM & Agent Setup:

  • Navigate to the CRM/Agents section for the new widget.
  • Define the custom pipeline stages in the CRM:
    1. New Inquiry
    2. Engaged
    3. Visit Booked
    4. Treatment Completed
    5. Follow-up Due
    6. Dormant
  • Add the client's admin staff as "Agents," assigning them to the widget.

Phase 3: Integration & Deployment

•  3.1. CLIENT ACCESS TO TOCHAT.BE LOGIN ✅ 

•  3.2. WordPress Deployment:

  • Copy the installation code snippet for the new widget from tochat.be. (e.g., <script defer src="https://widget.tochat.be/bundle.js?key=YOUR_WIDGET_KEY_HERE"></script>)
  • Log in to the client's WordPress admin dashboard.
  • Install "Headers and Footers" plugin. ( if you haven't)
  • Navigate to Appearance > Theme File Editor or use a "Headers and Footers" plugin.
  • Paste the code snippet just before the closing </footer> tag. Save and publish.

•  3.3. Final Testing & Handover:

  • Clear website cache. Visit the client's live website and test the widget.
  • Submit a test lead using a URL with UTM parameters (e.g., https://clientwebsite.com/?utm_source=google&utm_medium=cpc&utm_campaign=testing).
  • Confirm the lead appears in the tochat.be CRM with all data fields (including hidden UTMs) populated correctly.
  • Schedule a training session with the client's admin team to hand over the "Routine Work SOP."

Phase 4: Tracking with Google Analytics 4

Requirement

Request access to Google Analytics & Google Ads, and Google Tag Manager from Daniel or Eilvane