Quick Start Guide

This guide provides an overview of how to use WellTrack Toolkit.

You can also learn the basics about WellTrack Toolkit by watching our introduction video on YouTube.

Add Marketing Sources

  • A "marketing source" is a category of your marketing efforts. For example, you might have one marketing source for "Postcards", another for "Chronicle Newspaper Ads", and one for "Patient Referrals".
  • To add a marketing source, go to the "Sources" page (Lead Flow -> Sources).
  • Press the "Add New Source" button to define a new source.
  • Fill out the name and leave the "Active" box checked.
  • Press the "Add" button to finish adding the marketing source to the system.

Add Marketing Campaigns

  • A "marketing campaign" is your actual marketing efforts. For instance, if you paid $1800 to a company to send postcards for a talk that is three weeks in the future, that is a single marketing campaign.
  • To add a marketing campaign, go to the "Campaigns" page (Lead Flow -> Campaigns).
  • Press the "Add New Campaign" button to define a new talk.
  • Fill out the name, marketing source, start/end dates, and cost (the optional start/end dates will limit when the campaign will be available to assign to a lead).
  • Press the "Add" button to finish adding the marketing campaign to the system.

Add Talk Dates

  • Go to the "Talks" page (Lead Flow -> Talks) to add upcoming talk dates to the system.
  • Press the "Add New Talk" button to define a new talk.
  • Fill out the name, location, date, and time (for now, you can leave the "Pre-Talk Email" at the default value).
  • Press the "Add" button to finish adding the talk to the system.

Add New Leads

  • Go to the "Leads" page (Lead Flow -> Leads).
  • Press the "Add New Lead" button to define a new lead.
  • Fill out the name, email, and any other optional information.
  • Press the "Add" button to finish adding the lead to the system.

Assigning Leads to a Marketing Source/Campaign

  • On the "Leads" page, find the lead that you want to edit.
  • Click on the lead name to go to the lead details page.
  • Click on the "Lead" pane, if it is not already selected.
  • Under the "Marketing Source" line, press the "Add" button.
  • Choose the appropriate marketing source.
  • Optionally, choose the appropriate marketing campaign (assigning a marketing campaign will give you more accurate cost/lead calculations in the marketing report).
  • Press the "Save" button to finish.

Assigning Leads to a Talk

  • On the "Leads" page, find the lead that you want to assign to a talk.
  • Click on the lead name to go to the lead details page.
  • Click on the "Talks" pane, if it is not already selected.
  • Press the "Add Talk" button.
  • Choose the appropriate talk and how many total attendees.
  • Press the "Update" button to finish.
  • When a lead has a talk assigned, you cannot delete the lead.

Viewing Talk Attendance

  • On the "Talks" page, each row will list the current number of attendees that have signed up for the corresponding talk.
  • To view the list of leads that will attend a particular talk, click the attendee count for that talk. You will be taken to a new page with the list of leads.
  • On the attendee list page, you can print out a useful attendance sheet by pressing the "Printable version" link in the upper right. This page will also provide space to manually write down which leads paid for a consult and the scheduled ROF.

Scheduling Leads for a ROF

  • On the "Leads" page, find the lead that you want to assign to a ROF.
  • Click on the lead name to go to the lead details page.
  • Click on the "ROF" pane, if it is not already selected.
  • Press the "Add ROF" button.
  • Choose the appropriate date and time.
  • Press the "Update" button to finish.
  • When a lead has a ROF date assigned, you cannot delete the lead and you cannot edit which talk is the lead is assigned to.

Define Your Wellness Programs

  • Go to the "Programs" page (Wellness -> Programs) to define a wellness program.
  • Press the "Add New Wellness Program" button to define a new program.
  • Fill out the name and description (for now, you can leave the "Welcome Email" at the default value).
  • Press the "Add" button to finish adding the program to the system.

Signing Up Leads to Wellness Programs

  • On the "Leads" page, find the lead that you want to assign to a program.
  • Click on the lead name to go to the lead details page.
  • Click on the "Program" pane, if it is not already selected.
  • Press the "Add Program" button.
  • Choose the appropriate program from the list.
  • Press the "Update" button to finish.
  • When a lead has a program assigned, you cannot delete the lead and you cannot edit the lead's talk or ROF.

Creating a Curriculum for Your Wellness Program

  • Go to the "Classes" page (Wellness -> Classes) to define the classes for a wellness program.
  • Select your wellness program from the "Wellness Program" drop down.
  • Press the "Add New Class" button to define a new class.
    • The "Interval (days)" options for the emails will determine when the emails are sent to the client.
    • The "Schedule Min Days After Last Class" and "Schedule Max Days After Last Class" will be used in a later step to help auto-suggest class dates when building a client's schedule. If you know that you want a class to follow the previous class by a certain number of days, fill in those values here. For example, if you want a client to attend "Class 4" after "Class 3", and you want 6-10 days between the classes, then in "Class 4" you would use "6" and "10" for those values.
  • Press the "Create" button to save the class definition.
  • Repeat until you have all of your classes defined.
  • You can change the order of the classes by using the arrows at the far right of the table.

Creating Session Dates for Your Classes

  • Go to the "Sessions" page (Wellness -> Sessions) to set dates for your classes.
  • Press the "Add New Session" button to define a new session date.
  • Choose the class from the drop-down and fill in the other informaiton.
  • Press the "Create" button to save the class definition.
  • Repeat until you have all of your sessions defined.
  • Once you have a complete week scheduled, you can copy that entire week's schedule to another week using the "Clone Week" button in the table.

Viewing Client Status in the Wellness Program

  • Go to the "Patient" page (Wellness -> Patient) to see all of your active clients.
  • You can view the wellness program status of a specific client by clicking on the Wellness Program name or session information link.
  • In the "Program" pane of the detailed view, you will see three section:
    • The "Program Information" pane has the program name and status. You can edit the status of the patient in your wellness program by pressing the "Edit" button.
    • The "Sessions" pane lets you view and schedule the sessions that the client will attend.
      • For classes that have not been scheduled yet, choose an available session from the dropdown and press the green checkbox to save.
      • To edit a session date, click the class name link to enter edit mode.
      • To record attendance at a session, click the attendance () icon in the appropriate row.
      • To edit whether the pre or post emails were sent, click the appropriate icon in the row.
      • Use the "Print" button to print out the schedule for the client.
    • The "Supplement Bank" pane lets you track the supplement bank of the client. Use the "Add" button to enter new supplement purchases or credits and the "Print" button to generate a summary of all transactions. You can also add, edit, or remove additional banks using the appropriate buttons, for instance if you want to add a Lab Bank.

Creating Email Templates

  • Go to the "Emails" page (Admin -> Emails) to add new email templates to the system.
  • Press the "Create New Email" button.
  • Enter a name for the email template.
  • Enter the email subject and email content.
  • You can use variable names in your email content to enter information specific to the recipient, such as the lead's name or the date of the talk they are attending. To get a full list of the variables you can use, follow the "Help" link in the upper right of the "Create Email" page.
  • Press the "Submit" button to save your changes.

Automating Emails

  • Before you can use the email templates, you must configure your clinic options with your mail server information. The Options" help page has details on how to configure those settings.
  • To send an email to a lead before a talk, you must assign an email template to that talk or to the global default talk email.
    • To assign an email template as the global default, go to the "Options" page (Admin -> Options). Change the "Default Pre-Talk Email" setting to the desired email template. Press the "Save" button to commit your changes.
    • To assign an email template to a specific talk, go to the "Talks" page. Edit the talk by clicking on the talk date, changing the "Pre-Talk Email" to the desired email template, and pressing the "Update" button to commit your changes.
  • To send an email to a lead before a ROF appointment, you must assign the template to the global ROF setting.
    • Go to the "Options" page (Admin -> Options).
    • Change the "Pre-ROF Email" setting to the desired email template.
    • Press the "Save" button to commit your changes.
  • To send an email to a lead after they have signed up for a wellness program, you must assign the template to the wellness program.
    • Go to the "Programs" page.
    • Edit the wellness program by clicking on the name.
    • Change the "Welcome Email" to the desired email template.
    • Press the "Update" button to commit your changes.

Further Reading