Flow Assistant setup guide

A practical launch guide with real setup examples.

Clients do the actual setup inside Flow Assistant. This page shows what each feature needs, where it lives in the app, and what good example data looks like.

Example workspace

BrightSmile Dental Studio

name

BrightSmile Dental Studio

website

https://brightsmile.example

area

Manchester city centre and Salford

hours

Mon-Fri 8:30am-6pm, Saturday 9am-1pm

tone

Warm, calm, professional, and reassuring

What clients configure

Business details, services, FAQs, widget prompts, pipeline stages, users, and channel connections.

What happens automatically

New leads create CRM records, owner/admin email alerts, source labels, and follow-up context.

What good looks like

A visitor asks a question, the assistant qualifies them, a lead appears, and the team knows the next step.

Example lead capture flow

Visitor

Hi, I'm interested in Invisalign. Do you offer payment plans?

Flow Assistant

Yes, BrightSmile offers Invisalign consultations and can discuss payment options after checking your case. What is your name and the best email to send next steps?

Visitor

Emma Roberts, emma@example.com. I'm based in Salford.

Flow Assistant

Thanks Emma. I've passed this to the team as an Invisalign enquiry for Salford. They'll follow up with consultation availability.

Feature 1

Business Profile

This tells the assistant who the business is, where it operates, and how it should sound.

Where to set it up

Client dashboard > Assistant > Studio > Business profile

Example data

Business name

BrightSmile Dental Studio

Website

https://brightsmile.example

Service area

Manchester city centre and Salford

Opening hours

Mon-Fri 8:30am-6pm, Saturday 9am-1pm

Tone

Warm, calm, professional, and reassuring

Add the business name exactly as customers know it.

Add service areas and opening hours so the assistant can answer availability questions.

Choose a tone that matches the business: friendly, premium, clinical, direct, or relaxed.

Feature 2

Services

Services turn vague enquiries into qualified leads with the right next step.

Where to set it up

Client dashboard > Assistant > Studio > Services

Example data

Core services

Dental implants, Invisalign, emergency appointments, hygiene visits

Qualification questions

Preferred treatment, urgency, postcode, ideal appointment day, phone/email

Next action

Create lead, suggest consultation, notify owner

Start with the top five services customers ask about most.

Add the minimum questions needed before the team can respond usefully.

Define what happens after capture: lead only, booking prompt, quote request, or manual handoff.

Feature 3

FAQs

FAQs stop the assistant from guessing and help it answer repeat questions consistently.

Where to set it up

Client dashboard > Assistant > Knowledge

Example data

Pricing

Implant consultations start from GBP 95. Full pricing is confirmed after consultation.

Availability

Emergency appointments are usually available same day when booked before 11am.

Limits

Do not diagnose dental issues or promise treatment outcomes.

Add pricing rules, cancellation policy, service limits, guarantees, and booking requirements.

Upload or paste source material from website pages, PDFs, service menus, and policy documents.

Add clear boundaries for regulated or sensitive answers.

Feature 4

Website Widget

The widget is the front door. It should make the next action obvious in one click.

Where to set it up

Client dashboard > Connections > Website

Example data

Welcome message

Hi, I can help with appointments, treatment questions, and prices.

Quick prompts

Book a consultation, Ask about Invisalign, Emergency appointment, Pricing

Brand

White background, orange action button, rounded launcher

Install the widget snippet on the client website.

Use quick prompts that match high-intent enquiries.

Send a test enquiry and confirm it appears as a lead in Flow Assistant.

Feature 5

Pipeline Stages

Pipeline stages keep the team clear on what has happened and what needs doing next.

Where to set it up

Client dashboard > CRM Pipeline

Example data

Stages

New, Qualified, Consultation booked, Quote sent, Won, Lost

Default task

Follow up new leads within 1 business hour

Won trigger

Notify team and mark delivery/booking next steps

Keep stages simple enough for daily use.

Make the first stage actionable: every new lead needs an owner or next task.

Use follow-up tasks to stop good enquiries going cold.

Feature 6

Notifications

Every new lead should reach the right person without relying on someone checking the dashboard.

Where to set it up

Client dashboard > Team and Profile

Example data

Owner alert

owner@brightsmile.example receives every new lead email

Admin alert

practice.manager@brightsmile.example receives owner/admin notifications

Lead email

Includes lead name, source, phone, email, status, service, and notes

Confirm the client contact email is correct.

Add active owner/admin users who should receive new lead alerts.

Test by creating a manual lead and checking the notification email.

Feature 7

Team Users

Team access decides who can manage leads, billing, setup, and daily follow-up.

Where to set it up

Client dashboard > Team

Example data

Owner

sarah@brightsmile.example

Admin

manager@brightsmile.example

Member

reception@brightsmile.example

Use owner for the main decision-maker and billing contact.

Use admin for managers who need setup and pipeline control.

Use member for day-to-day users who mainly handle conversations and tasks.

Feature 8

Meta Readiness

Facebook and Instagram need Meta permissions, Page admin access, and a linked professional account.

Where to set it up

Client dashboard > Connections > Facebook / Instagram

Example data

Facebook Page

BrightSmile Dental Studio

Instagram

@brightsmile_manchester, professional account linked to the Page

Temporary review workaround

Client added as Meta app tester until app review is approved

Confirm the client has admin access to the Facebook Page.

Confirm Instagram is a professional account linked to that Page.

If Meta app review is pending, add the client as an app tester before trying to connect.

Use this guide before onboarding calls.

It gives the client a concrete picture of what Flow Assistant needs, while the actual work stays inside the app where it belongs.

Start setup in the app