CRM Overview

CRM Overview

The CRM (Client Relationship Management) tab is where all leads and clients are managed. It is the practitioner-facing hub for tracking who has engaged with the chatbot, assessing their readiness, and managing the full client relationship once they convert.

What the CRM Shows

When you open the CRM tab, you see a list of all patients (people who have started at least one chatbot session). For each record you can see:

• Name and email
• Session count and most recent session date
• Lead score (if lead scoring is enabled): hot, warm, or cold
• Client status: lead or client

The Lead-to-Client Funnel

Everyone who completes a chatbot session enters the CRM as a lead. A lead becomes a client when you manually convert them — typically after they book a practitioner session or when you decide to open a formal client file.

The conversion process lets you add:

• Contact details (phone, address, date of birth)
• Referral source
• Consent record (date and confirmation)
• Intake notes

Client Records

Once converted, a client record includes:

• Profile — Personal and contact details
• Session history — All chatbot sessions and their Bio Decode Reports
• Treatment plan — A structured plan with presenting issues, primary conflict, emotional patterns, and recommended approach
• Goals — Short, medium, and long-term goals with progress tracking
• Session notes — Structured case notes for each practitioner session

Navigation

Click any patient row to open their record. Use the tabs within the record to navigate between Profile, Sessions, Treatment Plan, Goals, and Notes.