From scattered tools to one panel, step by step.
Your patient list is in a spreadsheet, conversations are on agents' phones, and maybe some of it lives in another CRM. Switching looks daunting, but it has a clear order. This page lays out that order and where our team helps along the way.
- ✓Export contacts from sheets and the old system
- ✓Map columns to fields, import contacts
- ✓Build pipeline stages, move open deals
- ✓Connect WhatsApp, Instagram and Facebook
- ✓Invite users and set permissions
- ✓Team training + first-week review
Every starting point has its own path.
Excel / Google Sheets
Export your patient list as CSV; columns map to contact fields and the "status" column maps to pipeline stages.
Personal WhatsApps
Connect the clinic's number through the official WhatsApp Business API, or your existing number via QR (WADOG); new conversations stay with the clinic.
Another CRM
Export contacts and open deals, then map your custom fields and stages to their MedicalGrow equivalents one to one.
Switch to MedicalGrow in five steps.
Timing depends on your data volume and team size — we work out the plan together on the first call.
- 01
Export
Pull contacts and open deals from spreadsheets or your old CRM as CSV. Decide together what to bring over (e.g. the last 12 months of enquiries).
- 02
Import contacts
Map columns to fields like name, phone, email, country, language, treatment and source. Create custom fields first and merge duplicates.
- 03
Map the pipeline
Turn old "status" values into clear stages: New lead → Photos → Plan → Deposit → Procedure. Move open deals to the right stage.
- 04
Connect channels
Connect WhatsApp, Instagram, Facebook, email, lead forms and calendars under Settings → Integrations.
- 05
Train the team
Invite users and set roles and permissions. Build the daily habit together in the first week.
"Pics in" in your sheet becomes "Photos received" in the panel.
In most clinics the status column has grown its own dialect over the years: "chatted", "price given", "deposit OK". During the switch we translate those values into stages everyone reads the same way. From then on, reports and AI CRM Chief alerts rely on those clear stages.
- A mapping table from old status values to new pipeline stages
- Quoted amounts carried over as opportunity value
- Source on the contact where known, otherwise an "imported" tag
Conversations move from agents' phones to the clinic's panel.
The biggest win of switching is that patient conversations live with the clinic, not on personal phones. There are two options: the official WhatsApp Business API (recommended; approved by Meta, the business number belongs to the clinic) or WADOG, which links your existing number by QR (a quick start; unofficial, not suitable for bulk messaging).
- Official API: no ban risk, template messages, multiple users
- QR (WADOG): start with your existing number without waiting for template approval
- Conversation history stays with the clinic even if an agent leaves
WhatsApp Business API
Connected · no ban risk
You're not doing this alone.
Migration plan
We listen to your current setup and plan what moves, and in what order.
Data mapping
We help map columns to fields and statuses to stages, and with the import itself.
Channel setup
We're with you connecting WhatsApp, Meta, TikTok, Google and calendars.
Team training
Panel training tailored to coordinators, sales and managers.
Prepare before you switch
Bring this list to the first call and we can put the plan together much faster.
- Your patient list (a CSV export from Excel, Google Sheets or your old CRM)
- The list of status/stage values you use today
- Custom information to keep: treatment, country, language, source, quoted value…
- Channels to connect: WhatsApp number, Facebook page, Instagram account, ad accounts
- Users and roles: who should see what?
- Doctor and room calendars, Google or Outlook accounts
Questions about switching
Will my old WhatsApp chats move into the panel?+
New conversations after connecting land in the panel. Whether older chats carry over depends on the connection method; we recommend adding notes and a summary for key patients to their contact record. We'll clarify the details in your migration plan.
Will sales stop during the switch?+
We plan it so they don't. Usually contacts and the pipeline are set up first and channels are connected last, so the team sees the old and new systems side by side for a while.
How long does switching take?+
It depends on your data volume, number of channels and team size. Rather than promise a fixed time, we put together a plan for your setup on the first call.
Will we lose the custom fields from our current CRM?+
No. You create your custom fields in MedicalGrow first and map to them during import.
Does the price change if I add more users?+
No. There are no per-user fees; you pay a flat price per clinic. You can bring your whole team in during the switch.
Pages that help with the switch
Let's plan your switch together.
Tell us about your current setup and we'll map out the steps and how our team will help.