A new clinic starts on a guided setup wizard rather than an empty application. It runs in eight steps: the first three create the clinic, your login, and its first branch, the fourth records your fiscal identity, and the four that follow offer ready-made starting points — roles, procedures, questionnaires and patient tags — that you accept, adjust, or skip.
Everything the wizard offers is a suggestion. Nothing it writes is permanent, and nothing it skips is lost: each of the catalogue steps has an ordinary Administration page behind it where you can add, edit, and remove the same things later.
The eight steps
- Clinic details — the clinic’s name and address, plus the interface language it works in. The wizard opens in the language your invitation was sent in, and this field arrives already set to it; change it here if your clinic works in the other one. Required.
- Your login — the password for the owner account the invitation was addressed to. Required.
- Branch — Kairo has already created the clinic’s first branch automatically, from the clinic’s own name and address. The step opens with those details already in its fields, ready to edit: it confirms or renames the branch, it does not create one.
- Billing — the fiscal identity used on invoices: country, Partita IVA, optional codice fiscale, and legal name.
- Roles — the staff roles your clinic uses, each with a starting set of permissions.
- Procedures — the treatments most dental clinics start with, each with an indicative price and a duration.
- Questionnaires — the intake questionnaires you want to send to new patients.
- Patient tags — the labels you expect to use to group and filter patients, each with a name and a colour you can change on the row.
Steps 1 and 2 cannot be skipped — without them there is no clinic and no way back in. Steps 5 to 8 are the catalogue steps and can each be skipped outright. Step 3 has no separate accept button: the branch Kairo already created is sitting in the fields, so Continue accepts it as it stands. Step 4 offers Skip, which leaves the fiscal identity for later.
What each step writes
The catalogue steps do not switch a hidden feature on. Each one creates real records in your clinic, exactly as if you had typed them in yourself afterwards:
- Branch updates the branch created alongside the clinic. Afterwards: Branches.
- Questionnaires creates one questionnaire template per selection. Afterwards: Questionnaire templates.
- Procedures creates one procedure per selection, with the duration and price you set on the row. Afterwards: Medical procedures.
- Roles creates one staff role per selection, carrying its starting permissions. Afterwards: Roles.
- Patient tags creates one tag per selection, with the name and colour you set on the row and the catalogue’s category. Afterwards: Tags.
- Billing records the clinic’s fiscal identity. Afterwards: Billing settings.
Automatic messages are not on that list. They are no longer a step at all: every branch is created with a default set of communication rules already applied, described under Which messages start on below and edited afterwards in Communications.
Two steps let you edit a row before it is created. On procedures you can change the duration and the price: the price is indicative — a starting point you quote from, not a recommendation — and the duration is the chair time for a single appointment, not the whole course of treatment. On patient tags you can rename a tag and pick its colour. Both are pre-filled from the catalogue, and both can be changed at any time in Administration. On the remaining steps the choice is only which of the suggestions to keep: Select all, Deselect all, or tick the rows one at a time.
Your copy is yours
A selection is copied into your clinic. What you end up with is your clinic’s own procedure, questionnaire, role, or tag — not a link back to a shared list. If Kairo later changes the catalogue a new clinic is offered, nothing reaches a clinic that has already onboarded, and editing one of these records in your clinic never affects anybody else’s.
What Skip means
Skip this step writes nothing for that step and moves you to the next one. It is not a deferral that Kairo remembers and asks about again — the step is simply passed over, and the corresponding Administration page starts empty.
Continue without any is what you get when you have deselected every suggestion. It is equivalent to skipping: nothing is created, and the step is still recorded as visited so that resuming lands you in the right place.
Skipping the billing step leaves the clinic without a fiscal identity. That is fine while you are finding your way around, but invoices need it, so come back to Billing settings before you bill anyone.
Which messages start on
Automatic messages are not something the wizard asks you about. Every branch is created with a default set of communication rules already applied — the clinic’s first branch, and every branch you add later from Branches:
- On — appointment reminders, booking confirmations, appointment changes, the quote email, and the questionnaire sent after a booking.
- Off — patient recalls and the questionnaire sent before a procedure.
The two that start off are deliberate. A recall sweep on day one would email a patient base nobody has verified yet. The pre-procedure questionnaire only fires for procedures that carry a questionnaire link, and a brand-new clinic has none. Turn either on in Communications once the underlying data is in place.
Each rule arrives with Kairo’s own subject and body, in the clinic’s language — the interface language chosen at step 1. The defaults are only written where that branch has no rule of that kind yet, so a message you have already edited is never overwritten: your wording, your timing, and your switch stay exactly as you left them. Branches that existed before Kairo began applying these defaults were not filled in retroactively, so an older branch that sends nothing still has to be set up by hand.
Nothing is locked in. Every message is edited per branch in Communications — its switch, its subject and body, and, for the two that go out ahead of an appointment (the reminder and the pre-procedure questionnaire), how far ahead. The wizard’s last screen says as much before you finish: appointment confirmations and reminders are on, and you can change them there whenever you like.
If your clinic has no questionnaire template yet — because you skipped step 7, or deselected everything on it — the two questionnaire emails carry a notice saying they will not send until one exists. Their switches are left as they are: create a template in Questionnaire templates and whichever of the two is on starts working straight away.
Leaving and coming back
The wizard saves as it goes. If you close the browser part-way through, the clinic stays in setup and nothing you have already confirmed is lost.
Sign back in and the dashboard shows a Finish setting up your clinic card above the milestones checklist. It takes you back into the wizard at step 3, the branch step. The wizard does not record how far you got, so the card always starts you in the same place — walk forward from there, skipping anything you have already done.
Once the last step is done the clinic leaves setup and the card disappears from the dashboard — you have been through the wizard, so it stops nudging you.
The wizard itself stays available. Review the suggested setup, at the foot of the milestones checklist on the dashboard, reopens it any time you want to pick up a catalogue you skipped: it opens at step 3, the branch step, just as the resume card does, and accepting a catalogue there works exactly as it did the first time round. Anything you already accepted is untouched — a catalogue you accept on a second pass adds to what is there, it does not replace it.
Who sees it
The wizard is for the person the clinic invitation was addressed to — the clinic’s first administrator. Staff invited later join a clinic that is already set up and go straight to the application.
The catalogues the wizard offers are maintained by Kairo, not by your clinic. They arrive in Italian and English and are updated over time, and each clinic is offered them in the interface language chosen at step 1.
Leaving and coming back
The wizard remembers the furthest step you reached. Close the tab at the procedures step and sign in again, and it opens on the procedures step, not back at the beginning. The dashboard also shows a Finish setting up your clinic card while any required setup is still outstanding; once it is done, the card retires on its own.
The invitation link works only up to the point where you set your password. After that you are a
signed-in user, so the wizard lives at /onboarding and your browser’s own address bar is enough to
return to it.
The video on each step
Every catalogue step carries a short tutorial above the form showing where that setting actually lands in Kairo — the duration that becomes an appointment slot, the fiscal identity that appears on an invoice, the tag that turns into a filter on the patient list. They are there to answer “what does this actually do?” without leaving the step.
Each one starts playing on its own as you reach the step, and the previous one stops. The first video you see may start with the sound off — browsers block sound until you have clicked something on the page — so use the speaker control to turn the narration on. From the next step onwards it plays with sound already on. The player’s own controls pause, rewind, and mute it at any point; nothing in the wizard waits for a video to finish.