Simple how-to guides for FormAlert
Plain steps for the things you'll actually do — no jargon. Read the whole thing before you sign up, if you like.
Setup · Step 5 of 5
The problem
Everything runs through one person's phone. The owner is the only one who can see the bookings, patients message a number only one person watches, and the moment they're on leave the clinic is flying blind.
The fix
Give everyone their own login instead. They all work off the same appointment list and the same day's queue, so nobody has to be asked what's happening — but each person sees only what their job needs. Patient messages get divided up by assigning conversations, so two people never answer the same patient and nothing sits unanswered because everybody assumed somebody else had it.
Everyone lands on the same dashboard, showing the same clinic. What differs is how much of it they can reach.
Go to Settings and find the Team panel.
Click Invite.
Enter their email address and pick the role.
Send. They get an email with a link to create their own password.
Inviting a doctor does more than create a login — it also creates their provider record, so you don't have to add them under Team Schedule separately.
They click the link and set a password.
FormAlert creates a service provider for them and walks them through their own short onboarding — their profile, then the services they offer.
Once they finish, their services and hours are live and patients can book them.
From the Team panel in Settings you can switch a member between Doctor and Staff. It isn't just a label — each direction moves things.
Once more than one person works the inbox, assign each conversation an owner. Without it, everyone reads everything and nobody is responsible for any of it.
Open WhatsApp in the sidebar.
Tap the Assign chip on a conversation in the list, or use Assign in the menu inside the conversation.
Pick the staff member it belongs to.
Filter the list by that person, or by Unassigned, to see what nobody has picked up yet.
Also in the Team panel. Removing a member revokes their access immediately. Their past work — appointments they handled, messages they sent — stays on the record.
I can't invite a staff member.
Staff is a Business plan role. On Starter you can invite admins and doctors only.
The invite says that email already owns an account.
That address is the owner of its own FormAlert clinic, and one login can't belong to two. Invite them on a different email.
Someone says their invitation link doesn't work.
Links expire after 7 days. Send a new invitation to the same address — it refreshes the link rather than creating a duplicate.
The Assign sheet says there are no staff members.
Conversations can only go to staff. Invite a front-desk team member from Settings → Team first; doctors and admins don't appear in that list.
A staff member can't see a conversation you're looking at.
It's either unassigned or assigned to someone else. Staff only see what's assigned to them — assign it to them and it appears.
A doctor says the WhatsApp tab is missing.
Working as intended — doctors don't get the inbox. If they need to answer patient messages, they need a staff or admin login instead.
Conversations vanished after I changed someone to Doctor.
Promoting a staff member to doctor releases their assigned threads back to the unassigned pool, because doctors have no inbox. Filter the inbox by Unassigned and hand them to someone else.
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