Help center
Frequently asked questions about the AAFC app and web panel.
How do I set up my clinic?
The setup wizard guides you step by step: clinic info and logo, first patient, first photo, reminder messages, online booking and a team member. Open it from the home screen card or Settings > Setup wizard.
How do I add my logo and clinic info?
In Settings > Clinic Info upload your logo and enter clinic name, doctor name, address, phone and social media accounts. They appear on PDF reports, collages and pages sent to patients.
How do I bring my data from my old program?
Patient list, visit history and photos move from any program in one go. 1) Export the patient list and the treatment/visit list from your old program as Excel or CSV, and the photo folder as it is (or a ZIP). 2) On a computer open aafclinic.com/panel > IMPORT and drop them all at once; each file is recognised automatically. 3) Press Preview and Start: patients first, then visits, then photos. Patients in the visit list who are not in your archive are created automatically; unmatched photo folders can be linked to a patient or added as new patients. Duplicates are skipped and every import can be undone. If you can't export, write to support@aafclinic.com and we'll move it for you.
How do I add a team member?
Settings > Users > Add User. Enter an email and choose a role; up to 5 users. Only admin users see Accounting.
How do I change the app language?
Settings > Language. 10 languages are supported. Messages and pages sent to patients are prepared in the language you choose.
How do I add a patient?
Tap Add patient on the home screen or the + button at the bottom. Name and phone are enough; the phone is saved in one format with the country code.
How do I take photos?
Open the patient, tap Add Visit and choose the area; the camera opens. The angle guide (front, left/right 45°, profile) helps you shoot in the same position every time.
How do I create a before/after collage?
At least 2 visits are needed. Tap the compare button on the patient screen, choose visits and angles, and share as a branded collage or PDF.
How do I send photos to a patient?
Tap the share icon on the patient screen and choose the photos. A secure, time-limited link is sent via WhatsApp; you can revoke it at any time.
What is the patient portal?
A page where the patient sees appointments, packages, shared photos and consents in one link. Send the link from the patient screen; the patient signs in with the last 4 digits of their phone.
How do I use the injection map and treatment plan?
Open Injection Map or Treatment Plan in the visit, mark points on the face, and enter product and amount. If the product name matches the one in Stock, the amount is deducted automatically.
How do I add a diagnosis (ICD-10)?
Search by code or name in the Diagnosis card of the visit (e.g. L81.1, melasma). The full ICD-10 list and common aesthetic diagnoses are ready.
How do I add an appointment?
Tap Add appointment on the home screen or the + button, or tap a time in the Appointments screen. You can pick a service, doctor and room; double bookings are prevented.
How do I send an appointment reminder?
In Appointments tap the appointment and choose WhatsApp or SMS; the message is filled with the patient's name, date and time. Change the text in Settings > Reminders.
What do [name], [date], [time] in the message mean?
These placeholders are auto-filled with patient name, appointment date and time. Do not delete the brackets ([ ]) or the words inside, otherwise the message will have empty spots.
Where can I find the default reminder message?
If you leave the message in Settings > Reminders empty, the message below is used. You can copy and customise it.
How do I turn on online booking?
Turn it on in Settings > Online Booking. Services, durations and working hours are edited at aafclinic.com/panel > ONLINE BOOKING. Patients see free times and bookings appear in your book as '🌐 Online'.
Where do I share my booking link?
Copy the link or download the QR code in Settings > Online Booking. Add it to your Instagram bio, Google Business profile, WhatsApp Business and your website.
How do I block surgery or leave days?
Block a day or time range in Settings > Blocked times. These times are hidden from online booking.
How do I manage several doctors or rooms?
Settings > Doctors and Rooms & devices. The same doctor, room or device cannot get two appointments at the same time; the book can be filtered by doctor.
Can appointments appear in my phone calendar?
Yes. Add them to your iPhone, Google or Outlook calendar with Settings > Calendar subscription. It is one-way; you can hide patient names for privacy.
How does the waitlist work?
Add the patient to the waitlist in Appointments. When an appointment is cancelled, send waitlisted patients a 'slot available' WhatsApp message with one tap.
How do I send the health (intake) form?
Send the form via WhatsApp from the appointment or visit; it can also be requested automatically after online booking. Risky answers appear as alerts on the home screen.
How do I send a consent form to a patient?
Tap send consent on the patient screen and choose a template. The patient opens the link, enters the 6-digit code and signs on their phone; the signed PDF is saved to the patient's file.
How do I create a new consent template?
Settings > Consent Templates > tap the + button. Enter a title (e.g., 'Botox Consent Form'), select a category, and write the content. For automatic placeholders like patient name, clinic, and date, see the next question. Save the template; you can now select it when sending to patients.
What do [name], [clinic], [doctor] in consent templates do?
These placeholders are auto-filled with patient information. You can use: [name] = patient full name, [clinic] = clinic name, [doctor] = doctor name, [date] = today's date. Don't delete the square brackets. Example: 'Dear [name], I was informed by [doctor].' → 'Dear John Smith, I was informed by Dr. Atilla Cengiz.' Tip: When writing the consent text, tap the [name], [clinic], [doctor], [date] tags above to insert them into the text automatically.
Where do I see signed consents?
Settings > Sent Consents lists all signed and pending consents. The signed document is also kept on the patient screen.
How do recalls and Google reviews work?
Check-up and repeat dates are calculated automatically by procedure (botox, filler, mesotherapy/PRP…). From Recalls, remind patients via WhatsApp or ask happy patients for a Google review.
How do I track stock?
Add products in Settings > Stock and receive lots with expiry dates (you can scan the box barcode). Amounts used on the injection map are deducted automatically; low stock and near expiry trigger alerts.
Where are accounting, instalments and packages?
Income, expenses, receivables and instalments are in Accounting; the patient account and packages (e.g. 5 mesotherapy sessions) are on the patient screen. Only admin users see them.
Can I issue e-SMM / invoices?
Connect your Paraşüt or Nilvera account in the accounting settings to issue e-SMM / e-Archive documents. If you use your own software, enter the invoice number on the payment and send the monthly Excel to your accountant.
How do I create social media QR codes?
Enter your accounts (Instagram, website…) in Clinic Info and save; you will be asked whether to create QR codes. Save them to the gallery and use them on posters or business cards.
Is my data safe? How does backup work?
All data is stored automatically on secure cloud servers over encrypted connections; you do not need separate backups. You can download an extra backup from Data Access if you wish.
How do I work from a computer and download my data?
Sign in at aafclinic.com/panel with your clinic account. Patients, appointments, accounting, stock and online booking settings are there; download all data as ZIP, HTML, JSON or CSV.
How do I reset my password?
On the login screen, tap Forgot Password, enter your email and you will receive a 6-digit code. Enter the code and set your new password.
How do I manage my subscription and Premium?
See the plans on the Premium card at the top of Settings. Subscriptions are managed and cancelled in your App Store or Google Play account.
How do I delete my account?
Send an email titled 'Account Deletion Request' from your registered address to support@aafclinic.com. Your account and all clinic data are permanently deleted; we recommend downloading your data from the panel first.