AllEars.Vet can message guardians on WhatsApp without you copying and pasting anything: vaccine, recheck and appointment reminders, the guardian portal invite and the notice that the visit summary is ready. You choose which types to use in Settings → WhatsApp messages.
How it works
- The message is sent from the official AllEars.Vet number, verified by WhatsApp, with your clinic's name in the text. Nothing to connect or pay on WhatsApp.
- Guardians talk straight to you. Every message has a Talk to the clinic button that opens a chat with the WhatsApp you entered on the settings screen. The conversation happens on your WhatsApp, as usual.
- Only those who agreed receive it. On the guardian's record, tick WhatsApp messages. They can stop anytime by tapping Stop in the message; their record then shows it. If all your guardians already agreed, the settings' Guardian consent section opts them all in at once (Opt in all guardians) and can keep the box ticked for new guardians. Anyone who asked to stop or was unticked on their record is never opted back in this way, and who opted them in, and when, is recorded.
- You follow every message. The status (sent, delivered, read or failed) shows on the reminder, the Agenda, the guardian's record and the list on the settings screen.
Message types
- Vaccine reminder and Recheck reminder: for agenda reminders (vaccines; rechecks, deworming, parasiticides, exams and protocol medications). Sent on the day or the day before, at the hour you choose. Reminders marked as internal are left out (see below).
- Appointment reminder: for appointments booked on the agenda with a patient. The guardian taps Confirm or Reschedule, and the answer shows on the agenda and the appointment. If the time changes, a new reminder goes out for the new time.
- Guardian portal access: on the guardian's Access tab, the Send button sends the portal invite for you, with the same access link that already exists.
- Visit summary: on the consultation's Summary tab, Summary for the guardian drafts a plain-language text with AI, which you review and publish to the portal. When publishing, tick Let them know on WhatsApp to send the link, with an optional short note.
- Documents to sign: on a document, ⋯ → Send link to sign and then Send link over WhatsApp. The guardian gets the personal signing link with the clinic's name and a Read and sign button. Delivery and read status show in the send window and on the last page of the signed PDF. See Documents and certificates.
Frequently asked questions
What if the guardian types a reply?
A typed reply goes to the AllEars.Vet number, not to the clinic. They get an instant automatic answer with the link to your WhatsApp, the same as the Talk to the clinic button. Tapping Confirm, Reschedule or Stop also gets a confirmation. Confirm and Reschedule answers show up for you on the agenda.
How much does it cost?
The Free and Pro plans, and clinics, have 10 automatic messages a month to try it out (courtesy accounts have 300). For everyday use:
- Solo vet: the Pro Max plan includes 300 messages a month. You switch plans in Settings → Subscription.
- Clinic: the clinic buys packs of 300 messages a month, shared by the whole team, on the clinic's Subscription tab. The more packs, the lower the price of each one. On a yearly clinic plan, packs are yearly too.
Only messages that went out count; those not sent (no consent, invalid phone) do not. The counter resets on the 1st of each month.
What happens when the limit runs out?
Automatic sending stops until the month turns (or until you switch to Pro Max or the clinic adds packs). Reminders stay on the agenda, and you can notify from the Notify button, which opens your WhatsApp.
Can a reminder skip the guardian?
Yes. Every protocol step and every reminder has the Notify the owner on WhatsApp option, on by default. Turned off, the reminder is for the team only: it shows in the agenda with the Internal badge, stays in the team's notifications, sends no automatic message and never shows as an upcoming dose in the guardian portal. Use it for steps the clinic tracks internally. Observations and custom reminders are never sent. To turn off a whole type (every vaccine, for instance), switch that type off on the settings screen.
Why wasn't a reminder sent?
When the type is on but the reminder has no way to reach the guardian, it shows the reason in yellow, next to the WhatsApp icon: Not authorized (tick WhatsApp messages on the guardian's record), Asked to stop, Invalid phone or No guardian (the patient has no guardian on file). Open the reminder for the explanation and a shortcut to the record. Fixed in time, it goes out on the next run, every 15 minutes after the chosen hour.
Can I change the message text?
The text is fixed: WhatsApp only lets businesses start a conversation with message templates approved by Meta. What changes is what you fill in: the reminder name (or the protocol step's) goes in the middle of the sentence, and the clinic name, hour and lead time come from this screen. When you create or edit a reminder or protocol, the app shows the message exactly as the guardian will read it, so you can adjust the name.
Do I need WhatsApp Business?
No. Any WhatsApp number works for the Talk to the clinic button.
When do reminders go out?
At the hour you choose, on the day or the day before. A vaccine or appointment booked before the sending hour on the same day gets no reminder: for those, prefer 1 day before.
Can I send from my clinic's number?
Not yet. Letting a clinic connect its own number is on our roadmap.
In a clinic, who sets it up?
Whoever manages the team. Others see the settings but cannot change them.