IVF Lead Tracker

How it works

A complete reference for clinic owners and front-desk teams: what every screen does, how leads come in, what happens automatically, who gets which email and when, and how plans and payment work. Bookmark it and share it with your team.

What it is

The IVF Lead Tracker is where your clinic keeps every prospective patient, from first enquiry to the start of treatment. Unlike a spreadsheet it works the leads for you: it builds today's call list, sets follow-up dates on its own, writes the WhatsApp message, emails each counsellor their list, and shows which channels turn into treatment.

• Your brand: it shows your clinic's name, logo and colour, not ours.
• A separate product: you don't need a Miro Connect listing to use it. If you have one, you can link it (see Miro Connect enquiries).
• Anywhere: it works in any browser on a computer or phone. There is nothing to install.

Getting started

• Sign up at mirofertility.com/lead-tracker with your clinic's name and work email. You get a 7-day free trial with every feature, and no card is needed.
• No passwords: we email you a sign-in link. Each link works once and lasts 7 days; you stay signed in on that device for 30 days. To sign in again, go to the sign-in page and enter your email.
• First steps (an empty Today tab walks you through them): import your existing spreadsheet, put your enquiry form link in your Instagram bio and Google profile, and link your Miro Connect listing if you have one.

The six tabs

Leads and stages

Every lead moves through these stages:

• Adding a lead: click + Add lead. Only the name is required; add phone, email, age, city, treatment, source, a first message and a first follow-up date if you like.
• Duplicates: if you add a phone number that's already in the tracker (matched on its last 10 digits), you're offered the existing lead instead, or you can add it anyway.
• Required fields: only the patient's name. Next follow-up and consult date are optional: with auto follow-up on, the next follow-up is filled in for you from the stage. When a lead moves to Consult booked you're asked for the consult date; if you choose Set later, the lead shows an amber Add consult date tag and a line on Today until it's filled in, because that date is what drives the day-before and on-the-day reminders.
• Lead details: click any lead to open it. You can edit every detail, set the stage, next follow-up and consult date, assign it to a team member, record the package value, and read its full timeline.
• Lost reasons: Price / cost, Chose another clinic, Not reachable, Not ready yet, Location / distance, Medical — not a candidate, Not a genuine enquiry, Other.
• Sources: Instagram, Facebook, Google / Ads, Website form, WhatsApp, Phone call, Walk-in, Doctor / patient referral, Camp / event, Miro Connect, Other.
• Deleting: only the workspace owner can delete a lead (for example, a patient asks to be forgotten). It can't be undone.

The Today call list

Every open lead that needs something today gets one line, in this order:

1. New enquiries nobody has called yet, showing how long they've been waiting (red after an hour).
2. Consults happening today: confirm they're coming.
3. Overdue follow-ups.
4. Consult booked, but no date set: confirm the date with the patient.
5. Consults tomorrow: send a reminder.
6. Follow-ups due today.
7. Seen the doctor, no next step set.
8. Going cold: no contact for 7 days.

Within each group, hotter leads come first. Every line has one-tap Call and WhatsApp buttons.

Hot, Warm and Cold

Each open lead gets a score out of 100, shown as Hot, Warm or Cold, so the team knows who to call first. It's a points system you can read, not a black box: hover the chip or open the lead to see the reasons.

• Raises the score: further along (consult booked, consulted); asking about IVF, ICSI, frozen transfer, donor or egg freezing; came by referral, walk-in, phone, your website or Miro Connect; enquired more than once; enquired in the last 2 days.
• Lowers it: no contact for over a week, and more so after a month.
• No score: leads that have started treatment or are lost.

Automatic follow-ups

With Set follow-up dates automatically on (Settings → Automation, on by default), moving a lead sets its next follow-up for you:

A date you pick yourself always wins. Every automatic date is written on the lead's timeline.

Calls and WhatsApp

• Call and WhatsApp buttons on a lead (or on the Today list) open your phone dialer or WhatsApp and log the contact on the timeline.
• First contact: the first call or WhatsApp moves a new lead to Contacted, records the time (for speed-to-lead) and books the next follow-up.
• Message templates open WhatsApp with the message already written and the patient's name filled in. The built-in ones are “First reply”, “Offer a consult”, “Consult reminder”, “After the consult”, “Gentle check-in”. The owner can edit them or add up to 12 in Settings, using {firstName} {name} {clinic} {treatment} {consultDate}.
• Notes go on the timeline too. A note doesn't count as contacting the patient.

Getting leads in

Leads reach the tracker four ways:

• Added by hand by your team (+ Add lead).
• Your enquiry form, filled in by patients (below).
• Imported from your existing spreadsheet (below).
• Miro Connect enquiries, if you link your listing (below).

Your enquiry form

• Your own form: every clinic gets a form in its own colours and logo. You'll find the link in Settings (you can change the address).
• Embedding: Settings also gives a copy-paste snippet to put the form on your website.
• A link for every channel tags each lead with where it came from, so Insights can compare channels: Instagram bio / DMs (?src=instagram), Facebook page & ads (?src=facebook), Google Business profile & ads (?src=google), WhatsApp auto-reply (?src=whatsapp), Your website (?src=website), Camps & events (QR code) (?src=camp). Add &campaign=name to tag a specific campaign or camp.
• What patients enter: name and phone (required), email, city, treatment and a message. They must tick a consent box; the exact wording and time are saved on the lead.
• Who's told: every new enquiry emails the whole team.
• Repeat enquiries from the same phone number join the patient's existing lead (“Enquired ×2”) instead of creating a duplicate. A lost lead who enquires again is reopened as a new enquiry.
• After your subscription ends, the form keeps taking enquiries, so no patient is ever turned away.

Importing a spreadsheet

1. Save your sheet as CSV. In Excel: File → Save As → CSV UTF-8. In Google Sheets: File → Download → Comma-separated values.
2. Click Import spreadsheet next to + Add lead (or pick Import from a spreadsheet from the arrow on + Add lead, or Settings → Import from a spreadsheet), then Choose CSV file.
3. Check the preview: how many new leads, how many duplicates will be skipped, which columns were recognised, and any rows with problems.
4. Click Import.

Up to 2,000 rows and 2 MB per file. Phone numbers already in the tracker, or repeated in the file, are skipped, so importing the same file twice won't double up. Importing needs an active trial or subscription.

Miro Connect enquiries

If your clinic is listed on Miro Connect, every patient who enquires about you there can land in your tracker automatically.

1. Sign in to your listing at Miro Connect → Manage your listing in the same browser.
2. In the tracker, Settings → Miro Connect enquiries → Link. Only the workspace owner can link.

• Arriving leads: your past Connect enquiries come in straight away, and new ones arrive whenever the tracker opens and before your daily email. They're tagged Miro Connect.
• Locked contacts: if an enquiry's contact details are still locked on Connect (under your Connect lead plan), it arrives with the name shortened and no phone or email, marked 🔒. Unlock it on Connect and the details fill in here by themselves.
• Limits and unlinking: one listing links to one tracker. Unlinking keeps the leads already brought in.

Emails and notification times

Choosing your time and timezone: Settings → Automation → Email me my follow-ups every day.

• Off: untick it to stop the daily email.
• Your time: pick the hour it should arrive, and your timezone (India, the Gulf, Nepal, Bangladesh, Sri Lanka, Singapore, the UK, Europe, the US, Australia, Africa or UTC).
• Just for you: everyone on the team sets their own.
• Delivery: it usually arrives within the hour after your chosen time. If our scheduler is delayed it can be up to 3 hours late, but never later: rather than send a morning list in the afternoon, we skip that day.

Your team

The owner adds people by email in Settings → Team (up to 25); they get a sign-in link. Removing someone takes effect immediately, and any leads assigned to them become unassigned.

Your branding

• Settings: in Settings → Your branding, set your clinic name, upload a logo (PNG, JPG or WebP, resized automatically) and pick your brand colour.
• Where it shows: in the tracker, the emails your team receives and your patient enquiry form.
• “Powered by Miro”: tick “Hide Powered by Miro” to remove that small line.

Insights

• Speed to lead: the median time from enquiry to first call or WhatsApp, and the share contacted within an hour.
• Conversion: lead → treatment (all leads), and consult → treatment.
• Pipeline value / won value: the sum of package values on open and started leads.
• Sources: leads and treatment starts per channel.
• Team: leads, open, started and first-response time per person.
• Lost reasons and a 6-month trend of leads vs treatment starts.

Plans, price and payment

• Paying: click Subscribe (or Renew) in the tracker. We email you UPI payment details, and once payment arrives we switch your year on. You can also write to clinics@mirofertility.com.
• Nothing automatic: you are never charged without asking.
• Renewing: renew early and the new year is added on top of the current one, so you lose no days.
• If it ends: you get a 3-day grace period. After that the tracker becomes read-only: you can still see and export every lead, and your enquiry form keeps taking enquiries, but you can't edit until you renew.

Your data and privacy

• Your leads are yours. All leads → Export CSV downloads everything at any time, even after your subscription ends.
• Private: each clinic's leads are completely separate. Nobody outside your team can see them, and team access is checked on every request.
• Consent: patients who use your enquiry form give consent to be contacted, and the wording and time are kept on the lead.
• Deleting: the owner can delete a lead and its history if a patient asks.

Troubleshooting

• “That sign-in link has been used or has expired”: links work once and last 7 days. Request a new one on the sign-in page.
• Not getting the daily email:
  • Check it's ticked in Settings → Automation, and that the time and timezone are right.
  • There's no email on a day with nothing to do.
  • Check Promotions or Spam.
  • The email is paused while the subscription is expired.
• A lead shows 🔒: it's a Miro Connect enquiry whose details are locked on Connect. Unlock it there.
• Import skipped rows: rows with no name are skipped. Phone numbers already in the tracker are skipped on purpose. The preview lists each problem row.
• Can't edit anything: the subscription has ended or the workspace is paused. Subscribe or renew from the banner.
• Anything else: click Raise an issue at the top of the tracker (or go to Raise an issue). You get a ticket number straight away and a copy by email, and the Miro team is notified at once. You can also write to clinics@mirofertility.com.