Navigating Your Dashboard

Welcome to Subflow Health! This guide will walk you through logging in, navigating the dashboard, and understanding the key features to help you manage patient engagement effectively.

1. Logging In and Accessing Your Account

Before exploring Subflow Health, you’ll need to log in to your account.

Steps to Log In:

1. Go to the Subflow Health Login Page
   • Navigate to app.subflowhealth.com
2. Enter Your Credentials
   • Input your email and password.
   • If you forget your password, click on "Forgot Password" to reset it.
3. Click ‘Sign In’
   • You will be redirected to your Dashboard.

2. Navigating the Subflow Dashboard

Once logged in, you will land on the Dashboard, the central hub for managing communication, patient engagement, and workflows.

Key Sections of the Dashboard:

A. Dashboard

The first thing you’ll see is a high-level summary of key activities:

• New Messages – Quick access to unread patient messages.
• Recent Contacts – The latest patients added to your system.
• Form Submissions – New responses from digital intake or feedback forms.
• Scheduled Meetings – Upcoming appointments and reminders.

B. Communication Panel (Messaging Center)

The Communication Panel in Subflow Health is your central hub for patient engagement. From one-on-one texting to group broadcasts, live meetings, and automated email workflows, Subflow empowers you to connect with your patients efficiently and personally—all from one intuitive interface.

Here’s a breakdown of the key features you’ll find in this section:

• Conversations
  Engage in private, real-time text conversations with individual patients. Easily view message history, send attachments, and maintain a personalized touch.

• Broadcasts
  Send messages to many contacts at once using smart segmentation. Ideal for announcements, reminders, and educational content.

• Emails
  Use Subflow’s built-in email builder to create and send beautifully formatted messages for marketing, updates, or onboarding—either as one-time sends or part of automated workflows.

• Meetings
  Host secure, live video meetings with your patients or audience. Great for virtual consultations, follow-ups, or group sessions.

• Templates
  Save time with reusable message templates—both for text and email. Use them for quick replies or to build consistency into your automations and campaigns.

Note: You will need to verify your number before sending any text messages through the Subflow Health platform. 

C. Audience Panel (Patient & Contact Management)

The Audience Panel is where you manage all your patient and contact records in Subflow. From storing key information and organizing your audience to creating forms and segmentation strategies, this panel helps you build a powerful, personalized engagement system.

Below are the primary features available in the Audience Panel:

• Contacts
  View and manage a complete record of each contact, including property data, form submissions, activity history, workflows they've participated in, notes, and more. This is your single source of truth for every patient interaction.

• Segments
  Create dynamic or static lists of contacts based on criteria such as contact properties, tags, or activity. Use segments to send targeted broadcasts, trigger automations, or tailor workflows to specific groups.

• Forms
  Easily build and customize intake forms, contact forms, surveys, and questionnaires. Collect structured information from your audience, automatically associate it with contact records, and use it to drive segmentation and automation.

• Fields
  Define custom properties to capture any kind of information—such as health status, appointment types, or referral sources. These fields power your forms, enhance your contact records, and fuel smart segmentation.

• Import
  Seamlessly import contacts and data from third-party systems into Subflow. Whether you're transitioning from another CRM or EHR, our import tools make onboarding easy and efficient.

Compliance Note:
To store or transmit Protected Health Information (PHI) in accordance with HIPAA regulations, you must be a Subflow Healthcare user and covered under our Business Associate Agreement (BAA). For more information or to request a BAA, please contact support@subflow.com.

D. Content Panel (Content Hosting & Delivery)

The Content Panel is where you can upload, organize, and deliver digital content to your contacts or patients. Whether you're sharing educational materials, onboarding resources, or program content, this panel makes it easy to manage and distribute content in a secure and structured way.

Here’s what you’ll find in the Content Panel:

1. Files
   Upload and organize files into collections (folders), including PDFs, videos, images, and other documents. Each file and collection has a unique shareable link that can be sent via text, email, or embedded into workflows. Perfect for quick access to resources or ongoing educational content.

2. Pages
   Use the drag-and-drop page builder to create custom landing pages, information guides, sign-up pages, FAQs, and more. Pages are mobile-friendly and each one generates a unique link that can be shared through your messaging or workflows.

3. Courses
   Design structured, trackable courses with chapters and modules. Embed videos, documents, and other media to create engaging educational experiences. Logged-in users can follow along and track their progress—ideal for virtual programs, patient education, and long-term coaching.

E. Workflows (Automation & Communication Sequences)

Workflows in Subflow allow you to automate communication and internal actions based on any use case—saving time, reducing manual work, and improving the consistency of your patient experience.

You can use workflows to:

• Send appointment reminders

• Automate intake and onboarding sequences

• Deliver pre-op and post-op instructions

• Request feedback or reviews

• Notify internal team members of important activity

• Trigger follow-up messages after a form submission or course completion

Workflows can be built using a visual editor, combining triggers (such as form submissions, segment entry, or a specific date) with automated actions like sending a message, tagging a contact, or assigning a task.

Subflow workflows are powerful, flexible, and HIPAA-compliant—designed to support patient engagement at every step of the journey.

F. Accessing Your Org and Profile Settings

Subflow gives you access to both personal profile settings and organization-level controls (if you're an account owner or admin). Here's how to find and manage them:

a. Profile Settings (Top-Right Navigation)
Click your profile icon in the top-right corner of the screen to access your personal settings:

• Manage Account
  Update your name, profile information, and account preferences. You can also manage security settings such as enabling two-factor authentication (2FA), changing your password, viewing active devices, or deleting your account.

• Support Documentation
  Return to this support hub to explore help articles, submit support tickets, and access additional resources.

• Sign Out
  Log out of your Subflow account securely.
  
  

b. Organization Settings (Top-Left Navigation – Admins Only)
If you’re an account owner or admin, you’ll see your organization settings in the top-left navigation. Here’s what you can manage:

• General
  Upload or change your organization logo, leave the organization, or delete the organization entirely.

• Members
  Add, remove, or manage team members within your organization. Assign roles and permissions as needed.

• Messaging
  Manage your organization’s phone numbers used for SMS and communication features.

Important Note:
If you update your organization’s name or slug, all existing shared links (including forms, pages, and content) will break. Be sure to update any active links accordingly.

If you have questions, submit a ticker here or contact support@subflow.com.