Overview
Ageless AI lets you build out your full team and control exactly who sees which patient leads and who gets notified when a new lead arrives. This article is for practice owners, managers, and admins responsible for setting up staff accounts, permissions, notifications, and branding in the Ageless dashboard.
Proper setup here keeps your lead workflow clean, protects patient contact data, and ensures new leads reach the right person without delay.
Before You Start
You need admin access to your RepeatMD dashboard or to Ageless directly at admin.ageless.ai.
You use the same login for your RepeatMD dashboard and for admin.ageless.ai.
Staff accounts are unlimited at every plan tier, with no per-seat charges, so you can add your entire team.
Have on hand the names, roles, and access levels you want to assign each team member before you begin.
Why It Matters
No cost barrier to full adoption. Unlimited staff accounts at every tier mean your whole team can work leads without a per-seat fee holding anyone back.
Data control. Permissions let you decide who can assign contacts and who sees only their own assigned patients, protecting sensitive lead information.
Faster lead response. Tight, well-targeted notifications ensure the right person responds to every new lead instead of leads slipping through the cracks.
Consistent branding. Accurate logo and practice name settings keep the patient-facing experience professional and on-brand.
Step-by-Step Instructions
Add Staff Members
Go to Settings > Staff in your Ageless dashboard.
Add each team member you want to give access to.
Add your whole team here. There is no per-seat charge and no limit on accounts at any plan tier.
You can also manage team members from the Staff Directory section of your Ageless dashboard, where you can add staff and control their notification preferences and access levels.
Set Permissions and Contact Ownership
Manage permissions for each user in Settings > Staff. Two settings control how staff interact with patient contacts:
Assign Contact Owner: Lets a user assign patient contacts to other staff members.
Assigned Contacts Only: Restricts a user so they can only see contacts assigned specifically to them.
Choose the combination that matches each person's role. For example, a manager or coordinator who distributes leads needs Assign Contact Owner, while a provider who should only see their own patients can be limited with Assigned Contacts Only.
Configure Notifications
Go to Settings > Notifications in your Ageless dashboard.
Direct new-lead notifications to whoever is responsible for responding to leads, typically your front desk manager or patient coordinator.
Keep the recipient list tight.
Keeping notifications limited to the person who actually responds prevents leads from falling through the cracks. When notifications go to too many people, everyone tends to assume someone else responded.
Access Your Ageless Dashboard
Log in to your RepeatMD dashboard. The Ageless menu generates on the left-hand side.
To go straight to Ageless, visit admin.ageless.ai using the same login.
If the Ageless menu does not appear in your RepeatMD dashboard, contact support to investigate.
Update Your Logo or Practice Name
Update your branding directly in the dashboard.
Logo: Use a true logo file, preferably a PNG with a transparent background.
Practice or display name: Set the exact name you want used.
If you need help updating either your logo or your practice name, contact support and provide the logo file or the exact name you want used.
Best Practices and Pro Tips
Add your whole team early. Because there are no per-seat charges, there is no reason to limit who has an account. Broad access speeds adoption.
Match permissions to roles. Reserve Assign Contact Owner for the people who distribute leads, and use Assigned Contacts Only for staff who should see just their own patients.
Keep notifications with one clear owner. Route new-lead alerts to a single accountable person, usually the front desk manager or patient coordinator, so nothing gets missed.
Use a transparent PNG for your logo. A true logo file with a transparent background renders cleanly across the patient experience.
Common Mistakes and FAQs
Q: How many staff accounts can I add, and does it cost extra?
A: You can add unlimited staff accounts at every plan tier with no per-seat charges. Add your whole team from Settings > Staff.
Q: What is the difference between Assign Contact Owner and Assigned Contacts Only?
A: Assign Contact Owner lets a user assign patient contacts to other staff members. Assigned Contacts Only restricts a user so they can only see the contacts assigned specifically to them. Both are managed in Settings > Staff.
Q: Who should receive new-lead notifications?
A: Whoever is responsible for responding to new leads, typically your front desk manager or patient coordinator. Keep the list tight. If notifications go to too many people, leads can fall through the cracks with everyone assuming someone else responded. Update these in Settings > Notifications.
Q: The Ageless menu is not showing in my RepeatMD dashboard. What do I do?
A: When you log in to your RepeatMD dashboard, the Ageless menu generates on the left-hand side, and you can also reach it directly at admin.ageless.ai using the same login. If the menu does not appear, contact support to investigate.
Q: How do I update my logo or practice name?
A: Update your branding in the dashboard. Use a true logo file, preferably a PNG with a transparent background, for your logo, and set the exact name you want for your practice or display name. If you need help, contact support and provide the logo file or the exact name.
Next Steps and Support
Once your team, permissions, and notifications are set, continue configuring and working Ageless AI with these related articles:
For detailed guidance on staff permissions, see Managing Ageless AI staff permissions.
Need help? Email support@ageless.ai