AI Revenue Desk for Med Spas
Premium Sales & Onboarding Manual
Three steps to activate your AI Revenue Desk:
Stop configuring. Start growing. Copilot configures your workspace in under 3 seconds.
Your clinic's reputation is protected at every level.
Welcome to Kovya Desk — your AI Revenue Desk designed specifically for med spas, aesthetic clinics, and wellness centers. Kovya Desk was built to help clinics like yours recover the revenue that slips through the cracks every day. Whether it's a missed call that never gets returned, a DM that goes unanswered, a consultation that never gets booked, or a loyal client who simply hasn't been back — Kovya Desk helps you capture those opportunities before they're lost. This manual will walk you through everything you need to know to get started, understand your features, and make the most of your subscription.
Kovya Desk is a centralized AI-powered platform that manages your clinic's lead acquisition, follow-up, and client recovery workflows.
• Missed call recovery — never lose a lead because no one answered the phone • AI-powered message drafting — professional responses generated automatically • Lead capture and scoring — every prospect is validated and prioritized • Prospect pipeline management — organize, filter, and track every lead • Multi-channel readiness — WhatsApp, Email, and Calendar integrations • Plan-based automation — the system adapts to your subscription level • Safety-first design — preview mode protects you until you're ready to go live
Unlike generic CRMs, Kovya Desk was purpose-built for the med spa industry. It understands aesthetic clinic workflows, appointment booking patterns, and the specific types of leads that clinics handle. Every feature is designed with compliance and safety in mind — no medical claims, no aggressive automation, no surprises.
Kovya Desk is designed for:
• Med spas and aesthetic clinics • Botox and dermal filler clinics • Laser treatment centers • Skin care and rejuvenation clinics • Weight loss and body contouring clinics • Wellness and integrative health centers • Any clinic that relies on appointment bookings and client follow-up
Clinic owners, practice managers, front desk coordinators, and marketing managers. No technical background or coding skills are required — Kovya Desk is designed so that anyone on your team can use it confidently.
After purchasing your Kovya Desk subscription, getting started takes just a few minutes:
1. You'll receive a welcome email with your login credentials 2. Visit app.kovyadesk.com and sign in 3. Explore your Dashboard to see all available features 4. Navigate to Dashboard → Copilot and click "Activate Autopilot" 5. Kovya Copilot will automatically configure your workspace based on your plan 6. Review the activation summary and readiness checklist 7. Start importing your prospect lists or explore the AI features No technical setup is required. Kovya Copilot does the heavy lifting for you.
Your Dashboard is the central hub of Kovya Desk. After logging in, you'll see:
• System health status — see that everything is running correctly • Quick navigation cards — jump to any feature area • Agent count — 48 specialized AI agents registered and ready • Subsystem status — Stripe billing, data security, channel readiness • Admin Panel access for management features • Clinic Dashboard for day-to-day operations
Use the sidebar or top navigation to access: Acquisition, Channels, Support, Settings, and Admin areas. Each section has clear labels and descriptions.
Kovya Desk offers three subscription plans, each designed for different clinic sizes and automation needs. Your plan determines how many features you can access, how many prospects you can manage, and how many automation modules are activated.
When you subscribe, your account is immediately configured with the features and limits matching your plan. You can upgrade at any time to unlock more modules and higher limits. All your existing data, lists, and configurations are preserved when you upgrade.
Start small with Starter to see how Kovya works for your clinic. Upgrade to Growth when you're ready for multi-channel follow-up. Choose Pro when you want the complete AI Revenue Desk with maximum automation and analytics.
Here is the detailed breakdown of each plan:
3 automation modules: • Missed Call Recovery • Lead Capture & Scoring • Follow-Up Sequences Limits: 100 prospects/month, 3 lists, 5 CSV imports Best for: Small clinics starting with lead recovery and basic follow-up planning.
8 automation modules: • Everything in Starter, plus: • AI Inbox • WhatsApp Follow-Up • Dormant Client Reactivation • No-Show Prevention • Email Campaign Planning Limits: 500 prospects/month, 10 lists, 20 CSV imports, 10 segments, 5 campaigns Best for: Growing clinics that want comprehensive acquisition and multi-channel follow-up.
13 automation modules: • Everything in Growth, plus: • Full Agent Orchestration • Paid Growth Intelligence • SEO Agent Reports • Advanced Analytics Dashboard • Calendar Booking Assistant Limits: 5,000 prospects/month, 50 lists, 100 CSV imports, 50 segments, 25 campaigns Best for: Established clinics that want the complete AI Revenue Desk with maximum automation.
Kovya Copilot is your guided automation assistant. It is designed so that you can activate your entire Kovya Desk workspace with a single click — no manual configuration, no technical setup, no guesswork. Think of Kovya Copilot as your personal setup assistant that knows exactly which features your plan includes and prepares everything for you automatically.
Navigate to Dashboard → Copilot (the route is /dashboard/autopilot). You'll see a prominent activation button with a clear description of what will happen when you click it.
Most SaaS products require customers to manually configure dozens of settings, workflows, and integrations before they can start using the platform. Kovya Copilot eliminates that friction entirely. One click, and your workspace is ready.
When you click the "Activate Autopilot" button, Kovya Copilot performs three automated steps:
Copilot detects your active subscription and plan level (Starter, Growth, or Pro). This determines which modules will be activated.
Copilot activates all automation modules included in your plan: • Starter: 3 modules • Growth: 8 modules • Pro: 13 modules Each module is configured with safe default settings and placed in preview mode.
Your entire workspace is prepared in safe preview mode. This means everything is configured and ready to review, but no real messages are sent, no real emails go out, and no real calendar events are created. You maintain full control.
The entire activation process takes approximately 2–3 seconds. You'll see an animated progress bar during the process.
After Kovya Copilot activates your workspace, you'll see a comprehensive activation summary:
• A list of all activated modules with their current status • A readiness checklist showing what's ready and what needs attention • Your current usage compared to plan limits • All 12 safety gates with their enforcement status • Clear next steps for connecting channels and going live
1. Review the activated modules to understand what's available 2. Check the readiness checklist for any items that need your attention 3. Import your first prospect list to start building your pipeline 4. Explore each module to see how it works in preview mode 5. When ready, connect your communication channels to transition to live mode
Kovya Copilot runs 13 readiness checks before activating your workspace:
• Plan subscription verification • Module access confirmation by plan level • Acquisition subsystem readiness • Channel integration status • Compliance configuration review • DNC (Do Not Contact) list status • Consent tracking status • Runtime status verification • Outbound messaging status • Safety gate enforcement confirmation • Data isolation (RLS) verification • Agent registry status • Billing subsystem health
Kovya enforces 12 safety gates at all times: 1. Opt-in required before any automated messages 2. DNC lists always respected 3. Unsubscribe links required in all emails 4. Quiet hours enforced (8PM–9AM) 5. No medical claims or diagnoses 6. No guaranteed revenue or ROI promises 7. No fake testimonials or fabricated reviews 8. No unauthorized data scraping 9. No hard deletes — records are soft-deleted only 10. Outbound gate — blocks sending unless explicitly enabled 11. Runtime gate — blocks AI execution unless explicitly enabled 12. No live API calls in preview mode
When you first activate Kovya Desk, most features operate in preview-only mode. This is intentional and designed to protect your clinic.
Preview-only means the system generates outputs for your review but does not execute real actions: • AI drafts messages, but does not send them • Bookings are previewed, but not created in your calendar • Email campaigns are planned, but not delivered • Follow-up sequences are simulated, but not triggered This lets you validate everything before it goes live.
To transition from preview to live mode, you need to: 1. Connect your WhatsApp provider (Meta Cloud API or Twilio) 2. Connect your email provider (Resend or SendGrid) and verify your domain 3. Connect your calendar provider (Google Calendar) 4. Upload and verify your DNC list 5. Complete the compliance review checklist 6. Enable the runtime toggle 7. Enable the outbound toggle Each step has clear instructions in the Channel Integrations area.
Preview mode ensures that no messages are accidentally sent to real contacts, no appointments are accidentally created, and no emails go out before you've reviewed and approved every workflow. Your clinic's reputation is protected at all times.
One of Kovya Desk's core capabilities is helping you capture leads that would otherwise be lost.
When a potential client calls your clinic and no one answers, that lead is at risk of going to a competitor. Kovya Desk's missed call recovery module tracks these missed opportunities and creates follow-up workflows to re-engage the caller — through AI-drafted responses, SMS follow-ups, or email sequences (once channels are connected and outbound is enabled).
Every lead is automatically scored based on data completeness (name, email, phone, website, location, niche). Higher scores indicate stronger, more actionable leads. The scoring system helps you prioritize your follow-up efforts on the leads most likely to convert.
Prospects are the core data records in Kovya Desk. Each prospect represents a potential client or business lead.
• Clinic/business name • Website URL • Instagram handle • Email address • Phone number • City and state • Owner/manager name • Category/niche (e.g., Botox, laser, weight loss) • Notes • Contact status (new, contacted, qualified, converted) • Data quality score • Priority level (high, medium, low) • Compliance flags (DNC, consent status)
Filter prospects by any field: status, priority, niche, state, city, quality score, source, or DNC status. Use filters to quickly find specific records or groups.
Import your existing prospect data efficiently using the CSV import workflow.
1. Prepare a CSV file with columns: clinic name, website, Instagram, email, phone, city, state, owner name, niche, notes 2. Navigate to Admin → Acquisition → Import 3. Upload your CSV file 4. The system validates every record automatically
• Checks for required fields • Detects duplicate records • Scores data quality per record • Assigns priority levels • Flags compliance concerns
After upload, you can preview every record before committing. Only after you confirm does the data enter your prospect database. Plan limits are enforced — Starter: 5 imports/month, Growth: 20, Pro: 100.
Organize your prospects into named lists and dynamic segments for targeted outreach.
Lists are named groups of prospects. Create lists to organize by source, campaign, or any criteria you choose. Add or remove members at any time. Plan limits: Starter 3 lists, Growth 10, Pro 50.
Segments are dynamic filters that automatically group prospects by criteria such as status, priority, niche, state, or quality score. Unlike lists, segments update in real-time as your prospect data changes. Available on Growth and Pro plans.
The Campaign Assignment Manager links segments to outreach campaigns for organized acquisition planning.
1. Select a segment or list 2. Choose a campaign type 3. Create the assignment 4. DNC contacts are automatically excluded Available on Growth (5 campaigns) and Pro (25 campaigns).
Campaign assignments currently operate in planning mode. Assignments are created and organized, but no outbound messages are sent until runtime and outbound are explicitly enabled by you.
The WhatsApp AI Autoresponder helps you manage inbound WhatsApp conversations with AI-powered intelligence.
View all inbound WhatsApp conversations in one place. Each message is automatically classified by intent — booking request, price inquiry, complaint, follow-up question — and assigned a priority level.
For each inbound message, the AI generates a professional draft reply. These drafts are created for your review — they are NOT sent automatically. You maintain full control over every response before it goes out.
Complex, sensitive, or high-priority conversations are flagged for human review. The system includes automatic escalation rules and never sends medical advice or makes clinical claims in responses.
The WhatsApp AI currently operates in preview-only mode. No real WhatsApp messages are sent. To enable live messaging, connect your WhatsApp provider (Meta Cloud API or Twilio) and enable outbound.
Kovya Desk includes email campaign planning and follow-up readiness.
• Email template preview • Campaign planning integration with segments • Provider readiness checks (Resend or SendGrid) • Domain verification status (SPF/DKIM) • Preview mode — emails are planned but not delivered until you connect a provider and enable outbound
1. Choose your email provider (Resend or SendGrid) 2. Add provider API credentials in Channel settings 3. Verify your sending domain (SPF and DKIM records) 4. Enable outbound messaging 5. Test with a preview send before going live
Kovya Desk includes calendar integration readiness for appointment booking workflows.
• Availability preview — see how bookings would look • Booking workflow preview — simulated appointment creation • Provider readiness checks (Google Calendar) • Preview mode — no real calendar events are created until you connect a provider
1. Connect your Google Calendar account 2. Set availability windows 3. Configure booking confirmation messages 4. Enable the booking workflow 5. Test with a preview booking before going live
The Customer Support AI Agent provides instant help within the app.
Navigate to /support and type your question. The AI agent searches a 20-article knowledge base covering all Kovya Desk features and provides clear, contextual answers.
• Understanding features and how they work • Navigating the dashboard and settings • Troubleshooting common issues • Understanding plan limits and upgrade options • Explaining preview mode and safety controls • Guiding you through import and setup workflows
The Support AI includes prompt injection protection, secret probing detection, and content safety scanning. It never provides medical, legal, or financial advice.
When AI support isn't enough, Kovya Desk provides human handoff.
• The AI detects when a question is beyond its knowledge base • A handoff is created with full conversation context • You receive a confirmation that the issue has been escalated • Our support team reviews and responds via email or WhatsApp
• Email: support@kovyadesk.com • WhatsApp: +1 307 202 4142 • In-app: /support → escalate to human
Stay informed about new features and improvements.
Navigate to Admin → Updates to see the latest app updates, new features, and milestone announcements. Each update includes a version number, date, and description of changes.
Check the Updates Center after each login. Major updates may include new modules, integrations, or automation capabilities that become available on your plan without additional cost.
Monitor your plan usage to stay within your allocated resources.
Navigate to Settings → Plan & Usage to see: • Current plan name and price • Prospects used vs. limit • Lists used vs. limit • Imports used vs. limit • Segments used vs. limit • Campaigns used vs. limit • Visual progress bars for each resource
• When you reach a limit, the system shows "plan_limit_reached" • Additional actions for that resource are blocked • Existing data is never affected or deleted • You can upgrade your plan at any time to increase limits
If a feature requires a higher plan, the system shows "feature_not_available_on_plan" with a clear explanation and upgrade path.
Kovya Desk enforces strict privacy and compliance controls.
• Opt-in required before automated messages • Do Not Contact (DNC) lists always respected • Quiet hours: no messages between 8PM and 9AM • Unsubscribe links in all emails • Content safety scanning for prohibited claims • No medical claims or diagnoses in AI content • No guaranteed revenue or ROI promises • No fake testimonials or fabricated reviews • No unauthorized data scraping • No hard deletes — records are soft-deleted only
Kovya Desk uses Row-Level Security (RLS) policies to ensure complete data isolation between tenants. No customer can access another customer's data. Your prospect lists, conversations, and configurations are fully private.
Every contact has a consent status field. Kovya tracks whether consent was obtained, when, and through what method. DNC flags cannot be overridden by AI agents or automation rules.
Common questions and their solutions:
You may have reached your plan's monthly import limit. Check Settings → Plan & Usage. Consider upgrading for more capacity.
This is normal before connecting communication providers. Preview mode lets you validate workflows safely. Connect providers and enable outbound to transition to live.
Segments require imported prospects. Import your first CSV, then create segments. Try broader filter criteria if results are still empty.
You need a Meta Cloud API or Twilio account. Configure credentials in Admin → Channels → WhatsApp. Contact support@kovyadesk.com for setup assistance.
Some features are only available on Growth or Pro plans. Check Settings → Plan & Usage to see what's included in your plan.
The most common questions from Kovya Desk customers are answered in the FAQ section below this manual.
Follow these practices to get the best results from Kovya Desk:
• Import clean, accurate prospect data with complete fields • Include email and phone number whenever possible • Categorize prospects by niche for better segmentation • Remove duplicates before importing • Regularly update contact statuses
• Respond to inbound messages within 5 minutes when possible • Use AI drafts as starting points, then personalize • Set up follow-up sequences for different prospect stages • Don't wait — the faster you follow up, the higher your conversion rate
• Always maintain your DNC list • Honor opt-out requests immediately • Use Kovya's consent tracking features • Review AI-generated content before sending • Never make medical claims in outreach messages
As your clinic grows, Kovya Desk grows with you.
Consider upgrading from Starter to Growth when: • You need more than 100 prospects per month • You want WhatsApp follow-up capabilities • You need dormant client reactivation • You want email campaign planning • You need dynamic segments for targeted outreach
Consider upgrading from Growth to Pro when: • You need more than 500 prospects per month • You want full agent orchestration across all channels • You need advanced analytics and reporting • You want calendar booking automation • You need SEO and paid growth intelligence
Upgrading is seamless: 1. Go to Settings → Plan & Usage 2. Select your new plan 3. Confirm the upgrade through Stripe checkout 4. Your workspace is instantly reconfigured with the new plan's modules and limits 5. All existing data, lists, and configurations are preserved 6. Run Kovya Copilot again to activate the newly available modules
Use this checklist to make sure you're fully set up:
☐ Log in to app.kovyadesk.com ☐ Explore the Dashboard ☐ Verify your plan in Settings → Plan & Usage ☐ Activate Kovya Copilot (Dashboard → Copilot) ☐ Review the activation summary ☐ Import your first prospect list via CSV ☐ Create at least one list ☐ Explore the WhatsApp AI Command Center ☐ Check Channel Integration readiness ☐ Visit the Support section and test the AI agent ☐ Review the Safety & Compliance section ☐ Bookmark the manual for reference
☐ Connect WhatsApp provider ☐ Connect email provider and verify domain ☐ Connect calendar provider ☐ Upload DNC list ☐ Complete compliance checklist ☐ Enable runtime ☐ Enable outbound ☐ Test with a preview send before going live ☐ Monitor first 24 hours closely