Getting started with Vetexis

This chapter takes you from creating your account to the first message the assistant replies to. It also presents the interface, the home screen and the setup guide.

1.1 Words to know#

1.2 Creating your account: sign-up#

Sign-up takes place on the app's /inscription page (the website links to it, often with the plan already chosen). It has eight steps. A “Step X of 8” indicator shows where you are, and you can leave and come back: sign-up resumes where you left off.

Why it is designed this way. There is no free trial: the first period is paid at sign-up. To try before you buy, Vetexis offers a complete public demo (see chapter 16). The first five steps are compulsory and must be done in order; the last three (WhatsApp, catalogue, go live) can be done later.

Step 1: “Your account”#

1. Enter your Email address and choose a Password (at least 10 characters, typed twice). A sentence that is easy to remember makes a good password.
2. Click Send me my code.
3. A six-digit code arrives by email. It is valid for ten minutes. Remember to check your spam folder.
4. Enter the code, then Continue.

The code proves that the address really is yours. By continuing, you accept the Vetexis terms of use.

Step 2: “Your concierge service”#

Three pieces of information are enough:

• Your name (first name and surname);
• Concierge service name (for example “Villa Concierge Marbella”);
• Country.

The time zone is read from your browser and shown on one line (“Time zone: Europe/Madrid”). Click Edit only if it is wrong. It is essential: all the times in the app, the reminders and the schedule depend on it.

Click Continue: the concierge service is created and you become its owner.

Step 3: “Plan”#

Choose your plan (Essential, Pro or Network), monthly or yearly (the yearly option gives you two months free). Pro is recommended and selected in advance. Under the chosen plan, the list of what it includes is shown. The plans are described in detail in chapter 14.

More than three concierge services, or specific needs? The Custom offer link opens a callback request, with no payment.

Step 4: “Your company”#

Vetexis is for professionals only. Enter the company name, the country and the EU VAT number (checked automatically for the European Union) or the tax identifier outside the European Union. This information appears on the invoices Vetexis sends you. It is required before any payment.

Step 5: “Payment”#

Two payment methods may be offered:

• Bank transfer: no card to enter. The Get the invoice button issues the invoice for the first period, sent by email with the IBAN and the reference to quote. A “Your invoice is ready” screen appears with the bank transfer details and a QR code your banking app can read. Your account opens automatically when the transfer arrives (a SEPA transfer usually arrives within one working day). You can also pay this invoice by card to start straight away.
• Card: Continue to payment opens a secure payment page. The first period is charged straight away, then at each renewal.

If you leave the payment page, nothing is charged and you can pick up again whenever you like.

Why. The principle is that you pay before using the service. With a bank transfer, access therefore opens when the funds arrive, and the payment is matched automatically thanks to the reference.

Step 6: “WhatsApp”#

Connect the number your clients already know (see 1.6). This step is optional: I’ll do it later moves on to the next one. The assistant cannot reply as long as no number is connected.

Step 7: “Your catalogue”#

The assistant only offers what is in the catalogue: starting with three or four accurate lines is better than an empty catalogue. Vetexis offers you a single list of starter services, the same for every concierge service, each with a price and a unit to adjust:

These are only rough figures to get you started.

• Tick what you do, untick the rest.
• Adjust the unit (flat rate, per person, per hour, per half-day, per day, per night, on quote) and the selling price.
• An empty price or the “on quote” unit creates a service on quote: the assistant will not announce any price and will have the team price it.
• Is your catalogue already in a spreadsheet? Import a file (CSV or Excel).

Click Add N services, or I’ll do it later. Everything can be changed afterwards in the catalogue (chapter 8).

Step 8: “Go live”#

A last look: WhatsApp connected or not, number of services, subscription. Click Turn the assistant on.

A concierge service starts with the assistant switched off: it replies to no one until you have switched it on, so that it does not talk to your clients before your catalogue is in place. If WhatsApp is not connected yet, the assistant is ready and will start replying as soon as the number is.

You then arrive on the home screen, with a “The assistant is on” banner and the setup guide open.

1.3 Signing in#

Signing in takes two steps (see chapter 15):

1. /connexion page: Email address and Password, then Continue.
2. A six-digit code arrives by email: enter it, then Sign in.
3. If you have turned on two-factor authentication, a third screen asks for the code from your authenticator app (or a backup code).

“Forgot password?” sends a code so you can choose a new one. An invited member who does not have a password yet goes through the same path. The session stays open for 30 days, extended each time you use it.

1.4 The interface at a glance#

On a computer#

The sidebar, on the left, folds away using the tab on its right edge.

• At the top, the name of the concierge service. Its menu gives access to My account, Notifications, Account security, Usage, Settings, switching concierge service, Add a concierge service (Network) and Sign out.
• The everyday entries: Home, Inbox, Schedule, My calendar, Bookings, Clients (and Assignments for a field account).
• Shortcuts: the records you have opened recently (a client, a property, a supplier), to go back to them in one click.
• Management: the Catalogue group (Services, Suppliers, Properties), the Finance group (Invoicing, Quote, Margins, Commissions, Referrers, Reports) and Team.
• At the bottom, for management: the WhatsApp status (“WhatsApp connected”, “WhatsApp disconnected”…) and “Assistant paused” when it is paused.

Everyone only sees the entries their role allows (chapter 12). An entry reserved for a higher plan stays visible with a small label: the page explains what it offers, rather than disappearing.

The top bar, from left to right:

• Search: a “Search” field. The “/” key or Ctrl K (⌘ K on Mac) takes you there. It finds clients, bookings, properties, services, suppliers, invoices, pages and settings. Filters speed up the search: client:Laurent, booking:#47, invoice:F-2026, phone:+33 6 11, date:12/03/2026, status:confirmed, property:Villa, service:chef, supplier:Rossi.
• Integrations (the square, for management): WhatsApp, Calendars, Online payment, Assistant, Automations.
• Help (the question mark): Help centre (this guide, opened in the language of your screen: French, English or Spanish), Email support (“Priority support” with Pro and Network), Setup guide.
• The bell: your notification centre (chapter 13, section 13.3).
• The gear icon: the Settings.
• The “+”: create in one click a New booking, a New client, a New property, a New service or a New invoice, depending on what your role allows.

Each list page has a single main button (“New booking”, “Add a client”…). The other actions (import, export, settings for this page) are in the “…” menu.

On a phone#

The app can be installed on the phone's home screen. A tab bar at the bottom gives Home, Messages, Schedule, Bookings and More. A small dot on a tab signals something to deal with (unread messages, requests to approve); the dot on More signals an entry in the sheet that has a counter. For management, the More sheet shows the WhatsApp status and “Assistant paused” when it is paused, then your shortcuts, the rest of the navigation, Help (Help centre, Email support), appearance, language and sign-out. For a field account: Home, Assignments, Agenda, Clients and More.

Language and appearance#

The interface is available in French, English and Spanish. Everyone chooses their language and theme (Light, Dark, System) in Settings › Profile. WhatsApp messages and emails sent to a member go out in their language.

1.5 Home#

The home screen only shows figures and charts, with no lists to work through.

“Welcome back”, with two links: your bookings to approve, and the settings.

“Today”: an hour-by-hour chart compared with yesterday, chosen from a small menu (client messages, requests received, confirmed sales for those who can see finance). On the right, three figures with their View link:

• To approve: the requests waiting for a decision from the team;
• Services today: leads to today's schedule;
• Unanswered conversations: leads to the inbox.

“Overview”: charts for the chosen period (Last 7 days, Last 4 weeks, Last 3 months, Last 12 months), by day, week or month, compared with the previous period (can be switched off with Compare). Six indicators, depending on the role:

• for those who can see finance (owner, manager, accounting): Confirmed sales, Collected, Confirmed bookings, Requests received, Client messages, Assistant replies;
• for everyone else: Confirmed bookings, Requests received, Client messages, Assistant replies, New clients, Services delivered.

Amounts are never sent to a role that does not have access to finance. Each title leads to the list that details the figure.

For a field account, the home screen is different: a sentence (“You have 3 jobs today and 2 stays are under way”), My jobs today, Stays in progress and This week (pending, confirmed, in progress, completed).

1.6 Connecting WhatsApp#

Who can do it: the owner and managers (“settings” permission). Where: the WhatsApp step of sign-up, or Settings › WhatsApp.

The principle#

Vetexis connects to WhatsApp through the official connection from Meta (the company behind WhatsApp). There is no QR code to scan. Your clients keep writing to the same number, and the assistant replies to them from that number.

Step by step#

1. Have the phone for the number to connect within reach.
2. Click Link my number.
3. Vetexis asks Which number do you want to link?:
   • I already use WhatsApp Business on my phone: the number stays in the WhatsApp Business app. You keep writing from the phone, and six months of history arrive in Vetexis. Your existing conversations are retrieved, the client records are written, and your way of writing is picked up from your real messages.
   • A number that is not on WhatsApp yet: a new number, verified by text message or call, used only for Vetexis.
4. Continue with Facebook opens Meta's official window: sign in to Facebook, choose the number, confirm.
5. The message “The number is linked.” appears.

If Meta refuses, a box explains it (“Meta could not link the number”), with Meta's message, a reference to give to support, Retry and Email support.

Several numbers#

A concierge service can connect several numbers, within the limit of its plan (1 on Essential, 2 on Pro, 3 on Network, plus the “Extra WhatsApp number” option). Example: a “Villas” number and a “Yachts” number. Rename gives each number a name that labels the conversations in the inbox (your clients do not see it). A single inbox brings them together, and each client receives replies from the number they wrote to.

What each number shows#

Number, Display name, Quality (Good, Medium, Low, Not rated yet, as measured by WhatsApp), Sending limit (it only counts the clients you contact first; replying is never limited), Connected since. Reconnect appears when Meta has cut the connection. Disconnect is in the “Danger zone” at the bottom of the page: the assistant no longer receives messages from this number, your WhatsApp Business app keeps working, and everything recorded is kept.

The 24-hour rule and message templates#

WhatsApp imposes a rule: for 24 hours after a person's last message, you can write to them freely. After that, only a message template approved in advance by Meta can be sent, and it costs a few cents to the concierge service's WhatsApp account.

Vetexis has prepared these templates for you, in your clients' languages: reminder the day before, follow-up the day after, quote reminder, payment link, reply from the team, alert to the team, request to approve, job offered to a supplier, notice to a supplier. The Message templates section sums up their status at Meta in one line (“Messages ready”, “Messages being reviewed by Meta”, or “Some messages were rejected by Meta” with the uses concerned). Vetexis checks pending templates again by itself: there is nothing to do.

In practice, if a client has not written for more than 24 hours and your team replies to them, Vetexis sends them the “reply from the team” template: “Hello, I have an answer for you about your request. Tap the button below to see it.” As soon as they tap Show the answer or write a message, the real message is sent.

When the connection is cut#

A red “WhatsApp disconnected” banner (or “A WhatsApp number is cut off: Yachts”) appears at the top of every page for management, with Reconnect. It cannot be closed: as long as WhatsApp is cut off, the assistant receives nothing. Situations “to watch” (low quality, rejected template) are shown in the settings and trigger an email to managers.

1.7 The setup guide#

There is no guided tour. Instead, a small floating card at the bottom right of the screen, the Setup guide, lists what is left to do. It is reserved for management (owner and managers), on a computer. It does not appear on a phone, in the inbox (it would cover the send button) or in the demo. It also disappears while a window is open (a PDF preview, for example) or while a change to the settings is waiting to be saved, so that it never hides the Save button.

It sorts the tasks into three groups:

A progress bar shows how far you have got. Tasks tick themselves, based on the real state of the concierge service: nothing is ticked by hand. A completed group is crossed out. Clicking a task takes you to where it is done.

The card can be expanded, collapsed (it then shows “Next step: …”) or closed. Once closed, it only comes back through the Help › Setup guide menu (the question mark in the top bar). It disappears by itself when everything is done.

1.8 The first few days: an example#

Sofia runs a concierge service in Marbella.

1. On Monday morning, she signs up for the Pro plan, pays by bank transfer, and her account opens on Tuesday when the funds arrive.
2. She connects her WhatsApp Business number: six months of conversations arrive, and the records of her regular clients fill up.
3. She imports her catalogue from her spreadsheet (villas, chef, boat, transfers), adds the photos of the boat, and ticks New clients only in the assistant settings to keep her regulars in her own hands for the first few days.
4. She invites Marco (concierge) and two field accounts for cleaning, then turns the assistant on.
5. That same evening, a Dutch client writes in English asking for a chef on Saturday for six people. The assistant replies in English that it is looking into it, creates the request, and Sofia receives the request on her personal WhatsApp with the Approve, Decline and Reply buttons.