How to Use MedicalRep CRM — The Rep & Manager Playbook

The moment your admin provisions you on MedicalRep, you receive an activation email with a temporary password. On mobile, install the app from Google Play or the App Store, sign in, and rotate the password. Managers work from admin.medicalrep.net.

Things to settle in your first 10 minutes:

• Set the location permission to Always, not "While in use" — the platform validates GPS at the start and end of every visit.
• Turn auto-sync on so queued data lifts to the cloud the moment connectivity returns.
• Confirm the right tenant — your company name appears in the header beside your avatar.
• Set the language (Arabic / English) from Settings if needed.

If login keeps failing, the usual culprits are: a VPN that masks your real IP, a device clock with a large drift, or a Mock Location app being active (covered in lesson 5).

The customer database is the spine of any pharma CRM. In MedicalRep you create the customer once and every interaction lives on that record.

Four customer types you will create:

1. Doctors — name, specialty, clinic, hospital, phone, examination days, A/B/C tier based on prescription weight.
2. Pharmacies — name, address, owner, chain vs independent, historical sales volume.
3. Clinics / centres — name, doctors who practise there, accessible visit days.
4. Hospitals — name, departments, consulting physicians, tender process if applicable.

Field tip: do not try to add 200 customers in one day. Start with the top 50 of each tier (the A-class) within your first week, then complete the rest across the month. Working with clean data beats churning through inactive accounts.

Every customer in MedicalRep has a 360° card: last visit date, total visit count, products presented, prior notes, and upcoming visits. You arrive at the next call already prepared in 30 seconds — no notebook flipping.

The platform ships with a Visit-Planning Agent that drafts your monthly plan automatically using:

• CPA (Calls Per Activity) — visits per 100 EGP of historical sales per customer.
• Coverage — who was visited last cycle and who was missed.
• Historical purchase weight — who buys most in your territory.

You open "My plan for the month" and the agent has already proposed ~120 visits over 22 working days. If you agree, you accept with one tap. If you need a tweak (a doctor who travels at month-end), you reschedule and save.

Your manager sees the same plan in the web dashboard and can layer on KPIs (e.g. "70% of visits must feature Brand A", or "95% A-class coverage required"). The agent re-balances the plan against those KPIs.

At the actual visit, you tap "Start visit". The app captures your real GPS coordinates and verifies they are within ~100 metres of the customer's address (configurable). If there is a wide gap, you see a warning before the visit can be recorded.

During the visit you log:

• Products presented (Brand A, Brand B…) — pick from the catalogue.
• Samples — quantity per product.
• Detail aids — leaflets, scientific material handed over.
• Free-text notes — objections, signals, anything that informs the next call.
• Outcome — promised to prescribe? wants more samples? could not see the doctor at all?

Hit "End visit". Sync runs as soon as you have signal. In a dead zone, the visit queues locally (covered in lesson 6).

Fake-GPS detection is one of the features that genuinely sets MedicalRep apart from any other pharma CRM. In the field, some reps install location-spoofing apps (Fake GPS Location, GPS Joystick) to log visits while sitting in a coffee shop. That corrupts the data for management and is unfair to reps who actually do the work.

How MedicalRep detects it:

1. Device scan: the app scans installed packages. If it finds a known spoofing app, the user is flagged on a "suspicious" list — without being blocked.
2. Submission scan: if the mock-location service is active while a visit is logged, the visit reaches the dashboard with a clear FAKE banner and exact timestamp.
3. Auditable log: every attempt is persisted so a manager can review patterns across visits.

If you are an honest rep: there is nothing to fear. If you have a spoofing app installed for personal reasons (gaming), the safe move is to remove it from your work device. The system does not penalise the existence of the app — only visits logged while it is running.

For managers: review the suspicious-users list weekly and have a calm conversation with the rep before deciding. MedicalRep gives you the evidence; the judgement remains yours.

In Upper Egypt, in rural Saudi or Jordan, the network can disappear for thirty minutes at a time. MedicalRep is built offline-first: the app runs without any internet at all.

What works offline:

• Logging visits (with GPS if location services are on).
• Adding new customers.
• Capturing samples and notes.
• Reading any customer data already cached.

The moment you regain connectivity, the queue uploads automatically. Do not close the app before sync completes — there is a circular indicator at the top.

Tip: before heading into an area you know is patchy, run a manual refresh in the morning while you are still on Wi-Fi. That caches the latest customer list locally.

Managers see four headline KPIs in the web dashboard:

• Total visits + delta vs last month.
• Target hit — % of planned customers actually visited.
• Active reps.
• Pharmacies covered + monthly delta.

The Visit-to-Order Funnel is the single most useful chart. It shows:

1. Planned visit
2. Field check-in
3. Engaged conversation
4. Sample / detail delivered
5. Order or commitment

If conversion from step 3 to 4 is weak, your reps are reaching the doctor but failing to deliver samples — meaning the gap is in detailing skill, not coverage. That is the kind of insight Excel cannot give you.

The rep submits a leave request from mobile: pick the date, reason, attach a document if needed. The supervisor receives a push and email. Approval or rejection takes 30 seconds from the manager view.

Expenses — fuel, medical hospitality, promotional material: rep uploads the receipt photo, enters amount and category. The receipt rolls up into a monthly report for accounting.

Orders — when a rep gets a commitment from a pharmacy or hospital, they log the order: product, quantity, expected date, customer. That gives the sales department a clean record without a separate spreadsheet.

MedicalRep ships with three AI agents that run 24/7:

• Visit-Planning Agent (lesson 3): proposes the optimal monthly plan per rep.
• Data & Decision Agent: scans thousands of visits daily and pushes smart alerts to managers — "Account X not visited in 45 days with strong purchase history", "Region Y showing unexplained decline".
• Auto-Reporting Agent: generates daily and weekly executive PDFs in Arabic or English, ready for the CFO and senior leadership — with charts and accurate numbers.

For reps: the agents save you hours of manual planning. Let them do the heavy lifting; focus on the visit itself.

For managers: instead of being notified by a WhatsApp report at end-of-day, the alert reaches you in real time. Decisions become faster and sharper.

Managers rarely live in the mobile app — they work in admin.medicalrep.net. The home screen has:

• Live activity feed: every visit appears within ~5 seconds.
• Rep list with last check-in and daily visit count.
• Geographic map with the team's movements today.
• Alerts list from the AI agents.

The weekly manager workflow:

1. Monday morning: review the previous week's PDF (auto-generated by the reporting agent).
2. Review the suspicious-users list (fake-GPS audit).
3. Review smart alerts and decide which deserve follow-up.
4. Friday afternoon: review plan completion, adjust next week's plan.

MedicalRep ships a free-forever plan for a single-company, single-active-user account. It is not a trial — it is real access to the core platform.

When to upgrade Free → Starter? When a second rep starts inside the same company.

When to upgrade Starter → Team? When you need a full manager dashboard, the full set of AI agents, and 24/7 support — typically once you cross 5–8 reps.

When to upgrade to Unlimited? Above 8 reps — Unlimited saves around 30% versus Team + extra users.

Compare details on the pricing page.

The five most common issues:

1. "GPS is inaccurate" — set the permission to Always, toggle device location services off and on, restart the app.
2. "Sync is stuck" — verify you are actually online (open any web page), then trigger manual sync from the icon in the app.
3. "Login is rejected" — turn the VPN off, set the device clock to Automatic, retry. If still rejected, ask your manager to confirm the account is active.
4. "Visit logged twice" — open the visits list, request the duplicate be deleted. Support clears it within ~4 hours.
5. "App crashes" — update to the latest version on Play / App Store. If the issue persists, send a screenshot to your company's WhatsApp support group.

Escalation: every company has a dedicated WhatsApp support group staffed by MedicalRep engineers. Median response is ~30 minutes during working hours. Critical issues on Team and Unlimited plans are handled 24/7.