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Chapter 6

Customizing Pilot

Custom fields hold what your lab needs to know. Workflows do the work your team would otherwise repeat.

All plansLabs with their own way of working
Contents
6.1

Custom fields

Every lab tracks something Pilot doesn’t know about: a scanner ID, a rush flag, a contract renewal date. A custom field puts it on the record, next to the standard fields, in forms, details and tables.

Before you start

  • What you track outside Pilot today, and which record each thing belongs on.

What to set up

  1. 1Fields on the records that need them: cases, doctors, offices, customers, billing accounts, products, line items, production tasks or users.
  2. 2A type for each: text, number, dropdown, checkboxes, date and time, user or link.
  3. 3Rules: required, unique, or only asked for when the record is created.
  4. 4Calculated fields, for values worked out from others: formulas, totals across related records, or a value copied from a related record.
  5. 5On cases: fields that only show when conditions are met, and whether doctors see and fill them in on the Customer Portal.
  6. 6Values for what you already have. Every import template takes one column per custom field, named with the field’s label.

Plan limits

How many custom fields you can add to each kind of record depends on your plan. The limits are on the pricing page.

You're done when: What your team used to keep in notes and spreadsheets now lives on the record.

6.2
Essentials and up

Workflows

A workflow does work for your lab automatically. You tell Pilot when to start, which records it applies to, and what to do. For example: when an invoice is overdue, email a reminder every week until it’s paid.

Before you start

  • One repetitive job to automate first, written as a sentence: “when an invoice is 5 days overdue, email the customer”.
  • The email templates or task templates it should use. → Email templates and HIPAA

What to set up

  1. 1A trigger: what starts it. Something happens, a schedule, a cohort, a button, or a webhook from another system.
  2. 2Filters: which records it applies to, and how often one record can go through.
  3. 3Steps: wait, branch, change cases, tasks and conversations, send emails and webhooks, or ask Pilot AI.
  4. 4A test run. Nothing is sent or changed.
  5. 5Switch it on and check its first runs. How many workflows can be on at once depends on your plan.

Start from a template

Ready-made workflows cover statement chasing, overdue invoice reminders, failed payments, routing new conversations and more. They start switched off, so you can adjust them first. Or describe what you want, and let Pilot AI lay it out.

You're done when: One real workflow is on, and its first runs look the way you meant them to.

Workflow automations

Stuck on a step?

Message the Pilot team from inside Pilot during business hours, on every plan. Or let us run the setup with you.

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5. AnalyticsPrevious chapterAppendix: Import templatesEvery template in one place

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