A useful IVF software demo follows your clinic's own scenarios, not the vendor's script. Send the vendor three or four real workflows in advance, bring the people who will use the system every day, and score each scenario on the same sheet. That turns a sales presentation into evidence you can compare across vendors.
Most software demos are designed to show a product at its best. That is fair from the vendor's side, but it leaves a clinic with an impression rather than a comparison. Two polished demos of two different systems can feel equally convincing.
This post explains how to take control of the demo: what to send beforehand, who should be in the room, which scenarios to run and how to score the result. For the wider buying process, see our buyer guide to choosing IVF clinic software.
Preparation decides most of the value. A week or so before the session:
Write down three or four scenarios from your own clinic, in plain steps.
Send them to the vendor and ask them to run those scenarios live.
Agree the length of the session and ask for time at the end for questions.
Prepare one scoring sheet that everyone attending will use.
Asking for scenarios in advance is not a trick. A vendor confident in the product will usually welcome it, because it shows the clinic is serious.
Choose scenarios that cross departments, because the hand-offs are where systems differ most:
New enquiry to first consultation: capture a lead, book the visit and open the patient file.
A full IVF cycle: start stimulation, add monitoring scans, record retrieval and transfer, and see the result in the patient record.
A lab day: grade embryos, freeze some, and check that the doctor sees the grades without re-entry.
Billing a package: take an advance, add medication mid-cycle and close the balance.
A month-end report: produce cycles by type and enquiry-to-treatment conversion.
Ask the presenter to do each step live rather than switching to slides. Where a step needs a workaround, note it.
The people who will use the system each day see problems a buyer can miss. Invite one person from each group that touches a cycle:
A consultant or treating doctor, for the clinical record and the cycle view.
An embryologist, for the lab screens and witnessing.
A front-desk or counselling lead, for enquiries, scheduling and follow-up.
Someone from billing or accounts, for packages and reports.
The owner or administrator who will sign off, for cost and support.
Keep the group small enough that each person can ask questions in their own area.
Score each scenario immediately, before the next one starts. A simple scale works best when everyone uses the same one:
| Score | Meaning |
|---|---|
| 3 | Done live, in the standard product, without a workaround |
| 2 | Done, but with a workaround or extra steps |
| 1 | Shown on slides or promised, not done live |
| 0 | Not possible |
Add the scores per scenario and per person, then compare vendors on the same sheet. Note every promise that a feature is coming, and treat it as a 1 until you can see it working.
Ask for a recording or written answers to any open questions, and for a trial or sandbox where your team can repeat a scenario. Then put the scores next to the cost: our pricing page shows how one suite is priced, and our guide to the best IVF software in India covers the options clinics usually compare.
The scores will not make the decision on their own, but they make sure every vendor was judged on the same work.
Long enough to run each of your scenarios live and leave time for questions. Agree the length with the vendor in advance so no scenario is rushed.
Yes. Sending them in advance lets the vendor prepare a live run of your own workflows, which gives you a fair comparison between products.
Bring a doctor, an embryologist, a front-desk or counselling lead, someone from billing and the person who will sign off, so each area is judged by the people who will use it.
Note it and score it as not shown. Ask for a date and a way to see it working before you rely on it in your decision.
A demo is worth most when it runs your own scenarios in front of the people who will use the system, and when every vendor is scored the same way. Start from Vitrify IVF software, browse the IVF software modules or find IVF software for your clinic type. To see clinics on the national ART registry in India, browse the IVF clinic directory, Vitrify Explore. Book a demo and send us your scenarios, and we will run them live.
