Business profile
Add your clinic name, logo, contact details, address and time zone, and set the rules for duplicate contacts.
3 min read
The business profile is your clinic's identity inside the panel. The name, logo, phone and email you enter here are used in messages, appointment confirmations and invoices. The time zone is the basis for every appointment and reminder time, which makes it one of the most important settings for a clinic that works with patients abroad.
Before you start
- Only users with the Admin role can edit this page. See Roles and permissions.
- Prepare your logo as a square PNG with a transparent background (e.g. 512×512 px).
Enter your general details and address
- Open Settings → Business Profile from the left menu.
- In General Information, upload your logo and fill in:
- Friendly Business Name: the name patients see (e.g. Aura Dental Clinic).
- Legal Business Name: your registered company name, used on invoices.
- Business Email and Business Phone: the clinic's main contact details. Write the phone number in international format (+90…).
- Business Website: your website address.
- Business Niche: your specialty (dental, aesthetics, hair transplant, etc.). Some suggestions in the panel are based on this choice.
- In Business Physical Address, enter your full address, country and Time Zone. For clinics in Turkey the correct choice is GMT+03:00 Europe/Istanbul.
- Click Update Information in the top-right corner to save.
Important
Set the time zone on day one and avoid changing it later. Calendar availability, appointment reminders and report date ranges are all calculated from it. Changing it later can shift your existing availability hours.
Why the time zone matters for international patients
The account time zone is the clinic's time. When a patient in London opens your booking page, they can see available slots converted to their local time, but every calculation behind the scenes uses your clinic time.
Example: your Istanbul clinic is free for an online consultation at 10:00. In winter, Sarah Mitchell in London sees that slot as 07:00. If the clinic time zone had been set to London by mistake, your team would call her three hours late.
Tip
If your patient coordinators work from different cities, each user can set their own time zone on the My profile page. The business profile time zone remains the clinic's official time.
Currency
If your account shows a currency field, choose the currency you quote patients in most often (EUR or GBP for most clinics). Opportunity values and report totals are shown in a single currency, so if you quote in several currencies, agree on a conversion rule with your team. If the currency field isn't visible in your plan, message our support team on WhatsApp to change it.
Duplicate contact settings
The same patient may message you on Instagram first and on WhatsApp later. The Allow Duplicate Contact setting decides whether that creates two separate records or matches the existing one.
- Keep Allow Duplicate Contact switched off. A contact arriving with the same phone or email is then added to the existing patient record.
- Choose which field is checked first. In medical tourism most patients arrive via WhatsApp, so Phone first is recommended, with Email as the secondary field.
Heads up
If you switch this on (duplicates allowed), the same patient can end up with several records, splitting their conversations and opportunities. To merge existing duplicates, see Duplicates and merging.
Common issues
Appointment reminders go out at the wrong time. Check the Time Zone on this page first, then the time zone of the calendar and the user.
The logo doesn't appear in messages. Make sure the file is PNG/JPG and refresh the page after saving.
The same patient appears twice. Allow Duplicate Contact may be on, or the patient used two different numbers. Merge the records manually.
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