Your practice details (business profile), opening hours, and rooms are the foundation of how Lupa runs your day. Practice details show up on every invoice, the booking portal, the mobile app, and outbound communications. Opening hours drive what slots clients can book and when staff rotas slot in. Rooms power the calendar map view, room-based bookings, and the location field on appointments.
💡 In short: Go to Settings to manage three related areas:
Business Profile for clinic name, address, contact details, and language
Opening Hours for daily working times and holidays
Locations for consultation rooms and the rules that govern room assignment on appointments.
Before You Begin
📍 Permissions required:
Practice Information Management: to edit the Business Profile and Opening Hours
Rooms Management: to create, edit, archive, and configure rooms If a tab is greyed out or the edit button is missing, ask your practice manager to grant the relevant permission under team roles.
These settings live on the Settings page. Each clinic in your organisation has its own Business Profile, opening hours, and rooms.
Business Profile
Open Settings → Business Profile. The page summarises your clinic at a glance: name, logo, address, contact details, categories, calendar slot duration, social links, brand colour, and locale. Click the pencil icon in the top-right of the header to open the edit page.
Identity and how clients see you
Field | What it does | Required |
Store Name | Your clinic's name. Appears on invoices, the booking portal, the mobile app, and all client-facing communications. | Yes |
Description | The description shown on your booking portal profile and the Lupa mobile app. | No |
Categories | What your business offers. Pick one or more (Veterinary clinic, Pet grooming, Pet training, Pet supplies retail, Pet boarding). Used by pet owners searching the mobile app. | Yes |
Colour | Your clinic's colour used in multi-store views and the online booking form. | Yes |
Address and contact
Field | What it does | Required |
Main email address. Appears on invoices and is used as placeholder for the email of the store. | Yes | |
Phone | Country-aware phone input. Shown on invoices and the booking portal. | Yes |
Address | Start typing and pick a result from the address autocomplete so the postcode and coordinates are stored correctly. | Yes |
Website / Facebook / Instagram | Optional URLs displayed on the booking portal. | No |
Calendar and locale
Field | What it does | Required |
Calendar Slot Duration | Granularity of the calendar grid (5, 10, 15, 20, or 30 minutes). Smaller values give precise scheduling but a denser-looking calendar. | No |
Country | Affects address validation, phone formatting, and country-specific defaults. | Yes |
Language | Interface language for this clinic. | Yes |
Timezone | Used everywhere where times are displayed or scheduled. For example for appointment slots, reminders, and outbound SMS/email timing. Wrong timezone = reminders go out at the wrong time. | Yes |
Currency | Used for the pricing of products and services. | Yes |
VAT | Used as standard and fallback VAT % for all products and services. | Yes |
💡 Logo and gallery images are managed under Settings → Gallery, not on the Business Profile tab.
Opening Hours
Open Settings → Opening Hours. This page sets the availability for your clinic. In other words, it provides the hours during which appointments can be booked and staff rotas can be scheduled. It also lets you mark public holidays so they're flagged on the calendar.
Set daily working times
Each day has a toggle. When the toggle is on, you can add one or more time slots for that day.
Toggle a day on to mark it as a working day.
Set the from and to times in 24-hour HH:mm format.
Click + Add Times if you want to split the day into multiple shifts (for example, a morning consult block and an evening consult block with a lunch break).
Use the trash icon next to a slot to remove it.
Click Save at the top right when you're done.
⚠️ Edit working times here, not on individual rotas. Opening Hours is the practice-wide source of truth. Staff availability comes after this. If your opening hours don't include 7pm, you can't book a 7pm appointment even if a vet's rota covers it. For one-off staff variations (sick days, holidays, late shifts), use the rota in Apps → Rota instead.
The form blocks two common mistakes:
"From" must be before "To": if you set from 14:00 to 09:00, the field flags an error.
Slots within a day cannot overlap: if 09:00–13:00 already exists, adding 12:00–17:00 will be blocked. Adjust one slot before saving.
Holidays
Below the daily times, the Holidays section lets you flag specific dates as closed. Each holiday has a name (e.g. Christmas Day) and a date.
Click + Add Holiday to create a new entry.
Pick the date from the date picker (format follows your clinic's locale).
Use the Delete button next to a holiday to remove it.
Save your changes from the Save button at the top of the page. Holidays close the clinic for that calendar day regardless of the day-of-week schedule. They appear visually on the calendar so staff know not to schedule appointments.
💡 Holidays don't repeat year over year. Add next year's bank holidays each year, or update existing ones once the dates are confirmed.
Locations (Rooms)
Open Settings → Locations. Despite the tab name, this page configures rooms within your clinic, for example Consult Room 1, Consult Room 2, Theatre, Dispensary, Lab, Kennels. Multi-site organisations manage each branch as a separate clinic from the store switcher; rooms are configured per clinic.
Create and edit rooms
Click + Create Room in the top-right of the Rooms section.
Enter a Name that staff will recognise quickly on the calendar (e.g. Consult 1, Theatre, Iso Ward).
Click Save. To rename a room, click the pencil icon on its card. The same dialog opens with the current name pre-filled.
Archive a room you no longer use
Rooms aren't deleted, they're archived. This preserves the appointment history that referenced them.
Open the room from its pencil icon.
Click Archive at the bottom-left of the dialog. Archived rooms drop into a collapsed Archived section under the active list. Click Unarchive on the room card to bring it back.
Map Diary
Toggle Enable Map Diary to switch on the map view on the calendar page. This allows staff to view appointments on a map.
Booking Configuration
Two checkboxes change how rooms behave on appointments:
Setting | Effect |
Mandatory Room Selection | Forces every appointment to be assigned to a room before it can be saved. Use this if your workflow depends on knowing which room a pet is in. |
Show Location Field on Appointments | Shows the location/room field for appointments. Turn this off if you don't want staff to see or set rooms during booking. For example, if you allocate rooms only at check-in. |
Click Save at the bottom of the section to apply changes. The button is disabled until you've actually changed something.
Where these settings show up
Setting | Where it surfaces |
Practice name, logo, address | Invoices, statements, booking portal, mobile app listing, email/SMS templates |
Phone, email, website | Booking portal header, mobile app contact section, invoice footer |
Clinic Categories | Mobile app search filters and pet-owner discovery |
Calendar Slot Duration | Calendar grid granularity (work app) |
Timezone | Appointment scheduling, reminder send times, scheduled SMS/email timing |
Opening Hours | Available booking slots in the work app and online booking portal, default rota windows |
Holidays | Closed-day indicator on calendar; blocks online bookings for that date |
Rooms | Calendar map view, appointment location field, room column on the diary |
Tips
✅ Best practices:
Set the timezone before anything else. Every reminder and scheduled message uses it. Wrong timezone is the single most common cause of "messages went out at 3am" support tickets.
Use address autocomplete. Manually-typed addresses miss the geocoded coordinates needed for the booking portal map and mobile app distance calculations.
Keep room names short and consistent. Consult 1, Consult 2, Theatre, Iso read better on a busy calendar than Main Consult Room (Ground Floor).
Archive rooms instead of recreating them. Past appointments stay linked correctly, and you can unarchive if a room comes back into use.
Add public holidays at the start of each year so the calendar warns staff before they accidentally book on a closed day.
Mirror what real clients search for in your clinic categories so pet owners find you in the mobile app.
Troubleshooting
Problem | Solution |
Edit button is missing on Business Profile | You don't have the Update Store Information permission. Ask your practice manager to grant it. |
Address shows as plain text on invoices | The address was typed manually instead of selected from autocomplete. Re-open the dialog and pick a suggestion from the dropdown. |
Reminders going out at the wrong time | Check Timezone on the Business Profile. Save with the correct value. Reminders re-evaluate the next time they're scheduled. |
"From must be before to" error on Opening Hours | One of the time slots has its end time before its start time. Find the highlighted slot and fix the times. |
"Time slots cannot overlap" error | Two time slots on the same day overlap. Adjust one slot's hours before saving. |
Online booking shows fewer slots than expected | Check that the day is toggled on in Opening Hours and that the slot range actually covers the time the client is trying to book. Holidays also block online bookings for that date. |
Can't save the appointment without a room | Mandatory Room Selection is enabled. Either pick a room on the appointment or turn this setting off in Settings → Locations. |
Room you used last week is gone | It was archived. Look in the Archived section at the bottom of Settings → Locations and click Unarchive. |
Frequently Asked Questions
Can different clinics in our group have different practice details, opening hours, and rooms? {toggle="true"}
Yes. Every setting on this page is configured per clinic. Use the store switcher in the top navigation to switch between clinics before editing. Each clinic has its own opening hours, holidays, rooms, brand colour, and locale.
Does changing the practice name update existing invoices? {toggle="true"}
No. Invoices keep the practice name that was set when they were generated, so historical records stay accurate. Only invoices created after the change reflect the new name.
What's the difference between the Locations tab and the stock locations I see in inventory? {toggle="true"}
The **Locations** tab on this page configures consultation rooms (where appointments take place). **Stock locations** (used by Inventory) are a separate concept — they represent physical storage areas like the dispensary, fridge, or back stock. They live under .
Can I have multiple shifts in one day, like a morning and an evening session with a lunch break? {toggle="true"}
Yes. On any working day, click **+ Add Times** to add a second shift. The form will auto-suggest a start time 30 minutes after the previous shift ended; you can adjust it. Slots within a day must not overlap.
Do holidays repeat each year? {toggle="true"}
No. Holidays are tied to a specific calendar date. Add or update entries each year so future bookings know which days are closed.
What happens to existing appointments if I archive a room? {toggle="true"}
Existing appointments keep their reference to the archived room, your history stays intact. The room just stops appearing in the picker for new bookings. Unarchive it any time to bring it back.