Practice details

By the end of this page your practice's identity, web presence, messaging defaults, data retention and operational defaults will be set.

Open Settings → Practice details. Each card has its own Save button.

Identity

The name and logo carried by emails to your leads:

• Upload logo — JPEG, PNG or WebP, up to 5 MB. Remove clears it.
• Practice name — shown as the sender identity across outgoing messages.

Web presence

Included in the automated messages sent to your leads:

• Website — your practice site's full URL.
• Social profiles — add up to ten links (Instagram, Facebook, TikTok, YouTube, LinkedIn, X, Google).

Messaging defaults

Applied to automated emails and texts:

• Email signature — a reusable sign-off (up to 2,000 characters). It is not added automatically: insert it in a template with {{practice.signature}}, so a short nudge never carries a full sign-off.
• Email logo — a picture from your practice's image library. Like the signature it is not added automatically: insert it in a template with {{practice.logo}}, so a one-line reminder never carries a letterhead. Changing it here updates every template that uses the tag.
• SMS sender name — what carriers display as the sender of text messages; maximum 11 letters, digits or spaces.
• Brand colour — a hex value like #4F46E5, used to brand outgoing emails. Pick with the swatch or type the code.
• Outbound marketing eligibility — whether marketing campaigns and nurture sequences require explicit consent, or may also use a separately recorded soft opt-in. SmileLine never infers soft opt-in.

Data retention

Use the Data retention card to choose how long patient-bearing detail remains available. Leave a field blank for Forever, or enter a whole number of days:

• Message content — message bodies, formatted email and attachments; 30–3,650 days.
• Activity detail — timeline titles, notes and display names; 30–3,650 days.
• Audit detail — patient-bearing labels and before/after values; 30–3,650 days.
• Call recordings — recorded audio; 7–3,650 days. The default is 90 days.

Until you change them, message content, activity detail and audit detail are kept forever. Call-history entries remain after their audio is deleted, and structural message, activity and audit records remain after their patient-bearing detail is redacted.

Click Save to apply all four fields together. New records follow the saved settings immediately. When you shorten a window, SmileLine applies it to existing records progressively in bounded daily batches; the card shows while that work is applying and tells you if support needs to review any remainder.

Retention settings cannot be changed after the practice enters Closing or Purging. Deadlines already materialized on patient-bearing records and the bounded automated redaction work continue to run.

Practice defaults

• Financial region — fixed when the practice is created. United States practices use the US service region and USD. The United Kingdom uses the EU service region and GBP; every other currently supported country uses the EU service region and EUR. This fixes the practice's legal country, service region and accounting currency for treatment, journey, target, deposit, PMS and referral amounts. Subscription billing uses the same currency when a catalogue is approved; EUR subscription pricing is not yet available.
• Monthly revenue target — the goal the dashboard's revenue meter measures against, shown in the selected accounting currency; leave empty to remove the target.
• Practice timezone — the IANA timezone used for CRM date formatting, due-day buckets, report boundaries and automation wall clocks.
• Automation opening hours — the location whose weekly opening hours control business-hours waits in nurture sequences. Without one, those waits pause until the setting is configured.

Practice timezone, automation location and monthly revenue target remain editable under Settings → Practice details. The financial region is not an editable setting, so the practice cannot move between service regions, existing money cannot be reinterpreted later, and any Stripe connected account is created for the correct legal country.

The currently selected automation location cannot be archived. Select another active location first, then archive the old one. A missing opening-hours schedule pauses business-hours automation steps for correction—it never makes them run outside the intended schedule.