Your profile

Your profile is where you make Apolaris AI feel like yours — your name, photo, phone number, language, local time, and the way numbers look — plus the alerts you receive and the security of your account. Getting the regional settings right means appointment times, sales totals, and reports always show up correctly for you, instead of in someone else's timezone or number style.

Where to find it

Click your name or avatar in the top-right corner of any page. That opens My profile — a single page (there is no separate "Account" menu or "Profile" tab). The page is split into four sections:

• Account — first name, last name, email, username, telephone, and avatar.
• Regional — timezone, language, and number format.
• Notifications — which events alert you, and how.
• Security — change password, two-factor authentication, and API tokens.

Make your changes, then click Save profile at the bottom to save the Account, Regional, and Notifications sections in one go. (The Security actions open their own pages — see below.)

Edit your name, email, and photo

In the Account section:

1. Update First name and Last name so colleagues and customers see the right name.
2. Update Email — this is where your account notifications are sent.
3. Click the Avatar field to choose a picture, then Save profile.

Your Username is shown but read-only. It is what you type to sign in; contact an administrator to change it.

A photo helps your team recognize who booked an appointment, rang up a sale, or left a note — it shows in the top bar and across the calendar and sales screens.

Your telephone

The Telephone field is your single, personal phone number. It is tied to your staff record, so your contact details stay unified — one number across your account and your staff profile, instead of being entered twice in different places.

1. In the Account section, type your number into Telephone (up to 20 characters; include the country code, for example +1 555 123 4567).
2. Click Save profile.

This is the number your organization uses to reach you for staff matters, and it pre-fills the WhatsApp connect box below. It is not the same as the Mobile number for SMS in Notifications — that one is specifically for SMS alerts.

Connect your WhatsApp

When WhatsApp is enabled for your organization, a WhatsApp assistant box appears below your telephone. Connecting your own WhatsApp number lets the assistant recognize you when you message from that number, and — if you opt in — lets your organization deliver notifications to you over WhatsApp.

The box is a status card that shows where you stand at a glance — Connected (with your number partly masked, e.g. •••• 1234), Confirmation pending, or Not connected — and connecting is a quick, self-service wizard: your number is confirmed with a one-time code so only you can link it.

1. Open My profile and find the WhatsApp assistant box.
2. Select Connect number. The Connect WhatsApp wizard opens with three steps: Number → Code → Done.
3. Number — the field is pre-filled from your Telephone; confirm it or type a different WhatsApp number (include the country code), then select Send code. A 6-digit code is sent to that number over WhatsApp.
4. Code — type the code into the six boxes (they advance on their own, and pasting the whole code works). You can also simply reply to the WhatsApp message with the code — this screen notices automatically and moves on. The code is valid for 10 minutes.
5. Done — the wizard shows "WhatsApp connected!"; select Done to close it, and the status card switches to Connected.

More about the wizard:

• Didn't get the code? Use the Resend code link — it becomes available again 30 seconds after each send.
• Stepped away mid-way? While a confirmation is pending, the status card offers Enter code to reopen the wizard at the code step, or Use a different number to start over.
• Code expired? The wizard simply returns to the number step — send yourself a fresh code.
• Nothing reloads. The wizard runs in place on the page, so any unsaved edits elsewhere on your profile are preserved while you connect.
• Disconnect any time. Select Remove on the status card — you'll be asked to confirm, because removing the number stops work notifications to it.

Get notifications on WhatsApp

Once your number is connected — and if your organization has turned on WhatsApp notifications — you can have your alerts delivered to WhatsApp in addition to in-app and email. Look for the WhatsApp notifications option (in your notification preferences) and turn it on. It mirrors the notifications you already subscribe to, sending them to your verified WhatsApp number. You can turn it off again whenever you like.

Regional settings (personal overrides)

Your timezone, language, and number format are personal overrides. When you leave one blank, it falls back to your organization's setting — so a brand-new account already shows sensible defaults without you touching anything.

Setting	Blank means	Fallback order
Timezone	Same as organization	your override → organization timezone → UTC
Language	Browser default	your override → organization default language → site-wide default
Number format	Same as organization	your override → organization setting → point (1,234.56)

Set your language

Choose your interface language so menus, labels, and emails appear the way you read best.

1. In Regional, pick Language. The choices are Browser default (inherit), plus the languages your organization has enabled (typically English, Spanish, and French).
2. Click Save profile. The interface switches right away.

Your language also controls the language of the notification emails sent to you.

Set your timezone

This is the most important setting for getting times right.

1. Select your Timezone, or leave it on Same as organization. The hint under the field shows your organization's default.
2. Click Save profile.

Now every appointment, sale, and report shows times in your local clock — no mental math, even if your organization spans more than one region.

Set your number format

Pick how numbers and money are displayed and typed:

• 1,234.56 — comma for thousands, point for decimals.
• 1.234,56 — point for thousands, comma for decimals.

Save, and every price, total, and report follows your choice — and money fields accept input in the same style. Leave it on Same as organization to follow the org-wide setting.

Notification preferences

In the Notifications section, choose which events alert you. Notifications are grouped into cards (for example HR & payroll), and the exact list depends on your privileges — managers and approvers see extra options such as new bookings, high-value sales, new customers, or leave requests to approve.

1. Tick or untick each notification you want.
2. (Optional) Tick Also email me these notifications to receive them by email as well as in-app.
3. Click Save profile.

SMS notifications

A third option — Also text me these notifications (SMS), with a Mobile number for SMS field — appears only when your organization has the SMS module enabled and a provider is configured. If you don't see it, SMS isn't available for your organization; that's expected, not a missing setting.

1. When the SMS toggle is shown, tick Also text me these notifications (SMS).
2. Enter your Mobile number for SMS, including the country code (for example +1 555 123 4567).
3. Click Save profile.

Security

The Security section links out to three self-service tools.

Change your password

1. Click Change password.
2. Enter your current password, then your new password twice, and submit.

This is the in-app change flow — it requires your current password and updates it immediately, with a confirmation email afterward. No reset link is emailed.

Two-factor authentication (2FA)

Add a second step at sign-in for extra protection. Click Two-factor authentication to open the setup page, where you can enrol a second factor:

• Authenticator app (TOTP) — scan a code with an app like Google Authenticator or Authy.
• Email code — a one-time code sent to your account email.
• SMS code — a one-time code texted to your number.
• Biometric sign-in (passkeys) — the same page also lets you register this device's fingerprint, face, or PIN as a passkey: a one-tap sign-in that also covers the two-factor step. See Two-factor authentication. (In the staff portal, the Fingerprint & security menu item — shown as Huella digital y seguridad — leads to the same page.)

After enrolling, generate and safely store the recovery codes so you can still get in if you lose your device. You can add or remove factors at any time from the same page.

API tokens

Create personal access tokens to use the REST API from scripts and integrations. Click API tokens to open token management, where you can mint a new token (shown once — copy it immediately) or revoke an existing one. A token acts as you: it inherits your organization and your exact privileges.

Tips

• Add your Telephone so your organization can reach you, and connect WhatsApp if it's available — it's the fastest way to get and act on alerts.
• Set your timezone and number format before your first busy shift so totals and times are right from the start.
• Adding a photo speeds up recognition across the calendar, sales, and notes.
• Turn on two-factor authentication even if it isn't required — it's the single biggest improvement to your account security.
• If you work across more than one site, see how site visibility is decided in Site visibility.

Related pages

• Signing in
• Dashboard & navigation
• Site visibility
• REST API overview