Overview
From the Admin Panel, you can update select fields on a client's profile, including name, birthdate, email, referral details, and main location. Some fields are locked for security or product reasons and must be changed through RepeatMD support.
This article is for front-desk staff, managers, and admins who maintain accurate patient records.
Before You Start
Open the patient from Client Profiles in the left-side navigation.
You cannot change a patient’s phone number in the Admin Panel. Email support@repeatmd.com if a patient changed phone numbers.
Patients connect to one main location at a time. Changing main location has downstream effects on cart items, automated offers, and memberships. Review How It Works before saving a location change.
Why It Matters
Keeping patient profiles accurate helps you:
Reach patients with the correct email and referral attribution.
Assign the right location for offers, memberships, and automated promotions.
Avoid support escalations by knowing which fields your team can edit vs. which need RepeatMD.
Set expectations when a location change affects cart contents, memberships, or automated offers.
How It Works
Fields you can edit:
First name
Last name
Birthdate
Email
Referral source
Referral name (when Employee or Friend is selected as the source)
Main location
Fields you cannot edit in the Admin Panel:
Phone number — Contact support@repeatmd.com for phone number changes.
Main location change outcomes: Patients cannot be connected to more than one location at a time. When you change a patient’s main location, outcomes depend on their current app session and wallet state:
Scenario | Expected outcome |
Patient has an active app session while location is changed | Patient App refreshes immediately to reflect the new location. |
Patient has items in their cart | Services and promotions stay in the cart as long as they are also eligible at the new location. |
Patient views visit history after prior check-ins | Patient still sees check-ins from the previous location. |
Patient earned rewards or has progress toward the next reward | Earned rewards and progress are unchanged. Unearned rewards update to reflect rewards valid at the new location. |
Patient has rewards or services valid only at the previous location and redeems in person | Patient can continue redeeming using any redemption QR code. In-person staff validate eligibility. |
Patient has an active or dunning membership valid only at the old location | Patient continues receiving and redeeming treatments valid at the original location. To move membership to the new location, cancel and re-subscribe at the new location. |
Patient has a cancelled membership valid only at the old location, still visible in the app | If they tap Re-activate membership, they are directed to enroll in a membership valid for the new location. |
Patient checked in at the old location and tries to check in the same day at the new location | Patient remains checked in for that day at the original location. Manage visit records from their profile. See Add and remove visits (Admin Panel). |
Patient becomes eligible for an automated offer at the previous location after the location change | Automated offers reset to the new location. Patient is no longer eligible for automated offers at the previous location. |
Step-by-Step Instructions
Edit a patient’s profile fields
Log in to the Admin Panel.
Click Client Profiles in the left-side navigation.
Search, filter, or scroll to find the patient.
Open the patient’s profile by clicking their name or selecting View full patient profile from the three dots menu.
Click Edit (or open the editable profile fields on the profile page).
Update any allowed fields:
First name, last name, birthdate, email
Referral source and referral name (if applicable)
Main location (review How It Works before changing)
Save your changes.
Request a phone number change
Confirm the patient needs a new phone number on their account.
Email support@repeatmd.com with the patient’s name, current phone number, and requested new phone number.
RepeatMD support processes the change. You cannot update phone numbers directly in the Admin Panel.
Best Practices and Pro Tips
Review location-change impacts first. Main location affects automated offers, cart eligibility, and memberships. Read the outcome table before saving.
Coordinate membership moves. If a patient relocates to a new location with different membership offerings, plan cancel-and-re-subscribe with the patient before changing location.
Keep referral data current. Accurate referral source and name fields support reporting and partner programs.
Do not attempt RepeatCash edits. Balance adjustments are not available in the Admin Panel.
Use visit management for same-day check-in conflicts. When location changes leave incorrect same-day check-ins, add or remove visits after updating the profile.
Common Mistakes and FAQs
Q: Can I change a patient’s phone number in the Admin Panel?
A: No. For security reasons, phone numbers cannot be updated in the Admin Panel. Email support@repeatmd.com.
Q: Can I edit a patient’s RepeatCash balance?
A: Yes. You can add and deduct RepeatCash from Client Profiles.
Q: What happens to cart items when I change main location?
A: Items remain in the cart if they are also eligible at the new location. Ineligible items may no longer be purchasable at the new location.
Q: Will changing main location cancel the patient’s membership?
A: No. Active or dunning memberships tied to the old location continue under old-location rules until you cancel and re-subscribe at the new location.
Q: What happens to automated offers when I change location?
A: Automated offers reset to the new location. The patient is no longer eligible for automated offers at the previous location.
Q: Can a patient belong to two locations at once?
A: No. Patients have one main location at a time.
Next Steps and Support
Add and remove visits (Admin Panel) — correct visit history after location changes
Cancel a membership for a patient (Admin Panel) — move memberships when changing locations
View and redeem a patient’s services and rewards (Admin Panel) — review wallet impact after profile edits
Need help? Email support@repeatmd.com.