✨ When You Need This Guide
This guide is your go-to resource when you need to update a provider's public profile. Use this if you're asking:
"How do I change the name or photo that patients see when booking an appointment?"
"Patients are seeing a generic default photo ('a random lady') and we want to replace it with our logo or a headshot."
"A provider's name is misspelled or needs to be updated on the online scheduler."
Why This Matters
The display name and photo are the first things a patient sees when booking online. A professional name and photo build trust and ensure patients know they are booking with the right person at the right practice.
You'll Need:
Administrator access to edit user profiles.
The photo you want to use.
✅ Updating a Provider's Public Profile
The display name and photo are both managed from the same screen in the user's profile.
Navigate to the Users Page. Go to the Gear Icon (⚙️) > Users.
Select the Provider. Click on the name of the user whose profile you want to edit.
To Change the Display Name:
Scroll to the field labeled Display As.
Type in the exact name you want patients to see (e.g., "Dr. Jane Smith" or "John Doe, RMT").
To Change the Photo:
Find and click the Choose Image button.
A window will appear showing the images already uploaded to your account. Select the photo you want to use.
Save Your Changes. Scroll to the bottom of the page and click the Save User button.
What to expect: The changes should be visible on your online scheduling page almost immediately. If you don't see them, you may need to clear your browser cache.
💡 Common Scenarios
What You Might Notice | Why It's Happening | What to Do |
I saved the changes, but the old name/photo is still showing up online. | Your web browser is likely showing you a saved or "cached" version of the page. It hasn't downloaded the latest updates yet. | First, try a "hard refresh" on the page (Ctrl + F5 on Windows or Cmd + Shift + R on Mac). If that doesn't work, you'll need to clear your browser's cache. See our guide: Why Aren't My Edits Showing Up? (How to Clear Your Cache). |
The photo I want to use isn't available to select. | The "Choose Image" button only shows photos that have already been uploaded to your Aloha image library. | To upload a new image, after clicking Choose Image, click the blue +Add Image button on the top right. Select the image you'd like to upload from your computer. Then choose that image once uploaded. |
I can't click on the user's name or see the 'Save User' button. | Your account does not have Administrator-level permissions. Only administrators can edit user profiles. | You will need to ask someone with an Administrator account in your practice to perform this action for you or to upgrade your user role. |
🎉 You'll Know It's Working When:
You visit your public online scheduling page and see the new display name and photo for the provider.
💬 Need Help? We're Here!
If you have other questions about managing your provider profiles, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.
📚 Related Articles
Why Aren't My Edits Showing Up? (How to Clear Your Cache - If your changes don't appear on your live site, this guide will help.
How to Upload Images to Aloha - Learn how to add images to your account so you can use them for provider photos.
How to Add, Deactivate, and Archive Users - The main guide for managing user accounts.