Google Business Profile

Your receptionist answers calls, website chats, WhatsApp and text messages from one set of facts: your hours, holiday hours, services, service area and what you tell it about the business. Google can fill those facts for you in two ways. No code or API key is needed.

Find your business on Google

During signup, the first question is your business phone number. Vocenya looks it up on Google and asks Is this you? with the listing's name and address. Choose Yes, that's us and your business name, website, industry and timezone are filled in. You can also search by name, pick from a list, or choose We're not on Google and type your details yourself.

On the next step, and any time later on Receptionist in the portal, the Your Google listing panel shows what Google lists that your receptionist does not know yet:

Suggestion	Where it goes
Opening hours	Your weekly hours
Special hours this week	Your holiday hours (one you already have on the same date is replaced)
About your business	Added after your About text
Address	Added to your About text, so callers can be told where you are
Service area	Your service area (edit it to the places you cover)
Phone number	The number calls are transferred to. Only use it if a person answers it: if it forwards to Vocenya, a transfer would ring your receptionist again.

Nothing changes until you choose Use this on a suggestion and save. After that it is your own information, and you can edit it like anything else. Your Google rating is shown so you can recognize your listing, but it is never given to your receptionist.

Connect your Google Business Profile

To keep up with changes you make on Google, connect your profile. You need to be an owner or manager of the listing on Google.

1. In Vocenya, open Integrations and click Connect Google Business Profile under Your Google listing.
2. Sign in with the Google account that manages your listing and allow access.
3. Back on the Integrations page, choose the location your receptionist should follow.

Vocenya reads your listing straight away, then once a day, and whenever you click Sync now. It reads your hours, special hours, description, service area and services. It never changes anything on Google.

Your edits win

• When Google changes something you have not changed in Vocenya, your receptionist is updated.
• When you have changed it in Vocenya and Google now says something different, nothing is overwritten. The Integrations page shows both versions with Use Google's and Keep mine. If you keep yours, the same Google version is not raised again.
• Special hours from Google, such as a Thanksgiving closure, go straight into your holiday hours, so your receptionist tells callers on that day. A holiday you entered yourself for the same date wins.
• New services on your listing are added to your services. One you removed in Vocenya is not added back.

Every change appears under Recent changes from Google on the Integrations page.

Disconnect

Disconnect on the Integrations page signs Vocenya out of your Google account. Your receptionist keeps everything it learned; it just stops following your listing.

Privacy and HIPAA mode

Only your search text (a business name or your business phone number) and a place ID are sent to Google for the lookup. With a connected profile Vocenya only reads your public business information. Nothing about your callers, chats or patients is ever sent to Google, so this works in HIPAA mode without a Business Associate Agreement.

Troubleshooting

• No listing found for my number: search by your business name and town instead, or check the number on your listing.
• No locations found after connecting: you signed in with a Google account that does not manage the listing. Disconnect and sign in with the owner or manager account.
• The last sync did not finish: Google did not answer. Vocenya tries again the next day, or click Sync now.