Set Up Your Business Profile

Your Business Profile is the foundation of your brand within your account — think of it as your business’s "About Me." The information you enter here will be used across your CRM, so it’s important to get it right from the start.

Here’s what you’ll need to include:

• Legal Business Name
  This is the official name you registered with the IRS.
  Example: Beauty by Sue LLC

• Friendly Business Name
  This is the name your customers know you by — often your personal or brand name.
  Example: Sue Jones

• Customer Support Contact
  Enter your support email or phone number. (Don’t worry — you’ll receive a dedicated business phone number during onboarding, which you can update here later.)

• Website URL
  Add the link to your main website — this could be your FermaGlo site or a Linktree page you’ll set up later.

• Business Address
  Required if you need to support shipping, receipts, or legal notices.
  (Even if you operate online-only, adding this helps maintain professionalism across communications.)

Taking a few minutes to complete your profile ensures your emails, text messages, and automations are personalized and aligned with your brand.

What is the Business Profile?

Your Business Profile contains essential business details — including your brand name, website, email, and phone number. This information powers your emails, automations, and other tools across your account, ensuring everything runs smoothly and looks professional.

Need help setting up your entire CRM?
Click here

Where to Find the Business Profile

Navigating to your Business Profile inside you CRM is quick and easy:

1. Login to youraccount.
   www.fermaglo.com/suite

2. Click "Settings" from the left-side menu.
   
   You’ll land directly on the Business Profile tab by default.

General Information Setup for Your Account

Setting up your account information accurately ensures smooth operation across your CRM. Below is a breakdown of each field you’ll be completing:

Location ID

A unique code automatically generated by the system. While there's nothing you need to do here, it's helpful to know where to find it. Support may request your Location ID to assist you more efficiently.

Business Logo

Upload your company logo to visually represent your brand. It will appear in emails, invoices, and custom messaging fields. You can create a free logo using tools like Canva if needed.

Friendly Business Name

This is the name displayed across your CRM when using the custom field Account → Name in workflows, messages, and automations. Use your first and last name or the name customers commonly recognize.

Legal Business Name

Enter your official business name exactly as it appears on your registration documents (e.g., LLC filing). This helps maintain accuracy for identity verification and compliance purposes.

Business Email

Add a professional email address that will be used for communications and in automations (via fields like Account → Email).
Use a domain-based email (e.g., [email protected]) for a polished, trustworthy appearance.

Tip: If you don’t yet have a professional email, services like Google Workspace or Namecheap make it easy to set one up.

Business Phone

Enter your business phone number. This number will automatically appear in emails, messages, and automations.
You’ll configure your dedicated number in an upcoming step—once set up, return here to update this field.

Business Website

Provide your business website URL. This link will be used throughout your CRM to populate fields in messages, automations, and emails.
Example: yourname.fermaglo.com

Business Niche

Choose the primary niche that best represents your business. If you serve multiple industries, select the one that aligns most closely with your main audience.
Recommended option: Retail

API Key

This is a self-generated key that allows you to connect your CRM with external tools (like Zapier) for secure and automated workflows. This feature is optional and typically used for more advanced integrations.

Update Your Information

Once all fields are filled out, click the Update button to save your settings and apply the changes across your account.

Business Physical Address

Your Business Physical Address is a critical part of your account’s profile inside your CRM.

This information can be used when verifying your business for features that require authentication and compliance. Additionally, the address can be pulled into text messages, social posts, email campaigns, websites, funnels, and more through Custom Fields and Custom Values.

Keeping your Business Physical Address accurate and up-to-date ensures consistency across your marketing assets and helps maintain professional credibility.

Note: The Business Physical Address should match the address on your EIN listing. This information may be used to verify your business if needed.

Update Information Button: After entering your information into this section, click the Update button to update your account settings!

Time Zone
Setting the correct time zone in your account is essential for ensuring that all automated actions—such as email campaigns, workflows, and appointment reminders—are triggered at the appropriate time. This helps maintain a seamless experience for your contacts by ensuring messages are delivered neither too early nor too late. While some features allow you to customize the time zone at the campaign level, it’s still important to verify that both your Business Profile settings and any individual feature settings are aligned with your intended time zone. Doing so ensures consistent timing across all communications and automations.

Platform Language
The Platform Language setting in your account determines the language used throughout your CRM interface. For instance, if you’re most comfortable with English, setting the platform language to English ensures that all menus, tools, and features are displayed accordingly. If you prefer to work in Spanish, switching to Spanish will update the entire platform to reflect that language. This setting can be updated at any time, allowing you to adjust it as needed for your preferences or team requirements.

You can see in the example below that we changed the "Platform Language" to Spanish, and all of the text in the application is now showing in Spanish.

Once you’ve entered your information, click the Update button to save and apply your account settings.

Communication Language for Custom Fields and Values
When sending text messages, emails, or using custom fields such as dates and times in your websites or funnels, your CRM relies on the communication language setting. Choosing the correct language ensures that all dynamic content—including dates, times, and other details—is displayed accurately and appropriately for your audience.

Supported Languages:

• English.

• Dutch.

• French.

• German.

• Hungarian.

• Italian.

• Polish.

• Portuguese (Brazil).

• Portuguese (Portugal).

• Spanish.

• Danish.

Custom Fields Affected by Language Settings: When you change the language setting, the following fields will automatically adjust:

• Appointment start and end times.

• Appointment dates.

• Days of the week.

• Months.

• Current time, date, and more.

Authorized Representative

Go ahead and enter your own information in this section. This just helps to confirm who is managing the account and ensures everything stays secure and aligned with your business.

After entering your information, click the Update button to save and apply your account settings.

Business Information
Filling out your Business Information in your account is important.
This section helps verify your business and can affect approvals for things like sending SMS messages.

Here’s what you’ll need to complete:

For the Business Type, most small beauty and hair-care businesses operate as an LLC, so selecting LLC (Limited Liability Company) from the dropdown is recommended. When choosing your Business Industry, select Retail, as this best represents product-based beauty or hair-care brands selling directly to consumers. Finally, for Business Registration ID Type, choose the type of registration your business holds—commonly an EIN if you’re based in the U.S.

Enter your business registration number according to the type you selected, such as your EIN, VAT, or CCN. Then, choose the regions where your business operates. If you sell globally, select all applicable regions where most of your business occurs—you can select multiple options.

Once all information is entered, click the Update button to save and apply your account settings.

General
This section of your Business Profile is crucial, as each setting can greatly affect how your account operates—particularly in areas like contacts, messaging, and compliance. If you notice any unexpected behavior, such as issues with Contacts, start by reviewing these settings, as something may have been accidentally enabled or disabled. Should you need assistance, our Chat Support team is available to help via the CRM Support tab within your dashboard.

Let’s break down each setting clearly:

Allow Duplicate Opportunities

• What it means: Enables tracking the same individual multiple times in one sales pipeline.

• Example: Sarah bought your hydrating shampoo last month and now wants the volumizing set. With this ON, you can create a new sales card for her second purchase without replacing the first.

• In plain terms: One card per product or interest, keeping each order or conversation separate.

1. Merge Facebook Contacts by Name

   • Default: Every message to your Facebook Business Page creates a new contact using just their name (no phone/email).

   • Turn ON: Merges contacts with the same name to avoid duplicates and keep your list organized. Recommended to keep ON.

2. Disable Contact Time Zone

   • Default: Messages send based on each contact’s local time zone for proper timing.

   • Turn ON: Messages send only based on your account’s time zone, ignoring contact time zones. Use cautiously to avoid poor timing.

3. Mark Emails as Unverified Due to Hard Bounce

   • Effect: Emails that permanently fail (hard bounce) are marked unverified, preventing future sends to bad addresses.

   • Benefit: Saves money and keeps your email list clean. Workflows skip unverified emails automatically.

4. Validate Phone Numbers on First SMS Attempt

   • Effect: Validates phone numbers when you first send an SMS; invalid numbers won’t send messages until corrected.

   • Cost: $0.005 per validation attempt (deducted from credits).

5. Verify Email Address on First Email Attempt

   • Effect: Verifies emails the first time you send; unverified emails won’t send until verified.

   • Cost: $0.0025 per validation attempt (deducted from credits).

6. Make SMS Compliant: Add Opt-Out Message

   • Default: Adds “Reply STOP to unsubscribe” to the first SMS sent.

   • Recommendation: Highly recommended for legal compliance; turning off is discouraged.

7. Make SMS Compliant: Add Sender Information

   • Default: Automatically adds your business name to outgoing SMS messages.

   • Benefit: Helps recipients recognize you and ensures legal protection.

   • Recommendation: Can be turned off but not advised.

8. Make Email Compliant: Add Unsubscribe Link

   • Effect: Adds an unsubscribe link to all marketing emails, as required by law.

   • Recommendation: Keep ON to remain compliant and avoid penalties.

Call & Voicemail Settings

• Voicemail settings apply account-wide unless overridden by a team member’s custom voicemail.

• Voicemail files must be in MP3 or WAV format.

• Ensure audio is clear, professional, and welcoming to best represent your brand.

These settings protect your business, maintain a clean contact list, and keep communications legally compliant. Review carefully before making changes.

Note: Be sure to click Save Call Settings after completing this section to apply your changes.

Incoming Call Timeout

The Incoming Call Timeout setting controls how long a call rings before it is directed to voicemail. We recommend setting this timeout between 10 and 20 seconds for a balanced response time. However, depending on your business needs, you might prefer a shorter timeout—under 10 seconds—to quickly send calls to voicemail, which can be especially useful for capturing leads before they hang up.

Contact Duplication Preferences

This setting manages duplicate contacts.

• To allow duplicate contacts, toggle this setting ON.

• To prevent duplicate contacts, toggle this setting OFF.

• When turned OFF, you’ll see options to customize how duplicates are identified.

• You can choose whether to check EMAIL or PHONE number first.

Additionally, you can select a secondary field for stricter duplicate control if needed.Need help setting your account up? Click here

Enable/Disable Deprecated (old) Features

To allow duplicate contacts in your account, simply toggle the setting ON. If you prefer to prevent duplicates, toggle it OFF instead. When this setting is turned OFF, you’ll be given options to customize how duplicates are identified. You can choose whether the system should check email addresses or phone numbers first, and if necessary, select a secondary field to apply even tighter duplicate control.

Recommendation: Use Workflows for a smoother and more reliable experience.

Missed Call Text Back

Missed Call Text Back is a valuable feature for your business and easy to set up. When enabled, it automatically sends an SMS to anyone who calls your number but doesn’t receive an answer from your team, ensuring you stay connected even when calls are missed.

You can:

• Customize the exact SMS message that will be sent.

• Use Custom Fields and Custom Values to personalize your message.

• Test your message by entering your phone number and clicking Send Test before launching.

• When satisfied, click Save to activate your Missed Call Text Back (note: it won’t function until you complete the A2P setup in a future lesson).

• Pro Tip: Using Missed Call Text Back boosts response rates and enhances customer experience, even when your team can’t answer calls.
  
  Need help setting up your account? Click here