Setup Guide

Log in to your dashboard

Your dashboard is home base for everything below. Sign in with the credentials from your welcome email and bookmark it.

Do this: Open the login link in your welcome email, sign in, and set a password you'll remember.

Complete your business profile

Add your business name, address, phone, hours, and logo. VisibilityHQ uses this across your listings, messages, and bio page — accuracy here pays off everywhere else.

Do this: Settings → Business Profile → fill in every field and upload your logo.

Connect your Google Business Profile

Google is where most local customers find you first. Connecting your profile lets VisibilityHQ keep your listing sharp and pull your reviews into one place.

Do this: Reputation → Connect Google → sign in to the Google account that manages your listing and approve access.

If a colleague manages your Google listing, forward them this step — you only need to do it once.

Turn on the Local SEO booster + listings sync

Syncs your business details across major directories and strengthens your Google signals so you rank higher locally. On Visibility Pro, our team does this heavy lifting for you.

Do this: SEO → Local Booster → run the listings sync and confirm your business categories.

Let AI write your Google posts & updates

Keep your Google Business Profile active with fresh posts — drafted and scheduled by AI so your listing never goes stale.

Do this: Social → Content Calendar → include Google posts in your cadence and approve the first batch.

Check ranking & presence reporting

Track where you rank locally and how fast reviews are coming in. A monthly look is plenty to see the trend.

Do this: Reporting → Visibility → review your rankings and review velocity.

Turn on automated review requests

The fastest way to climb local rankings is a steady stream of fresh reviews. Switch on automatic requests and VisibilityHQ invites happy customers to leave one — by text and email — right after you serve them.

Do this: Reputation → Review Requests → turn on and edit the default message to sound like you.

You can also trigger a request manually any time from a customer's contact.

Set up your review funnel + QR cards

The funnel routes customers to leave a public review in a couple of taps — and quietly catches unhappy customers privately first, so issues reach you instead of your public listing. Print QR cards for tables, receipts, and counters.

Do this: Reputation → Review Funnel → customize it, then download your QR review card to print.

Watch all your reviews in one dashboard

Every review from every platform lands in one place, so nothing slips by. Skim it and reply from the same screen.

Do this: Reputation → Reviews → check new reviews and reply in your own words.

Turn on AI review replies

Let AI reply to reviews in your voice — instantly, around the clock. Choose whether replies send automatically or wait for your one-tap approval.

Do this: Reputation → AI Replies → enable, then pick auto-send or review-first.

Set how you sound once in AI Assistant → Brand Voice (see the "Turn on AI" section) and it carries everywhere.

Connect Facebook & Instagram

Link your social accounts so you can post, reply, and manage messages from inside VisibilityHQ instead of hopping between apps. This also powers your unified inbox.

Do this: Settings → Integrations → connect your Facebook Page (Instagram follows in the same flow).

Publish your bio page + QR code

Your bio page is a single branded link — a Linktree you actually own — that sends customers to your reviews, booking, menu, and socials. Pair it with a QR code for tables, receipts, and flyers. Foundation includes one; Visibility AI includes unlimited (one per location, campaign, or offer).

Do this: Sites → Bio Page → add your links, publish, and download the QR code to print. On Visibility AI, add more under Sites → Bio Pages.

Use your unified inbox

Every message — SMS, Facebook, Instagram, Google, and web chat — arrives in one inbox, so a customer never waits because a message landed in an app you forgot to check.

Do this: Open Inbox and confirm your connected channels are all flowing in. Add the web chat widget to your site under Sites → Web Chat.

Turn on missed-call text-back

When you can't answer, an automatic text goes out so you never lose the lead to silence — even when you're on a job.

Do this: Settings → Phone → enable missed-call text-back and set the message.

Schedule AI social posts (content calendar)

Stay top-of-mind without the time drain. On the Unlimited AI add-on, AI drafts your captions to review and publish. On Visibility AI, AI drafts and schedules a steady stream across platforms.

Do this: Social → AI Captions to enable drafting, or Social → Content Calendar to set a posting cadence and approve the first batch.

Turn on Voice AI for missed calls

When you can't pick up, Voice AI answers, captures who's calling and why, and texts a follow-up — so the lead doesn't slip away.

Do this: Phone → Voice AI → record or pick a greeting and set your hours.

Confirm AI is on your plan

Make sure Unlimited AI shows on your plan before switching AI features on. (It's already active on Visibility AI and Pro.)

Do this: Settings → Plan → confirm "Unlimited AI" is listed.

Set your brand voice once

Teach the AI how you sound — friendly or formal, plus any words to avoid. It uses this across captions, review replies, and chat, so nothing reads like a robot.

Do this: AI Assistant → Brand Voice → pick a tone and add any do's and don'ts.

Turn on AI inbox & web chat answers

AI answers common questions instantly and hands off to you when it matters — so leads get a reply even after hours.

Do this: Inbox → AI Answers → enable for web chat and messages.

Review replies and social captions are covered in steps 10 and 15 — the same brand voice powers all three.

Book your VIP onboarding session

The fast path: we configure the whole engine with you live — Google, socials, reviews, Voice AI, content calendar, and brand voice — so you leave the call fully live.

Do this: Book your session using the onboarding link in your welcome email, and come with your logins handy.

Add your locations

Set up each location with its own profile, bio page, and reporting (or we'll add them on your onboarding call).

Do this: Settings → Locations → add each location.

Hand off your local SEO

Our team does the actual optimization work on your listings and rankings — you just review and approve the direction.

Do this: Confirm your target areas and services so the team can start.

Schedule your quarterly strategy call & save priority support

Every quarter we review what's working and set the next 90-day plan, walking your advanced reporting together. Priority support means you skip the queue.

Do this: Book your quarterly call from the link in your welcome email, and save hello@visibilityhq.com as your go-to contact. Review reporting under Reporting → Advanced before each call.