Managing Multiple Locations in One BiteBot Account

You can manage more than one location in a single BiteBot account. 

This guide explains when that setup works well and how to organize your calendars, automations, and communication so each location runs smoothly.

✅ When to Use One Account

Using one account for multiple locations can work well if:

    •    You operate under the same brand across all locations

    •    One team manages all leads, messages, and bookings

    •    You want all conversations, automations, and data managed in one place

If each location has separate staff, ads, or marketing budgets, it’s usually better to set up individual accounts instead.

Setting It Up

1. AI Setter

For step-by-step instructions, see the help article: How to Customize Your AI Setter.

    Step 1: Add Booking Links and Office Info

    Include the following information for each location:

        Booking links

        Office name and phone number

        Full address

Step 2: Add a Qualifying Question

    In your AI Setter prompt, include:

    “Which location would you prefer for your appointment?”

Step 3: Update Your Bot Logic

    Set up the prompt so the bot replies with the correct address based on the user’s answer:

    If they say location 1, send the location 1 address.

    If they say location 2, send the location 2 address.

2. AI Receptionist and Phone Number

Your AI Receptionist uses one phone number per setup.

How you configure it depends on how your practice handles incoming calls:

• If all locations share one main phone number:
  
   Use a single AI Receptionist and include a short question like,
  
   “Which location would you like to book with?”
  
   This allows the receptionist to route calls or bookings to the correct location.
  
  

• If each location has its own phone number:
  
   Set up a separate AI Receptionist for each number. In this case, there’s no need to ask for the location, since each receptionist is already dedicated to one site.
  
  

This ensures every lead or patient call is handled accurately—without confusion or extra steps.

Help article: How to Customize Your AI Receptionist

⚠️ Important:

You only need to update your AI Receptionist setup if you’re on a BiteBot Pro account (which allows multiple locations in one account).

Starter accounts do not include the AI Receptionist feature, so no setup or update is required for those users.

3. Organize Leads by Adding Location Tags (Recommended)

Once your AI tools are set up, make sure leads are correctly tagged by location so your team can track and follow up easily.

If You’re Using Facebook Lead Form Ads

Create a workflow that tags each lead based on the form they submitted.

How to set it up:

    1.    Go to Marketing → Automations from your subaccount sidebar.

    2.    Click Create Workflow → Start from Scratch.

    3.    Name it descriptively, such as “Location 1 – FB Form Tag” or “Location 2 – FB Form Tag.”

    4.    Add a Trigger: Select Facebook Form Submitted.

    5.    In your condition, check which lead form was submitted.

                  Example:

• If Form Name = Tucson Lead Form, then Add Tag: Location – Tucson
•  If Form Name = Glendale Lead Form, then Add Tag: Location – Glendale

    6.    Click Save & Publish.

This setup lets you use a single workflow to manage multiple forms while still tagging each lead by the correct location.

If You’re Using Landing Page Ads

If your ads point to a BiteBot landing page with a survey form, you’ll need to update that survey first.

Add a question like:

“Which location would you like to visit?”

When you save the survey, BiteBot automatically creates a custom field for that question.

Then, set up a workflow that applies the correct tag based on their answer — for example:

    •    If they select Location 1, apply the tag “Location: Location 1.”

    •    If they select Location 2, apply the tag “Location: Location 2.”

This ensures each lead is routed, tagged, and followed up by the right team.

3. Running Ad Campaigns for Multiple Locations

You can manage ads for multiple branches in two main ways:

Option 1: Separate Campaigns per Location (Recommended)

If you’re using BiteBot’s Ad Launcher, select the same ad account but create one campaign per location.

• Each campaign should use its own Facebook lead form specific to that branch (e.g., Location 1 Form, Location 2 Form).
  
  

• This makes it easier to track leads, run reports, and keep automations clean.

This setup helps you filter, assign, and follow up with the right team instantly.

Option 2: One Campaign for All Locations

If you prefer to run a single campaign, include a “Which location would you like to visit?” question on the form or survey.

BiteBot can use this answer to route each lead to the correct workflow or tag automatically.

(Optional) Create a Calendar for Each Location

If you’re using BiteBot to manage bookings, create a separate calendar for each location.

Label each one clearly so your team and patients know which site it belongs to.

If your practice books appointments using another system, you can skip this step and just make sure each lead includes the correct location information (for example, through a form field or tag)

⚠️ Notes

    •    Team notifications can be filtered by location to avoid overlap.

    •    As locations grow, you can request additional accounts for clearer reporting and permissions.

? Need Help?

If you need help setting this up, feel free to submit a request or support ticket — we’re here to help you!