The moment a clinic opens a second branch, small problems grow. A patient visited Maadi last month and walks into Zayed today, and the doctor there can't find anything about them. Bookings arrive on one number, and reception has to ask "which branch?" in every chat.
This post walks through how Kashfy handles multiple branches step by step: what the clinic sees, what the patient sees, and where the limits are.
One account, many branches
At the top of the sidebar there's a branch switcher. Pick Maadi and the board, the calendar and the numbers all show Maadi. Pick "All branches" and you see the whole group together. An owner can look at one branch or the full picture from the same screen, without logging into separate accounts.
Multiple branches come with every plan, not as a paid add-on. And Kashfy bills per booking, not per branch.
One WhatsApp number, or one per branch
Every clinic connects its own WhatsApp Business number on Meta's official Cloud API. There is no shared Kashfy line. You have three options:
- A main number that serves every branch.
- A dedicated number for each branch.
- A mix of both.
A patient who writes to a branch number is booked at that branch by default, and can still book another branch in the same chat if it's closer this week. A patient who writes to the main number gets the list of branches from the AI assistant and is booked at the one they pick.
Each appointment's messages (confirmation, reminder, "your prescription is ready") go out from that appointment's branch number, falling back to the main number if the branch has none. In Conversations, every chat shows the number it's on, and a filter shows one number's chats at a time, so each front desk works its own branch.
If no number is connected, there's no WhatsApp for that clinic, but a free Telegram bot works as a main bot or one per branch.
One patient, one file
Patients are not split by branch. Someone who visited Maadi in March and Zayed in May has one file, and each visit card says which branch it happened at. The doctor at Zayed sees the Maadi visit and its prescription. That matters for chronic patients and anyone who moves between branches.
Every visit then opens in the visit workspace with the full history, so nothing gets lost between branches.
A QR poster at every front desk
Each front desk gets a printable A4 QR poster. Patients scan it when they arrive:
- If they booked, one tap marks them arrived.
- If they walked in, they pick the doctor and take a queue number.
- After the visit, they download their prescription from the same phone.
Reception doesn't have to type every name or question every patient, and the crowd at the door gets smaller. A patient who checked in shows up in the Arrived column on the appointments board with a queue number.
Roles and ownership transfer
Access is scoped per branch. A doctor working at two branches has a separate view for each, and patients and revenue respect the same boundary. In Team & Roles you invite staff by phone number and they log in with an OTP. When someone leaves, one tap removes their access from every branch.
If the clinic changes hands, the owner transfers ownership to another team member in one step and can stay on as an admin or employee.
Limits to know about
- Kashfy starts fresh: old patient files aren't migrated. A patient gets a profile the next time they book, and history builds from there.
- You can import old WhatsApp chats from a phone backup. You pick which chats to keep, and they land in the inbox tagged "Imported".
- Kashfy doesn't charge for reminders, but a reminder sent more than 24 hours after the patient's last message is a WhatsApp template message, and Meta charges you for it.
- Doctor seats depend on the plan: Team up to 5, Clinic up to 10, Center unlimited.
Where to start
Connect the main number first, then add branch numbers later if you need them, since one number can serve every branch. The first 30 bookings are free with no card. See the plans on the pricing page, or try the AI receptionist live.
