Como Podemos Ajudar?

Getting started is easy! Click "Start Free Trial" on our homepage, create your account, and you'll have instant access to all Vitena features for 30 days. No credit card required during the trial period.

Most users complete their initial setup in under 10 minutes. You can add your practice information, upload your logo, and start adding clients right away. Our setup wizard guides you through each step.

Yes! You can manually add clients or contact our support team to help with bulk data imports. We support CSV files and can assist with migrating data from other systems.

Our Solo plan supports up to 40 monthly appointments, Professional plan supports 150, and Clinic plan supports 500. There are no limits on the number of client profiles you can create.

Yes! With Professional and Clinic plans, you get an online booking system. Clients can view your availability and book appointments through your personalized booking page 24/7.

Absolutely! Create professional PDF reports, meal plans, and consultation summaries with your practice branding. Reports can be easily shared with clients or printed for consultations.

Absolutely! We value our users' feedback and are always open to suggestions for new features and improvements. If there's functionality you need that isn't currently available in Vitena, please contact us with your requirements. We regularly evaluate user requests and implement the most valuable features into our system. Your input helps us build a better product for all nutrition professionals.

We accept all major credit cards (Visa, Mastercard, American Express). All payments are processed securely with SSL encryption.

Yes! You can upgrade or downgrade your plan at any time from your account settings. Changes take effect immediately, and billing is prorated automatically.

Yes, you can cancel your subscription at any time with no cancellation fees. Your account will remain active until the end of your current billing period, and you can export your data.

Yes. After each payment we email you an invoice, issued from Türkiye where Vitena is registered. If you are a business in the EU with a valid VAT number, the invoice is issued without VAT and you account for it yourself under the reverse-charge rule. If you need the invoice made out to a particular company name or number, send it to us and we will use it.

Yes. On the Collections screen, open the invoice panel of a payment and add your invoice as a PDF or image, or add it from the Documents tab of a session. If the payment belongs to a visit, the invoice shows on every payment of that visit. It stays visible only to you until you choose “Show to client”; your client then finds it under “My invoices” in their portal. The “No invoice yet” filter shows payments you have not invoiced. Please note: Vitena does not issue these invoices, read them or compare them with the amounts collected, and is not responsible for their content. Issuing them correctly, keeping them and the related legal obligations remain yours.

Vitena works on all modern browsers including Chrome, Firefox, Safari, and Edge. For the best experience, we recommend keeping your browser updated to the latest version.

Yes! Vitena is fully responsive and works great on phones and tablets. You can access all features through your mobile browser - no app installation required.

Absolutely! We use enterprise-grade security with SSL encryption, secure data centers, regular backups, and comply with GDPR and privacy regulations. Your data is always protected.

Yes, it is optional. You switch it on under Settings > Business Settings > Security, and it works with the 6-digit codes from any standard authenticator app: Google Authenticator, Microsoft Authenticator, Authy, 1Password. SMS is not used, because SIM-swap attacks make a texted code an unreliable second factor. Signing in with Google still asks for the second step.

In the European Union, in Amazon Web Services' Frankfurt region (eu-central-1). Application, database, files and outbound email all sit there, and backups stay in the EU. Every subprocessor in use is listed at vitena.care/data-protection.

No. AI features are opt-in and only run when you start a job yourself — a plan draft, a note draft, reading a document. Nothing scans your records in the background, and what is sent is not used to train models.

Our support team is available 24/7 to help you. Reach out anytime via email or live chat and we'll get back to you as quickly as possible.

Yes! We provide comprehensive documentation, video tutorials, and can arrange one-on-one training sessions for Clinic plan users. Our interface is designed to be intuitive and user-friendly.

Both. Alongside the 30-day trial of every feature there is a free forever plan with no credit card and no expiry date: directory listing, your own public profile, 24/7 online booking, unlimited client records, up to 3 seats, client portal access and a one-page visit summary PDF. You can stay on it as long as you like.

No. Vitena serves dietitians and nutritionists, dentists, physiotherapists, psychologists, beauty and aesthetics professionals, child-development specialists and other health and wellness professionals. The core — appointments, booking, clients, notes, portal, reports — is the same for everyone; note types, form templates and specialties adapt to the profession you choose during setup.

Yes. Discipline is set per practitioner, not per business, so a dentist, a physiotherapist and a psychologist can work under one roof with one shared client list, one calendar and one set of business settings, each seeing the workspace their own profession needs.

Through the public directory at vitena.care/find, where visitors filter by discipline, country and city, specialty, language and consultation mode. Your listing is free on every plan, and every profile is bookable. Your public profile is server-rendered, so search engines and AI assistants read its full content too.

Yes, in the countries where that question carries meaning. You declare the payer organisations you work with, and visitors filtering by their own cover then see you. The information is your own declaration and is labelled as such — visitors are asked to confirm their cover before booking.

Yes. You build your own service catalogue and set a price per item, optionally differing by payer and by practitioner. You can publish self-pay prices on your public profile, though that is off by default and takes two deliberate switches.

It drafts. The assistant proposes meal plans from Vitena's own recipes and ingredients and turns rough notes into a clean draft in the right note type for your discipline; a public assistant on the website answers product questions before signup. Every output lands in your editor for review — the AI never sends anything to a client and never makes a clinical decision. Usage is metered in credits, and every plan including the free one has a monthly allowance.

No. The client portal works through a private token link, so clients open their plans, documents, progress and visit history without signing up for anything. The portal is available on the free plan too.

Yes, automatically, and in the client's own language. Every booking triggers a confirmation and a reminder before the appointment, at a lead time you choose, plus a notice if the appointment moves. You are notified of new bookings too, optionally with a spoken announcement so you do not have to watch the screen.

Yes. There are three roles: Business Admin, Consultant and Assistant. The assistant handles appointments and contact details without opening clinical records. Permissions are re-checked on the server for every write, so they cannot be bypassed from the browser.

The interface is available in English, Spanish, Turkish, German, Dutch, Ukrainian and Portuguese. Emails to your clients are written in the client's own language, taken from their record, not yours.

Vitena is built to GDPR from the ground up: data is encrypted in transit, uploaded files are stored encrypted, hosted in the EU (Frankfurt), and each business is isolated at the database-schema level. In the legal split you are the data controller and Vitena is your processor, and you can export or delete a client's data yourself in a couple of clicks.

Not yet — integrated payment collection is actively being worked on. Today you take payment your own way (bank transfer, card terminal, your own gateway) and record it in Collections, which tracks and reports it with multi-currency support and CSV/Excel export.

Your account is not frozen or deleted — it drops back to the free plan. Your data stays, the front office (directory, booking, appointments, client records) keeps working, and the back-office tools resume when you upgrade again.

Yes. You list the insurers and contracted organisations you work with, and visitors to the directory can filter by their own cover. Each payer can carry its own agreed tariff, and when someone books they declare who is paying, so the right price applies without anyone having to ask twice. There are no policy lookups: it is your declaration and your rates.

Yes. Define what you offer, how long it takes and what it costs, per practitioner and per payer if you need to, and publish it as a price list on your public profile so clients know what they will pay before they book. It stays optional: if a single consultation fee describes your practice, keep using that.

No. The front-desk screen shows who has arrived, who is waiting and who is in the room; the practitioner calls the next patient with one button, and the screen in your waiting room shows the name and announces it aloud. It runs in the browser of the television you already have, so there is no ticket printer and no kiosk to buy. A walk-in is registered in about fifteen seconds, and a visit that moves between rooms is tracked as one visit.

Yes, as a proper consent record rather than a form. Templates are versioned and freeze on publication, the request goes out by itself once a visit for the linked service is confirmed, and the patient signs on their own phone with no login, or on your tablet at the clinic. The signed text, the signature and the evidence trail are kept as a PDF naming both parties, and a withdrawal is written as a new entry: nothing is ever edited or deleted.

Yes. Leave a check-in screen open on any tablet, laptop or old phone by the door, or let patients check in from their own phone through the appointment reminder email. They type their surname and confirm one detail you choose — date of birth, the last four digits of their phone, their email, or a field your clinic defines itself such as a national ID number. It writes exactly the same arrival a receptionist would, so the front-desk board and the waiting-room screen update either way, and you can still send everyone to the desk first when a payment or a signature is due.

Yes. A visitor can ask without booking and without creating an account — they confirm their email through a one-time link and the thread lands in your practice inbox in Vitena, with search, saved replies and archiving. Whoever is on the desk can answer, assistants included. On the free plan reception conversations have their own monthly allowance, separate from appointments.

Optionally, yes. The AI receptionist answers only from what your practice has published — opening hours, locations, team, accepted payers, services, published prices and free slots — looked up at the moment it answers, so it cannot quote an unpublished price or go stale. It never answers a health question, never holds or promises an appointment, says it is an AI when asked, and hands anything it is unsure about to a person. You write its tone, approve it before it says a word, and can leave replies as drafts.