Clients and notifications
How a client books
Section titled “How a client books”The client does not create an account or install anything. Booking takes a few steps:
- Choose a location, if there are several.
- Choose a service and, optionally, an add-on. Price and duration are shown.
- Choose a staff member or any available staff member.
- Choose a date and a free time. If that day is full, the form offers the next day with a free time.
- Enter a name and at least one contact: email or phone. The form recommends a phone number, but an email alone is enough.
- Check the summary and confirm with one click.
The date is picked in a calendar, in the format dd.mm.yyyy., and times use the 24-hour clock. The time tiles are all the same size and show only the time, also when any available staff member is chosen. The staff member’s name is in the booking summary. The form has no dark mode; its look comes from the firm’s theme. The form links to the Terms of use and the Privacy policy.
The booking is made as soon as it is confirmed. The client sees the booking number, a summary and a management link, and can add the booking to their calendar. If the service requires a deposit, the same screen shows an IPS QR code for payment. See Deposit.
The time is not held while the client fills in the form. If someone else takes the same time meanwhile, the client gets a message and other times, and the entered details stay.
Messages the client gets
Section titled “Messages the client gets”Messages are sent by email, if the client entered one. SMS messages are not sent yet.
| Event | Message to the client |
|---|---|
| New booking | Confirmation with the management link |
| Move, or change of service or staff member | New confirmation |
| Cancellation | Cancellation notice |
| 24 hours before | Reminder |
A booking made less than 24 hours ahead gets only the confirmation, without a reminder.
A client who did not enter an email gets no messages. After booking, the screen clearly tells them to save the link. If the team later changes their booking, the panel creates a task to call them.
Management link
Section titled “Management link”With the link the client can:
- see their booking;
- move it to another time with the same staff member and service;
- cancel it;
- download it to their calendar.
They can change the booking themselves until the location’s deadline, 12 hours before the start by default. After that the link shows the location’s contact. To change the staff member or service, the client contacts the location.
Client card
Section titled “Client card”In Clients the owner and lead staff member search clients by name, phone or email and see their booking history. Staff members see only the clients of their own bookings.
- Regular client is a manual mark valid across the whole firm, at all locations. The owner or lead staff member sets it. It helps the team recognise the client and does not give a discount by itself.
- The Reward card appears on the client card when the firm has turned rewards on. See below.
- An internal note on a booking is seen only by the team. Do not write health or other sensitive data in it.
- Only the owner can export the whole client list.
Reward card
Section titled “Reward card”Rewards are optional. The owner turns them on in Clients, and the card is shared across the whole firm, at all locations.
The owner chooses:
- whether every 10th or every 20th visit is free;
- which services count as a visit;
- which service is the reward and its maximum value.
A visit counts when the booking is marked as completed. Cancellations, no-shows and free visits do not count. If the client takes a more expensive service than the reward, they pay the difference. The card shows how many visits remain until the reward and which rewards are available. The team applies the reward in the panel; a client cannot claim it through the website.
The owner or lead staff member corrects visit counts, with a reason.
No-shows and blocking online booking
Section titled “No-shows and blocking online booking”When a client does not come, mark the booking No show, with a reason. If no-shows repeat, the panel creates a report for review. The system never penalises anyone on its own.
The owner or lead staff member can block online booking for an exact email or phone number, with a reason. A lead staff member blocks it for their location; the owner also for the whole firm. That client sees a neutral message on the site saying online booking is not possible and asking them to call. The message does not reveal the reason or what is blocked. Their existing bookings are not cancelled automatically.
Protection against fake bookings
Section titled “Protection against fake bookings”- The form has bot protection and a limited number of attempts.
- In Clients → Protection thresholds you can set the maximum number of future online bookings per email or phone. When the field is empty, there is no limit. The team can always add more bookings by hand, for example for a family.
- Email and phone are not verified with a code, so they do not prove identity. That is why the form never shows anyone else’s bookings or history.
Notifications for the team
Section titled “Notifications for the team”A staff member is notified of new, moved and cancelled bookings. The owner and lead staff member see notifications and items that need action in Tasks. Phone notifications (push) are turned on by each person for their own device.
How to turn on phone notifications: The app on your phone.