Client Web App: Booking an appointment

Your clients can book appointments using the Client Web App. Before your clients can book appointments, make sure you’ve completed the following steps:

  • When booking appointments, some booking details may not be available for clients to select. For example, if an appointment is only offered by one staff member at the business, you can configure the appointment to automatically assign that staff member when the appointment is booked. In this case, your clients wouldn’t be prompted to select a staff member during the booking process.
  • If an appointment’s capacity setting allows for multiple attendees, a client won’t be able to book recurring sessions of that appointment if there are already attendees in the available time slot.
  • If you’ve selected the Allow appointments to be booked back to back setting for an appointment, clients will be able to automatically book appointments back to back. If they select multiple appointments with this setting, they can select the time for the first appointment, and the other appointments will automatically be booked to take place immediately after it.  For more information, see Appointment type general information settings.
  • The order in which appointments appear on the Book now tab of the Client Web App depends on how they’re sorted on the Appointments page. For more information, see Managing appointment categories.
  • Appointments with booking restrictions and Purchase Options with purchase restrictions have special behavior during the booking process:
    • When the client isn’t signed in, they’ll see any restrictions on the appointment or Purchase Option displayed with a Restriction icon .
    • When the client is signed in, if they’re restricted from booking certain appointments or purchasing certain Purchase Options, those appointments and Purchase Options aren’t displayed.
    • If the client selects Purchase Options or appointments with restrictions and then signs in on a profile that is prohibited from booking the appointment or buying the Purchase Option, the prohibited Purchase Options and appointments are removed from their carts.

To book an appointment in the Client Web App:

  1. On the top menu, click Book Now.
  2. Click the Appointments tab. For more information, see Client Web App: Book Now tabs.
    • If the business has multiple locations, and there are no appointments available at your home location, under the business’s address, click Change location and select another location.
  3. Select an appointment category from the list. It should be set to All services by default.
  4. Click Add next to the appointment you want to book.
    • If the appointment has any add-ons available, a pop-up window will appear with the available add-ons displayed in a scrollable list. To select an add-on:
      • Click the Plus button next to the add-on you want to purchase.
      • Click the Plus and Minus buttons to adjust the quantity of the add-on you selected.
      • Click Add to service.
      • If you don’t want to purchase any add-ons, click No thanks.
  5. If you are booking an appointment for a family member, under Booking for, click the dropdown menu and select the name of the family member.
    • If your family member doesn’t have a profile, create an account by following the steps below:
      1. In the dropdown menu, click Add new relationship.
      2. In the Add new relationship popup, fill up the following information:
        1. Under First name, enter their first name.
        2. Under Last name, enter their last name.
        3. To allow your family member to use your email login credentials to sign in to their account, select the Use my email checkbox.
        4. Under Email, enter their email address.
        5. Under Transactions are handled by, choose whether you will handle all transactions on behalf of them.
        6. Under Relationship type to you, select the applicable relationship type.
      3. Click Create account.
  6. If you want to book additional appointments, click Add beside each appointment and select any desired add-ons for each of them.
    • You can book up to four appointments at a time.
    • If you select an appointment that permits you to book multiple sessions at the same time, another copy of the appointment is displayed below it in the list of services. Click Add next to the copy of the appointment to book an additional session of the same appointment type.
    • If you select multiple appointments that can be booked in back-to-back timeslots, the appointments will be booked back-to-back by default. To book the appointments for different dates or times, set the Book separate appointments instead option to ON.
  7. After confirming the contents of your cart are correct, click Next to continue.
    • To remove an item from your cart at any time, click on the trash can button next to it.
  8. Depending on the appointment settings, click Select Staff for [Appointment Name], Select Date & Time, or Next.
    • Select Staff for [Appointment Name] – Specify the staff member, then the date and time for the appointment. Complete steps 9, 10, and 11 in order.
    • Select Date & Time – Specify the date and time for the appointment, then the staff member. Complete steps 10 and 11, then complete step 9.
    • Next – Choose the order in which you specify the date and time, and staff member for the appointment. Complete step 9 and steps 10 and 11 in your desired order.
  9. Under Select Staff, select the staff member you want to manage the appointment.
    • If applicable, select the preferred gender of the staff member.
    • From this step onward, if you need to start over from the beginning, you can click Start Over in the top-right corner of your cart.
  10. On the Select Date & Time screen, under Frequency, select whether you want to book a single appointment or a recurring appointment.
    • If you select Custom, configure the recurring booking options:
      1. Under Repeats every, select the number of days, weeks, months, or years upon which the appointment will recur.
      2. If you selected weeks or months, under Repeats on, select the day of the week or the day of the month on which the appointment recurs.
      3. Under Ends, select whether the booking never ends, ends on a specified date, or ends after a specified number of occurrences.
      4. Click OK.
    • If you’re booking multiple appointments back-to-back, you can’t book recurring appointments.
  11. In the calendar section, specify the date and time for the appointment. Open days with available times appear in blue, while open days with no available times appear in black and can’t be selected. Closed days appear grayed out and can’t be selected.
    1. If the business has the appropriate business policies enabled, select your time zone from the list.
    2. If  you don’t want to include time slots where you can join a wait list, set the Show wait-listed times option to OFF.
    3. Select your desired time slot for the appointment.
      • If you’re booking multiple appointments, the appointments will automatically be booked back-to-back following the first one. To choose different times for your appointments, set the Select date and time for each service independently option to ON.
      • If a waitlist is available for a full appointment, the timeslot appears in orange. After booking, you’ll be placed on a wait list for the appointment.
  12. Under Select Assets, select any Book-a-spot asset required and click Next.
    • This option will only be visible if the appointment requires a Book-a-Spot asset.
  13. If you’re not already signed in on the Client Web App, you will now be prompted to either sign in to your existing WellnessLiving account or sign up for a new account.
    • If you’re signing up for a new account:
      • Below the Sign in button, click Sign up.
      • Complete all the mandatory fields (marked with an asterisk) and click Sign Up.
      • If the business requires new clients to sign a waiver, review the terms and conditions, select the I agree to use Electronic Signatures checkbox, then click Sign Waiver.
      • Enter your electronic signature, then click Submit Signature.
    • If you already have a WellnessLiving account:
      • Enter your email and password and click Sign In.
      • Click Continue with Google, Continue with Facebook, or Continue with Microsoft if the business offers single sign-on options.
  14. Under Select Purchase Option, select an applicable Purchase Option to pay for the appointment.
    • This option will only be visible if online payment is available for the appointment.
    • If the business’s booking policies allow it you can pay for the appointment at a later date by selecting Continue booking and pay later, then Complete Booking.
    • To pay for the appointment during booking, do one of the following:
      • Select one of your available Purchase Options or redeem points and prizes tied to your account.
      • Buy a new Purchase Option from the list.
    • Click Next to continue to the required questions or forms. If there aren’t any questions or forms to be filled, click Checkout.
  15. Under Questions, enter responses in the text fields and click Next.
    • This option is only visible if there are questions required for the appointment.
  16. Under Forms, fill in the responses then click Next.
    • This option is only visible if there are forms required for the appointment.
    • If the Purchase Option has a required contract:
      1. Review the contract.
      2. Enter your electronic signature.
      3. Click Submit Signature.
  17. If you’re booking multiple appointments, click Select Staff for the next appointment and repeat steps 8-14 to set all the appointment details and select Purchase Options for each of them.
    • If your appointments are back-to-back, the times for the additional appointments will be selected automatically.
    • If the Purchase Option for the first service can be applied to subsequent services, that Purchase Option will be automatically selected.
  18. Complete the booking process.
    • If you already own the selected Purchase Options, if online payment isn’t available for the appointments, or you selected Book & Pay Later, click Complete Booking.
    • If you’re buying a new Purchase Option, on the Checkout page:
      1. If the Purchase Option has a required contract:
        1. Review the contract, select the I agree to use Electronic Signatures checkbox, then click Sign Contract.
        2. Enter your electronic signature, then click Submit Signature.
      2. Review the contents of your cart. Your cart will display the full details of your purchase, including the cost of each item, and other important information such as whether the appointment repeats.
      3. Under Select a Payment Method, select the desired payment method(s). In most cases, the total payment is split between the selected payment methods equally, but you can adjust the amounts as required.
      4. If you’re setting up a new payment method, enter the required billing information in the text fields provided.
      5. If you have a code for a gift card, enter the code under Gift card, then click Apply. You can only apply a maximum of one gift card or one discount code.
      6. If you have a code for a discount, enter the code under Discount code, then click Apply. You can only apply a maximum of one gift card or one discount code.
      7. Click Complete Booking.
        • If a staff member is required to approve your booking, click Request Appointment to notify a staff member of your appointment booking request. You’ll receive an email when a staff member approves or denies your request.
  19. On the Thanks for Booking page, you can:
    • Click Book another service to book another appointment.
    • Click Email Receipt or Print Receipt.
    • Click Share on Facebook or Share on Twitter to share your appointment booking or your add-on purchase on social media.
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