Appointments that fill, packages that get used, members who rebook.
Booking, intake forms, package balances, and rebooking nudges in one tool. VertaFlow keeps the chair, the table, and the mat full.
Pipeline · Booked → Confirmed → Visited → Rebooked → Member
The status quo
Where wellness teams lose the most time.
Every one of these is a workflow VertaFlow was built to replace — not a feature we added later.
No-shows cost a chair every shift
One missed 90-minute color is gone revenue you cannot get back. No reminder system, no card on file, no consequence.
Package balances are tracked in a notebook
Client bought a ten-pack of massages eight months ago. No one knows if she has three sessions left or seven.
Intake forms are paper and live in a binder
New client, ten minutes of waiting room clipboard. Same form she filled out at a different location last year.
Rebooking is "let me grab my book"
Client at checkout, stylist runs to the front desk to find the calendar. Half the time the next appointment never gets booked.
Members and drop-ins are tracked in different tools
ClassPass on one platform, your members on another, drop-ins on a Google sheet. No unified view of the practice.
Birthday and anniversary outreach falls to the owner
Personal touches that built the loyalty are now a side task no one has time for.
How it works
A day in your business, run on VertaFlow.
Five steps from the moment a request arrives to the moment your customer comes back.
- 01
Client books online, intake form fires
Self-serve booking shows real-time availability per provider, room, or class. New clients receive the intake form by email before they arrive.
- 02
Confirmation and reminder cut no-shows
Auto-confirm at booking, plus day-before and day-of email reminders with one-tap confirm or release. Card on file for late cancels.
- 03
Provider sees the full client history
Last service, formula, package balance, allergies, last provider notes — all on the tablet before the client sits down.
- 04
Visit closes, rebook at checkout
Service complete, package balance decrements. Recommended rebook cadence pre-fills the next slot. One tap and it is booked.
- 05
Lapsed clients hear from you without you remembering
Has not booked in their usual window? Auto-send a warm "ready for your next session?" message. Birthday and anniversary outreach fires on schedule.
What you get
Built specifically for wellness workflows.
Not generic CRM fields renamed. Real features mapped to how you actually run the day.
Online booking by provider, room, or class
Real-time availability across staff, treatment rooms, and class capacity. Clients self-serve 24/7.
Package and membership tracking
Ten-pack massages, monthly membership credits, class passes — balances visible to staff and clients at all times.
Digital intake and consent forms
Intake form emailed to new clients, auto-attached to their profile. Re-prompt for annual updates on returning clients.
Rebooking nudges
Set the cadence per service (6 weeks for color, monthly for facials). Auto-send the nudge before the lapse window.
No-show and late-cancel policies
Card on file at booking. Auto-charge fees per your policy. Cuts no-shows by half in most studios.
Provider commission and tip tracking
Per-service commission rules, tip allocation, payout reports. Stylists and therapists see their numbers in real time.
Class schedule and waitlist
Drop-in or membership, fixed capacity, automatic waitlist promotion when seats open. Reduces no-shows on popular classes.
Gift cards and retail tied to the client
Gift card sales, retail purchases, and services all roll up to lifetime value per client.
Plays nicely with
Your existing stack stays.
Native connections plus a real REST API and webhooks — wire VertaFlow into whatever your wellness team already runs.
Outcomes our customers report
The numbers that move when the workflow tightens.
no-show rate after email confirms and card-on-file policy enforcement
rebook rate when checkout flow prompts the next appointment by default
package utilization vs ~70% on manual notebooks — pure recovered revenue
Frequently asked
The questions wellness teams actually ask before they switch.
› Can I migrate from Mindbody, Vagaro, or Booker?
Yes. We import clients, package balances, appointment history, and gift card balances. Most studios switch over a weekend.
› Does online booking respect provider preferences and room conflicts?
Yes. Per-provider hours, services they offer, and per-room equipment all factor into the available slots a client sees.
› How do package balances work?
Sold at point of sale or online. Balance decrements automatically on each visit. Visible to the client in their portal and to staff at checkout.
› Can I run classes alongside one-on-one services?
Yes. Class schedule with capacity and waitlist, plus individual appointment booking — both share the same client profiles and membership credits.
› How does the card-on-file policy work?
Required at booking (configurable per service). Late-cancel and no-show fees auto-charge per your policy. Clients agree at booking; no awkward post-fact conversations.
› Will it remind my clients before their appointment?
Yes — auto-confirm at booking plus day-before and day-of email reminders with one-tap confirm or release, sent from your studio name so it does not feel automated.
› Do my providers see their own schedule and tips?
Yes. Provider view shows today’s book, this week’s upcoming, commission earned, and tip totals. Read-only by default, with optional self-service rebooking.
› Can I sell memberships with auto-billing?
Yes. Monthly or annual memberships with auto-renewal via Stripe. Credits roll over per your rules, dunning emails fire on failed cards.
See VertaFlow with the Wellness template loaded.
Start free — 30 days, no card. Import from Mindbody, Vagaro, or Booker in one click.
VertaFlow Free $0 · VertaFlow Pro $19/mo · VertaFlow Multi-Site $199/mo — paid tiers include 30 days free, no card — 60 with a card.