Wellness centre software for programmes sold as a course

A course sold up front is money you already owe

Selling fourteen sessions for the price of ten is normal in wellness, and it quietly converts revenue into an obligation stretching months ahead. A plan carries a price, a validity measured in days, an optional cap on how many billed visits it covers, and a list of named sessions bundled inside it with a quantity against each. Two things follow that a card in a drawer never enforces. The bill for the course has to be settled in full before any of it is released, so a part-paid course gives nothing away. And the validity is a window as much as a count — it runs in days from the moment the course goes live, which means a programme intended to last five months needs a plan that says five months.

• Price, validity in days, and an optional cap on billed visits, held on the plan
• Named sessions bundled in with a quantity each, a percentage benefit, or both
• Nothing is released until the bill for the course is settled in full
• Delete that bill while the course is untouched and the entitlement goes with it

How a plan's validity, visit cap and included sessions are built

What is left has to be a number your desk can read out

Almost every argument about a course comes from the two parties holding different numbers, and the centre with no record is the one that concedes. The client's record prints allowed, used and remaining — one row for each thing the course entitles them to, counted the way the till itself counts it, so the figure somebody reads out at the desk is the figure the next bill will honour. Be clear about where that stops. There is no client-facing screen, so what the client knows is what your team tells them, and the count belongs to the live course rather than to the expired one underneath it.

• Allowed, used and remaining per entitlement, on the client's own record
• An included session covers its own line outright as it goes onto the bill
• Every bill stores what it drew from the course, and hands it back if deleted
• Expiry enforced by the system rather than by whoever is on the desk

Programmes that run across months and branches

Wellness clients disappear for a fortnight and return, and a chain will find them turning up wherever is nearest that week. A course can be offered at every location or only at the ones you pick, and a branch-only one buys nothing where it was never offered. A company-wide one goes further: activating it moves the client's record to company scope, so the branches read one history instead of three strangers sharing a phone number. Behind that sits a single balance rather than a fresh allowance per site — and two branches billing it at the same moment cannot both spend the last session, because the second bill is refused rather than let through.

• A course offered at every branch, or only at the ones you choose
• A company-wide course moves the client's record to company scope
• One shared balance, with a simultaneous second bill refused rather than overdrawn

Keeping people coming back mid-programme

The failure mode of a long course is not cancellation, it is a client who stops turning up with sessions still owing, and every one of those is an unhappy conversation waiting to happen. A follow-up fires from a session that was actually delivered rather than one merely booked — where the bill belongs to an appointment, nothing is scheduled until that appointment is marked completed, and the delay is measured from then. A client who drifts past your threshold surfaces as lapsed and is nudged once for that absence.

• Triggered by a completed session rather than by a booking somebody made
• A lapsed client nudged once per absence, not once per scan

How lapsed clients are found and nudged back