Wellness centre software for programmes sold as a course
When a client buys fourteen sessions in advance, the balance stops being a marketing number and starts being a liability you have to honour.
30 days free · No card required
How do you track a package of prepaid sessions?
As a balance that decreases at the counter, not as a number somebody writes on a card. A prepaid course has three properties that must be enforced rather than remembered: how many sessions remain, when it expires, and what it actually entitles the holder to. Anything looser turns into a dispute the centre usually loses.
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. Handled properly, a plan carries a price, a validity measured in days, a cap on how many visits it covers, and an explicit list of what is bundled inside it. The purchase is a real bill that has to be paid before the entitlement activates, so an unpaid course never starts giving sessions away.
- Price, validity in days, and a visit cap held on the plan itself
- Specific services bundled in, a percentage benefit, or both together
- The plan activates only once its bill is genuinely paid
- Deleting the purchase reverses the entitlement rather than leaving it stranded
The balance has to be visible to both sides of the counter
Almost every argument about a package comes from the two parties holding different numbers, and the centre with no record is the one that concedes. What remains on a course is on screen while the bill is being raised, so the client can be shown it rather than told it. Every movement against the plan is written down as its own record, which means the history answers the question instead of the loudest memory in the room.
- Remaining sessions shown before the bill is finalised, not after
- Each redemption recorded as its own dated transaction
- Expiry enforced by the system rather than by whoever is on the desk
- Full purchase and usage history on the client's file
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 plan can be issued so it works at every location rather than only where it was bought, and doing so makes that client visible across the whole company instead of at one branch. Consolidated figures then sit alongside per-branch ones, so head office can see the programme as a whole without losing the detail.
- A plan available across every branch, or only at chosen ones
- A company-wide plan makes its holder billable at any location
- Consolidated company reporting alongside per-branch reporting
- Stock moved between locations when one runs short
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. Follow-up rules can be set per service or per category and trigger from a session that was actually delivered, and somebody who has drifted past a threshold you define surfaces as lapsed. Feedback comes back through a link on the bill rather than through a survey nobody opens.
- Follow-up timing you set, per service or per category
- Triggered by a delivered session rather than by a booking
- Lapsed clients surfaced against your own threshold
- Feedback attached to the visit it refers to
Common questions
- Can a client pay for a package in instalments?
- No. The purchase is raised as a single bill and the entitlement only becomes active once that bill is paid in full, so a part-paid course does not start releasing sessions. Centres that offer instalments generally handle that arrangement outside the product.
- What happens when a package expires with sessions left?
- The entitlement stops being usable on its expiry date, and the unused balance stays visible in the history rather than disappearing. The product does not refund or extend automatically — whether you honour it as goodwill is a commercial call, not something it decides for you.
- Can I book a whole course of ten appointments at once?
- Not in one action. There is no recurring-series booking, so a ten-session course is entered as ten appointments. The entitlement itself is a single record with a balance; only the scheduling is repetitive.
- Does it record how a client is progressing?
- No. Sessions used, spend, visit history and feedback are all held, but there is no measurement log, outcome record or structured progress note. A centre whose value rests on documented client outcomes will need something else alongside this.
What it doesn’t do
Worth knowing before you start, not after.
- A course cannot be paid for in instalments. The purchase is a single bill, and the entitlement activates only when that bill is fully paid.
- There is no progress tracking, measurement history or programme outcome record. What a client has used is recorded; how they are getting on is not.
- Sessions cannot be scheduled as a recurring series in one action. Each appointment in a course is booked individually.
- Unused sessions are not refunded or pro-rated by the product. Expiry is enforced; what you do about it commercially is your decision.
See it with your own salon’s data
30 days free, no card required, and a guided setup that takes four steps.