Client Credit System

Table of Contents

We have a credits system built into the Point-of-Care (POC) Platform that makes it easy to track how many sessions a client has purchased and has remaining at any given time. In the POC, one credit equals one session, for a specific appointment type, that a client could book with you. 

IN THIS ARTICLE: #

  • Connect Credit System with Creating Packages
  • Track and edit client credits
  • Credit history
  • Prevent clients from booking without credit
  • Client credit settings
  • Credits Report
  • Transfer credits between clients
  • How clients can view their remaining credits
  • Negative credits

Connect Credit System with Client Packages #

Many providers opt to connect their credits with their Client Packages. This is useful whether you charge for services, or use Packages as a vehicle to bundle free services that you offer. 

When you Build a Client Package, you’ll be asked to incorporate the number of sessions that a package includes. When a client purchases this package, the POC will add the corresponding amount of credit to that client’s account. Moreover, If you select “Session Renews Each Billing Cycle” each billing cycle will give your client however many clients were included in the package. For example, if you sell 3 follow-up sessions in a monthly package, each month that a client is billed, a client will have 3 credits for a follow-up session added to their account.

At this time, it not possible for credits to expire after a certain amount of time. 

Track & edit client credits #

To view a client’s credits: 

  • Clients tab > Select a client 
  • From the “Overview” tab of their profile, scroll down to the “Credits” widget 
  • You’ll see all services listed that your client could purchase/earn credits for, with their current number of credits available. 

To edit a client’s credits: 

  • Click the “Edit” button within the credits box on their client profile 
  • For each service, you can manually replace the current number with a new credits

Notes: 

  • Clients who have not purchased packages will still be listed here, but no credit will appear on their page, unless you or a team member have manually added credit. 
  • Credit stems from the number of appointment sessions you have added to a particular package. 
  • You can manually override these numbers by entering in a new number, either on the client packages page or the client profile page
  • Negative credits mean that a client has booked an appointment with you, without having Credits in their account since your settings allow for it. We review “negative credits” in more detail below. 

Credit History  #

For a detailed look at when you client earned credits and when they spent credits, you can navigate to the client’s profile. 

  • Scroll down to the credits section of their profile 
  • Click on an appointment type/credit amount 
  • A side-panel will displaying, showing you the history of when your client earned or lost a particular credit. 

Some ways that clients can earn/spend credits: 

  • Purchased a package 
  • Scheduled an appointment or booked an event 
  • Manually had their credits adjusted by their wellness provider 
  • Settings were adjusted for their account 

Prevent clients from booking without credit #

If you would like to ensure that clients are only able to book a session with you when they have purchased credits for a session, you can enable “Prevent No Credit Booking” in your AppointmentSettings. 

Once enabled, Clients will only be able to book for appointment types in which they have credits available.  

When a client’s credits reach 0, the Client will see a message indicating that they do not have sufficient credit, and they will be able to Navigate to Client Packages to purchase more Credits/Sessions with you. 

Client credit settings #

You can also adjust this setting on a per-client basis, through the “Credit Settings” on a client’s profile. 

  • Clients tab > Select a client 
  • From the “Overview” tab of their profile, scroll down to the “Credits” widget 
  • Click the “Settings Wheel” (gear icon) on the top-right of the widget box 

A side panel drawer will appear for “Credits & Insurance Settings” including: 

  • Allow booking without credits: allows clients to book appointments if they have no credits. When turned OFF, clients will have to buy a package that contains credits (ie. appointments), or you’ll need to manually give them credits, before they can book an appointment. 
  • Restore credits when an appointment is cancelled: give the client back the credit for the appointment when the appointment is cancelled.
  • Track insurance authorization on client profile: a setting for any insurance-based clients. Learn more here.

 

Credits Report #

The Reports section includes a detailed Report for Client Credits which you can use for business analysis and reporting. 

Transferring credits between clients #

There may be an instance in which you’d like clients to be able to transfer their credits to another client. For example, if you are working with multiple family members, you may allow for one family member to transfer remaining credits to another client. 

In this instance, we recommend making manual adjustments to both clients’ credit banks individually:

  • Step 1: Select the client that is GIVING credits to another client. Make a manual deduction of the number and type of appointment that is being adjusted. 
  • Step 2: Select the client that is RECEIVING credits from another client. Make a manual addition of the number and type of appointment that is being adjusted.

Clients will not be notified that this adjustment has occurred, so you may want to message both clients about this adjustment. These changes will be immediately made in both client accounts when you save these changes.

How clients can view their remaining credits #

Clients are able to view their credits by logging into their Web portal > Calendar

They will also be able to purchase Client Packages, that can add more credits to their bank, if you have set up your Client Packages to include Credits. 

Negative credits #

If you see that a Client has negative credits, it means that a client has booked an appointment with you, without having Credits in their bank. 

If you are actively using the credit system and notice negative credits, we recommend confirming that your client has paid for all services rendered, and manually adjust the Credits for this client. If you’d like you can also enable “Prevent No Credit Booking” within your Settings to prevent negative credits from occurring again.

A future update will allow providers to “Turn Off” the Credit System (ie. for insurance-based practices) if preferred. We’ll update this article when this capability is released. 

 

Additional resources #

Practitioner Support: Submit your questions through the form on the Support page HERE

POC Weekly Training: Join one of our weekly trainings to ask questions and work through settings. Link to upcoming events is also listed on the practitioner support page HERE

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