Changelog

Discount codes now carry the rules practices run promotions with: what a code takes money off, who can use it, minimums, limits and what it adds to.

New

• Code Rules: A discount code applies to the entire visit or to chosen categories or services, can ask for a minimum spend or a minimum number of treatments, and can be kept for new patients, members or the members of chosen plans.

• Usage Limits: Set a total number of uses, one use per patient, or both, and a code for new patients is always one use per patient.

• Combinations: Choose whether a code adds to member pricing and birthday discounts. Left clear, the patient gets whichever saves more, as How discounts combine shows on a sample menu.

• Codes on New Transaction: Staff apply a discount code and a Custom Discount ($) on a New Transaction, the same way as in the checkout panel.

Improvements

• The code window ends with a Summary that lists every setting in plain words before you save.

• Every sale is priced in the same order in the app, on your online booking page and at the front desk: the member or birthday price, then vouchers, then one code, then any Custom Discount ($).

• The checkout panel and New Transaction list each saving on its own row: Membership savings, Birthday gift, Vouchers, the code and Custom discount.

• When a code isn't used, the message says why, such as "SPRING20 wasn't applied: the patient's member price saves as much or more", and no use is counted.

• A use is reserved the moment a booking or sale applies the code, and Used shows how many are held by unpaid bookings.

• Once a booking or sale holds a code, the patient pays that price wherever they pay, even if the code later ends or reaches its limit.

• Staff can add or change discounts while a deposit balance is being collected, as long as the total stays at or above the deposit.

Fixes

• A visit keeps the birthday price it was priced with when staff reprice it at checkout.

Loyalty now works at the front desk whether or not the visit was booked in Velarya, and texts to patients follow their consent.

New

• Check In Without a Booking: The Check-in scanner on Front Desk gives patients their check-in points even when they have no appointment in Velarya today, so practices that keep their current scheduler can still reward visits.

• Text Message Consent: A STOP reply turns a patient's texts off and START turns them back on, and patients your staff add receive texts once their consent is recorded.

• Point Ledger by Location: The Point Ledger shows each location's awards alongside practice-wide ones such as birthday gifts, and admins can view all locations at once.

• Staff Booking Conflicts: Staff can save a booking over a conflict after a warning that names it, while clients booking online or in the app are never double-booked.

• ZATCA E-Invoicing: VAT-registered practices in Saudi Arabia connect each location to ZATCA from settings, and each sale then issues a simplified tax invoice with its QR code and is reported automatically.

Improvements

• Every check-in tells the front desk how many points it added, or why none were added.

• New Transaction shows the prices the sale will be saved at, with any member price set against the regular price struck through.

• When bookings overlap on the calendar, the later one sits narrower on top and the part of the earlier one it covers turns pale.

• Birthday gifts reach patients who have opened the app, even if they turned push notifications off.

• A referral card for a friend-only program leads with what the friend earns.

• Patients who already use the Velarya app with another practice get your welcome bonus when they join yours.

• Practices billing in Saudi riyals see riyals on the catalog, New Transaction, receipts and invoices, and VAT-registered practices show prices as VAT-inclusive.

Fixes

• Reward text reads "1 point", "1 day" and "1 friend", and challenge cards show cents instead of rounding to whole dollars.

• A free membership plan activates as soon as the patient joins.

• A membership sold from the dashboard and paid through a payment link activates once it is paid.

• Upgrading a member's plan from the dashboard charges the card on file again.

• A discount code matches only the exact code entered, and its usage limit, dates and on or off status save as set.

• A discount code works through the whole of its last day, and an online booking abandoned before payment gives its use back.

• Two patients can no longer both claim the last use of a limited discount code.

Changing a membership price is now a decision you make about your current members, not a surprise at their next renewal.

New

• Member Price Choice: When you raise a plan's price, you choose whether current members move to it at their next renewal, keep their price for 1 to 60 months, or keep it for life, and each member is told what happens to theirs.

• Price Cuts for Members: Lowering a plan's price moves current members down to it at their next renewal.

Improvements

• On plans that roll credit over, unused credit stays in the member's wallet when the membership ends at the close of its term.

• A daily check re-issues any benefit a paid member is missing.

• Automated text messages say that something happened, such as a booking or a reminder, without names, services or other health details.

Velarya is now a patient loyalty platform for healthcare and beauty practices: patients book, earn and redeem rewards in one app, and your EMR or practice software keeps the chart.

New

• Published Pricing: All four plans, Launch, Scale, Branded and Connected, are laid out on the pricing page, with no setup fee on any of them.

• Signed BAA on Every Plan: A loyalty program holds patient data, so Velarya signs a Business Associate Agreement with every practice, on every plan.

• Integrations on Request: On the Connected plan, our team scopes and builds a connection to the tools your practice already uses, wherever the vendor publishes an API.

Improvements

• Launch and Scale run in the Velarya app in your colors, and Branded and Connected publish your own app under your practice's name.

• Keep your current scheduler if you want: switch Velarya booking off and patients buy treatments, earn points and check in with a QR code in the app.

Entries below this one are the dated record of earlier releases.

Membership renewals now run on Velarya's own billing schedule, with clear rules for plan changes and failed payments.

New

• Upgrades & Downgrades: An upgrade starts right away with a prorated charge and a downgrade starts on the next billing date, and staff see the charge and the date before they change a membership.

• Failed Renewal Recovery: When a renewal payment fails, Velarya tells the member, retries on day 3 and day 7, and keeps their benefits active through a 7-day grace period.

• Refund Reasons: The refund dialog asks for a reason from a short list, and the reason stays with the refund.

Improvements

• Deposit and fee terms are saved with each booking when it is made, so a later policy change never re-prices it.

• Booking and payment settings apply the same way on your booking page and in the app.

• A patient's name and date of birth are protected once set, and Admins and Location Managers can correct them, which keeps birthday rewards honest.

• Each staff member chooses, event by event, whether new bookings and cancellations reach them by email, by text, or both.

• The chart builder edits the real form on a live canvas, with a phone-width preview.

Fixes

• A payment link no longer charges for a deposit that was already collected.

• Appointment reminders no longer arrive in the same minute as the booking confirmation.

• Refunding a sale with nothing left to refund, such as a kept deposit, is refused rather than marking it Refunded.

Prices can follow the provider, the front desk takes cards on a reader, and your team hears about bookings as they happen.

New

• Card Readers: Pair a card reader to a location with its pairing code and take in-person card payments from New Transaction.

• Provider Pricing: Give a staff member their own price and duration for a service, and bookings with them are timed and charged accordingly.

• Appointment Emails: Booked, rescheduled and cancelled appointments email both the client and the assigned provider.

• Staff Notifications: A bell in the dashboard header collects each staff member's notifications, and practice admins hear when a client books on your booking page, pays for a purchase or buys a membership.

• Setup Guide: A checklist on the clinic overview walks a new practice from its first location to its first booking, and ticks off each step as it is done.

Improvements

• Your online booking page appears in your practice's brand color.

• Each location can set its own timing, options and required rooms or equipment for a service.

• Push notifications no longer show a client, service or provider name on the lock screen.

Fixes

• Invoices print your practice's own address.

• A booking whose payment never went through no longer sends a confirmation.

Client profiles hold more of what your team knows, and staff handle their own time off.

New

• Client & Visit Tags: Tag clients and visits from shared tag lists, so a tag created once can be picked again on any profile or visit.

• Notes with Mentions: Client notes can @mention a teammate, carry file attachments, and be tied to a specific visit.

• Time Off Requests: Staff request time off from their own profile, and it blocks their calendar once a manager approves it.

• Staff-Only Booking: Keep booking with your team on the Calendar and Front Desk, while clients see how to contact you to book instead of a booking flow.

Improvements

• Custom roles can be cloned, turning on a permission switches on what it depends on, and no one can grant more access than they hold.

• Each location can set its own price and duration for every variation of a service.

• The medical record brings allergies, medications and conditions into one card, with a No known allergies confirmation.

• Emails to clients carry your practice's own postal address in the footer.

• Clinic owners update the payment method for their Velarya subscription from organization settings.

Velarya is now a full clinical record. Chart every visit, send intake and consent forms, and capture signatures without leaving the platform.

New

• Chart & Form Builder: Build charts and client forms from scratch, or start from ready-made SOAP, treatment record, intake, and consent templates.

• Client-Facing Forms: Intake and consent forms go out with the booking confirmation or reminder, and clients complete and sign them on their phone before the visit.

• Visit Charting: Document each appointment with structured notes, product and lot details, before and after photos, and a signature.

• Sign-Off & Review: Send a chart to a medical director to review, annotate, and approve before it is finalized.

• Consent On File: Capture e-signatures on consent forms and keep signed documents, IDs, and outside records on the client's profile.

• Medical Alerts: Record allergies, medications, and conditions once, and see a contraindication banner on every visit.

Improvements

• Charts, forms, and photos attach to any visit, whether or not it started from a booking.

• Every clinical record is encrypted and gated by staff role, with a full access history.

Velarya is approved on the App Store. Version 1.0 is the system a clinic runs on and the app its patients see.

New

• The full patient flow: Booking, paying, memberships, rewards, challenges, referrals, and QR check-in all happen inside your app.

• One hex code, whole palette: The app generates its entire color system from your brand color using OKLCH color math, so every screen is yours rather than a recolored template.

• Two ways to run it: Use Velarya as your booking system, or keep your current one and run the app as your loyalty, shopping and referral layer.

• HIPAA compliant: PHI is encrypted in transit and at rest, access is gated by role, and BAA is in place.

Improvements

• Migration and onboarding are handled by the Velarya team, data move included.

*This update is for the shared Velarya app. Branded apps, published under your own business developer account, are offered as a higher tier.

The release before the release: pricing, policies, and payments made exact.

Fixes

• Booking rules are now checked on every path that can create an appointment, including the ones your staff create.

• Cards saved during booking and cards saved with a membership now show on one screen, and any of them can be removed there.

• Membership payments carry duplicate-charge protection: a retry or a double tap can no longer create a second charge or a second subscription.

Improvements

• Every push notification checks the individual client's preference before it sends, broadcasts included.

• Membership charges show fee-inclusive totals everywhere: first payment, renewals, and tier changes.

• Refunds reverse the associated fees correctly.

The calendar now knows about the physical clinic.

New

• Rooms and devices: Attach a treatment room or a laser to a service and Velarya blocks double-booking it everywhere: online booking, front desk, walk-ins, and reschedules.

• Waitlists: Fully booked days take a waitlist, and when a cancellation opens a matching slot the next client is offered it.

• QR check-in: Clients check in at the front desk with a QR code from the app.

Improvements

• Waitlist windows follow the clinic's local day, so a morning opening in Sacramento is offered as a morning opening in Sacramento.

One screen for the day: who's coming, who's here, and who still needs to pay.

New

• Provider calendars: The day laid out per provider, with appointments your front desk can move, extend, or cancel.

• Appointment board: Every appointment moves through columns from booked to checked out, so nothing sits unnoticed.

• Walk-ins: A client at the counter gets added to the day in a few clicks.

• Client profiles: Visit history, membership, and rewards balance in one record, and members are labeled automatically from their live membership status.

• Multi-location: Services, schedules, staff, and settings per location, with one patient identity across all of them.

Improvements

• Each location carries its own client-facing phone number, used consistently in the app and in booking confirmations.

Recurring revenue and reasons to come back, built into the app.

New

• Memberships: Recurring monthly billing with benefits you configure per tier, and members are recognized the moment they open your app.

• Rewards: Clients earn points on purchases and redeem them in the app.

• Welcome bonus: A configurable reward for new app downloads, so patients have a reason to install on day one.

• Referrals: Two-sided referral rewards run natively in the app and report to your dashboard.

• Challenges: Visit-based and spend-based challenges you configure per clinic.

Improvements

• Birthday gifts reach each client automatically, in your brand, at the right moment.

• Member pricing applies itself at checkout, per service.

The first piece of Velarya: booking built for treatments, where duration and price depend on what happens in the chair.

New

• Multi-provider booking: Clients pick a provider, a service, and a time, with availability calculated live from provider schedules and location hours.

• Variations, add-ons, and options: A 30 or 60 minute session, an added area, an upgrade; each choice adjusts price and duration correctly.

• Web booking, embeddable: The same booking flow drops into your existing website and invites clients to finish in your app.

• Payment rules per location: Pay in app or at the front desk, with the option to require payment before a booking is confirmed.

Improvements

• Cancellation windows and minimum-notice rules are enforced by the engine, not by the front desk's memory.