Book in the app, or keep the scheduler you have

Velarya puts booking inside the same app your patients use to earn and redeem rewards. They pick a treatment, a provider and a time, pay a deposit if you ask for one, and the visit earns points once it is paid or complete. Booking is a switch. Leave it on and patients book, earn and redeem in one app. Turn it off and your practice keeps the scheduler it already runs, while the app works beside it as a shop-and-rewards app.

Two ways to run it

Most practices already have a calendar, and plenty of them like it. That is why booking in Velarya is a setting rather than a condition. Either way, the loyalty program, the wallet and the app are the same.

	Booking on	Booking off (keep your scheduler)
How patients book	In the app, or on your web booking page	With you, the way they do today, by phone or WhatsApp straight from the app
What the app shows	Your treatment menu, open times and their upcoming visits	Your treatment menu to buy from, and the treatments they have bought and not yet booked
How patients earn points	On treatments paid for in the app or at your checkout, plus QR check-ins	On treatments bought in the app, plus QR check-ins
Rewards, wallet and memberships	In the same app	In the same app
The calendar in charge	Velarya’s	The one you use today

There is only ever one calendar in charge, and you choose which one. Nobody has to keep two schedules agreeing with each other.

A small business booking system for clinics, spas and salons

A clinic, a spa and a salon share one scheduling job: a client picks a service, a provider and a time, and the day still has to fit together. Velarya handles it as service business scheduling software with the loyalty program attached, so the booking and the reward live in the same place.

What a small business needs	How Velarya handles it
Clients who book at any hour	In the app or on your web booking page, with open times that follow your location hours and each provider’s working hours.
No double-booking	Online bookings are checked against the provider’s calendar, so two clients are not booked into the same slot.
Providers with their own hours	Each provider has working hours per location and time off, and the calendar shows every provider side by side.
A day that runs smoothly	The front desk board shows today’s visits in five columns, from Upcoming to Completed.
A link to share	Each business gets a web booking link to copy and a QR code to download, for your website, Instagram, Google profile, ads and front-desk signage.
A reason to come back	Every paid visit earns points that turn into wallet credit in the same app.

What booking looks like for patients

Patients open the app, pick a treatment and a provider, and choose a time. They can book several treatments in one visit, back to back, and add-ons attach to the treatment they belong to instead of cluttering your menu as separate bookings. Patients who have not downloaded the app yet can book on your web booking page.

Checkout is where booking meets the loyalty program. Members see their member pricing applied. A promo code works in the app, on the web and at the front desk. Patients can pay with wallet credit, including credit they got by turning points into it, or with a saved card. Once the visit is paid or marked complete, the points land in their balance and they can see them in the app.

Before the visit, reminders go out by push, SMS and email, and patients can add the appointment to their phone’s calendar from the app.

Deposits, cancellations and no-shows

A deposit gives an appointment weight the moment it is booked. You decide which treatments take one, and patients pay it in the app or on the web as they book. Cards on file mean your cancellation and no-show fees can actually be collected rather than sitting on your website as a line nobody enforces.

Setting	What it does
Deposits	Taken at booking on the treatments you choose, so the visit is part-paid before it happens
Card on file	Saved when the patient books, for fees and a faster checkout next time
Cancellation and no-show fees	Your policy, collected from the card on file when a patient cancels late or misses the visit
Reminders	Push, SMS and email before the visit, so fewer appointments are forgotten in the first place

The card rules and state law behind a no-show fee are worth reading before you set one. We covered them in no-show policies, deposits and the card you are holding.

Keep the scheduler you already have

If your practice runs its calendar in another system, switch Velarya booking off. The app becomes a shop-and-rewards app: patients browse your treatments, buy them in the app, and book the visit with you by phone or WhatsApp, straight from the app. The treatments they buy wait in the app until they come in.

Points still work. Patients earn on the treatments they buy in the app, and when they arrive, your team scans the QR code in their app with any phone or tablet to award check-in points. Memberships, referrals and the wallet all carry on as normal. Your scheduler stays the one calendar in charge, and your EMR or practice software keeps the chart.

Clinic scheduling software with a signed BAA

For a clinic, Velarya’s booking sits beside the clinical system you already run. Velarya takes the booking and the loyalty program, and your EMR or practice software keeps the chart, which makes it healthcare scheduling software that adds to your stack instead of replacing it.

A clinic that books patients online is handling patient information, so ask every vendor for a Business Associate Agreement. Velarya signs one with every practice, on every plan, and the detail is on our security page.

The waitlist fills cancellations

A cancellation is someone else’s opening. When booking is on, patients who could not get the time they wanted can join the waitlist, and when a time frees up, the ones whose treatment, provider and own calendar fit the opening are told so they can take it. Nobody is booked into an appointment they did not choose.

Booking under your name, not a marketplace

Booking marketplaces list your practice next to every competitor in your zip code, and the patient relationship grows on their platform. In Velarya, patients book in an app styled in your colors: the Velarya app on every plan, or your own app, listed in the stores under your practice’s name, on the Branded and Connected plans.

	Velarya	A booking marketplace
Whose brand the patient sees	Yours, in the app, the booking flow and every reminder	The marketplace’s, with your listing inside it
Who the patient relationship belongs to	Your practice	Shared with the marketplace
A reason to book again	Points, wallet credit, referrals and memberships in the same app	Varies by marketplace
Where the money goes	Straight to your own Stripe account	Varies by marketplace

Where booking fits in the program

Booking is one of the things patients do in the app, next to the ones that bring them back. Every paid visit feeds the points program, members book at their membership pricing, and every visit, purchase and point lands on the patient’s member profile. Patients see all of it in one loyalty app. A group with more than one site runs one app across every location, with patients choosing theirs when they book.

Booking in the app is on every plan, with nothing extra to buy. The plans and what each one adds are on the pricing page.