What Whenaro does

Scheduling and booking

The availability engine works from each practitioner's published shifts, with per-service buffers, room turnover, minimum notice and how far ahead a client may book. Clients book themselves through a branded page at your own address, or through a button you paste into an existing website.

Recurring series can be edited one occurrence at a time, from this one forward, or all at once, and an occurrence somebody already moved stays where they put it. Rooms and shared equipment are booked alongside the practitioner and cannot double-book. Group classes carry capacity, attendance and their own waitlist. When a slot frees up, the waitlist offers it to the people who match, rather than to everyone.

Clinical records

Charts take SOAP or freeform entries, keep the history of every edit, and lock on finalisation: an amendment is appended and attributed, never a silent overwrite. Where a practitioner needs a co-signature, the work sits in a co-sign queue until it is signed.

Intake forms are versioned, so a submission is pinned to the version the client actually saw, along with their consent and signature acknowledgement. Forms can assign themselves when a booking is made or a set number of days before the visit, filtered by service, practitioner or location. Documents, letterhead templates and e-signature requests live in the same private store, and every download is audited.

Billing and payments

Front-desk checkout settles a visit in one transaction: services, retail items and custom lines, and a discount if the person has permission to give one. Tenders mix freely: cash, cheque, card, a saved card, a gift card, account credit or a session from a package. Money is stored in integer cents throughout, and the month-end exports reconcile to the cent.

Booking policies can require a card, take a deposit or charge in full before a visit, per service and overridable per location or practitioner. Late cancellations and no-shows raise a fee that a staff member approves before anything is charged. Practitioner compensation runs flat, percentage or hourly, and reports out.

Insurance

Policies, insurer-versus-patient splits on an invoice, claims, predeterminations, remittance handling and superbills are built, and manual payers work today. Direct electronic submission to Canadian insurers is the part that is not finished. The last section says so plainly.

The client portal

Clients see their appointments, fill their forms, read and send secure messages, and open invoices, receipts, statements and superbills showing what the insurer covered and what they owe. They pay online through your own payment account, track the sessions left on a package, a gift card balance or account credit, and manage a saved card where the payment provider genuinely supports it.

Communications

Thirteen message templates you can edit per practice, with a preview and a test send before anything reaches a client. Reminder rules run per location, practitioner or service at whatever offsets you choose, recalculate when a visit moves, and stop when it is cancelled. A ledger makes sure the same reminder cannot go twice.

Portal threads, SMS conversations and practice email land in one triage inbox with channel badges, assignment and archiving, and each message carries an honest delivery label rather than a hopeful one: delivered, sent, blocked, suppressed or failed.

Retail and inventory

Stock moves with a reason attached (restock, correction, damage, consumption, checkout), and a service can consume its supplies when the visit completes. Suppliers, purchase orders with per-line receiving, and stock takes that freeze once applied keep the count auditable. Clients can buy from a shop in the portal.

Reporting

Appointments, clients, revenue, utilization, referrals, insurer receivables, chart access and overdue charts. Utilization compares available minutes against booked minutes per practitioner from the same availability engine the calendar uses, so the number means something. Date ranges you use often can be saved as chips, and every report exports to CSV.

Running the practice

Roles and permissions are enforced on the server, not by hiding buttons. Terminology is yours: if you call them patients, members or students, the software does too. Multiple locations, multiple practitioners and staff with their own shifts and time off. Tasks, including recurring ones, with overdue escalation. A guided twelve-step setup with starter templates for six disciplines, and a Migration Centre for bringing data in.