Loyalty and rewards software for aesthetic clinics
Rewards that stay connected to the visit.
Choose what earns points. Apply available reward value while you bill. Keep the balance and its history with the patient, so your team can explain what is available and where it came from.
At a glance
A programme your team can work with.
Bring the rules, the invoice and the patient’s view together. Each has a clear place in the way your clinic manages rewards.
Make the value clear.
Set the earning rate and what each point is worth, with a worked example.
Choose what earns.
Match earning rules to the people, locations, treatments and products in your clinic.
Apply rewards while billing.
See the available value and its effect on the invoice item’s final price.
Keep your clinic’s identity.
Show patients their reward value, points and transactions in your branded experience.
Keep a clear history.
Review movements and balances, with controlled adjustments when needed.
Your programme, your rules
Give every point a clear meaning.
Set the points earned per unit spent and the redemption value of a point. A worked example makes the relationship visible before you save. Then use earning rules to be more specific about what qualifies.
Understand the rate before you save.
A $100 spend example changes with the earning rate and point value. These amounts demonstrate the calculation, rather than recommending a programme.
Make room for the exceptions.
A specific product rule with a zero rate excludes that matching item from earning. Other matching rules follow the product’s priority order.
- Start with a base rate
Choose the currency, earning rate, point value and maximum points. The spend example responds to the values you enter.
- Be precise about earning
Rules can match a staff member, patient tag, location, specific treatment or product, item tags or item type.
- Exclude deliberately
A zero-point rule can exclude an item from earning. Where several rules match, the matching rule follows the programme’s priority order; rates do not all stack together.
Connected to the invoice
A balance with a trail behind it.
Reward movements are recorded alongside invoice creation. Keep the points, source and resulting balance together, instead of managing a separate list after the visit.
A considered moment at the desk.
Keep the programme within the work the team is already doing, with the product record beside the conversation.
Keep the movement and the balance together.
A fictional $100 eligible invoice at two points per dollar adds 200 points. At $0.01 per point, a $38 balance becomes $40.
- Invoice-linked movements
Earning and redemption create their own reward transactions, with invoice and rule context retained in the record.
- Reversals have an effect
Invoice reversal handling corrects the associated reward movements. Review the history when explaining a changed balance.
- The right event matters
An amount entered in an unsaved cart is not a posted reward transaction. The reward record belongs to the invoice workflow, rather than a claim that payment has settled.
“Recognition should feel personal. Patients should understand what they have earned and how they can use it. A rewards programme should feel like part of the relationship they already have with your clinic.”
Part of everyday billing
See the value. Apply the amount. Review the price.
Redeem rewards within the invoice item editor. Available reward value sits beside the amount you enter, and the price summary shows the rewards discount and the revised final price.
- An item discount
Reward value reduces an eligible invoice line. It remains distinct from a cash payment, gift card or membership benefit.
- A clear balance check
When an item exceeds the available reward value, the editor shows a warning and prevents Apply until the amount is corrected.
- One amount to maintain
Reopening the item retains its rewards amount. Updating it replaces that item’s existing reward discount.
Your clinic, in their hands
Their reward balance. Your clinic’s app.
Bring reward value, points and transaction history into your clinic-branded patient experience. The patient sees their own record, with the identity and visual language of your clinic.
- Value and points together
Show both measures so patients can understand what the current point balance means in the programme’s currency.
- A history they can review
Transaction date, type, points and resulting balance help explain how the total changed.
- Know what expires next
Where points expiry is available and enabled, the balance includes the next points due to expire, their value and date, alongside the clinic’s expiry rule.
The same clinic relationship, beyond the reception desk.
A clear expiry policy
Choose how long points stay available.
Where points expiry is available, your clinic can enable it separately for each programme currency. Choose a period and whether it follows the age of each point or time without points activity.
- Follow the age of each point
Points expire after the configured number of days. Redemptions use the oldest points first, keeping the next expiry tied to what remains.
- Or follow points activity
The whole balance expires after the chosen period without points earned or spent. Earning or spending restarts that clock; a visit that creates no points activity does not.
- Plan a reminder journey
A configured On Rewards Expiring journey can use the points, value and date due to expire. Your clinic chooses how many days beforehand it should run and the messages to include. Enabling expiry alone does not send a reminder.
When a balance needs attention
Make a correction with the detail beside it.
Authorised staff can increase or decrease a reward balance. Review the value and points calculation, add a reason when useful and save the adjustment. Its movement becomes part of the patient’s history.
An explicit change, with a visible result.
The form previews a $5 adjustment as 500 points before Save. The resulting manual transaction retains the reason and creator.
Give the team the context to explain it.
Review the record when a patient asks about a balance or when the team needs to make a correction.
- Review before saving
The adjustment form shows the existing balance, the change and the new balance in both value and points.
- Keep the context
The clinic transaction history includes the date, source, notes, creator and running balance. The reason field is optional.
Programme visibility
Know what is outstanding.
Use the Rewards report to see outstanding points and their value by currency. Review location and patient detail with the selected population in view.
- Points and value
Separate totals show the point balance and its redeemable value. Currency stays attached to the result.
- Location and patient detail
Review balances by location and brand, or investigate a particular patient’s contribution to the total.
- Separate activity from the balance
Where points expiry is available, the Rewards Activity report separates points earned, spent and expired over a period. Review expired points by day and patient, then inspect the recorded movements.
- A balance, not an uplift claim
Outstanding rewards describe value available in the programme. They are not a measure of revenue earned or proof that rewards caused repeat visits.
Trust and control
Your rules. A record the team can explain.
Keep programme choices, patient access and balance changes clear while your clinic controls how rewards are used.
Feature availability depends on your plan, enabled features and access permissions.
- Encrypted storage
- Configured earning
- The programme’s rate and matching rule determine earning. A matched zero-point rule remains an exclusion.
- Deliberate redemption
- Billing eligibility and available balance are checked in the invoice workflow. Reward value is applied as an item discount.
- Permissioned adjustments
- Balance changes are available to authorised staff, with a calculation summary and explicit Save.
- Patient-scoped access
- The branded patient view retrieves the authenticated patient’s reward balance and transactions.
FAQs
Can we choose how points are earned and what they are worth?
Yes. Configure the points earned per unit spent, the redemption value of one point, currency and maximum points. The setup includes a worked spend example. Earning rules can provide a different rate for a matching person, location, treatment, product or category.
Can we exclude particular items from earning?
Yes. A zero-point earning rule can exclude a matching item. Rules support staff, patient tags, locations, specific treatments or products, treatment and product tags, and item types. If several rules match, the configured matching logic selects the applicable rule rather than adding every rate together.
When do reward movements become part of the record?
Rewards are processed within the invoice creation workflow, with invoice-linked earning and redemption transactions. Invoice reversals correct their associated reward movements. An unsaved cart is not a posted transaction, and reward issuance should not be interpreted as confirmation that payment has settled.
How does the team redeem a patient’s rewards?
Enter a reward amount in the eligible invoice item’s editor. The available value is shown beside it, and the summary recalculates the item’s final price. Rewards form an item discount rather than a payment method. If the entered amount exceeds the available balance, Apply is blocked until it is corrected.
Can patients see rewards in our clinic’s app?
Yes. The clinic-branded patient experience supports reward value, point balance and transaction history. The history includes date, type, points and running balance. These components retrieve the authenticated patient’s record; they do not expose other patients’ balances.
Can reward points expire, including points patients already hold?
Where points expiry is available, your clinic can enable an age-based or points-inactivity rule for each currency. Enabling it normally gives existing points a full expiry period from activation. An administrator can deliberately backdate the rule after reviewing its effect, but this can expire earlier points without an advance reminder, and switching expiry off does not restore them. Reminder journeys must be configured separately.
Can we correct a reward balance?
Authorised staff can increase or decrease the balance by an amount, review the corresponding points and new balance, optionally add a reason and save. The clinic history includes transaction source, notes, creator and running balance so the team can review the change.
How are rewards different from memberships and gift cards?
Rewards earn points according to programme rules and redeem value as an invoice item discount. Memberships manage recurring agreements and benefits. Gift cards represent purchased value with their own redemption workflow. The Rewards report shows outstanding point balances and value; it does not combine these separate programmes into one balance.
Ask DappleOS
Ask how your clinic’s earning rules, invoice workflow and patient experience could fit together.
