What can clients do in a spa client portal?

CorVali's client portal allows clients to view upcoming and past appointments, cancel or reschedule bookings (within the configured policy window), check gift card balances, and view membership status.

Do clients need to create an account to use the portal?

No. CorVali's client portal uses a secure token link sent via WhatsApp — the client clicks once and enters their private portal immediately, without creating a username or password.

How does self-service cancellation work?

Clients can cancel appointments that are outside the configured cancellation window (default: 24 hours). Bookings inside the window show a "contact us" message instead, respecting your cancellation policy automatically.

Can the client portal help with POPIA compliance?

Yes. Clients can view and update their communication consent preferences via the portal, with opt-outs processed immediately and reflected in the CorVali client database.

How does the self-service portal reduce reception admin?

Cancellation and reschedule requests — typically 15–20% of all client contacts per month — become self-service portal actions, freeing reception staff for high-value interactions and new bookings.

Client Self-Service: How a Dedicated Portal Transforms the Guest Experience

Cancel, reschedule, check gift card balances, view booking history — a self-service client portal that reduces admin calls and increases guest satisfaction simultaneously.

The single most common reason a spa client calls reception is not to book — it is to change or cancel an existing booking. These calls are low-value for the reception team and frequently frustrating for clients who have to wait on hold during busy periods. A self-service client portal handles both actions instantly, at any time, with zero reception involvement.

What Is a Client Portal?

A client portal is a secure, personalised web page that gives each client a private view of their relationship with your spa. Unlike a generic booking page (which anyone can access), the portal is gated by a token link sent via WhatsApp — the client clicks once and enters their personal area immediately, no password required.

CorVali generates individual portal links for each client. When sent via WhatsApp, the link opens a page showing:

Upcoming appointments with date, time, service, and therapist details
Option to cancel or reschedule each upcoming booking
Booking history (past treatments)
Gift card balance and expiry date
Active membership status and billing date

Self-Service Cancel and Reschedule

The cancellation and reschedule flow in CorVali's client portal respects the spa's configured cancellation policy automatically:

Bookings outside the cancellation window (default: 24 hours before the appointment) show full Cancel and Reschedule options
Bookings inside the window display the policy message ("Changes require 24 hours' notice. Contact us at ") — preventing last-minute cancellations that leave gaps in the schedule

The reschedule flow is a compact modal: the client selects a new date, picks from available therapists, and selects a time slot from live availability. CorVali runs the full Triple-Lock conflict check in the background — if the chosen slot is unavailable, the client is shown alternatives. When confirmed, the booking is updated, the therapist receives a calendar notification, and the client receives a new confirmation via WhatsApp.

Why This Reduces Admin Pressure

The impact on reception workload is immediate and measurable. Consider a spa with 150 active clients and a 15% change/cancel rate per month — that is 22–23 calls or messages per month that reception must manually process. With a client portal, a majority of those interactions become self-service, freeing reception time for higher-value interactions: new enquiries, treatment upsells, and relationship-building with visiting clients.

The portal also eliminates the WhatsApp queue effect — the 7am rush of "can I please change my 3pm appointment" messages that arrive before reception opens. Clients who access the portal at any hour get an immediate result without waiting.

Building Client Trust Through Transparency

One of the most undervalued benefits of a client portal is the transparency it creates. When a client can see their booking history, their gift card balance, and their membership renewal date at any time, they feel in control of their relationship with your spa. This transparency builds trust — and trust drives rebooking rates.

Clients who feel like they have to "chase" their spa for information about their account are less loyal than clients who feel empowered. A portal is a simple but powerful signal that your spa treats its clients as partners, not transactions.

POPIA Compliance in the Portal

The client portal also serves as a consent management touchpoint. Clients can review their communication preferences and POPIA consent status directly from their portal page. Opt-outs from marketing communications are processed immediately and reflected in CorVali's client database — ensuring your broadcast campaigns only reach clients who have consented.

Sending Portal Links

Reception staff can send a portal link to any client with a single click from the client management screen. The link is personalised, token-secured, and valid for the duration of the client relationship. Chris AI can also send portal links proactively — for example, when a client messages to reschedule, Chris can respond with their portal link and let them handle the change directly.