Complete Onboarding
Create your owner account, verify your email, add your business details, and set your opening hours.
Help Center
How to Use ClientaHub
Set up bookings, services, clients, staff, locations, marketing, billing, and support from one place.
Get Started
Get Started in 5 Steps
From account setup to accepting bookings online.
Add Your Services
Go to Services and add the services clients can book: name, category, duration, price, description, and optional image.
Customize Your Profile
Go to Profile to upload your logo, cover image, and gallery photos. Add your tagline, About Us text, address, phone, and booking policies.
Add Team or Locations
On Pro, invite staff, assign services, set availability, create locations, and invite branch managers before sharing your booking page.
Share Your Booking Link
Copy your booking link or download your QR code from the Dashboard, then share it on your website, Instagram, WhatsApp, printed menus, or reception desk.
Tip: Start with services and opening hours first. Those two settings control which appointment slots clients can actually book.
Dashboard
Dashboard
Your main overview for bookings, stats, feedback, activity, and your shareable booking link.
Stats and Snapshot
- Appointments today and this week
- Total clients and completed visits
- Average appointment duration
- Average customer rating
- Recent business activity
Appointments
- Switch between upcoming and past appointments
- Filter by date or status
- Update appointment status inline
- Message a customer from an appointment
- Move appointments through Scheduled, In Progress, Completed, Cancelled, or No Show
Sharing Tools
- Copy your main booking link
- Download a QR code for your booking page
- See recent feedback without opening the Feedback page
- Watch plan and trial status from the sidebar account widget
Tip: Mark appointments Completed after the visit. That triggers reward progress and can send the client a feedback request.
Bookings
Bookings & Calendar
View appointments, create manual bookings, and understand client self-service actions.
Calendar Views
- Use day view for a focused schedule
- Use week view to compare several days at once
- Navigate with previous, next, and today controls
- See appointment status, service, client, time, and price
Manual Appointments
- Click + New Appointment
- Pick a date, available time, and service
- Enter client name, phone, and email
- Available on Starter and Pro plans
- Useful for walk-ins, phone bookings, or repeat clients
Client Self-Service
- Confirmation emails include a secure manage appointment link
- Clients can reschedule to another available slot
- Clients can cancel before the cutoff window
- Reminder emails are sent 24 hours before the appointment
- Calendar attachments help clients save the booking to their calendar
Tip: Availability is recalculated from your opening hours, service duration, staff availability, branch hours, and existing bookings.
Services
Services
Create and organize the services clients can book online.
Adding a Service
- Click the add button on the Services page
- Enter name, category, duration, and price
- Add an optional description and image
- Save to make it available on your booking page
Managing Services
- Edit updates service details
- Disable hides a service without deleting history
- Enable brings a service back online
- Delete removes a service permanently
- Drag to reorder controls display order inside categories
Categories and Stats
- Group related services under category names
- Category tabs appear on the services and booking pages
- Stats show most booked service, average price, revenue, and category count
- Per-service metrics show bookings and performance for the current month
Import and Export CSV
- Export services to a spreadsheet
- Import many services from a CSV file
- Download the template from the import modal
- Comma, semicolon, and tab delimiters are detected automatically
- Duplicate rows are skipped by name and category
Tip: Keep service durations realistic. Duration controls how long the booking blocks your calendar.
Clients
Clients
Every client who books with you is saved automatically.
Client List
- See client name, phone, email, visit count, and last appointment
- Search by name, phone, or email
- Sort and scan your client base quickly
- Open a client to view the full profile
Client Profile
- Full appointment history
- Intake form responses and signature status
- Feedback and star ratings
- Reward program progress
- Private notes for preferences, allergies, or follow-up details
Client Actions
- Send an intake form manually
- Edit private notes
- Mark rewards as redeemed
- Use appointment history to understand each client's pattern
Import and Export CSV
- Export the current client list
- Import clients from a spreadsheet
- Required column: Email
- Optional columns: Name and Phone
- Existing email addresses are skipped to prevent duplicates
Tip: Private notes are best for things your team needs to remember before the next visit.
Feedback
Feedback Dashboard
Review ratings and comments from clients after completed appointments.
How Feedback Is Collected
- Mark an appointment as Completed
- The client receives a feedback request email
- The feedback form collects a star rating and optional comment
- Responses attach to the appointment and client profile
Feedback Stats
- Overall rating
- Total reviews
- Review growth
- Satisfaction score
- Response rate
- Rating breakdown by star level
Review Management
- Filter reviews by rating
- Sort by newest, highest, or lowest
- Open the matching client profile from a review
- Export reviews to CSV
Tip: Check lower-rated reviews regularly. They often show problems you can fix before they become public complaints elsewhere.
Team
Team Management and Staff Portal
Invite staff, control what they can do, and let clients book with specific team members on Pro.
Invite Staff
- Go to Team
- Invite staff by email
- Pending invites can be resent or cancelled
- Staff create their own account from the secure invite link
- Remove staff when they should no longer have access
Owner Controls
- Edit each staff member's schedule
- Keep staff availability inside business opening hours
- Choose which services each staff member can perform
- Only qualified staff are offered during client booking
Staff Portal
- Staff see their own dashboard
- Staff can view today's appointments
- Staff can open day, week, and month schedule views
- Staff can update their availability
- Staff can choose from the services assigned to the business
Tip: Staff accounts are not owner accounts. They only see the staff portal and their own work area.
Intake Forms
Intake Forms
Collect important information, signatures, and legal acknowledgments before appointments.
How Intake Works
1
Client books an appointment online
2
Client receives or sees the intake link
3
Client answers questions and signs if required
4
Responses appear in the client profile
Building Your Form
- Go to Intake in the sidebar
- Add short text, long text, and yes/no questions
- Mark questions required or optional
- Reorder questions as needed
- Preview the form while you build
Legal Documents
- Upload PDF, DOC, or DOCX documents
- Use them for consent forms, waivers, or salon policies
- Clients must acknowledge legal documents before submitting
- Delete documents you no longer need
Signature Collection
- Turn on Require Signature
- Clients draw their signature on screen
- The signature is saved with the submission
- Responses appear in the client's profile
Tip: You can also send the intake form manually from a client's profile when they miss the link after booking.
Rewards
Rewards Program
Reward loyal clients automatically when they reach visit milestones.
Creating a Reward
- Click + New Reward
- Set a reward name and required visit count
- Choose percentage discount, fixed amount discount, free service, or custom reward
- Optionally add a deadline for time-limited promotions
Automatic Progress
- Clients are enrolled after their first completed appointment
- Progress increases when appointments are marked Completed
- Clients receive an email when a reward is unlocked
- Unlocked rewards show inside the client profile
Managing Rewards
- Activate or deactivate reward programs
- Edit reward details
- Delete programs you no longer use
- Mark a reward redeemed from the client profile
Tip: Example: Create "Visit 5 times, get 20% off your next appointment." Client progress is tracked automatically.
Marketing
Marketing Campaigns
Send targeted email campaigns to selected clients.
Build an Audience
- Start with all clients
- Filter by service booked
- Filter by visit date
- Tick individual clients to choose the final recipients
- The selected recipients are saved with the campaign
Compose and Send
- Write a subject line
- Write the email message body
- Use quick templates for promotions or win-back messages
- Send to the selected recipients
Campaign History
- Every sent campaign is saved
- See subject and send date
- See number of recipients
- Track delivered and failed sends
Tip: Use service filters for targeted messages, such as sending aftercare advice only to clients who booked a specific treatment.
Locations
Locations and Branch Portal
Manage multiple branches, branch managers, branch services, hours, and booking pages on Pro.
Owner Location Tools
- Add a new location with its own name, address, and phone
- Filter locations by active or inactive status
- View total locations, staff, and appointments
- Open location details from each location card
- Activate, deactivate, or delete a location
Branch Managers
- Invite a manager by email from a location
- Managers accept the invite and create their own login
- Managers only manage their assigned branch
- Owners can view a branch dashboard from the Locations page
Branch Portal
- Managers see a branch dashboard
- Managers can view branch bookings by day or week
- Managers can manage branch services
- Managers can invite and remove branch staff
- Managers can set branch opening hours
Branch Booking Pages
- Each location gets its own booking URL
- Branch pages use branch-specific address, phone, hours, and map
- Main business branding, reviews, policies, and team details are shared
- Clients can book directly with the correct location
Tip: Locations and branch management are Pro features. If you are not on Pro, the Locations page shows the upgrade prompt.
Account & Billing
Account & Billing
View plan status, billing dates, cancellation state, and account deactivation tools.
Current Plan
- See your current plan and subscription status
- Check next billing date
- Check trial end date when you are in trial
- See cancellation date when cancellation is scheduled
- Review which features are included in your plan
Subscription Actions
- Upgrade from available plan prompts
- Cancel a subscription from Account & Billing
- Keep access until the end of the billing period after cancellation
- Reactivate before the subscription fully ends
Deactivate Account
- Use the Danger Zone when you want to deactivate the account
- Type the business name to confirm
- Subscription is cancelled and access is deactivated
- Contact support if you need to reactivate later
Tip: Use cancellation when you want service to continue until the end of the paid period. Use deactivation only when you want the account turned off.
Profile
Profile & Settings
Control how your business appears on the public booking page.
Business Information
- Business name, type, phone, address, country, and timezone
- Tagline shown near the top of the booking page
- About Us text for your public profile
- Changes appear on the booking page after saving
Branding and Images
- Upload a logo
- Upload a cover image for the booking page hero
- Upload gallery images to show your work
- Plan limits control how many gallery images you can use
Opening Hours and Policies
- Set each day open or closed
- Set opening and closing times
- Add booking policies for cancellation, late arrival, or refunds
- Policies appear in the Good to know card on your booking page
Tip: A clear cover image, accurate address, and strong About Us text help clients feel confident before booking.
Booking Page
How Your Booking Page Works
This is what clients experience when they open your booking link.
Client Booking Flow
1
Choose a service from your active service list
2
Pick a date and time from real availability
3
Choose a team member or any available staff member when staff booking is available
4
Enter details including name, phone, and email
5
Confirm the appointment and complete intake if needed
Availability Logic
- Slots use your business or branch opening hours
- Slot length equals the selected service duration
- Existing bookings block overlapping times
- Staff availability is respected on Pro
- Staff are only offered for services they can perform
What Clients See
- Cover image, logo, business name, and tagline
- Address, phone, map, and directions
- Active services grouped by category with filter tabs
- Working hours with today's hours highlighted
- Booking policies when you have added them
- Reviews and Meet the team sections
After Booking
- The appointment appears in Dashboard and Bookings
- The client is saved to Clients
- The client receives a confirmation email
- The email can include a calendar attachment
- The email includes a secure manage appointment link
Main Page vs Branch Page
- Main booking page uses the business slug
- Branch booking pages use the location slug
- Branch pages show branch-specific address, phone, hours, and map
- Main branding, reviews, team, and policies are shared from the business
Support
Support
Contact the ClientaHub team from inside the app.
Support Categories
- Something is not working
- Request a feature
- Billing question
- Something else
Sending a Ticket
- Go to Support from the sidebar
- Pick a category
- Write your message
- Send the request
- The ticket is logged and forwarded to support
Other Help Links
- Use this Help page for product instructions
- Use the FAQ for quick answers
- Email support directly when needed
- Weekday replies are typically within 2 hours; weekend replies are typically within 24 hours
FAQ
Frequently Asked Questions
Quick answers to common questions.
How does a client book an appointment?+
Share your booking link. Clients choose a service, pick an available date and time, optionally choose a team member, enter their contact details, and confirm. The appointment appears in your dashboard immediately.
Why are no time slots showing on my booking page?+
Check that the day is open in Profile, the service is active, the service duration is set, and all slots are not already booked. On Pro, also check staff availability and staff service assignments. For branch pages, check the branch hours too.
Why is a staff member not showing during booking?+
The staff member must be active, available that day, and assigned to the selected service. If they are outside their availability or do not offer that service, clients will not be able to choose them.
How do I change an appointment's status?+
Open Dashboard or Bookings, find the appointment, and use the status action. Appointments can move through Scheduled, In Progress, Completed, Cancelled, or No Show.
When does a client receive a feedback request?+
When you mark an appointment as Completed, the client can receive a feedback email with a link to leave a star rating and optional comment.
How do I send the intake form to a client?+
The intake link is shown after online booking when intake is enabled. You can also open the client's profile and use Send Intake Form to email the link manually.
What's the difference between disabling and deleting a service?+
Disabling hides the service from booking while keeping its history. Deleting permanently removes it. Disable seasonal or temporary services instead of deleting them.
How do rewards get tracked?+
When an appointment is marked Completed, the client's visit count increases across active reward programs. When the required number of visits is reached, the reward unlocks and appears in the client profile.
Can I book appointments manually for walk-in or phone clients?+
Yes. Go to Bookings and click + New Appointment. Manual booking requires Starter or Pro.
How do I invite staff?+
Go to Team, click Invite Staff, enter the staff member's email, and send the invite. After they accept, you can edit their schedule and assign services.
How do I invite a branch manager?+
Go to Locations, open the location details, and use Invite Manager. The manager receives an invite link and gets access to that branch only.
What's the difference between my main booking page and a branch page?+
The main booking page is for the business. A branch page is tied to one location and uses that location's address, phone, hours, map, services, and availability while sharing business branding and reviews.
Where do I find my booking link?+
Use the Dashboard to copy your main booking link or download the QR code. Branch managers can find branch booking links in the Branch Portal.
How do marketing campaigns work?+
Go to Marketing, filter your client list, tick the final recipients, write your subject and message, then send. Sent campaigns are saved with delivery stats.
Can I import existing clients or services from a spreadsheet?+
Yes. Clients and Services both support CSV import and export. Download the template from the import modal, fill it in, upload it, preview the rows, and confirm.
Why were some rows skipped when I imported?+
Rows are skipped when required data is missing, values are invalid, or the row would create a duplicate. The import result explains which rows were skipped and why.
How do I show my cancellation policy on the booking page?+
Go to Profile and fill in Booking Policies. Saved policies appear in the Good to know card on your public booking page.
How do I cancel or reactivate my subscription?+
Go to Account & Billing. You can cancel from there and keep access until the end of the billing period. If cancellation is pending, you can reactivate before the subscription ends.
How do I contact support?+
Open Support from the sidebar, choose a category, write your message, and send it. You can also email support@clientahub.com directly.
Still Need Help?
Our team replies within 2 hours on weekdays and within 24 hours on weekends.