Frequently asked questions

WellOps is built for businesses that deliver on-site corporate and workplace wellness — one operational model whether you run chair massage, yoga, mindfulness, and nutrition or IV hydration, health screenings, physical therapy, chiropractic, occupational health, medical weight loss, and medspa services. It serves the provider organization: the team winning corporate business, staffing practitioners, and delivering events. Individual practitioners looking to work with providers can browse the practitioner opportunities page instead.

You're in immediately — creating a free account lands you straight on your dashboard, where you can explore a realistic sample workspace before entering anything. When you're ready to go live, setup takes about 3 minutes — business details, brand color, and your custom URL — and your branded corporate intake page is live right after. Setup sections can be completed in any order, no credit card is required, and there's no software to install. An optional $299 white-glove concierge setup is available if you'd rather have everything configured for you.

No. You can create a free account and explore on your own — most providers do. If you'd like a personal tour first, email hello@wellopsapp.com to schedule a free 30-minute walkthrough of the full workflow. No pressure, no commitment.

Yes — and there's no per-user fee, ever. Add unlimited users to one account at no extra cost. Each person gets a role: Admins manage day-to-day operations (everything except billing and account ownership), Users create and manage requests, quotes, events, and clients, and Viewers have read-only access. Your team can also work together — hand off any request, event, or invoice to a teammate, discuss it internally with @mentions, and track everything assigned to you in a “For me” inbox. Sensitive areas like billing, documents, and account settings stay restricted to the people who should see them.

It means WellOps runs the operational backbone of your business — staffing, scheduling, compliance, communication, service delivery, and client management — as one connected system instead of separate tools. Each stage feeds the next: an accepted proposal pre-builds the event you confirm, which generates employee booking slots, which sends confirmation emails, which track into your CRM. You don't move information between tools or re-enter the same data in multiple places.

Most providers stitch together 5+ separate tools — email for requests, documents for quotes, a scheduler for bookings, spreadsheets for staffing, and separate invoicing — per the State of Wellness Operations 2026 benchmark. WellOps replaces that stack with one connected system purpose-built for corporate wellness delivery: intake, proposals, scheduling, employee self-booking, staffing, compliance, and invoicing under the provider's own brand.

An in-app help assistant answers “how do I” and “where is” questions right inside your dashboard. If something needs a person, you can contact support without leaving WellOps — your reports become a threaded conversation, and replies show up in your dashboard.

WellOps is free to join, with no monthly platform fee, no contracts, and no per-user fees. You pay a single platform fee per confirmed event: $49 when the event is under $1,000, and $99 at $1,000 and up. The fee is charged only when you confirm the booking by creating the event in WellOps — never for receiving a request or sending a proposal.

The platform fee is charged when you confirm the booking by creating the event in WellOps. Receiving a request, sending a proposal, or having a client accept a proposal never triggers a charge — only confirming the event does. If an opportunity doesn't convert, you pay nothing.

No monthly platform fee, and no mandatory setup fee. You pay a single platform fee — $49 to $99 — only per confirmed event, scaled to the size of the engagement. You're never charged just for receiving or accepting a proposal, so if an opportunity doesn't convert, you pay nothing.

Everything: white-label intake pages, proposal-to-booking automation, CRM and pipeline tracking, practitioner roster and workforce records with credential and background-check tracking, document and compliance management, employee intake collection, custom intake forms and participant waivers, service agreements and invoicing, employee self-booking, auto-scheduling, recurring events and waitlists, participant reminders and feedback surveys, email flows, post-event client feedback, provider referral rewards, marketing kit with print fulfillment, insurance access, an in-app help assistant with support, and a read-only Claude connector for plain-language questions about your business — the full operational infrastructure.

Nothing is charged. The platform fee applies only to confirmed events — if a proposal expires or a client declines, you pay nothing for that opportunity, and the request stays in your CRM history for future follow-up.

The platform fee is charged when you confirm the booking by creating the event. If plans change after that, contact hello@wellopsapp.com and we'll work through it with you directly.

Yes. When a client pays an invoice by card, the payment goes directly to your connected Stripe account, and Stripe's standard card processing fees apply — those are separate from the WellOps platform fee. You can also record invoices paid outside WellOps (check, ACH, or however you already bill) with no processing cost at all.

WellOps handles both automatically. When a proposal is close to expiring, the client receives an automatic reminder — you don't have to track it manually. When an invoice goes overdue, follow-up emails send on a schedule, up to 3 reminders spaced 7 days apart. You spend less time chasing and more time delivering.

Yes. Invite other wellness providers with your own referral link. Their first event is on us, and you earn a $99 credit toward your own event fees for every provider who gets started. Credits apply automatically to your future event fees — there's nothing to enter.

No. Corporate clients interact entirely through your branded experience — your logo, your name, your colors, your URL. WellOps is invisible to them, from the intake page through proposals, booking pages, agreements, and invoices.

Yes. You own every relationship you build. WellOps never markets to your clients, never inserts itself between you and them, and never takes a cut of your service revenue.

No. WellOps doesn't broker your work, compete for your clients, or take a percentage of your revenue. It's operational software that runs under your own brand — companies reach you through your branded intake page, and everything they see reflects your business.

34 auto-branded social media images across 6 categories, a flyer generator (download as PNG/PDF or order professionally printed copies shipped to your door), a postcard generator with print fulfillment, a cold outreach email template, an employee announcement template for HR contacts, and a full corporate proposal document. Everything is pre-branded with your colors, logo, and contact information — ready on day one.

A company submits a request through your branded page. You receive it by email, review the details, and send a custom proposal — attaching any supporting files you need. If accepted, you create the event and employee time slots are generated automatically. Employees self-book, agreements are sent, invoices are tracked — the workflow handles each handoff.

Each event gets a public, mobile-friendly booking page branded to the provider's business. Employees open the link, pick an available time slot, complete a brief pre-session intake — and sign any required waiver — then instantly receive a confirmation email. Slots are generated automatically from the event schedule, and double-booking is prevented — no back-and-forth with HR, no spreadsheets.

Yes. Every confirmation email includes a secure link participants can use to cancel or pick a different open time — no calls or emails to coordinate. When a spot frees up, WellOps can automatically offer it to the next person on the waitlist.

Yes. Duplicate any event into a fresh draft, or set up a recurring series — weekly, biweekly, monthly, or a custom interval — and each occurrence keeps its own bookings, staffing, and status. And when an event or time slot fills up, participants can join a waitlist; WellOps can offer the opening automatically the moment a cancellation frees a spot, or you can offer it manually.

Yes. Participants receive automatic appointment reminders on the schedule you set, quote-expiry reminders go to clients before proposals lapse, overdue invoices trigger follow-up emails, and credential expirations surface dashboard alerts — routine coordination is handled automatically.

Yes. Once an event is complete, you can request feedback from your corporate client with one click. WellOps sends a branded email with a secure link to a short feedback form, so you can show value to the account and keep improving how you deliver. Participants can also receive an optional branded feedback survey after their sessions.

Yes. Share your public apply link and practitioners or independent contractors can submit an application — including a résumé — without any back-and-forth email. Applications land in the Applications tab on your Team page, where you can review, approve, request more info, or decline. You can also request onboarding documents — a headshot, W-9, COI, or your own custom items — through a secure upload link the applicant completes without creating an account. Approving someone automatically adds them to your practitioner roster at Prospect status so you can start onboarding right away.

From each event page, you assign specific team members from your roster. WellOps shows a live staffing badge — Partially staffed or Fully staffed — and your dashboard alerts you when an event needs coverage before the day arrives. Each practitioner's profile also shows their full event assignment history.

Yes. Monitor license numbers, expiration dates, insurance policies, and optional background-check status per practitioner — with dashboard alerts before anything lapses, so nothing expires unnoticed before an event.

No. You generate the service agreement from the event page, and the client receives a secure link to review and sign electronically in their browser. No third-party signing subscription required. Signed copies are stored automatically in your Documents tab.

Most corporate clients require a certificate of insurance (COI) before hosting an on-site wellness event. WellOps requires coverage before your first event. We've partnered with Coverdash so you can get a COI online in minutes — no broker required.

Nationwide. WellOps is open to wellness and clinical-adjacent providers across the US — from chair massage, yoga, and nutrition to IV hydration, physical therapy, chiropractic, occupational health, health screenings, medical weight loss, and medspas — create your free account and set up your branded page right away.

Data is encrypted in transit and at rest, access inside your account is role-based, and sensitive areas like billing and documents are restricted to the roles you choose. Card payments are processed by Stripe — WellOps never stores card numbers. Full details, including how to reach us about data requests, are on the Trust & Security page.

Yes. WellOps supports medspas and clinical-adjacent wellness providers — from IV hydration and health screenings to physical therapy, chiropractic, occupational health, and medical weight loss — with quoting, scheduling, employee self-booking, compliance tracking, follow-ups, and operational workflows. WellOps is operational infrastructure, not a medical records system: it never handles medical charting, diagnosis, treatment documentation, or EMR functionality, and licensed providers keep all clinical records in their own systems.

Yes. From Settings, connect your Claude account to WellOps as a read-only connector and ask it questions about your business in plain language — like “What's on my schedule next week?”, “Which quotes are still waiting?”, or “What's my outstanding balance?” You copy one Connector URL into Claude and approve read-only access in your own browser while signed in to WellOps — there's no token to copy or paste, and Claude never sees your password. Claude can read your requests, quotes, events, booking counts, practitioners, documents, follow-ups, and invoices, but it can never create, change, or delete anything. No participant health information is ever shared, and individual participant names and emails are never exposed — only booking counts. You can see every connected app and disconnect any of them anytime.