Frequently asked questions

WellOps is built for businesses that deliver on-site, virtual, and hybrid 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 across teams, locations, and time zones.

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. Providers are using WellOps to replace fragmented scheduling, forms, spreadsheets, communications, and event-management tools.

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 offers two ways to use the platform. Pay As You Go is $0/month — you pay a platform fee only when a client accepts an event and you confirm it in WellOps: $49 when the event is under $1,000, and $99 at $1,000 and up. Monthly plans offer predictable pricing for providers running corporate wellness consistently: Professional ($99/month, designed around approximately 10 accepted events per billing cycle), Growth ($299/month, designed around approximately 30), and Scale ($599/month, designed around approximately 75) — these are usage guidelines, not hard monthly caps. Enterprise pricing is available for larger operations. No long-term contracts — cancel anytime — and no per-user fees on any plan.

No. WellOps uses a service agreement that governs platform access, but there is no long-term commitment on standard plans. Monthly subscriptions run month-to-month and can be canceled anytime — cancellation takes effect at the end of the current paid billing period, with no further charges after that. Pay As You Go has no subscription at all.

No. Pay As You Go has no monthly subscription. You pay a platform fee only when a client accepts an event and you confirm it in WellOps.

The event fee is charged when a client accepts an event and you confirm it in WellOps. Receiving a request, preparing a quote, or managing an opportunity that doesn't convert never triggers a charge — if an opportunity doesn't turn into an event, you pay nothing.

Monthly plans are designed for providers running corporate wellness consistently who prefer predictable pricing as their event volume grows. Instead of paying an individual fee when a client accepts an event and you confirm it in WellOps, you receive a predictable monthly price based on your event volume.

Yes. Pay As You Go is designed to let smaller and occasional providers manage the core corporate wellness workflow — requests, quotes, scheduling, employee booking, team coordination, forms, communications, invoicing, and reporting — without committing to a monthly subscription.

You can move from Pay As You Go to Professional, Growth, Scale, or Enterprise as your event volume and operational needs increase.

Every plan includes provider-branded intake pages and marketing assets; proposals and approvals; connected client history; on-site, virtual, and hybrid event setup; timezone-aware scheduling and dashboard calendar views; account-free employee booking; custom intake forms and waivers; calendar invitations; recurring events, waitlists, cancellations, and rescheduling; contractor applications and onboarding; W-9, ACH, contractor-agreement, license, and insurance tracking; assignment-readiness controls; opted-in staff SMS invitations, confirmations, and reminders; client and employee communications; service agreements and e-signatures; invoices, deposits, balances, and Stripe payments; role-based team accounts; reporting and exports; provider referral rewards; insurance access; in-app help and support; and the read-only Claude connector.

Nothing is charged. Pay As You Go fees apply only when a client accepts an event and you confirm it in WellOps — 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.

On Pay As You Go, the event fee is charged when a client accepts an event and you confirm it. If an accepted event is later canceled, contact WellOps support at hello@wellopsapp.com so the circumstances can be reviewed.

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.

WellOps keeps your business at the center of the client and employee experience. Requests, quotes, booking pages, agreements, invoices, and routine communications use your branding. Certain regulated communications, including SMS opt-in language, may identify WellOps as the technology or messaging provider.

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 helps you manage the corporate relationships and work your own business generates, with your branding leading the client and employee experience.

WellOps is not a marketplace and does not match providers with employers. It gives you tools to market your services, capture inquiries, manage corporate clients and events, coordinate your team, handle employee booking, and build repeat business from the opportunities you generate.

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, WellOps pre-builds the event for you to confirm, then employee time slots are generated automatically. Employees self-book, agreements are sent, and invoices are tracked as each handoff stays connected. Events can be configured for on-site, virtual, or hybrid delivery.

Yes. WellOps supports on-site, virtual, and hybrid corporate wellness delivery. For virtual and hybrid events, you can configure the event timezone, add a provider-entered meeting link (such as a Zoom or Google Meet URL), and employees see that link on their booking confirmation along with the correct date and time in their local timezone. Calendar invitations include the correct event details and meeting link. WellOps does not automatically create video meetings — providers enter their own meeting URL.

Each event gets a public, mobile-friendly booking page branded to the provider's business. Employees do not need an account: they open the link, pick an available time slot, complete the provider's custom intake form and any required waiver, then instantly receive a confirmation email with a calendar invitation. Slots are generated automatically from the event schedule, and double-booking is prevented. For virtual or hybrid events, employees see the provider-entered meeting link and the correct date and time in their local timezone.

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. For opted-in staff, you can also send SMS assignment invitations, confirmations, and reminders.

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, and across delivery modes. WellOps is open to wellness and clinical-adjacent providers across the US delivering on-site, virtual, or hybrid programs — 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.

You can explore a sample workspace immediately. Going live requires your business details, brand settings, public URL, and the relevant compliance confirmations for your services. You can then add or import the client, event, team, and document information you want to manage. There is no software to install, setup sections can be completed in any order, and an optional white-glove concierge setup is available.

Yes. Providers can download a complete account-data archive from Settings at any time. The export contains provider-owned organization, client, opportunity, request, quote, event, booking, invoice, document, team, and follow-up records in CSV files. Security tokens and WellOps-internal fields are excluded. You can also request access, correction, or deletion subject to the retention periods explained on the Trust & Security page.

WellOps connects with Stripe for provider payments and payouts, Resend and Twilio for transactional email and opted-in SMS delivery, Gelato for optional print fulfillment, and Coverdash through an optional insurance referral link. Providers can also connect Claude through a secure read-only connector. WellOps can record invoices paid outside the platform, so a provider may keep its existing bank, check, ACH, accounting, payroll, or clinical-record workflows where no direct integration is offered.

WellOps documents its current encryption, tenant isolation, role-based access, sub-processors, backup practices, breach notification process, and retention periods on the Trust & Security page. Provider accounts are retained for the life of the account plus 12 months; uploaded documents for the life of the account plus 24 months; corporate client data for 24 months from last interaction; and employee booking data for 12 months from the event date before deletion or anonymization. WellOps does not claim certifications or audits it has not completed.

Pay As You Go is designed for occasional or developing event volume: there is no monthly subscription, and the $49 or $99 platform fee applies only after a client accepts an event and you confirm it. Monthly plans are designed for providers running corporate wellness consistently who prefer predictable pricing. Compare your expected accepted-event volume and the value of budget predictability; the published event levels for Professional, Growth, and Scale are usage guidelines, not hard caps.

Yes. A provider can keep one corporate client relationship while managing separate event dates, locations, hours, capacity, bookings, and team assignments. Multi-day events can use different operating hours by day, recurring series keep each occurrence's bookings, staffing, and status separate, and dashboard day, week, and month calendar views keep the schedule visible across locations.