Client portal
Your clients manage themselves. You stay in the loop.
Sign in is a six-digit code sent to their email. No password to create, no app to install. From there they can cancel, reschedule, download a receipt, or check how many sessions are left on a package.
For the salon whose phone rings all day about reschedules. Once your clients know the portal exists, those calls stop.
flowesce.com/account
Client portalMaple Hair Studio
Enter your code
We sent a 6-digit code to adele@gmail.com
Didn't get it? Resend code
Welcome back, Adele
adele@gmail.com
Upcoming appointments
Cut + Blowdry
Fri, 13 Jun · 11:00 am
Balayage touch-up
Tue, 24 Jun · 2:30 pm
Brow lamination
Mon, 7 Jul · 10:00 am
Demo. Loops every 8 seconds.
01/
Sign in with a code. No password, no app.
Your client enters their email address and gets a six-digit code in their inbox. They type it in and they're through. The code expires in 15 minutes. We never store it as plain text. If the code has already been used, it won't work again.
Six-digit OTP, no password
Click any box to shift the focus ring. In the real sign-in the code arrives by email and fills automatically as the client types.
The code is in the body, not the subject.
An inbox preview on a phone's lock screen won't show the code. The full email has to be opened.
Expires in 15 minutes.
A code left sitting in an old inbox stops working before it can become a problem.
Never stored as plain text.
The code is scrambled before it touches the database. The readable version only exists in the email your client just received.
Each salon is separate.
Signing in to one salon's portal doesn't touch any other salon's data, even if both salons use Flowesce.
02/
Books at more than one salon? They pick which one to open.
If your client's email is on file at two or more salons on Flowesce, they see a list after signing in. They pick which salon to open. Each salon's data stays completely separate. The client's convenience is that they only need one inbox and one sign-in code.
You book at more than one salon
Which one do you want to view?
Each salon's data stays separate. One inbox, one sign-in code, two scoped sessions.
03/
Overview, appointments, packages, receipts.
Four pages at /account. The overview shows the next appointment and any credit on file. The appointments page lists everything coming up and everything past, with one click to cancel or reschedule. Packages shows how many sessions are left and when they expire. Receipts lets them download a PDF for any past visit.
Upcoming appointments
Adele K.Cut + Blowdry
Fri 13 Jun · 11:00 am · Maya
Balayage touch-up
Tue 24 Jun · 2:30 pm · Maya
Brow lamination
Mon 7 Jul · 10:00 am · Jin
Hover any row to reveal Cancel + Reschedule.
Next appointment, front and centre.
Date, time, service, staff member, branch. A direct link to cancel or reschedule.
Past appointments with a rebook link.
Each past visit has a Rebook button that opens your public booking page with the same service already selected.
Package balances at a glance.
Sessions remaining, expiry date, last time a session was used. Useful for the client who can't remember whether they still have visits left.
Receipt PDF download.
Per appointment, with service, tip, tax, deposit, and balance broken out. The same receipt your staff see on their side.
04/
Cancel and reschedule, with your say-so.
By default, your client submits a request and it lands in your Requests inbox. A manager approves or declines it. Approving runs the actual change, checks that the new slot isn't already taken, sends the client a confirmation email, and fires a notification to the assigned staff member. The client can withdraw a pending request any time before you act on it.
Reschedule requested
Sat 14 Jun 2:00 pm → Mon 16 Jun 10:30 am
Requested
Reviewed
Confirmed
Three possible outcomes. Click to cycle through Pending, Approved, and Declined states.
One inbox for all pending requests.
Cancel and reschedule asks from every client sit in the same place. Approve, decline, or pick a different time entirely.
Two approvals can't land on the same slot.
If two requests come in at once and only one slot is free, the second approval fails cleanly. No double-booking.
Confirmation email on approval.
The client gets the same booking confirmation they would have got if they booked fresh. New time, service, staff name, all in.
Staff get a notification too.
The change fires a bell to the assigned staff member so their calendar doesn't drift.
05/
Let clients change their own bookings when you don't need to review.
One switch in Settings under Booking preferences. Turn it on and cancel and reschedule requests go through immediately, no one at the salon has to act. Every change is still recorded so you have a full history. The right setting for repeat-client salons that trust their regulars. Leave it off for a medspa or any service where a person should review every change.
Settings / Booking preferences
Cancel + reschedule auto-approve
Applies to client portal requests
Staff confirms each request.
Requests land in your Requests inbox. A manager approves or declines each one.
The right shape ON for repeat-client salons. Keep it OFF for medspa or high-stakes services where a human should review every change.
06/
Your cancellation rules apply here too.
The cutoff windows and fees you set in your booking policy follow the client into the portal. If they try to cancel inside the cutoff window, they see the fee amount before they confirm. If they try to reschedule past the cutoff, the reschedule button is replaced with a cancel option and a plain explanation. No surprise charges after the fact.
Client portal · Cancel appointment
You can still cancel at no charge.
More than 24 hours before your appointment.
Balayage touch-up
Sat 14 Jun · 2:00 pm · Maya
Toggle to see how the cancel screen changes depending on whether the client is inside or outside the cutoff window you set.
The fee shows before they confirm.
Before a client cancels inside the window, they see the exact dollar amount. They choose to continue or back out.
Reschedule blocked at the cutoff.
Past the reschedule cutoff, the button disappears and a short note explains why. Cancel is still available if the policy allows it.
Fees record as an outstanding balance.
Late-cancel and no-show fees show up on the appointment as money owed. Paid next time they're in.
Policy wording goes into the confirmation email.
The cancellation rules appear in every booking confirmation so clients aren't surprised when they look up the rules later.
Common questions
Honest answers, including the ones we don't love.
Can a client book a new appointment from the portal?
The Rebook button takes them into your public booking page with the same service already selected. We kept the two flows separate because the public booking page is the most polished surface and one bug-fix point is easier than two.
What if the client doesn't get the code?
The sign-in page has a Resend code button. If their address is bouncing, it shows up in your email log on the marketing side and you can reach out by phone instead.
Does the portal show forms the client needs to fill in?
Intake forms email a completion link directly after booking. The portal today covers appointments, packages, and receipts. Pulling outstanding forms into the portal overview is on the post-launch list.
Can a client opt out of marketing emails from the portal?
Today, the opt-out link is in each marketing email and staff can update the client record from the admin. A communications preferences page inside the portal is on the post-launch list.
Does it work on a phone?
Yes. The portal pages were built mobile-first, the same constraint as the public booking page. Clients usually open it from a confirmation email on their phone, so the text, touch targets, and confirmation steps are all sized for a small screen.
Pairs well with
Fourteen days. No card.
Try Flowesce on a real Saturday.
No card required, no auto-charge at the end. If Flowesce isn't for you, export everything in one click and walk.