Appointment Prep Links

Appointment Prep lets you send a secure link to a client before their appointment. The client uploads a photo, explores styles, generates previews, and submits their goals -- all without creating an account. When they arrive, the direction is already set.

This feature is available on Starter, Pro, and Salon plans.

How It Works: Overview

The prep flow has two sides: what the stylist does, and what the client experiences.

Creating a Prep Link

1. Open Clients and select the client.
2. In the Appointment Prep section, set the Generation limit -- the maximum number of AI previews the client can generate during this session. This protects your monthly quota.
3. Click Create / copy prep link to generate the link and copy it to your clipboard. Send it to your client however you like (SMS, DM, etc.).
4. Or, if the client has an email on file, click Send appointment prep email to email the link directly from the app.

Tip: Add the client's email (and phone) on their record so you can email the prep link in one click and so they can be notified when you reply. You can still copy the link and send it any way you prefer.

How prep link creation works: If an active, unexpired prep link already exists for this client, the system reuses it and updates the generation limit if you changed it (no need to resend the link). A new link is only created if no active link exists. Prep links expire 30 days after creation. After expiry, the next time you create a link for that client a new one is issued.

Recommended generation caps by scenario:

The Client Experience

When your client opens the prep link, they see a simplified version of the Visualizer. No account is required.

What the client does:

1. Reviews the consent notice and confirms before any upload or generation is available.
2. Uploads a portrait photo or captures one from their device camera.
3. Browses style options and generates previews. Each generation uses one from the link's cap.
4. Saves the looks they like.
5. Adds notes or comments about their goals in the prep thread.
6. Submits their prep session to notify the stylist it is ready for review.

What the client cannot do:

• Access any other client's records
• Exceed the generation cap set by the stylist
• View the stylist's full client list or account

Prep Session Status

Each prep link moves through a status lifecycle:

You can see the current status for all prep links from the client detail view.

Reviewing a Prep Session

When a client submits their prep, you get an email notification (if notifications are enabled in Settings) and a new item appears in your Prep Inbox at /inbox, with an unread badge on the Prep item in the main navigation.

To review:

1. Open the Prep Inbox (the Prep item in the main nav), or click Open in Prep Inbox from the client's page.
2. Review what the client sent: their hair goals, inspiration photos, their own photo, and any AI preview they generated.
3. Reply in the thread to confirm direction, ask a follow-up, or share your recommendation before the appointment.

Replying moves the prep status from Submitted to Reviewed. If the client has an email on file, they are emailed that you replied (so they know to reopen their link).

Using prep context in the chair: When the client arrives, open the Visualizer and select them as the active client. Their prep session context -- saved looks, comments, and submitted goals -- is available alongside their client record. Use the Try New Style button from their client detail view to pre-load their portrait and continue from where the prep session left off.

The Prep Thread

The prep thread is a messaging channel between you and your client, tied to their prep link session.

How notifications work:

• When the client submits their prep or replies, you get an email (if enabled in Settings) plus an unread badge in the Prep Inbox.
• When you reply, the client is emailed that you responded, as long as they have an email on file. Either way, your reply appears the next time they reopen their prep link.

If a client has no email on file, they will only see your reply when they reopen the link, so send them a quick message to check.

Suggested follow-up message after replying in the thread: "I reviewed your prep looks and added notes. Reopen the same link I sent you to see my feedback before your appointment."

Thread history is preserved in the client record after the appointment so you have a record of what was discussed.

Generation Caps and Quota

Generations used by a client through a prep link count against your plan quota. The generation cap you set on the link controls the maximum a client can use in that session.

If a client reaches the cap, they will see a message letting them know they have used the available previews for this session. They can still submit their saved looks and add notes.

Quota attribution:

• On a personal plan, prep generations draw from your personal quota.
• On a Salon plan, prep generations draw from the shared salon quota, attributed to your seat.

Revoking or Deactivating a Prep Link

To deactivate a prep link before the client uses it, or to close a session after the appointment:

1. Open the client record.
2. In the Prep Link section, click Deactivate Link.
3. Confirm the action.

A deactivated link will show an expired message if the client attempts to open it. The thread history and any submitted looks remain in the client record.

Frequently Asked Questions

Does my client need to create an account? No. The prep link is tokenized and self-contained. The client accesses it directly with no signup required.

Will my client receive an email when I send them the prep link? Only if you use the Send appointment prep email button and the client has an email on file -- then the app emails them the link. If you use Create / copy prep link instead, you deliver the copied link yourself (SMS, DM, etc.).

Will my client be notified when I reply in the prep thread? Yes, if they have an email on file -- they are emailed that you replied. If they have no email on file, they will see your reply the next time they reopen their prep link, so send them a quick message to check.

Will I be notified when a client submits or replies? Yes. You get an email (when notifications are enabled in Settings) and the item appears in your Prep Inbox with an unread badge. Notifications are debounced so you are not flooded by rapid activity.

Can I send a prep link to a client who has already visited? Yes. You can generate a new prep link for any client at any time. If an active link already exists for that client, the system will reuse it. Existing look history and notes are not affected.

What happens if the client does not submit before the appointment? You can still view any looks they saved and any comments they added even without a formal submission. The status will remain as Draft until they submit.

How long does a prep link stay active? Prep links expire 30 days after creation. If a link has expired when a client tries to open it, they will see an error. Generate a new link from the client record to reissue access.

Can I reuse the same prep link for multiple appointments? Each prep link is scoped to a single session cycle. For a new appointment cycle, generate a fresh link. The previous thread history remains in the client record.

Is the prep link private? The link is secured by a unique token. Anyone with the link can access the prep session, so send it only to the intended client. If you believe a link has been shared unintentionally, deactivate it and generate a new one.

What Comes Next

• Portfolio -- publishing looks to your public page
• Client Management -- organizing client records and look history
• Troubleshooting -- common prep link issues and fixes