The Beauty Fund — how it works

The Beauty Fund is a digital cash wallet built into Glovora's membership system. It gives patients a monetary credit that builds up month by month and can be spent on treatments through the app. For clinics, it is a powerful retention tool — a patient who has £80 sitting in their Beauty Fund has a strong reason to keep coming back.

What is the Beauty Fund?

The Beauty Fund is a balance of cash credit attached to a patient's account. It works like a pre-loaded gift card. Patients earn credit through their membership each billing cycle, and they spend it at checkout in the app.

It is enabled on a membership plan by plan — not for the whole clinic. You choose which membership plans include a Beauty Fund benefit, and you set the credit amount.

tip

You may see the term "Cash Wallet" in some parts of the system. Beauty Fund and Cash Wallet are the same thing. Beauty Fund is the name patients see in the app; Cash Wallet is what the system calls it internally. They refer to the same balance.

How credits are added

There are two ways a Beauty Fund credit is added each billing cycle, depending on which mode you configure on the membership plan.

Auto mode — always bank as cash

In Auto mode, the system adds the credit to the patient's Beauty Fund automatically every time their membership renews successfully. The patient does not need to do anything. As soon as their payment goes through, the credit appears in their balance and they receive a notification: "Your wallet just grew!"

Use Auto mode when you want to keep things simple and consistent — every member on this plan gets the same cash credit each month, automatically.

Select mode — patient chooses each cycle

In Select mode, the patient receives a notification each billing cycle: "Choose your monthly benefit." They must open the app and actively choose between two options:

• Receive a complimentary treatment (their included treatment credit)
• Bank the cash alternative value to their Beauty Fund balance

If they choose the treatment, their treatment credit is issued. If they choose the cash, the credit is added to their Beauty Fund. They cannot choose both.

Use Select mode when you want to give patients a sense of control and involvement in their membership each month. It also increases app opens and engagement, since patients need to log in to make their choice.

warning

In Select mode, the credit is only added to the Beauty Fund if the patient actively makes their choice. If a patient forgets to choose, they receive neither the treatment credit nor the cash credit for that cycle. Make sure patients understand they need to respond to the notification each month.

How to set up Beauty Fund on a membership plan

1. Click App Builder in the left-hand menu under Tools.
2. Click the Memberships tab.
3. Click the membership plan you want to edit, or click the three-dot menu and click Edit.
4. In the "Edit Membership" panel, scroll down to the Beauty Fund section.
5. Switch the Beauty Fund toggle on.
6. Choose a mode:
   • Auto — always bank as cash — credit is added automatically each cycle.
   • Select — patient chooses each cycle — patient picks treatment or cash each month.
7. Enter the credit amount in the field that appears (see What each field means below).
8. Click Save.

What each field means

Beauty Fund toggle

Switches the Beauty Fund feature on or off for this membership plan. When switched off, no Beauty Fund credit is issued and no wallet balance is shown to patients on this plan.

Auto — always bank as cash

When this mode is selected, a field labelled Credit amount appears. Enter the pound value that will be added to the patient's Beauty Fund every billing cycle — for example, 50 for £50 per month.

This is a fixed amount, not a percentage of the membership fee. A patient on a £79/month plan with a Credit amount of £50 receives £50 into their Beauty Fund each month.

Select — patient chooses each cycle

When this mode is selected, a field labelled Cash alternative value appears. This is the pound value the patient receives in their Beauty Fund if they choose cash instead of their included treatment.

Set this to a value that makes both options feel worthwhile. If your included treatment is worth £60 and the cash alternative is £20, most patients will choose the treatment every time — which may not drive the app engagement you want. A cash alternative closer to the treatment value gives patients a genuine choice.

How patients spend their Beauty Fund balance

When a patient goes to check out in the app, their available Beauty Fund balance is applied to reduce the total amount they owe. The balance is used after any membership discount or promotional offer has been applied.

If the patient's Beauty Fund balance is more than or equal to the order total, the entire order is covered by the balance. No card payment is taken.

If the balance is less than the order total, the available balance is used first and the remainder is charged to the patient's saved card.

Example: A patient has £35 in their Beauty Fund. They book a £90 treatment. After a 15% membership discount, the total comes to £76.50. The £35 Beauty Fund balance is applied, and the remaining £41.50 is charged to their card.

The checkout screen shows the patient their Subtotal and Total, with the Beauty Fund credit reflected in the final figure. They tap Checkout to confirm.

tip

The Beauty Fund balance is never taken without the patient's action at checkout. It does not drain automatically — the patient triggers it when they pay. If a patient is worried about their balance disappearing, reassure them it stays on their account until they spend it.

How the Beauty Fund appears in the CRM

You can view and manage a patient's Beauty Fund balance from their profile in the CRM.

1. Click Client Profiles in the left-hand menu under Core.
2. Find the patient and click their name to open their profile.
3. Scroll down to the Beauty Fund section, shown with a green wallet icon.

What you see in the patient profile

Available Balance A green card displaying the patient's current Beauty Fund balance in pounds — for example, £50.00. This is the live balance the patient can spend at their next checkout.

Transaction history Below the balance, a list of every credit and debit on the account. Credits (money added) are shown with a green arrow. Debits (money spent) are shown with a red arrow. Each entry shows the description — for example, "Monthly Membership Credit" — and the date.

If the patient has had no Beauty Fund activity, this section reads: "No Beauty Fund activity yet."

Adjusting a patient's Beauty Fund balance

Staff can manually add or remove credit from a patient's Beauty Fund. This is useful for goodwill gestures, corrections, or compensation for a poor experience.

1. Open the patient's profile in Client Profiles.
2. Scroll to the Beauty Fund section.
3. Click Adjust Balance.
4. A dialog box appears with the title "Adjust Beauty Fund Balance".
5. In the Amount field, enter the value to add or remove:
   • Enter a positive number to add credit — for example, 25 to add £25.
   • Enter a negative number to remove credit — for example, -10 to deduct £10.
   • The helper text confirms: "Positive = credit · Negative = deduct."
6. In the Description field, type a reason for the adjustment — for example, "Goodwill credit — appointment issue." This reason appears in the patient's transaction history.
7. Click Confirm.

The balance updates immediately and the adjustment appears in the transaction history list.

warning

There is no undo for a manual balance adjustment. Double-check the amount and sign (positive or negative) before clicking Confirm. An accidental deduction that takes a patient's balance to zero — or below zero — will affect what they can spend at their next checkout.

Beauty Fund vs Cash Wallet — are they different?

No. They are the same feature with two different names.

Beauty Fund is the name patients see in the app and that you see in the CRM patient profile. It is the branded, patient-facing term.

Cash Wallet is the term used in the technical parts of the system — routes, database tables, and some backend configuration. If you see the phrase "Cash Wallet" anywhere in the system, it is referring to the same balance that patients and clinic staff know as the Beauty Fund.

Common mistakes

Setting the Credit amount too low relative to the membership fee. If a patient pays £120 per month for their membership and receives only £10 in Beauty Fund credit, the wallet feels like an afterthought rather than a real benefit. Set the credit amount at a level that patients will actually notice and look forward to each month. A common approach is to set it at roughly a third to half of the monthly fee.

Using Select mode without explaining the choice to patients. In Select mode, patients must actively log in to the app each billing cycle to choose their benefit. If they do not know they need to do this, they miss their credit entirely. When onboarding patients onto a Select mode plan, explain clearly that they will receive a monthly notification and must respond to it. Put this in your membership description and mention it when they sign up.

Manually adjusting a balance with a negative amount when you mean to credit. The Amount field uses positive numbers for credits and negative numbers for deductions. It is easy to type -50 when you mean to add £50. Always check the sign before clicking Confirm, and read the Description you have written to sense-check the action before confirming.

Assuming the Beauty Fund balance clears when a membership is cancelled. Cancelling a membership does not remove the patient's Beauty Fund balance. Any credit they have accumulated stays on their account and they can still spend it at checkout even after their membership ends. If you want to clear a balance for any reason, you need to do so manually using the Adjust Balance feature.

Confusing the Credit amount with the membership fee. The Credit amount is a separate, fixed value you set — it is not calculated as a percentage of the membership fee. If you want patients to receive credit equal to their monthly fee, you need to enter the same number in both the Monthly Price and Credit amount fields. The system does not link these automatically.