Multi-Step Booking Flow in Volixta

👇 In this guide, explore how VOLIXTA handles:
Availability, pricing logic, optional services, packages, deposits, and payments — all within a smooth, intuitive flow.

The user selects:

• Type of service
• Specific service
• Number of people (if applicable)
• Location
• Employee

VOLIXTA intelligently adapts the available options at each step based on previous selections and your service configuration.
👉 If only one option is available for any field (e.g., only one location or one staff member), it is automatically preselected to streamline the booking process and reduce friction.

Use Case:
A law firm offers legal consultations and corporate training. When the user selects “Legal Consultation,” only one location (Main Office – Downtown) is available — it is auto-filled automatically, allowing the form to proceed directly to the selection of an available attorney.

• Additional services can be added with custom durations, prices, and limits (e.g., massage add-ons, extra materials).

Use Case: A spa offers a facial service. Clients can add a 15-minute hand massage before checkout.

Calendar appears showing real-time availability based on:

• Employee schedule
• Location availability
• Business global hours
• Days off or seasonal limits

Use Case: A yoga studio is closed on Mondays. The calendar reflects this, showing only available dates.

• Time slots are displayed for the selected day
• Auto-adjusted to the user’s time zone
• 12h or 24h format auto-applied (with manual override option if enabled)

Use Case: A client from New York books a session in Paris — times are auto-adjusted based on their device locale.

Depending on the selected service, VOLIXTA will display the appropriate pricing path:

▶ If the user already owns a compatible package
The system detects active packages that include the selected service.

• That package is prioritized and shown as the main option
• Other pricing options (standard price or new packages) are collapsed under a toggle:
  👉 “View the rates”

▶ If the service is part of one or more available packages (but none are owned)

• The client sees all available packages for purchase, before standard pricing.
• They can choose to buy a bundle before proceeding.

▶ If the service is not part of any package

• Only the standard price is shown, and the user proceeds with direct pricing.

If the selected service has one or more associated packages, they will be shown first — allowing the client to buy a bundle before proceeding.

Each package includes:

• Name
• Short description
• Price
• Included appointment quantity
• Validity period (e.g., 3 months)

👉 Clicking on “Reed more” button opens a popup with:

• Full description
• What’s included

💡 Want to understand how packages work behind the scenes, how credits are applied, and how expiration and visibility rules work?
👉 Learn more in the Service & Package Builder article.

If the client doesn’t purchase a package, they can proceed with the regular service price.

• The standard price is shown clearly

Once a service is selected, VOLIXTA checks if the client already owns compatible active packages.

Using a Package

• • The packages appear in a dedicated block: “Your Available Packages”
  • The client can select which one to use
  • Once selected:
    • The main service becomes free
    • 1 credit/session is deducted
    • Only optional services remain payable, if any

If the client has wallet credits (from refunds or promotions), they are automatically applied to optional services or any amount not covered by the package.

Here are three real-world scenarios that demonstrate how VOLIXTA handles packages, wallet credits, and optional services:

After selecting the service and optionally a package, VOLIXTA displays a real-time summary of all payment-related details before proceeding to the payment method.

Breakdown includes:

• Base price (If covered by a selected package → marked as “Covered by package”)
• Optional services price (if any)
• Taxes
• Deposit (if configured)
• Wallet credits automatically applied
• Remaining amount to pay

If the client has available wallet credits (from refunds or promo codes), VOLIXTA will automatically apply them in the following order:

• ✅ To the purchase of a package, if one was selected for purchase
• ✅ To the price of the service, if no package is used
• ✅ To optional services
• ✅ To any remaining amount, including taxes

💬 This ensures wallet credits are used as efficiently as possible.

• A deposit is only shown if the client pays the service at the standard price
• ❌ No deposit is applied if the main service is fully covered by an existing package — even if the client has to pay for optional services separately.
• The total to pay now and the remaining balance are calculated accordingly

Deposits can be:

• A fixed amount (e.g., €30)
• A percentage (e.g., 20%)
• A combination (e.g., €20 + 10%)

The client chooses how they wish to pay for their appointment:

• The amount to be paid on-site is clearly displayed in the confirmation step
• No online transaction is required
• The booking is immediately marked as approved

A popup shows:

• Bank details (IBAN / RIB)
• Amount to transfer
• Reference to include

The booking is marked as pending until the transfer is manually confirmed by staff

• Supports multiple options (cards, PayPal, etc.)
• The reservation is added to the WooCommerce cart
• Clients can add multiple appointments to the cart and pay for all at once

⚠️ A default 15-minute countdown is applied to complete the payment.

⚠️ If payment is not completed within that time:

• The pending reservations in the cart are automatically canceled
• Temporarily held time slots are released back to availability

Once payment is completed, the booking is marked as approved

This step collects essential personal details required to finalize the booking. The fields and options adapt depending on whether the user is logged in or booking as a guest.

🔒 For guest users:
Clients will be asked to provide:

• Full name
• Email address
• Phone number
• Address details: street address, postal code, and city

👤 For logged-in users:
Instead of filling in their own details again, logged-in users can:

• Confirm whether the appointment is for themselves or for someone else

If booking for another person, enter that person’s:

• Full name, contact details, and address
• (Optional) any additional notes

📝 Custom message field:
All users can also leave a personal message or note to the employee, for example:

• Special requests
• Important context
• Questions or clarifications

Use Case:
A client, already logged in, books an initial legal consultation on behalf of their elderly mother. They select “For someone else” and enter her contact and address details. In the note to the attorney, they write:
“This consultation is for my mother. She’s hard of hearing and prefers written communication whenever possible.”

Before confirming the booking, VOLIXTA gives guest users the option to create an account or log in — offering a smoother experience for future visits.

Benefits of creating an account include:

• Faster future bookings (personal details are pre-filled)
• Access to full booking history and invoices
• Ability to manage, reschedule, or cancel appointments
• Centralized view of active packages and wallet balance
• Book appointments on behalf of another person
• Recharge their wallet with credits or promo codes
• Receive refunds directly as wallet credits

Clients can choose to skip this step and proceed as guests — unless a package purchase is involved, in which case account creation is required to assign the package correctly.

If the client selects a package for purchase, account creation becomes required — this ensures the package is securely assigned to their profile, and allows proper tracking of:

• Remaining sessions
• Validity dates
• Usage history

Example:
The client selects a 5-session massage package. A prompt appears asking them to create an account or log in before proceeding with payment. Once payment is confirmed, the package is added to their profile — and one session is automatically deducted for the current booking.

Before finalizing the booking, the client sees a full summary broken down into four clear sections:

1. Selected Services
   Displays the main service, optional add-ons, and whether a package was used.
2. Participant & Staff
   Who the appointment is for, and which staff member is assigned.
3. Date & Location
   Shows the confirmed date, time (in the user’s timezone), and selected location.
4. Payment Summary
   • Base price (or “Covered by Package” if applicable)
   • Optional services
   • Taxes
   • Wallet credits applied
   • Deposit (if applicable)
   • Final amount to pay

✅ The client must tick the checkbox to accept the Terms & Conditions before proceeding.

• A confirmation panel appears on the same page, no redirection.
• It shows:
  • Booking success message
  • Appointment details
  • The amount due on-site (based on remaining balance)
• The user also receives a confirmation email.

• A popup opens with:
  • RIB / IBAN details
  • Exact amount to transfer
  • Payment reference instructions
• The booking is marked as pending until payment is confirmed.
• Full details are also sent by email.

• A popup opens with:
  • RIB / IBAN details
  • Exact amount to transfer
  • Payment reference instructions
• The booking is marked as pending until payment is confirmed.
• Full details are also sent by email.

🔁 Quick Rebooking Option
A “Book Another Appointment” button is also available right below.
Clicking it reopens the booking form with:

• The same service
• The same location
• And the same employee
  already pre-filled — making it faster and easier to schedule another appointment without restarting from scratch.

Once the booking is confirmed, a confirmation panel appears directly on the same page — no redirection required. It displays all the key appointment details in a clear and friendly format.

From this confirmation section, the client can:

• Receive a confirmation email with the full booking summary and payment information
• Add the appointment to their preferred calendar, including:
  • Google Calendar
  • Apple Calendar (iCal)
  • Microsoft Outlook
  • Mozilla Thunderbird

💬 Need help?
Visit our Help Center or Contact Support for technical assistance.

• Customizable Working Hours
• Complete Staff Management
• Time Rules & Buffers
• Optional Services
• Client Packages
• Booking Credits & Gift System
• Calendar Integration
• Email Notifications
• App-Like Experience
• Multilingual-Ready