WellnessLiving
By WellnessLiving Systems Inc
Receive Welcome Email & Access Account
After signing up, you receive a welcome email with login credentials to access your WellnessLiving account.
Sign Service Agreement
Upon first login, review and sign the service agreement to begin the onboarding process officially.
Confirm Business Information & Location
Verify and update your business name, type, and address to ensure all details are accurate before proceeding.
Configure Services, Classes, and Schedules
Set up your offerings by adding services, class descriptions, pricing, durations, and business hours.
Add Staff & Set Permissions
Create staff profiles, assign roles, set pay rates, and manage access levels for each team member.
Customize Branding & Booking Page
Personalize your booking page and client portal with your branding elements, such as logo and color scheme.
Connect Payment Gateway
Integrate your preferred payment processor to enable seamless transactions and recurring billing.
Set Up Client Self-Check-In (Optional)
Configure self-check-in kiosks and customize check-in methods for a smooth client experience.
Explore Features & Personalize Settings
Navigate the dashboard to further customize features, automate reminders, and set up marketing tools.
WellnessLiving can be extensively customized to fit specific business needs. Here are the key data points illustrating its customization capabilities:
Branding & Design: You can personalize the platform with your business logo, color schemes, and custom layouts for both the client portal and booking pages, ensuring a cohesive brand experience.
Custom Mobile App: The Achieve Client App allows customization of the app icon, splash screen, sign-in screen, headers, buttons, navigation, and booking confirmation screens, tailored to your brand and user experience.
Client Portal Settings: Modify which features and tabs are visible to clients, rearrange or rename tabs, and set default categories for bookings. You can also control how staff names and other details are displayed in kiosks and mobile apps.
Custom Fields & Reports: Add custom fields to client profiles, check-in reports, and other forms to capture unique data such as health plan IDs or other business-specific information.
Service & Schedule Customization: Configure services, classes, durations, pricing, and availability to match your business offerings. You can also manage multi-location scheduling and staff assignments.
Automated Notifications: Personalize automated email and SMS reminders, confirmations, and marketing campaigns to target specific client segments or promote special offers.
Document Management: Upload and share documents (like training plans or progress reports) with privacy controls, directly through the client portal.
Marketing Tools: Customize loyalty programs, referral campaigns, and targeted promotions to drive engagement and retention.
Integration Flexibility: Connect with a wide range of third-party tools (e.g., Zoom, accounting software, email marketing platforms) for expanded functionality and workflow automation.
Language & Accessibility: The platform supports multiple languages, making it adaptable for diverse businesses and client bases.
Enterprise Features: For franchises or multi-location businesses, tools like HQ Fee Management and Travelers Mode enable customization of fees, royalties, and cross-location client management.
Custom Check-In & Attendance: Tailor the check-in process with custom fields and workflows to meet specific operational or compliance needs.
Permission & Role Management: Assign custom roles and permissions to staff, ensuring team members have access only to the features they need.
Custom Reports & Analytics: Generate and tailor reports to track business metrics, sales, retention, and other KPIs relevant to your unique goals.
Website Widget Integration: Add booking and schedule widgets to multiple domains and customize their appearance and functionality.
Every new user is paired with an onboarding specialist who guides them through the setup process, answers questions, and provides strategic advice to ensure a smooth transition and optimal use of the platform.
Step-by-step onboarding resources are available, covering everything from configuring services and branding to setting up staff, payment gateways, and client check-in kiosks. These guides are designed to help users get started quickly and efficiently.
WellnessLiving offers round-the-clock support via chat, email, and phone, ensuring users can get help whenever needed. Support is accessible directly from the dashboard, with options to connect to a live agent if the AI assistant cannot resolve the issue.
An AI-powered assistant (Isaac AI) is integrated into the platform to provide instant answers to common questions and guide users through troubleshooting and platform features.
Users can reach support through multiple channels:
Phone support with regional toll-free numbers for North America, UK, and Australia.
A robust online help center offers searchable articles, FAQs, and video tutorials covering all aspects of WellnessLiving, allowing users to self-educate at their own pace.
Users are encouraged to stay updated through WellnessLiving’s blog, newsletters, and community engagement, which provide tips, best practices, and updates on new features.
WellnessLiving is SOC 2 compliant, verified by independent third-party audits, ensuring rigorous standards for security, availability, and confidentiality.
The platform is also fully compliant with HIPAA, GDPR, and CCPA, supporting legal and regulatory requirements for data privacy and protection in healthcare and global markets.
All data is hosted on Amazon Web Services (AWS), which is certified for ISO 27001, PCI-DSS, and SOC 2, providing a secure, resilient environment for sensitive data storage and processing.
Network segmentation divides systems into security zones, restricting communication to authorized traffic only.
All communications are encrypted in transit using TLS 1.2/1.3, and all sensitive data is encrypted at rest using industry-standard cryptographic protocols such as AES and SHA2/3
A web application firewall (WAF) blocks malicious activity, including unauthorized access, cross-site scripting (XSS), and SQL injection attacks.
Distributed denial-of-service (DDoS) mitigation solutions protect infrastructure against large-scale attacks.
The principle of least privilege (PoLP) governs internal access, ensuring employees only access systems necessary for their roles.
Strong password policies, endpoint protection, and full disk encryption further secure access to sensitive data.
Security Information and Event Management (SIEM) systems provide 24/7 monitoring, logging, and anomaly detection, supported by a dedicated Security Operations Center (SOC) team.
Regular security scanning, vulnerability management, and weekly patching cycles address emerging threats and system weaknesses.
A documented Incident Response Plan, based on NIST guidelines, ensures rapid and effective handling of security incidents.
In the event of a breach, WellnessLiving follows strict notification protocols in line with HIPAA, GDPR, and other privacy laws.
Daily incremental backups with point-in-time recovery for up to 30 days and long-term snapshots retained for up to one year.
A comprehensive Disaster Recovery and Business Continuity Plan (DRBCP) minimizes data loss and ensures service restoration after disruptions.
All staff complete annual security awareness training, including simulated phishing tests, to maintain vigilance and compliance with security best practices.
Clients have the right to access, correct, restrict, delete, or request a copy of their personal data, with requests processed securely and in compliance with applicable laws.
WellnessLiving releases major software updates on a monthly basis, with each release introducing new features, enhancements, bug fixes, and workflow improvements. These updates are well-documented and announced through release notes and videos.
Updates typically include improvements to scheduling, forms, notifications, staff permissions, reporting, integrations, and user experience. Recent releases have featured redesigned widgets, enhanced reporting tools, new privacy controls, and expanded automation features.
Each update is accompanied by detailed release notes published on the WellnessLiving blog and highlighted in video overviews. Users are encouraged to review these notes for a comprehensive understanding of new features and changes.
Updates are managed and deployed automatically by WellnessLiving. Users do not need to manually install updates; new features and improvements become available seamlessly within the platform.
Businesses (Subscribers) that use WellnessLiving retain ownership and full administrative control over their data, including client information and business records. WellnessLiving treats user information as confidential and does not sell, share, or rent personally identifiable information except as required by law or as necessary to provide services.
WellnessLiving supports data portability in compliance with applicable privacy laws (such as GDPR and CCPA). Subscribers and clients have the right to request access to, correction of, deletion of, or an electronic copy of their personal data to transmit it to another company, to the extent allowed by law. Requests can be made by contacting WellnessLiving at [email protected] with the subject line “Data Request.” Identity verification may be required before fulfilling such requests.
Data can be exported in structured, commonly used formats (such as CSV or Excel). For example, client lists, appointments, and inventory can be exported directly from the platform via the Reports section, making it easier to migrate data to another system.
During onboarding or migration, WellnessLiving provides spreadsheet templates for importing data and supports exporting key data sets for use elsewhere. Some limitations exist, such as the inability to export sales history or certain contract records, which may need to be managed manually.
Clients and subscribers can request to access, correct, restrict, delete, or object to the use of their personal data. If a client is associated with a business using WellnessLiving, the company may refer the request to the business (Subscriber) for direct handling.
WellnessLiving commits to responding to data requests as soon as reasonably practicable, consistent with applicable law.
Flexible Membership and Service Management
You can create, modify, or duplicate memberships and purchase options at any time, adjusting price, duration, frequency, or included services to match changing business or client needs. Changes apply globally or individually, providing granular control over offerings.
Subscription Plan Upgrades and Downgrades
WellnessLiving allows you to upgrade or downgrade your subscription plan (such as for FitLIVE virtual services) directly from the admin dashboard. Upgrades or downgrades take effect after confirmation and payment, and you can switch between available plans as your needs change.
Adding or Reducing Licenses
For features like FitLIVE, you can add more licenses to support additional locations or virtual services. To reduce the number of licenses, you may need to contact WellnessLiving Support for assistance.
No Service Disruption
Scaling up or down does not disrupt core services. Changes are managed in real time, and your business can continue operating while adjustments are made.
Administrative Control
All modifications to memberships, plans, and licenses are managed through the admin interface, giving you direct control over scaling decisions.
Cautions and Notifications
When making significant changes to memberships or purchase options, WellnessLiving advises notifying affected clients, as modifications can impact existing client entitlements and payment schedules. Some changes may need to be manually reverted if not desired.
WellnessLiving contracts automatically renew each year for 12 months on the anniversary of the Subscription Start Date (“Renewal Date”). If you do not wish to renew, you must provide written notice at least 30 days before the Renewal Date.
All plans, including month-to-month and annual subscriptions, require at least 30 days written notice before the intended cancellation date. You will continue to have access and be billed until the end of the current term or 30 days from notice, whichever applies.
The total of any discounts you received during the current term.
If cancellation occurs during a subscription period, the full monthly fee is charged for that month prorated refunds or credits are given.
All payment obligations are non-cancelable, and fees paid are non-refundable unless you were billed or charged in error.
WellnessLiving may suspend or terminate your access without notice if you default on payments or violate the agreement. In such cases, they may delete your data and are not liable for any consequences.
Upon termination or material breach (such as non-payment), WellnessLiving may delete your customer data and is under no obligation to retain it.
Staff can cancel a client’s membership through the admin interface, specifying the cancellation date and applying a cancellation fee if applicable.
Clients and staff can manually adjust auto-renewal dates, and clients can opt in or out of auto-renewal when this setting is enabled.
WellnessLiving is confirmed HIPAA compliant by Compliancy Group, meaning it meets all requirements of the HIPAA Privacy Rule, Security Rule, Breach Notification Rule, Omnibus Rule, and the HITECH Act. This ensures the protection and confidentiality of personal health information (PHI) for clients in the healthcare and wellness sectors.
The platform undergoes independent third-party SOC 2 Type 2 audits to verify that its security, availability, and confidentiality controls are effectively designed and operating. The SOC 2 report is available upon request for current or prospective customers.
WellnessLiving is fully compliant with GDPR, supporting the rights of individuals in the EU to data privacy, access, correction, and deletion. The platform provides tools for data export, consent management, and breach notification in line with GDPR requirements.
The software is also compliant with CCPA, ensuring California residents’ rights to data access, deletion, and opt-out of data sales are respected.
WellnessLiving’s security framework is based on NIST standards, including NIST SP 800-61 Rev 2 for incident response and NIST 800-63B for password policies. This provides a robust foundation for organizational and technical security practices.
While WellnessLiving itself does not store or process payment card information, it supports PCI-DSS compliance by integrating with certified payment processing partners. Businesses using the platform are responsible for ensuring their own PCI compliance, but the software facilitates this through its integrations.
