Approve new online clients

Tip: These steps follow the Classic menu. If you use the New Default menu or a custom menu, this page may be in a different spot. Look for the page name in your menu.

When a new client signs up through your online booking portal, their account waits for your approval before they can use it. Review these sign-ups regularly so new clients aren't left waiting.

Open the list of pending clients

1. Go to Online Reservations > Pending Clients.
2. Each sign-up shows the client's name, a Pending badge, the Date of registration, their Email, Phone Number and Address.

If nobody is waiting, you'll see "There are no pending clients".

Tip: If the client's name is a link, they've been matched to a client account in your system. Click the name to open that client and check their details before approving.

Approve a client

1. Find the client in the list.
2. Click Approve.
3. If your business sends a welcome email on approval, a message box opens with the welcome text. Edit it if you like, then click:
   • Confirm Approval (Email) to approve and send the welcome email, or
   • Confirm Approval (No Email) to approve without sending anything.

You'll see a "Save Successful!" message, and the client can now log in to the portal.

Approve and edit

Click Approve and Edit to approve the client and go straight to their account so you can review or fill in their details.

Inactive clients

If the sign-up matches a client who is marked inactive, the card shows "(Inactive client)". When you approve, you'll be asked to confirm. Approving also makes the client active again.

Deny a client

Click Deny to reject a sign-up, for example if it's spam or a duplicate.

Note: Deny happens right away, with no "are you sure?" message.

Who can do this

You must be set up as a Manager or Front Desk employee to approve or deny pending clients. Otherwise you'll see a message saying you're not able to approve or deny pending clients. Ask your manager to update your employee settings.

Common questions

Where do I change the welcome email text? The welcome email comes from your online reservations settings. Ask an administrator to check Online Reservations Settings > Scroll to the bottom of the modules General tab.

The client is already in our system. Will approving create a duplicate?
This is dependent on settings that live in the Use & Registration tab for existing clients. You can choose to allow existing clients to register and approving them will create a duplicate account. If you select the option to have them call you instead, you can confirm what email and phone number they have on file with you and provide that to them or change it if needed. They can then register as an existing client.

Where do I see clients who are already approved? Go to Online Reservations > Manage Clients.