Flexible Billing gives you greater control over how you manage payments for each client. With Scheduling Restriction controls, you can toggle off coverage and fee enforcement on a per-client basis, so you can schedule clients right away, skip fees when appropriate, or offer pro-bono services, all without requiring a credit card upfront.
When Would I Use This?
There are a few common scenarios where turning off coverage or fee enforcement is helpful:
- You're adding a new client and don't have their payment information yet. Toggle off coverage and fee enforcement to get them scheduled immediately, then add billing details later.
- You want to waive late cancellation or no-show fees for a specific client. Turn off fee enforcement for that client at any time without affecting your settings for others.
- You're offering free sessions, consultations, or pro-bono services. Disabling coverage and fee enforcement means your client won't be prompted to add a credit card on Tava, and you can bill elsewhere.
Adding a Client without a Credit Card
To see a client on Tava without requiring a credit card, you'll need to add them as a Limited Access client. For a full walkthrough of adding a client, see Adding a New Client.
Step 1: From your client list, select the Add Client button.
Step 2: Select the option to add the client as a Limited Access client, and enter their basic information.
Step 3: After the profile is created, you will see an "Action Required" alert on the client profile. Navigate to the Client Preferences section in the top right corner. Click Edit.
Step 4: Toggle off "Enforce Late-Cancel/No-Show Fees." This will allow you to schedule clients without a credit card on file.
Step 5 (optional): Toggle off "Require Tava-Accepted Coverage." This will allow you to schedule clients without adding insurance.
If both toggles are turned off ("Enforce Late-Cancel/No-Show Fees" and "Require Tava-Accepted Coverage") the "Action Required" alert on the client profile will disappear, and you will be able to schedule your clients without any additional information.
| Note: You can update these settings at any time from a client's profile. |
Frequently Asked Questions
Will the client be notified? No. Limited Access clients are not notified when you add them to Tava, do not complete intake, and do not have a Tava client account login.
Does turning off fee enforcement affect my policy for all clients? No. Scheduling Restrictions are configured per client, so changes you make for one client do not affect any other clients or your practice-wide policy settings.
Can I still collect payment from a client even if fee enforcement is turned off? Yes. Turning off fee enforcement removes the automatic requirement, but you can still collect payment manually at any time.
What if I only want to turn off one of the two settings? Coverage and fee enforcement can be toggled independently. You don't have to turn both off — adjust only what makes sense for each client's situation.