Paybrain Provider app
Paybrain Provider is an iPad app for the treatment room, with AI built in. Providers unlock it with their PIN, see their day, and run each visit: an AI client brief from past visits, AI recommendations for add-ons and products, notes, photos, forms and the next booking. When they finish, the visit is waiting at the front desk to be paid.
It's free with your Paybrain account. Get it from the Paybrain Provider page, which links to the App Store.
Set up a tablet
Sign in
Open Paybrain Provider and enter the phone number on your Paybrain account, then tap Send code. Or tap Email me a code instead. Enter the code and tap Verify. You only do this once per tablet.
Pick the room's location
With more than one location, choose Which location? for this tablet. Change it any time from the location name at the top of the schedule.
Unlock with a PIN
Each provider taps in their PIN and taps Unlock. The tablet locks again after the Register's Auto-lock after inactivity time, or when someone taps Lock. PINs are set under Settings›Employees.
All times in the app are shown in the location's time zone.
See the schedule
The home screen shows the day's appointments, with Day, Week and Month views. A provider with View Own Schedule sees only their own appointments. Anyone with Manage Appointments sees everyone's. Appointments past their start time show as Late.
Clients lets providers search clients, add a new one by name and phone, and open a client's details, visit history and forms. From a client, Start walk-in session picks a service and starts a visit now, on the provider's own calendar.
Run a visit
Tap an appointment to open it, then tap Start visit. The appointment moves to In progress on every screen. Nothing is recorded until you start.
| Section | What it's for |
|---|---|
| Backnotes | The AI client brief: a summary of the client's past visits. See AI in the treatment room. |
| Required forms | Forms the client still has to complete. See Collect forms. |
| Session notes | What happened this visit, preferences and follow-ups. Tap Save notes. |
| Recommendations | AI-suggested add-ons and products from your menu. Tap Add to visit, or use Add add-on and Add product. |
| On this visit | Add-ons and products to charge for. The front desk collects payment at checkout. |
| Used in service | Products used on the client but not charged, rated Good, Neutral or Bad to build their profile |
| Next visit | Find next appointment suggests times from their visit history. Tap Book on one. |
| Photos | ＋ Before and ＋ After take photos with the camera |
Assistant opens the AI assistant. See Ask the AI assistant.
Finish the visit
Tap Finish. The visit moves to Awaiting checkout, and the front desk charges it, with everything you added, from the appointment or Unpaid visits. See Check out a visit.
Reset discards the visit's products, photos and notes and puts the appointment back to Confirmed.
AI in the treatment room
Paybrain Provider uses AI to prepare each provider for the client in the chair. Everything it writes comes from your own records: the client's visit history, your notes and your service menu. It suggests; the provider decides. The AI features come with your Paybrain account at no extra cost.
AI client briefs
Before and during a visit, Backnotes shows an AI-written brief of the client: a summary of their past visits, what was done, what was used and what you noted. You'll also find it as Session backnotes on the client's profile under Clients.
The brief is written from the client's real visit history and saved, so it's ready the next time they come in. It gets better with every visit you record. A new client shows No notes yet — they build up after visits.
AI recommendations for add-ons and products
Recommendations suggests add-ons and retail products for this visit, each with a short reason. Suggestions only come from your own catalog of add-ons and products, so the AI never recommends something you don't offer. They're worked out once when the visit starts and stay the same for that visit.
Tap Add to visit to put one on the bill, or Used in service if you used it without charging.
Ratings teach the next visit
Products under Used in service can be rated Good, Neutral or Bad. Ratings and session notes feed the client's brief and their next recommendations. A product rated Bad is dropped from that client's suggestions.
Ask the AI assistant
Tap Assistant during a visit and type in Ask the assistant…. It knows the client's history, so you can ask things like what they had last time or what to suggest today. When it proposes an add-on or product, tap Approve to add it to the visit or Decline. When it suggests rebooking, Find times opens the scheduler.
Collect forms
If the client has required forms to complete, the visit shows Required forms. Tap Sign on this device and hand the tablet over, or Send a link instead. You can't finish the visit until they're done. See Client forms.
What the app doesn't do
The Provider app doesn't take payments, cancel or reschedule appointments, or change provider hours. Do those on the Register, web or Paybrain app.