Services & Sessions

A Service is a project: one customer, one provider, and all the related work under it — a tattoo finished in one day, a sleeve built over months, three piercings in one sitting, a microblading session and its touch-up weeks later. A Session is a single sitting within that project: placement, description, price, supplies used, and the signed release form. A visit is one trip to the studio — the session or sessions a customer sits for in a single arrival. Multi-visit work stays one service with a session per visit, so the photos, notes, and supply records for a back piece live in one place across a year.

How services start

Three ways in:

• A form is signed. The customer signing flow in Kiosk or Web Sign creates the service with one session per service type the customer selected — Lobe and Tragus become two sessions on one service.
• A booking’s day arrives. Begin visit on the booking creates the service (or adds sessions to the project it continues) with a session per booked line. It can’t run before the visit window opens, and it doesn’t start the clock — starting a session is its own step.
• You add one manually. New on the Services page is for touch-ups and follow-ups that don’t need a new release form — pick the customer, the artist, and the services; each line becomes a session. If the customer has an appointment today, the service links to it (with more than one you pick, and Separate visit keeps it apart). For new customers or new work, share the sign link instead so the form is captured up front — creating a service by hand won’t collect one, and when the services you picked normally take a form, the app says so before it lets you.

When a returning customer signs in through Kiosk or Web Sign with incomplete services in the selected category, they can continue an existing service instead of starting a separate project. To make every visit start a new service, hide that step in the template designer on every template mapped to the category.

Bookings become visits

A booking counts as visited once its project holds a live session inside the appointment’s window — from the start of the appointment day (an after-midnight appointment opens two hours ahead instead) until 12 hours after its start time. Signing creates that session, but the visit only counts once work starts. A customer who signs early and never shows can still be marked as a no-show, which cancels every unstarted session from that appointment and puts the deposit decision in your hands. Moving the appointment or changing its artist before work starts also cancels those sessions, so the customer signs again for the new occurrence. Consultations never become services at all — a consult’s outcome lives on its idea.

The session clock

A session is Not started until someone starts it, Running while work happens, Paused on a break, and Ended when the work is done. Starting takes a provider — an unassigned service asks you to pick one first — and, with Booking on, offers to hold the artist’s calendar for a walk-in. Ending generates the release form PDF (supplies added before the end land on the document) and starts aftercare if it hasn’t already. An unended booked session starts aftercare at the appointment’s scheduled end; an unbooked session uses the care plan’s auto-start delay.

The timer tracks billable time: pausing for lunch or an equipment break excludes that stretch, and when breaks add up, the session shows worked time against wall-clock time so the difference reads as break time. A manual duration wins over the timer and skips time rounding.

Start and end times can be set to whatever actually happened. Clear start resets a session that didn’t really begin, Reopen un-ends one that ended early, and ending a session that was never started stamps the start to match — fix the duration after if you want the real interval. Ending sessions in a batch backfills each end to when its work started (or when it was created, if it never started), so commission lands in the pay period the work actually happened in.

If a session usually collects a release form and gets started without one, it carries a No signed form on file notice. Signing is what creates a session with its form — a session created without one can never gain a form later. An unstarted session is not flagged; the notice appears when the work starts.

What’s next

When every session on a service is ended or cancelled, the service asks what happens to the project:

• Book next session — the sleeve continues. The booking is created as a continuation of this service, so when that day comes, its session lands on the same project. Once a next session is booked, the service shows it instead of asking again.
• Mark complete — the normal finish for a walk-in or finished work. Completing locks the service, ends any still-running sessions, and stops offering it as work to continue at future sign-ins. With the Booking feature off, the first card becomes Leave it open instead: do nothing, and the customer is asked whether to continue this work next time they sign.

What’s next only decides what happens to the work; payment is separate, and a studio that doesn’t run Sales still books the next sitting. A service with an appointment still scheduled refuses to complete, on every device: cancel or reschedule that booking first. Reopening a completed service doesn’t reverse what completing did — sessions the completion ended stay ended, and aftercare that started keeps running.

Cancelling

Cancel a service when it was created for work that isn’t going to happen in that visit. Common reasons include:

• The customer signed the form days before their tattoo or piercing.
• The customer changed their mind or got cold feet after signing.
• The customer signed the wrong form or selected the wrong service.
• The customer submitted the form twice, creating a duplicate.
• The customer signed but left without receiving the service.

You can clear that work from the waiting room without deleting the customer’s paperwork. If the customer signed the wrong form, cancel the mistaken service or session and have them sign the correct form for the work you’re going to do. The earlier form stays on record with the cancelled work.

Cancellation acts as a soft delete: the service and its sessions stay in the customer’s history, along with signed release forms, notes, and files. REV23 records who cancelled it, when, and why. Cancelled work is excluded from the waiting room and service analytics. The customer record stays, so their saved details are available for their next visit.

If you want to delete a session with a signed form instead, you need Forms → Delete in addition to Services → Delete. Cancellation requires Services → Cancel and keeps the signed form, so it does not require Forms → Delete. See Roles & Permissions.

A customer signed the form before their visit

For example, a customer uses your general sign link today, but you’re not tattooing them until Tuesday. Signing creates a service and session even though no work has started. Cancel that premature service and have the customer sign again on Tuesday, starting a new service for the actual visit. Their earlier signed form stays on record, and they can use their saved customer details when signing again.

Cancelling a service does not cancel or reschedule a booking, and it does not send the customer a cancellation message.

Cancel one session or the whole service

• Cancel session cancels one sitting without changing the other sessions. Use it when one session was created by mistake or won’t happen, but the rest of the project should continue. The cancelled session stays on the service, excluded from service activity analytics and earnings. An ended session can’t be cancelled. If the customer has paid for the session, refund its charges before cancelling.
• Cancel service cancels the whole project. All its sessions count as cancelled while the service is cancelled, but their individual records and history stay intact. A completed service can’t be cancelled. Paid charges on its sessions must be refunded before cancellation; a draft sale does not block it. Cancellation is also blocked when a session’s commission is locked by closed payroll or a payout.

Both require a reason and can be reversed with Restore. Restoring a service does not restore sessions that were cancelled individually. Cancelling stops the affected sessions’ care journeys; restoring a service or session does not restart them.

Cancelling a service’s last active session by hand leaves the service open. Cancelling a booking or marking it as a no-show cancels the parent service when no active sessions remain.

Money on a session

The session’s price resolves through the pricing you’ve configured — per-unit, quantity tiers, hourly, or duration tiers — and the session shows its math: the rate, the quantity or billable time, and where the price came from. Two hand-entry paths sit alongside:

• On a service type with no configured pricing, you set the price yourself.
• On one with configured pricing, Override price wins over the configured rate — the classic quoted-tattoo case — with an optional reason, and the session still records what the rate would have charged. Clearing the override falls back to the configuration.

The commission row shows who earns what under their rule, with Override commission (its own permission) for one-off arrangements. Seeing pay figures takes compensation viewing; artists always see their own.

Three things lock, in order:

1. An ended session closes its details to editing — reopen it to make changes.
2. A settled sale freezes the money — quantity, price, and jewelry tier refuse to change once the session is on a completed or refunded sale, and they stay that way: a refund reverses the money, it doesn’t reopen the pricing. A draft sale just follows along.
3. Closed payroll freezes everything about the commission — once a session’s commission settled in a closed pay period or fed a payout, changes are refused with directions to fix forward in the current period. History doesn’t re-price.

Safety panel

Opening a session shows the customer’s safety information first: flags, medical conditions (a count only, without medical viewing permission), emergency contact, physician, and studio-visible notes — expanded automatically when anything needs attention, and editable in place so mid-procedure discoveries get recorded without leaving the session.

Supplies, files, and notes

Sessions record the supplies used in your work: inks and pigments, needles, jewelry, tubes, grips, and salves. Lot numbers and expiration dates belong to the particular supplies used in that sitting. Supplies print on the release form when Print Supplies Used is on.

Files holds photos and documents — before/afters, references, healed shots. Notes are internal and never customer-facing. Both stay editable after a service completes; paperwork keeps accruing even when the money is settled.

Recording ink in a session

Your session ink records connect your colors and bottle details to the customer’s procedure. Keeping your bottles in My Ink saves repeated typing when recording the ink and lots used in your work.

1. Open the session’s Ink section and select Add Ink.
2. Select a suggestion or use Search to find the ink. Selecting an owned ink pre-fills its recorded Lot Number, Batch Number, and Expiration Date. Selection alone does not save the entry.
3. Compare the prefilled details with the physical bottle you used. Correct them or enter any missing details required for your procedure record.
4. Select Add to save the ink to this session. Repeat for each ink used.

Suggestions use the usage history and bottle records of the artist assigned to the service. If you are recording supplies for another artist, confirm their bottle details with them.

If you are using a replacement bottle, select New bottle? from the prefilled details. For a bottle with an expiration warning, select New Bottle. Enter the new bottle’s details and select Add & Continue to save it to the collection, then review the session details and select Add. Saving a bottle to My Ink does not itself record its use in the session.

The session expiration date and bottle deadline are different

The session’s Expiration Date pre-fills from the bottle’s stored printed expiration. My Ink’s expiration warnings use the earlier of that date and the calculated after-opening deadline. That calculated deadline does not automatically replace the session field. Confirm which expiration date your health department requires in your procedure records.

REV23 does not block saving session ink because a bottle is expired. Saving a record does not establish that the ink is safe or permitted to use. Follow the manufacturer’s instructions and your local health-department requirements, including physical bottle labeling and disposal.

Finding your colors for a touch-up or continuation

Open the earlier sessions on the same service to review the ink recorded for that work. This history is useful even where local rules do not require ink logging.

Suggestions draw on the assigned artist’s broader usage history and prioritize colors already used on the same tattoo or service among the suggested inks. Historical colors do not prove which physical bottle you are using today. Check the current bottle’s lot, batch, and dates before adding it to the new session.

Deleting

Use cancellation for a service created too early, a duplicate sign-in, or work that didn’t happen. Delete only when you intend to remove the record and its associated data permanently. Deleting a session with signed forms requires Forms → Delete in addition to Services → Delete; cancellation keeps those forms on the customer’s record without requiring Forms → Delete. A session referenced by a sale, or one whose commission settled in closed payroll, can’t be deleted at all. Deleting a service’s last session deletes the service.

Webhooks

Services support the following webhook events:

Event	Description
service.created	A service was created.
service.completed	A service was marked complete.
service.user_assigned	An artist was assigned to a service.
service_session.created	A session was created.
service_session.started	A session was started.
service_session.ended	A session ended.

Permissions

Service permissions come in self and (Everyone) scopes: Services → View / Edit cover your own services (providers get them with their skills), the (Everyone) variants cover the whole floor. Services → Create and Assign Provider are included in Front Desk — routing work is a desk job — while Cancel and Delete stay with Manager. Unassigned services are visible to everyone, and Take it claims one for anyone with a seat and a matching skill. See Roles & Permissions.