Features
Everything, in every plan. Turn on what you need.
VITADesk is one product with three levels. Level 1 is on for everyone. Levels 2 and 3 are switches in your settings, included in the price, off until you want them.
Level 1 · on
Booking and the desk
Online bookingBy language, location, day, and time, or "soonest anywhere." Embedded on your site or at your own address.
Phone and walk-in bookingStaff book anyone without verification. Over-capacity bookings allowed with a note.
Seats by languageCapacity per hour as groups: 6 English, 3 bilingual, 1 who also speaks Creole. Bilingual seats are held for the people who need them.
Schedule rulesWeekly patterns, day overrides, slot overrides, closures. Every edit previews the appointments it affects.
Texts and emailConfirmation, 24-hour reminder, survey. Two-way replies. Compliant STOP and HELP. Long messages sent as a single MMS.
InboxEvery text that is not a keyword, with the client and their next appointment attached. Reply from the desk.
WaitlistJoin from a full day. A freed seat is offered to the next person by text with a two-hour hold.
Today and check-inQueue by time, check in, start, complete, no-show, undo. Runs on a phone at the door.
Day sheetPrintable per location per day, grouped by slot, with tick boxes and flags.
ClientsSearch by name, phone, email, or code. History, notes, consent, merge duplicates.
ReportsBy status, location, language, source, and day. No-show rate. Survey scores. CSV export.
Users and rolesOwner, admin, staff. Staff limited to their locations. Unlimited logins.
Your domain and embedbook.yourorg.org with an automatic certificate, and an iframe that grows to fit.
API and webhooksKeys with read or write scope, signed webhooks for booked, moved, cancelled, checked in, completed.
Level 2 · switch
Intake
QuestionsYes/no, choice, or text, asked at booking. "Did you have health insurance through the Marketplace?"
What to bring, by answerEach answer can add lines to the client's list. The confirmation, the reminder, and the day sheet all use it.
Form 13614-C onlineFilled in the client's portal before the visit, printed to the official layout at the site. Updated each tax year without new code.
ID photoOptional upload, viewable by staff, deleted by your retention rule.
Level 3 · switch, after the 2027 season
Drop-off and virtual
Document uploadPer appointment, encrypted at rest, every access logged, deleted 30 days after completion by default.
Drop-off and virtual kindsAppointment types that fit IRS Publication 4299 and Form 14446, with consent and e-signature.
Meeting linksManual per location first, then Zoom.
Languages
Booking pages in English, Spanish, and Haitian Creole at launch, with the rest of the IRS VITA language set (Chinese, Korean, Russian, Vietnamese) and Portuguese, Tagalog, Arabic, and French as translations complete. Templates are per language. Dates are written the way each language writes them.