Booking Confirmation

All Roam bookings are made on a request-to-book basis and are not automatically accepted. A booking is only confirmed once the Roamie has reviewed and manually accepted the request through the platform.

Clinics must allow sufficient time for the Roamie to confirm availability before making assumptions about shift coverage. We recommend booking at least 24 hours in advance to give Roamies enough time to review, confirm, and prepare.

Customer communication

When a Roamie is confirmed to work in a clinic, it is essential that all affected customers are informed ahead of their appointment.

Rescheduling and Cancelling

48 hours notice is required to book, reschedule or cancel a booking. Late cancellations may still incur the full booking fee.

Travel Arrangements

If a clinic chooses to support travel arrangements for a Roamie (e.g. flights, accommodation, or mileage), the terms of this support must be agreed in directly with the Roamie prior to the booking.

Pre-shift preparation

All Roaming Team members must be allocated 30 minutes of paid admin time prior to their shift for orientation, review of customer files, and familiarisation with the clinic environment. Clinics are also required to brief Roamies on relevant health and safety procedures upon arrival.. It is the responsibility of the Clinic Manager to ensure all necessary preparation is completed in advance to support a seamless start.

Entitled breaks

Roamies are entitled to paid rest breaks and unpaid meal breaks based on the length of their work period as defined by NZ employment law.

End-of-shift

The final 15 minutes of the shift must be blocked to allow the Roaming Team member to complete all paperwork and medical records, clean and reset the treatment room and Store or clean all equipment and consumables appropriately. If travel or flight arrangements are required, allow sufficient time for the Roamie following their last booking. The Roamie must be marked as INACTIVE in Wandly once their final shift is complete.

Payment

Clinics pay the Roamies directly. The payout is triggered 2 days after the end of the booking period and may take up to 7days to show in the Roamie's bank account. Each booking includes a fee, which goes toward supporting and running the platform and covers credit card fees.

Commission for Roamies

No commission is required to be paid to Roamies.

Adverse events

In the unfortunate case of an Adverse Event, the Roamie is to be notified of the event, and the clinic must follow the Adverse Event Protocols.

NPS Customer Feedback

Roamie's will receive AskNicely NPS feedback, in the same way as permanent team members. Any customer feedback received that relates to a Roamie member will be monitored and managed by the Support Office.

Termination Clause (Non-Compliance)

Failure to adhere to these responsibilities or follow professional standards may result in the termination of the clinic from the site.

Scope of Engagement

The term of engagement will be defined by each booking request. The location of work will be the clinic specified in the booking. The Roamie must accept a booking through the platform before any engagement is considered confirmed.

Travel Arrangements

Travel arrangements made in connection with work facilitated through Roam are the responsibility of the contracting parties (the contractor and the clinic). If a clinic offers to support travel (e.g. flights, accommodation, mileage), the terms of that support must be agreed in writing directly between the clinic and the Roamie.

Cancellations & Illness

If a Roamie is unable to attend a confirmed booking due to illness they must notify the clinic a as soon as possible. If payment has already been made, the Roamie is expected to refund the full amount to the clinic within 5 working days.

Frequent short-notice cancellations, even with valid reasons, may affect access to future bookings.

Confirmed bookings should only be cancelled with at least 48 hours’ notice, unless in the case of illness or unavoidable circumstances.

Payment

Roamies set their own service fees and availability when creating their profiles.

Clinics pay Roamies directly via credit card, with payments automatically processed two days after the end of the booking.

Payments may take up to seven days to appear in the Roamie’s bank account.

Each booking takes a fee, which goes towards the costs of running the platform.

Insurance and Tax

The Roamie is responsible for their own insurance, tax, and ACC obligations and keeping any business records required by law

Professional Conduct

The Roamie agrees to uphold a high standard of professional conduct and represent the brand in alignment with our values, policies, and clinical protocols while working in any clinic. They also agree to be punctual and to use clinic-supplied equipment solely for the purposes of their contracted work and follow the direction of the designated clinic contact.

Clinic Standards and Protocols

The Roamie must adhere to all standard operating procedures, treatment protocols, consent processes, and documentation requirements applicable at each clinic location.

Certification & Registration Requirements

The Roamie is solely responsible for maintaining all necessary professional registrations, practising certificates, and required insurances (e.g. indemnity).

Ongoing Training & Compliance

The Roamie must complete all required clinical training, compliance modules, and professional development as specified by Caci.

Health & Safety / Incident Reporting

The Roamie must comply with all workplace health and safety procedures, report any incidents or hazards immediately, and follow clinic-specific guidelines while on-site.

Confidentiality & Data Privacy

The Roamie must protect the confidentiality of customer and business information and comply with all relevant data privacy regulations and internal policies.

Intellectual Property

Any ideas, processes, tools, or materials you create while working in a clinic through Roam that relate to the clinic’s services or operations are considered the intellectual property of the clinic.

This includes things like treatment techniques, guides, templates, or any resources.

Roamies agree to not use, share, or repurpose that content without written permission.

Conflict of Interest

The Roamie must disclose any actual or potential conflicts of interest, including work for other businesses in the beauty or personal services sector.

Suspension or Removal from Roam

Failure to adhere to these responsibilities, maintain required certifications, or follow professional standards may result in the suspension or removal of the Roamie from the site.