Course Bookings and Package Usage
Reception sees the purchased package, completed visits, and remaining balance. After a cancellation, the system can credit a visit back under the clinic’s agreed rules.
Custom Development
CRM for Aesthetic Clinics
Aesthetic clinics need to align treatment courses with practitioner, room, and equipment availability. We’ll build a CRM to coordinate bookings, track packages, and handle administrative communication with clients.
Why Individual Bookings Are Only Part of Managing a Course
- One visit needs equipment, a room, and a particular practitioner, but their schedules are kept separately.
- After rescheduling, the package balance no longer matches completed visits.
- The calendar leaves out room preparation time.
- A reminder for the old time is still queued after the visit was moved.
- After a pause, staff can’t see who should arrange the next booking or whether the package is still valid.
Equipment Scheduling, Course Stages, and Payments
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Visit Records and Contacts
The record can link the contact, branch, booking, and preferred reminder channel. Clinical documentation and photos are kept in a separate agreed system.
Resources and Appointment Length
Reception can see available rooms, equipment, and practitioners, including preparation time.
Additional Features
- Pausing and Rescheduling a Course
- The coordinator distinguishes completed, upcoming, and canceled visits. Scheduling resumes after the client and practitioner agree.
- Appointment Reminders
- Messages use only agreed fields. Rescheduling or cancellation updates the planned reminder.
- Supplies and Services
- Managers can reconcile consumables with services under an agreed process. The stock source is defined before connecting inventory.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
Equipment Is Temporarily Unavailable
The coordinator blocks the resource and sees affected bookings. Reception offers another time, and the practitioner approves changes that affect the course sequence.
A Paid Package Is Partly Used
Reception reviews the payment history and completed procedures. Staff explain the remaining balance and agree on a new booking under the current package terms.
What to Include in the First Release
Start with one type of course, its rescheduling rules, and tracking of prepaid visits. Cover equipment downtime, a package pause, and a clinic cancellation. Set separate access for reception, practitioners, and finance. Handle clinical documentation through the clinic’s established processes.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can Reception Change the Interval Between Procedures?
The CRM can give the designated practitioner approval rights and use an “Awaiting confirmation” status. Reception finds available times within the agreed plan.
What Happens to a Visit When the Course Is Rescheduled?
The old booking stays in the history as rescheduled. Whether a visit is deducted depends on its actual status and the package terms.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.