Unlock Success with the Best Medical Spa Software

Last Updated on 11 October, 2024

By Luciana Dabit

The best medical spa software can transform your MediSpa practice from frazzled and frantic to streamlined and successful.

There are a number of options on the market, each with their own set of features. The more features you have under one roof, the better. When you consolidate all of the tools you need into a single platform, you can run your business smoother and create a far better experience for your clients.

In this guide, we dive into the most critical features to hunt for in a medical spa platform, and we offer a list of the most popular options to choose from.

Top features of the best medical spa software

Make sure your medical spa business software includes these key features.

1. Appointment scheduling

A medical spa booking platform should make it super easy for clients to schedule services online. You can send the online booking page to new clients after they reach out via your contact form, or embed a widget in your website so people can schedule an appointment whenever they like.

2. Client management, profiles, and forms

You’ll also want to make sure the platform offers a CRM to help you manage client information like names, contact info, and previous purchases and activity.

This database is essential for all sorts of purposes: everything from new promotions to holiday thank you notes.

With WellnessLiving, you get a single source of truth for each client through a client profile that tracks client details, appointments, health forms, notes, photos, and transformations all in one place. You can also streamline the client intake process with customizable waivers and consent forms that are HIPAA and PIPEDA compliant. All digital forms filled out by new and existing clients are automatically added to each profile.

3. Inventory and product management

Product sales are an important part of the revenue puzzle for medical spas. The software you choose should make it easy to keep track of your product inventory levels in real-time and receive re-order alerts when it’s time to stock up.

4. Payments and point-of-sale

Look for a solution that can process payments online and in-person. This way, you can collect payment upfront during scheduling, require a deposit, or run a credit card after service.

The platform should also make it easy to sell products and equipment for at-home use (both in your spa and from your website), offering you an additional source of revenue. Look for an online shop and in-person point-of-sale features.

5. Staff management

You’ll want to be able to manage your staff as well in the best medspa software.

Look for features like:

• Staff responsibilities
• Platform user roles and permissions
• Task assignments
• Pay rates
• Hours and payment tracking
• Task and appointment notifications

6. Client communication and marketing

With all your client data in one place, you’re going to want communication features included in the best medspa software. The platform should offer email marketing and SMS (text) so you can automatically notify clients of upcoming appointments as well as send one-time announcements for promotions and special events.

Look for a platform that helps you manage proven marketing strategies like online business listings, spa events, and direct mail.

Check out our guide on medical spa marketing for the best strategies to grow your business.

7. Reporting

Medical spa business software should offer reporting related to all of the key features. You can generate reports on your number of clients, sales volume for specific products, monthly revenue, staff wages, product inventory levels, and more.

Make sure it offers Excel outputs that you can deliver to your accountant or upload into your favorite accounting software to ensure tax compliance.

8. Customer reviews

You need a process for proactively acquiring more customer reviews for the best medspa software. Not only do reviews inspire trust in your business, but the volume of positive reviews helps you rank higher in Google Maps, Yelp, and other sites.

So, make sure to choose a platform that lets you request and track reviews.

9. Website design

It’s a good idea to manage your website using your medical spa software. Why? You can fully integrate your online product shop, appointment bookings, events, and client activity data into your site.

Choose a platform that makes it easy to build a stunning website, integrate essential features, and optimize content for search engines.

10. Rewards programs

Loyalty programs incentivize your clientele to keep booking services with you instead of trying out a competitor. This key for looking for the best medspa software.

Opt for software that includes rewards management so you can offer customers discounts, products, or other special gifts when they continue to book your services. You should also be able to incentivize online reviews and referrals to generate new clients.

11. Virtual consults and video library

To create the very best client experience, you’ll want to incorporate video into your business strategy. Consider offering virtual consultations to improve the convenience and conversion rates of your consultations, whether free or paid. You can also create a video library with pre- and post-care instructions to maximize client results and your own productivity.

WellnessLiving offers FitLIVE for real-time virtual sessions and FitVID on Demand for building an on-demand library.

12. Custom branded mobile app

It’s a great idea to create a custom app for your medical spa. Here, clients can access tons of features in one place: your video content, booking links, online shop with products available for delivery or in-person pick-up, loyalty program rewards, and referral incentives.

Other key factors to look for in the best medical spa software

The right features aren’t the only determining factors for the best medspa software.

When hunting for MediSpa software, you should also vet platforms for these key factors:

• Great reviews – Check out online reviews on popular software review sites. At the very least, look for a platform that has over 4 stars out of 100 reviews. Check out WellnessLiving reviews on Google, G2, and Capterra to see what customers have to say about us.
• Case studies you resonate with – The right software can really transform your business, so read a handful of case studies and success stories from the software you’re considering to see what business owners like you have achieved. Explore WellnessLiving case studies.
• Awesome customer support – Even the best software is worthless without great customer support. Ask the sales rep what channels are offered, how quickly they respond, and which subscription plans include a dedicated customer success manager (if needed).
• Integrations with business-critical systems – For best results, your software should integrate with Google to help you manage customer reviews and bookings. A Zapier integration connects your software to thousands of other popular tools. Check out our integrations.
• Hands-on migration and onboarding – The platform should offer free or affordable help to get you up and running quickly. Explore our pricing and free onboarding help.

5 best medical spa business software

These top 5 medical spa management tools can help you streamline your business and grow your clientele.

1. WellnessLiving

Finding the best medspa software isn’t easy. But, WellnessLiving includes everything you need to run a successful medical spa: appointments, payments, client data, products, events, listings, reviews, referrals, emails, texts—and of course—a stunning website with all the features clients expect. Best of all, our platform is more affordable than our closest competitor, Mindbody.

Book a demo of WellnessLiving.

2. Vagaro

Vagaro is a business management platform that works for a variety of businesses, including medical spas, barbers, personal trainers, and makeup artists. The platform offers appointment booking, payments, and memberships. However, some of its features, like live streaming and memberships, make it better suited to content creators and classes.

3. GlossGenius

GlossGenius is a dedicated platform for beauty and wellness businesses. Estheticians and salons can use GlossGenius to manage client data, book appointments, process payments, sell products, and contact clients via text and email. However, it lacks event management which is a critical marketing strategy for many MediSpas.

4. Booker by Mindbody

Booker by Mindbody offers the features you need to run your medical spa, including booking, client communication, payments, staff, and business reporting. But Mindbody’s pricing is higher than others on our list. If you’re looking to manage your medical spa while saving 30-50% depending on the subscription tier, consider choosing WellnessLiving or GlossGenius.

5. Schedulicity

Compared to others on our list, Schedulicity offers fewer features at a lower cost. You can manage appointments, payments, and client communication but you won’t get advanced reporting, product inventory management, or a birds’ eye view of client activity. This platform could work if you’re just starting out, but you’ll outgrow Schedulicity quickly, especially when it comes time to add products and events to your business model.

Looking for a better way to run your medical spa? Manage and grow your medical spa with WellnessLiving.

Book a demo to see our platform in action.