Aesthetics, salons and clinics
Software for clinics, salons and studios
The diary, the online bookings and their deposits, every client's consent and medical history, the treatment note with the batch number on it, and the payments, all on one record. Built around how your clinic already runs, hosted in the UK, and looked after by the people who built it.
What a clinic or salon actually tracks
Six records, one client
- The diary, and the bookings and deposits that arrive online
- The client record: consent, medical history, photos
- Treatment notes with the products, batch numbers and injection map
- Payments, deposits, balances and gift vouchers
- Stock that goes down as products are used
- Reminders, follow-ups, rebook nudges and reviews
Six records describing the same client, usually kept in a booking app, a filing cabinet and somebody's phone.
A clinic system answers "who is in at two, have they signed, and what did we use last time" without anybody opening a drawer. One client is one record: the bookings, the forms they completed on their phone, the photos, the notes with the batch number, and what they have paid.
Plenty of clinics run on a booking app and paper, and it got them this far. The booking app is good at the diary and stops there. Consent, medical history and treatment notes end up on paper or in photos on a practitioner's phone, which is fine until somebody asks for them.
A first system might be the diary, online booking and consent forms for one room. The same system two years on can carry three locations, the clinic's own website, vouchers and the reporting the accountant asks for.
What you would be looking at, in the order a day happens
Three screens from Glodesk, a clinic and salon platform we built. Real screens rather than mock-ups. The clinic in them, Ashwood Aesthetics, is Glodesk's demonstration clinic, and every patient, practitioner and appointment in it is invented. Yours would carry your treatments, your practitioners and your words for things.
The day to day, in more detail
| Online booking and deposits | Clients book on the clinic's own website or through a widget on an existing one, pick a practitioner and a time, and pay a deposit. The booking and the payment arrive on the record together. |
|---|---|
| The diary and availability | Week and day views, a column per practitioner, working patterns and breaks set per person and per location, and rescheduling by a drag. |
| Consent and pre-visit forms | Sent by link before the visit, completed and signed on the client's own phone, and filed against them. The diary shows whether they came back. |
| Consultation mode | A tablet view for the room: the forms, the note, the products and the injection map. Photos taken on a phone appear on the record as they are taken, with photo consent recorded first. |
| Treatment notes | Written against the appointment, with each product used recorded with its lot, batch and expiry, and stock reduced to match. |
| Payments and vouchers | Card at the desk, a payment link by text, deposits and balances on the record, refunds, and gift vouchers sold at the desk or online. |
| Reminders and follow-ups | Confirmation, the pre-visit forms, a reminder before the visit, aftercare afterwards and a nudge when a rebook is due, all sent in the clinic's own name on a schedule you set. |
| The clinic's own website | A hosted site in the clinic's branding with the treatments, the team and the booking built in, on the clinic's own domain, edited from the same system. |
The paperwork side of it, plainly
Most of what a clinic has to keep is about one client on one day. The system holds it against the client and the appointment it belongs to.
| Consent and medical history | Completed and signed by the client, dated, and kept against them with the version of the form they saw. A new visit can ask them to confirm nothing has changed rather than start again. |
|---|---|
| Photo consent | Recorded before a photo is taken, and shown on the consultation screen so the practitioner can see it has been given. |
| Batch and lot numbers | Against the treatment note for each product used, with the expiry, so a question about a batch is a search rather than a hunt through boxes. |
| Retention | Records kept for the period your insurer and your professional body expect, and exportable in a standard format whenever you ask. |
We build the records, not the clinical or regulatory advice. No system makes a clinic compliant on its own. Check your own obligations with your insurer, your professional body and the ICO.
Who it suits, and who it doesn't
Where this kind of system earns its keep
- Aesthetics clinics, salons, brow and lash studios, barbers, spa and wellness businesses with between 1 and 50 people
- Treatments that need consent and a medical history before they start
- Products with batch numbers that have to be traceable to a client
- Deposits, balances and no-shows that cost money
- More than one practitioner or more than one room
Where we fit best
For this sector we built Glodesk, a clinic and salon platform with the diary, online booking, consent, consultation mode, payments and the clinic's own website in one place. For most clinics and salons that is the quickest route to a system that fits.
A clinic with needs outside it, several sites with their own stock and accounts, a training academy alongside the clinic, or a franchise with central reporting, gets the same bespoke treatment as any other sector on this site: look at the work, fix a price in writing, build it in weeks, then run it.
Where it saves time, we build in AI features too: a returned medical history read and checked against the last one, with any change flagged for the practitioner, or aftercare drafted from the treatment note in the clinic's own wording. More on AI and automation.
Usually built alongside forms and e-signatures, customer messaging, customer portals, stock control or iPhone and Android apps. The rest are on the services page.
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- We already use a salon booking app.
- Then you know what it does well, which is the diary. Two things usually prompt the move: a marketplace app taking a cut of new bookings and keeping the client relationship inside its app, and the record stopping at the diary, so consent and notes live somewhere else. A system of your own takes no commission and keeps the whole record in one place.
- Is client medical data safe?
- It is hosted in the UK, backed up nightly, patched, and built by a Cyber Essentials certified firm. Each login sees only what its role allows, photos are gated behind recorded consent, and every change to a record is logged with who made it and when. We will walk you through exactly what each role can reach before it goes live.
- Can clients book and pay online?
- Yes. They choose a treatment, a practitioner and a time, and pay a deposit or the full amount by card. The booking arrives in the diary with the payment against it, and the confirmation, the forms and the reminder go out on their own.
- What about our website?
- Keep it, and the booking goes on it as a widget. Or have a site in your branding generated from the same system, with the treatments, the team and the booking already in it, on your own domain. Either way the diary and the records are the same.
- How long does it take?
- A clinic going onto the platform can be taking bookings within days. Bespoke work is usually live in weeks rather than months, and bigger pieces go live in stages so the useful part arrives early. Scope, price and dates are agreed in writing before anything starts. More on that in how we work.
- Where does the data live?
- On UK hosting, backed up every night with the backups kept for thirty days, and monitored every few minutes. The details are on hosting and support.
Talk to us
Tell us how bookings, consent and notes are kept now and what you would want to see that you cannot. That is usually enough to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.