Managing a salon or a medspa takes a lot of work. Aside from providing different treatments, the owner also needs to track appointments, process payments, and manage customer reviews. Spa and salon managers should have reliable all-in-one medical spa software to help them streamline all the important processes with just a few clicks.
So what’s the best medical spa software to use for salons and medical spas? Some of the best medical spa management software programs in the market today are Calysta EMR, bePOS, Square Appointments, Envision MedSpa, and Orchid. These management software programs have some of the best features that a small business needs including online booking, customer relationship management, and security and data privacy.
With more people looking for treatments and services that relieve stress and enhance their appearance, many salons and medical spas often find their facilities fully booked. While it’s definitely good news for business owners, keeping track of every business process becomes more difficult too.
Luckily, there are different kinds of spa software programs to help managers organize everything. According to a 2020 study by Mordor Intelligence, the market for spa and salon software is expected to rise by 7.11% from 2021 to 2026 as more owners and managers try to streamline different processes.
Those who are already using management programs for their medspa utilize different functions, such as easy payment processing, organized online booking and appointment scheduling, customer management, employee management, practice management, and resource management.
If you’re looking into using medical spa software for your business but don’t know where to start, we’ve compiled five of the best management programs here:
Best Features to Utilize: Zoom Teleconferencing, Automatic Backups, Practice Scheduling, Digital Consents, Text Messaging with Patients, Touchless Payments
Calysta EMR is a HIPAA-compliant software created for aesthetic providers by dermatologists, physicians, and cosmetic medicine experts. It’s a cloud-based electronic medical records (EMR) system that has a complete set of robust features that help manage and organize patient records and other important business and medical information.
The developers behind Calysta EMR strive to create a software solution that works for most kinds of aesthetic practices. They keep an open communication with partner clinics to assist the staff, solve problems within the program, and improve the overall user experience.
| Pros | Cons |
| This software offers the same features as other well-known software at a fraction of their price. | Calysta EMR is still relatively new to the market, which is why there’s not a lot of reviews available online. However, the company offers a two-week trial to allow interested clients experience all the simple yet advanced tools. |
| Calysta EMR continuously updates and improves its features based on the comments by partner clinics and medspas. |
Best Features to Utilize: Inventory Management, Treatment Management, Staff Management, Cash Management, Effective CRM, Online Booking
This salon POS system is a favorite among med spa and beauty salon owners because it allows them to monitor appointment booking, customer engagements, and point of sale (POS). What sets it apart from other salon management software is the cloud-based booking that merges Internet of Things (IoT), face detection, big data, cloud computing, and other technologies.
The developers of bePOS made the program accessible for users of Windows, Mac, Linux, Android, and iOS. They also offer a free package with limited features, but their Growth and Professional packages are affordable enough for small and mid-size businesses.
| Pros | Cons |
| This software allows patients to book an appointment 24/7 through the clinic’s Facebook page. | Some of the clients reported that they can’t access reports from at least 12 months ago. It’s better to create an archive for old data that the software can’t store anymore. |
| The interface makes it easy to use for both the client and service provider. |
Best Features to Utilize: Prepayment Features, Easy Booking System
Square Appointments is an appointment management solution that caters to the needs of different retailers in different service industries – including a hair salon, nail salon, plastic surgery clinic, facial and skin care centers, and others. Aside from their user-friendly booking system, the program also allows owners to generate more leads and accept payments without problems.
The program is free for individuals, but the monthly fee increases as more medspa or salon staff use it. It also requires users to pay processing fees starting at 2.5% per transaction.
| Pros | Cons |
| This program allows customers to book and cancel appointments easily. It also sends them automated appointment reminders through text or email when the schedule is near. | The customer service representative of Square Appointments is difficult to contact when a salon or med spa needs help. However, this hardly ever happens because the software was designed for easy use. |
| It’s a general use appointment management software utilized by all kinds of businesses. |
Best Features to Utilize: Appointment Management, Client Management, Inventory Management, Gift Card Management, Package Creation
Envision MedSpa is an excellent practice management software that uses cloud-based technology to help salon managers and owners operate their growing business. It has sophisticated systems and robust features that make it a perfect fit for all business sizes.
This software supports various operating systems like Windows, Mac, Android, and iOS. It’s also available in two packages – the preferred package at $199 monthly and the Ultimate Plus at $324 monthly.
| Pros | Cons |
| This software utilizes a HIPAA-compliant method to receive and send forms online. | Owners who were using a different spa service management software before might find it difficult to integrate their old system, but customer service representatives of Envision MedSpa are always ready to assist their clients. |
| They have a gift card management feature that allows spa owners to sell gift cards online and attract potential customers. |
Best Features to Utilize: Color Coded Appointments, Easy Customization, Quick Appointment Confirmation, E-Mail, Receipts, Rooms & Resources, Cosmetic and Medical Equipment Inventory Management
Orchid Medical Spa Software is an advanced medical spa scheduling software that helps owners manage different business operations. It also includes a few features like payroll checks, online booking, credit card processing, and automated email and texting. All of these functions and more in a simple but efficient medspa management software.
Orchid currently supports operating systems like iOS, Android, and Windows. It also offers four kinds of packages that are paid monthly, starting at $85.
| Pros | Cons |
| This medspa software allows owners to sell memberships online. | Orchid’s updates are confusing to navigate, but their customer service representatives are always ready to help clients. |
| Customers may book appointments online. They also receive reminders about their appointments through automated email and texting. |
With the plethora of med spa management software in the market, service providers might easily get overwhelmed when looking for the right software solution. The key to finding the right program is to know what exactly you’re looking for. Here are some of the essential features to check in a medspa software:
Booking an appointment online is a convenient feature that many patients look for in a salon or medspa. Without this option, a business is losing about half of the potential clients that visit their official website or social media accounts. Online booking allows customers to schedule different treatments, such as facials, waxing, laser treatments, and other services with just a few steps.
In addition to providing patients with an easy booking system, a good management software should also allow owners to organize schedules and avoid overbooking or missed appointments. Most software programs come with automated text and email alerts to remind both patients and providers about the appointment.
Gaining loyal customers is almost as important as attracting new ones. Regular customers tend to spend more time in a salon or medspa than new clients, which is why it’s important to keep them coming through different loyalty programs. A POS system with an integrated CRM program allows owners to come up with various ways to keep return customers engaged.
Personalized discounts, greetings, and messages are the key to keeping a loyal customer, but it’s a challenging task for spa managers who still have lots of other important things to worry about. A CRM system creates patient-centered marketing programs using the patient information in its database.
Manually entering patient data takes a lot of time, which is why many medspa management programs came up with different ways to automatically gather this kind of information. However, patient information is extremely sensitive data so make sure that you’re using a program with the highest level of security.
Most programs use cloud-based technology to keep a backup of all the data needed in case there’s a hardware crash. Just make sure to check how secure the server is to avoid malpractices, identity theft, or financial frauds.
If you’re still undecided about which software to use for the salon or medspa business, here are a few other tips to help you choose the best one:
Learn more: Top Emr Benefits for Your Practice
Looking for an all-in-one medical spa software? Calysta EMR is a new but promising software created by physicians and dermatologists for aesthetic providers. It’s an affordable medspa management software with a complete set of features that allows service providers to customize and organize their services.
With spa management solutions by Calysta EMR, you can organize the med spa better and stay ahead of the competition. Contact us today to sign up for a two-week trial or schedule a walkthrough of the program.
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