Aesthetics Clinic Management System

Bookings, deposits, client forms and records for your clinics, on your own website.

Overview

Bright reception area of a modern clinic with a desk and seating

The Aesthetics Clinic Management System (KA Aesthetics OS, version 2.0.1) is one WordPress theme for aesthetics clinics in the UK: your website, online booking across one or more clinics, deposits through WooCommerce, client questionnaires and consent forms signed online, client records with private photos, treatment courses, gift vouchers, self-service changes and reminders.

It is booking and record-keeping software. Your clinic writes its own treatment information, questionnaire, consent wording and aftercare text, and stays responsible for them. One price covers any number of clinics, and a single clinic simply sets up one location.

Who it is for

UK aesthetics clinics, from one room to several locations, that want booking, deposits, forms and client records on their own website. The website, admin screens and emails are in English.

Features in detail

Client choosing an appointment time on her phone on her sofa at home

Online booking across your clinics

Clients choose a clinic, a treatment, a practitioner and a time.

Each location has its own rooms, opening days and closed dates
Practitioners can work at different locations on different days, or even morning and afternoon
The booking check stops a practitioner being booked at two locations at the same time, and a location being booked beyond its number of rooms
Minimum notice, how far ahead people can book, and a minimum age per treatment
Staff can book on a client's behalf from the admin area

Client holding a payment card beside a laptop to pay a deposit

Deposits through WooCommerce

Take a deposit when the booking is made.

The time is held for a short while until the deposit is paid
A short checkout with only name, email and phone
A paid deposit confirms the booking; a failed or cancelled payment frees the time
Payments use WooCommerce and your own payment provider account

Practitioner and client talking across a small table in a consultation room

Consultations before treatment

Some treatments can be set to need a consultation booking first.

Set a treatment so that clients book a consultation for it before the treatment itself
Mark treatments as prescription-only so their price shows as "Price on consultation" and only practitioners you mark as prescribers can be booked
Staff booking a prescription-only treatment must confirm that a face-to-face consultation has taken place
These settings are a booking tool. They have not been reviewed by a lawyer or a medical professional, and your clinic decides how to use them

Client signing a form on a tablet with a stylus in a waiting area

Client forms and signatures

Clients complete their forms before they arrive.

A questionnaire of yes/no questions you write, with room for details
Your consent wording for each treatment, two required tick boxes, an optional photo agreement, a typed name and a signature drawn on screen
The wording signed, the time and a digital fingerprint of the text are stored with the signature
Each form can be submitted once per appointment
Form pages are kept out of search engines and caches

Practitioner typing notes on a laptop at a tidy clinic desk

Client records and photos

Keep notes and photos with each client.

Treatment notes with product, batch, expiry, amount and area
Photos stored in a private folder, not in the public media library
Every time someone opens a client file or a photo, it is written to an audit log
Notes and photos cannot be edited or deleted once they have been added, so check them before saving
Export a client's bookings and records on request (photos are not included in the export); there is no automatic erase tool, so deletion requests are handled by your staff

Clinic manager and receptionist checking the day on a screen at the front desk

Staff roles by location

Give each person the access they need, and no more.

Clinic owner, branch manager, practitioner and reception roles
Branch managers see only their own locations; practitioners see only their own clients and bookings
Reception can manage bookings but cannot see notes, forms or photos
Location and treatment details are edited by the clinic owner
Staff go straight to their clinic screens after signing in, and cannot open WordPress settings, plugins, themes, users or the shop administration

Smiling client holding her phone at a clinic reception desk with white flowers

Treatment courses

Sell a course of sessions and let clients book with it.

Set the treatment, the number of sessions and how long the course lasts
Clients with an account book with their course instead of paying again
Cancelling returns the session; a no-show does not

Navy gift card on a cream envelope tied with a gold ribbon

Gift vouchers

Sell vouchers with a balance.

Clients buy a voucher online and send it to someone by email
Each voucher has a code and a balance that goes down as it is used
Staff can look up a voucher, take an amount off in the clinic or issue a new one, and clients can check their balance on a page you add, as the user manual explains

Client using her phone at a café table with a coffee

Self-service changes

Clients can move or cancel their own appointment.

Allowed up to a cut-off you set (48 hours by default); after that, the client is asked to phone
Moves stay at the same location and treatment
The clinic is emailed about every change. Refunds are made by your staff, not automatically

Phone beside a navy handbag, sunglasses and keys on a hall table

Reminders and messages

Automatic messages before and after appointments.

Email and text reminders before each appointment, with a link to any forms still to complete
Aftercare emails with your own text, review invitations and a reminder to book again after the number of weeks you set
Text messages use your own Twilio account

Clinic owner reviewing printed monthly figures at her desk

Dashboard and reports

See today at a glance and the month in figures.

Today's appointments by location, forms still outstanding, treatment income this month and the no-show rate
Monthly reports by location, practitioner and treatment, practitioner commission and returning clients
Treatment income counts completed appointments; sales of retail items, vouchers and courses are in your WooCommerce reports

Client glancing at her phone on a sunny high street

Light pages

Designed to keep pages light on phones.

Styles are built into each page and booking scripts load only where they are needed
Speed on your website depends on your hosting, page caching and images, so check it on your own hosting

What you get

The Aesthetics Clinic Management System (KA Aesthetics OS theme, version 2.0.1) as a download, available straight after payment from a secure link and in your account.
An illustrated user manual in British English (PDF) covering installation, set-up, day-to-day use and known limitations.
After-sales support for the system as supplied (see below).
What you need to provide: a WordPress website (6.4 or newer) with HTTPS hosting, PHP 8.0 or newer and a MySQL or MariaDB database, WooCommerce 8.0 or newer with your own payment provider account, and an email (SMTP) account. Optionally: your own Twilio account for text messages.

Terms

Before you buy

Version 2.0.1 has been tested by its developer on a local test copy with made-up clinics, clients and amounts. It has not been run with a live clinic's data or on a live hosting database.

Software only. The system books appointments, collects forms and keeps records. It gives no medical, clinical, legal or regulatory advice, and its questionnaire, consent and prescription-only settings have not been reviewed by a lawyer or a medical professional. Your clinic writes and checks its own wording and procedures.
Outside services need your own accounts and have not been proven with live accounts. Card payments and text messages use your own accounts with those services, and any fees they charge are yours. Try each one with a small, harmless example first.
Refunds are made by your staff. Cancelling online does not refund a deposit automatically.
Check the starting wording. The homepage text, the three homepage information boxes, the footer text and the optional demo clinic content start with neutral example wording. Change the homepage texts under Appearance › Customise › Homepage (leave an information box empty to hide it) and the demo content to your own before you publish, and add a short excerpt to each location page to use as its search-engine description. Any claims about your treatments are yours to write and check. Also check the standard WooCommerce emails, as the order-complete email is sent after a deposit and its default wording may need changing.
Client accounts. Accounts created automatically for clients are not sent a set-password email; clients use "Lost your password" to sign in.
Marketing emails. There is no button for clients to stop review and rebooking emails themselves; your staff turn them off on request.
Private photos. On Nginx hosting, ask your hosting provider to block web access to the private folder, or keep it outside the website folder as the user manual explains.
Test first. Try a booking, a deposit, the forms and a cancellation on your website before you take real clients through it.

After-sales support

Support specialist with a headset at her desk, helping a customer

Your purchase includes after-sales support for the system as supplied. If something does not work as described in the user manual, tell us and we will investigate and fix it.

After-sales support does not include changes, additions or tailor-made (custom) work, such as altering screens, wording, workflows, reports or notifications, or adding new features. These are charged separately. For changes to your system, see our System Customisation Service, or ask us for a quote for larger work.

After-sales support also does not cover hosting, domain names, email account set-up, server administration, outside-service accounts (such as payment, SMS, WhatsApp, video, meeting, accounting or AI services), or any third-party fees, which remain your responsibility.

See the System Customisation Service

Frequently asked questions

Do I need my own website hosting?

Yes. The system is a WordPress theme, so you need a WordPress website with HTTPS hosting, a MySQL or MariaDB database, WooCommerce and an email (SMTP) account.

How are deposits paid?

Through a short WooCommerce checkout on your website, with your own payment provider account. Refunds are made by your staff in WooCommerce.

Does it give medical or regulatory advice?

No. It is booking and record-keeping software. Your clinic writes its own treatment information, questionnaire, consent and aftercare wording and stays responsible for it.

Are text messages included?

The connection is built in, but it needs your own Twilio account, and any fees are yours. It has not been tested with a live account, so send yourself a test message first.

Do I pay more for more locations?

No. One price covers any number of locations. A single clinic simply sets up one location.

Are changes or custom work included?

No. After-sales support covers the system as supplied. Changes and tailor-made work are charged separately, for example through our System Customisation Service.

Smiling clinic owner standing beside her reception desk

Ready to run your clinic bookings from one place? Buy now, or contact us with any questions.