Free med spa booking software that books the consultation before it books the treatment

Clients book a consultation from your page at any hour, and come back for the treatment once you have actually seen them. Each practitioner is only offered for what they actually do, the room goes with them, and every treatment somebody has had sits against their name.

Start free See pricing

Free forever plan
Clients book themselves
No card required

A clinician guiding a handheld treatment device across the cheek of a client reclined in a chair

Blu AestheticsBook online

Consultation30m · Dr Ramsey$40.00

Laser course45m · six sessions$540.00

Peel30m · PaigeBook

Next free9:30 AM1:00 PM3:45 PM

Consultation booked

11:08 PM

While the clinic was closed

Deposit

$135.00

25% held the course of six

Practitioner and laser

Both free

Or the slot is not offered

How it works for you

Built for treatments that start with a consultation and run as a course

Every one of these puts something in front of the appointment that used to happen in the first ten minutes of it.

A consultation people can book, and a treatment they cannot

Put the consultation on the page as its own bookable service and leave the treatment off it: what is not listed cannot be booked, so a new client books the conversation and you decide what follows it. Holding a treatment behind an approval instead is on the paid plans. Either way, nobody arrives expecting something you have not agreed to.

Your booking page →

What a client tells you stays against their name

Your own questions on the booking form: medications, allergies, what they have had done before, what they are hoping for. What a client tells you is kept on their record, so it is asked once rather than out of the front of every thirty-minute appointment.

Booking forms →

Every session of a course against the same name

Most of what a med spa sells is a series: six laser sessions, a course of peels, top-ups at an interval you set. Book the whole run at once, at the spacing you decide; every session a client has had sits on their record, so nobody at the desk is guessing how far through the course they are.

Recurring bookings →

Nobody is offered for a treatment they do not do

Each practitioner carries their own hours and their own list of treatments, so an injectable appointment is only ever offered with somebody who administers them. It is a scheduling rule rather than a clinical one, and it removes an entire class of phone call.

Practitioner scheduling →

Rooms and machines

The laser is booked as well as the person operating it

A med spa has equipment that costs more than the room it stands in, and only one of it.

Picktime treats a machine the same way it treats a treatment room: it is booked alongside the practitioner, so a laser appointment is only offered at a time when the laser and somebody who can run it are both genuinely free.

Two practitioners cannot be sold the same device at four o’clock, and a machine that is out for servicing simply stops appearing on the page.

Rooms and equipment →

Before the treatment

Decide what a new client is allowed to book

Not every request should turn straight into a slot. Leave a treatment off the booking page and it cannot be booked at all, which is the control that costs nothing: the consultation is the only thing a new client can take.

On the paid plans a booking can instead arrive as a request you approve from the calendar, which is what you want for anything needing a patch test or a look at the form first.

The client picks a time, you confirm it, and only then does it become an appointment, while everything straightforward still books itself instantly.

Approving bookings →

Tuesday, 11:20am

A new client rings about filler and nobody is free to answer

Twenty past eleven on a Tuesday. Your practitioner is in room one with a client reclined and a needle in her hand, and the phone rings for the third time this morning. It is somebody new, it is her first enquiry about anything like this, and she has three questions before she will book anything.

By the time anyone can ring back it is quarter past two. A first-time aesthetics enquiry does not wait three hours; it goes to whichever clinic picked up. And the appointment that did happen this morning started ten minutes late, because the history was taken at the desk on paper.

Picktime moves both of those off the day. The consultation is bookable from your page, the form arrives filled in with the booking, and the call you could not take is answered and turned into a confirmed consultation without anybody leaving a treatment room.

3 hrsBefore anybody could ring a first enquiry back

10 minOf a thirty-minute appointment, spent on a history at the desk

Getting started

Your consultations bookable before the end of the week

Add your treatments, practitioners and rooms

List what you offer with the time and price on each, and set which practitioner does what. Add the treatment rooms and the machines so they are held alongside whoever is using them, and put the consultation in as its own bookable service.

Decide what can be booked, and what holds a deposit

Put the consultation on the page and leave off the treatments that should follow one, so a new client cannot book past you. Set what holds a deposit: nothing on a consultation, a real one on an hour of a practitioner. Your own questions on the booking form, and bookings arriving as requests you approve, are on the paid plans.

Put the link where new clients find you

The booking page is a link, so it goes behind a Book Now button on your site, on your Google Business profile and in your Instagram bio. A first enquiry that arrives at eleven at night still gets a consultation in the diary.

AI receptionist

Twenty past eleven, and both rooms are in treatment

The enquiry a med spa cannot afford to miss is the first one, and it arrives while everybody who could answer it is gloved.

Picktime’s AI receptionist answers around the clock, takes the caller through what they are asking about, captures their details and books them a consultation, against the same availability your page uses, so it cannot offer a practitioner who is already in a room or a treatment they do not administer.
It hands over to a person when the question needs one, and every call is transcribed into your dashboard, so a clinical question you would rather answer yourself is there in writing when you come out.

How the AI receptionist works →

11:20Incoming call
Tuesday 11:20On a call

Caller11:20 AM
Hi, I’ve never had filler. Could I come in and talk it through first?
AI receptionist11:20 AM
You can book a 30-minute consultation with Dr Ramsey for $40.00. There’s 13:00 or 15:45 today. Which suits you?
Caller11:21 AM
Quarter to four, please.
AI receptionist11:21 AM
Booked. Can I take a name and a mobile number?

Tue 15:45Consultation · Dr RamseyBooked

TranscribedInto your dashboard

What it costs

Start free. Pay when there are more practitioners and more rooms.

The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.

Free, and it stays free

What a single treatment room gets without paying

Your own booking page, consultations included
Clients book, move and cancel it themselves
Treatments booked alongside the room or machine they need
Client records, and every treatment against the name

Start free

When there are more of you

What the paid plans add

Your own questions on the booking form, and a course booked as a run
More practitioners, each with their own diary
More than one clinic, each on its own hours
Reminders before the appointment, by email or text
Two-way sync, so a booking lands in the calendar you already watch

See what each plan includes

Works with what you use

It fits the calendar, the payments and the consultations you do remotely

Nothing gets typed in twice

A booking lands in the calendar your practitioners already have open, and the paid plans sync it both ways, so it moves there when it moves here. Payments run through PayPal on the free plan and through Stripe or Square on the paid ones, and a consultation you do remotely generates its own joining link on the same invitation as the appointment.

All 36 integrations →

It runs between rooms

Picktime runs in a phone browser as well as at the desk, and there are iOS and Android apps, so a practitioner between rooms can see the rest of the day and what the next client filled in.

The Picktime app →

Questions

Med spa booking: common questions

What software do med spas use?

Most run two things: a clinical system for records and charting, and a booking system for the diary. Picktime is the booking half (consultations, practitioners, rooms and client records), free for a single treatment room, with courses booked as a run and your own booking-form questions on the paid plans, and it sits alongside whatever you keep records in.

What is the best booking software for spas?

For a day spa the question is treatments and therapists; for a med spa it is the consultation, the history and the course. Picktime handles the second: a bookable consultation and a client record on the free plan, with your own questions on the form, approval before a treatment is confirmed and a course of six put in the diary in one action on the paid plans.

Is there a free med spa booking system?

Picktime’s free plan covers your own booking page with the consultation on it, treatments booked alongside the room or machine they need, client records and email notifications, with no card and no end date. Your own questions on the booking form sit on the paid plans.

Can I make new clients book a consultation before a treatment?

Yes. Put the consultation on the page as its own bookable service and leave the treatment off it, so what is not listed cannot be booked. On the paid plans you can list it and keep it as a request you approve from the calendar instead: the client picks a time, you confirm it, and only then is it an appointment.

Can clients fill in their history before they arrive?

Yes. You write the questions and they answer them as part of booking: medications, allergies, what they have had done before. It arrives with the booking and stays on their record, so it is not being taken at the desk out of the front of the appointment.

Can I book a course of six sessions in one go?

Yes, on the paid plans. A course books as a recurring series at the interval you choose, so all six sessions go in at once with the same practitioner and the same room. The client leaves with the whole course confirmed rather than a promise to ring back.

Can I stop the laser being double-booked?

Yes. A machine is booked like a room: held alongside the practitioner, so a laser appointment only appears when the laser and somebody who operates it are both free. Take the machine out for servicing and it disappears from the page.

What is the best EMR software for medical spas?

Picktime is not an EMR and cannot be one for you, so this is a question to take somewhere else. An EMR holds the chart, the clinical notes and the consent forms as a medical record; Picktime holds the diary, the client record and whatever your booking form asks for, and it does not write into a clinical system. Which EMR is right depends on your jurisdiction, your indemnity and what agreement covers the data, which is why we will not name one. Med spas generally run an EMR for the record and a booking system for the diary, and the two are bought separately.

What is the best software for scheduling appointments in a medical clinic?

Whichever one can refuse a booking, because that is what separates a clinic diary from a salon diary. A clinic needs a consultation before a treatment, a room or a machine held with the clinician, and on the paid plans a booking that waits for somebody to approve it. Picktime does all three, and the free plan covers a single treatment room. Clinic scheduling goes through it in full.