Scheduling & Clinic CRM

Scheduling & CRM Software for Aesthetics Clinics

Let your clients browse treatments and book online. Manage consultations, follow-up appointments, and service catalogues from a single dashboard.

Online treatment booking with service catalogue

Client profiles with treatment history

Automated reminders and confirmations

Multi-practitioner support

Mobile-friendly public booking page

Swiss hosted, GDPR compliant

Start managing your aesthetics clinic

Luxurious aesthetics clinic treatment room

Built for aesthetic clinics

Deposits, package treatments, and consent flows that protect the economics of high-value bookings.

A no-show on a 90-minute laser slot isn't a small problem — it's a four-figure hole in the day. Clinika OS supports configurable deposits at booking time, automated reminder cadences, and a no-show policy that's enforced before the chair goes cold. Course packages (3-session laser, 6-session peels) are sold up front and drawn down per visit, with remaining sessions visible to both the patient portal and the front desk.

Before-and-after photos and treatment-specific consent live on the patient record, versioned per session, so the practitioner can compare cycle 1 to cycle 3 in seconds and the latest signed consent is always at hand. Indication notes, areas treated, and product batches are captured per visit — useful for follow-up, for medical records, and for the day a regulator asks.

Complete Clinic Platform

More than scheduling — a full clinic CRM

Clinika OS is not just a booking tool. It is a complete clinic management platform where you manage patients, professionals, services, statistics, and even run multiple clinics — all from one dashboard.

Patient management

Full client profiles with contact details, appointment history, notes, and preferences. Know your patients before they walk in.

Professional profiles

Each practitioner gets their own calendar, services, and availability settings. Manage your entire team from one place.

Service catalogue

Create and organise your services with duration, pricing, and descriptions. Clients see exactly what you offer when booking.

Public booking page

A branded online booking page your clients can access 24/7. Share the link on your website, social media, or WhatsApp.

Statistics & insights

Track appointment trends, no-show rates, busiest hours, and revenue. Make data-driven decisions to grow your practice.

Multi-clinic support

Running more than one location? Manage all your clinics, staff, and schedules from a single account with separate dashboards.

Client consultation at an aesthetics clinic

Built for aesthetics clinics

Showcase your treatments

Display your full service catalogue with descriptions and durations so clients can book exactly what they want.

Client treatment history

Keep a full record of each client's treatments, preferences, and follow-up dates in one profile.

Professional booking page

Your branded booking page works beautifully on mobile — clients book directly without calling.

Up and running in minutes

No technical setup required. Start managing your clinic in three simple steps.

Create your account

Start your 7-day trial, add your clinic name, services, and practitioners. Card required at signup, cancel anytime.

Share your booking link

Send your unique booking page link to clients via email, WhatsApp, or your website.

Manage with ease

View all your appointments in one calendar, receive automatic reminders, and reduce no-shows.

Frequently asked questions

Can clients browse and book treatments online?

Yes. Your public booking page displays your full treatment catalogue with descriptions and durations. Clients choose what they want and book instantly from any device.

Does Clinika OS store client treatment history?

Each client has a detailed profile tracking all past treatments, preferences, and follow-up dates, so you can deliver a personalised experience every visit.

Can I manage multiple aestheticians?

Yes. Each practitioner has their own schedule, services, and availability. The team dashboard lets you see everyone's calendar at a glance.

Is the booking page mobile-friendly?

Absolutely. The booking page is fully responsive and looks professional on phones, tablets, and desktops. Most clients book from their mobile devices.

7-day trial · cancel anytime

Swiss data hosting

GDPR & nDSG compliant

Cancel anytime

How Clinika OS handles every part of an aesthetics clinic

Aesthetics clinics juggle medical-grade documentation, retail-style booking, and salon-style loyalty in a single shift. This section walks through how each workflow is built into Clinika OS, with the specifics a clinic manager actually needs before switching software.

Treatment plans that span multiple sessions and products

An aesthetic treatment is rarely a single appointment. A laser hair removal package might be 6 sessions over 9 months; a skin booster plan might pair injectables every 4 weeks with a topical regimen sold on day one. Clinika OS lets you define a treatment plan as a sequence of sessions, each with its own duration, room requirement, products consumed, and intervals between them. Once a plan is assigned to a patient, the system tracks how many sessions have been delivered, how many remain, and prompts staff to rebook before the patient leaves the clinic. You can attach pricing as a fixed package (paid upfront, sessions deducted as delivered) or session-by-session billing. Plans also drive clinical follow-ups: if a patient skips session 4 of 6, the practitioner sees a flag at intake. For combination protocols (e.g. HydraFacial + LED + at-home serum), the plan stores the order and gap days. When a patient returns 18 months later for a top-up, the prior plan history is one click away in the timeline. This removes the spreadsheet most clinics use to track package balances and avoids the awkward conversation about which sessions were actually used.

Online booking with deposits, multi-room logic, and calendar sync

The booking page lives on your own domain and respects each practitioner's working hours, room availability, equipment lock-out (one laser, two practitioners cannot both use it), and buffer times for cleaning. Patients pick a service category, then a practitioner if they have a preference, then a slot — typically 5 to 6 clicks. Each service can require a deposit (typically 20–50 CHF or a percentage of the service price) processed through Stripe at the moment of booking; the deposit either applies to the final bill or is forfeited on no-show, which in our experience cuts no-shows from ~15% to under 5% within two months. Practitioner calendars sync two-way with Google Calendar and Outlook so private blocks (lunch, training, days off) are honoured automatically. Email and SMS reminders are sent 48h and 2h before the appointment, with a one-tap reschedule link. Group bookings (a mother and daughter together) and back-to-back combinations (consultation + treatment same day) are first-class. If a slot reopens because of a cancellation, patients on the waitlist for that practitioner are notified in order.

Digital anamnesis forms patients fill in before they arrive

When a patient books, they receive a link to the anamnesis form by email and SMS. The form is split into sections — general health, current medications, allergies, prior aesthetic treatments, pregnancy/breastfeeding status, contraindications specific to the booked service (Accutane in the last 6 months for laser, anticoagulants for injectables) — and only shows the questions relevant to that service. Patients sign with a finger or stylus on their phone; the signed PDF is saved to the patient record, time-stamped, and visible to the practitioner before the patient walks in. If a contraindication is flagged, the practitioner sees a red banner at the top of the chart and can call to reschedule before the patient travels in. Forms are versioned: when you update the questionnaire, prior signed copies remain attached to their original appointment. Patients can update their answers at the next visit in under a minute by reviewing what they said previously and confirming or editing — far better than re-entering everything. The same engine handles photo upload (e.g. asking the patient to send three angles before a consultation) so the practitioner arrives prepared.

Marketing tools built for clinic-style retention, not blast campaigns

Clinic marketing is lifecycle marketing: a patient who finished a 6-session laser package six months ago is the highest-converting cold lead you have. Clinika OS segments your patient list automatically by last visit, lifetime spend, services purchased, treatment-plan stage, and birthday. From those segments you build email and SMS campaigns — a 'we miss you' message to anyone with no visit in 9 months, a 20% friends-and-family voucher to top spenders, a targeted offer on Botox refresh sent to patients exactly 4 months after their last injection. Campaigns are tracked end-to-end: opens, clicks, bookings made, revenue attributed. You also get a referral program (each patient gets a personal code; both sides earn credit when redeemed), Google Reviews requests sent automatically 24 hours after a positive NPS, and a basic newsletter editor. For paid acquisition, the booking page exposes Meta Pixel and Google Ads conversion events, so your agency can optimise on actual completed bookings, not just pageviews. There are no 'send to all 4,000 patients' buttons by design — that pattern hurts deliverability and the brand.

Loyalty program with points, tiers, and prepaid credit

Clinika OS supports three loyalty mechanics that aesthetics clinics actually use, alone or combined. First, a points program: every CHF spent earns points (default 1 point per CHF, configurable per service category — sometimes you want retail to earn double), redeemable against future services or products at a fixed conversion. Second, tiers: Silver / Gold / Platinum unlocked by 12-month rolling spend, each tier carrying a discount percentage, priority booking, or a free annual treatment. Third, prepaid credit accounts: a patient deposits 1,000 CHF and receives 1,100 CHF of credit usable on any service — useful for high-frequency injectables patients and a meaningful cashflow tool for the clinic. All three appear on the patient profile, on the receipt, and inside the patient's own login area where they can see their balance. Points and tiers update in real time when a payment is taken, and any practitioner can see at the till whether to apply a redemption. Expiry rules are configurable (most clinics set 12 or 24 months) and patients are notified by email 30 days before points expire, which both reduces complaints and drives a meaningful booking spike.

Reporting that goes deeper than daily revenue

The dashboard opens on the metrics a clinic owner checks every morning: revenue today and month-to-date vs. the same period last year, number of appointments, average ticket size, no-show rate, and new vs. returning patients. From there you drill into reports the accountant and the marketing manager actually need. Per-service profitability subtracts product cost (per-mL filler, per-session laser consumables) and practitioner commission from gross to give true margin. Practitioner reports show hours booked vs. available (utilisation), revenue generated, average ticket, and rebook rate. Patient cohort reports show 30/60/90-day retention by acquisition source — so you can see whether Instagram patients churn faster than referrals. VAT/MwSt reports export ready for fiduciary handover (Swiss QR-Bill compatible). Treatment-plan reports show how many plans are mid-flight and how much revenue is locked in but not yet recognised. Every report exports to CSV and PDF, and any view can be saved as a recurring email — for example, the owner gets last week's KPIs every Monday at 8:00, the head injector gets her own utilisation each Friday. The data is queryable as far back as the system has been used.

Staff management with roles, schedules, and commissions

Each staff member has a role with explicit permissions: receptionists can book and take payments but cannot see clinical notes; injectors can edit charts but cannot delete patients; the owner sees everything. Working hours are set per practitioner per weekday with exceptions for holidays, training days, and parental leave. The system uses these hours to drive the booking page, the daily roster, and payroll. Each service can be marked as 'only practitioners X and Y can perform this' so the booking page does not offer a slot the clinic cannot deliver. Commission rules support fixed percentage per service category, tiered structures (e.g. 10% up to 8,000 CHF/month, 15% above), and bonuses for retail product sales. At month end, the system generates a per-practitioner commission statement broken down by appointment, exportable to your payroll provider. Time-off requests are submitted in-app and approved or declined by managers, and an audit log records who changed which appointment, when, and why — invaluable when a patient says 'I never agreed to that reschedule'. Clock-in/clock-out is optional and only required by clinics that pay hourly receptionists alongside salaried practitioners.

Revenue targets per practitioner with live progress

Setting a monthly revenue target per practitioner — and showing progress in real time — measurably changes behaviour without requiring weekly meetings. In Clinika OS each practitioner has a dashboard showing their target, where they stand today, the gap to close, and how many appointments at their average ticket size would close it. Targets can be set as gross revenue, net revenue (after product cost), retail-only, or a weighted combination — useful when a clinic wants to push retail attach without distorting clinical decisions. You can set one fixed target or progressive monthly targets growing with seasonality, and define commission tiers tied to target achievement (no commission below 70%, full rate at 100%, accelerator at 120%). Managers see the same data across the whole team in one screen with traffic-light colours, sorted by attainment. Crucially, the target dashboard surfaces leading indicators alongside revenue: rebook rate, retail attach rate, average ticket, no-show rate per practitioner. A practitioner missing target with a 90% rebook rate has a marketing problem; one missing target with a 40% rebook rate has a clinical-handoff problem. Targets reset cleanly on the first of each month, with last month archived for review.

Memberships and packages with stock control and renewal

Memberships and packages cover three patterns. Packages: a fixed bundle of sessions paid upfront (e.g. 6 laser hair removal sessions on the underarms for 540 CHF). Sessions are deducted at delivery, not at sale, so revenue recognition is correct and the patient sees their balance. Memberships: a recurring monthly charge (typically 79–199 CHF) that includes one treatment per month, a percentage discount on add-ons, and priority booking. Stripe handles the recurring charge and webhook-driven cancellations. Add-on bundles: a hybrid where members get a base benefit and can buy additional sessions at member pricing. Stock control is integrated: when a session is delivered, consumables (mL of filler, single-use cartridges) are deducted from inventory automatically; the system warns at reorder point and again when below safety stock so the clinic does not run out mid-week. Membership churn is reported with a clear reason on cancel (price, moved away, results), and pause/resume is supported for patients on parental leave or extended travel — pausing rather than churning preserves lifetime value. At end of contract term, members are auto-rolled or notified depending on the policy you set, and a renewal email goes out 14 days in advance with the next year's price.

Payments at the till, by link, and recurring — no separate POS

Payment is collected through Stripe in three modes from a single workflow. Card-present at the till uses a Stripe Terminal reader for tap-to-pay, chip-and-PIN, and TWINT in Switzerland; the receipt prints or emails automatically and the payment is reconciled against the appointment with no double entry. Pay-by-link is generated from the appointment and sent by SMS for patients paying remotely (e.g. for a deposit, or to settle a balance after a phone consultation). Recurring charges power memberships and instalment plans (split a 1,800 CHF treatment plan over 6 monthly payments at no cost to the patient, or with a small surcharge configurable per clinic). Refunds are full or partial, traceable to the original transaction, and ledgered against the practitioner's commission so a refund correctly reverses earned commission. Tips can be enabled per receipt with configurable suggested percentages; tips are tracked separately from service revenue for payroll. Daily reconciliation produces a single report matching the till total against bank settlement, with a flag on any mismatch — so the receptionist closes out in under five minutes instead of chasing differences. PCI compliance is handled by Stripe; the clinic never stores card data.

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