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Hands up if your to-do list at your laser clinic never seems to get shorter?
Checking the day’s schedule, making sure rooms and equipment are ready, booking appointments, tracking inventory, thinking about how to get new clients — it’s a never-ending cycle of ‘jobs to be done’ for a laser hair removal clinic manager.
And that’s exactly why you need great laser hair removal clinic management software – to take care of all that for you. The right solutions should be shoulder to shoulder with you, helping you smooth out business inefficiencies and, let’s be real, boost revenue.
Today, we’re unpacking four top-notch laser hair removal clinic management software options to help you choose the best fit for you.
Features to look for in laser hair removal clinic management software
These are the key features to check off the list when choosing your laser hair removal clinic management software.
Online booking and appointment scheduling
Your clients expect booking an appointment to be easy, with as few clicks as possible. Online booking allows clients to book directly from your website, social media, or Google Business at any time.
In other words, it’s convenient and friction-free – making it easy for a large population of clients, a.k.a. Millennials and Gen Zs, who don’t like making a phone call or having to email to schedule.
On the clinic side, you’ll get a user-friendly online booking system that updates your schedule in real time. Seamless appointment management allows you to see the day’s appointments at a glance.
It also sends automated confirmation and reminder emails and SMS for upcoming treatments, which are proven to be more effective in reducing no-shows than phone calls.
Client portal
Times have changed. Having to call to rebook an appointment simply isn’t efficient.
A digital platform where clients can self-manage their appointments, access and edit personal information, and complete their intake forms is not only expected – it’s a must.
Giving clients more control frees up your receptionists from answering phone calls with questions and requests, such as when the client’s next appointment is or what cream they were prescribed to use after their laser treatment.
Your clients have all the postcare instructions available at a click, which increases treatment outcomes. The stats back it up – digital patient portals increase adherence to therapies, doctor-patient relationships, and health status awareness.
Billing and payment processing
After clients have had their treatment and are happy, it’s time to settle up.
A smooth checkout and payment processing allow you to maintain the great customer experience you worked so hard to achieve during treatment.
Make sure the software you choose includes an integrated payment processing tool that streamlines checkouts and makes it easy for clients to pay.
You will also save time by not having to manually reconcile transactions and payments at the end of the day.
💡 Tip: Look for a solution with flexible online payment functionality. You want to enable clients to pay in full or take deposits when they make online appointment bookings.
Patch test management
Asking for patch tests before a hair removal treatment helps prevent adverse reactions or complications before starting the treatment. It also helps if you wish to tailor the treatment to each client’s hair and skin type.
Management software allows you to clearly see who has had a required patch test before the treatment – and who hasn’t.
You can make patch tests required for laser hair removal treatments, so when your front desk staff schedules an appointment, an alert pops up informing them about it and the current status of the patch test.
The tests are recorded in the client record, so you can easily keep track of them to avoid complaints and potential legal issues.
Automated pre-care and post-care
Efficient pre- and post-care communication is as important for stellar care as the treatment itself, because that’s how you get the best treatment outcomes.
For example, how many days before the treatment should clients not wax or share, or should they come with no skin products on for their treatment?
You can save yourself from saying it verbally each time by sending all this information in pre-care and post-care emails, which makes sure clients come fully prepared and have the information they need for optimum results.
Even better, you only need to set up the emails and SMS for the laser treatment once. They’ll automatically be triggered when the appointment is booked.
In other words, you can rinse and repeat!
Marketing features
You can have the best business in the world, but it won’t mean a thing if you can’t get the word out and make sure people know that you exist. Right?
Marketing is crucial for attracting new customers and increasing retention rates. The ideal laser clinic management software should do a great deal of heavy lifting when it comes to helping you win new clients.
It should come with a built-in email marketing campaign builder and pre-built templates, allowing you to:
- Send laser-targeted promotions and deals to clients and leads
- Set up automated emails to drive repeat bookings
- Create upsell opportunities to drive revenue
- And lots more!
Mastering a retention strategy is a no-brainer for laser clinics because people experience regrowth after 6-8 weeks. So you need to send them reminders after this time to rebook their next treatments.
The system should allow you to create custom reminders per service, as different body part treatments require top-ups in different time periods.
Revenue management
As much as you love what you do and thrive on making clients happy, the success of your laser clinic is all about managing the numbers.
This is what keeps your business going. But to effectively manage them, you need comprehensive reports that allow you to measure the health of your business and how it’s doing in terms of money at a glance.
Your system should allow you to drill down into the nitty gritty and answer critical questions like: How much revenue have you earned in total in a certain period of time? Or What are your biggest revenue streams?
Beyond this, the software should offer revenue-boosting features to help you keep your schedule full, encourage returning customers, and create stable revenue.
These features could include packages, gift cards, memberships, and deposits that make clients feel special and give them more reasons to come back.
The top 4 software for managing a laser hair removal clinic
Now, let’s zero in on the good stuff: the best solutions for managing your laser hair removal clinic.
1. Pabau
Pabau is an all-in-one practice management software for med spas, healthcare businesses, and aesthetics practices. Not only does Pabau help you streamline workflows, save time, and simplify patient management, it also drives revenue.
You can set up essential processes for your laser hair removal clinic to run on autopilot and provide a slick experience at each stage of your client journey. Plus, win over customers with attractive packages, gift cards, and loyalty programs.
Some of the key features our laser clinic clients enjoy are:
- Online booking: Forget phone calls and DMs. Turn your website visitors into clients with a frictionless, convenient online booking experience.
- Client portal: Allow clients to self-manage their appointments, complete intake forms and questionnaires, review communications they’ve received, and pay hassle-free, all from the secure client portal.
- Automated pre- and post-care: Make sure clients receive essential instructions for the best treatment outcomes, without you lifting a finger.
- Patch test management: Keep track of patch tests and status changes so that no client ever has a treatment without a completed patch test.
- Integrated payment processing: Take payments directly in Pabau, online or in-person, using various payment methods include Apple Pay and Google Pay.
- Built-in marketing tools: Convert leads into paying clients, promote seasonal offers via email and SMS, and turn one-off clients with a built-in loyalty program included in the marketing suite.
- Revenue features: Make use of revenue-boosting features like packages, customizable deposits, gift cards, automated recalls and more.
- Bookable rooms and equipment: Easily assign services to specific rooms and equipment. When you book clients in for these services, the rooms and equipment are automatically booked = no more double bookings.
2. Vagaro
Vagaro is management software and an online marketplace built for salons, spas, and fitness businesses.
It offers a range of features, including robust client management, appointment scheduling, and online booking through its website or app. You can also create a branded website or app and waitlist for first-in-line clients.
Vagaro’s baseline fees are affordable, which is great, but it’s worth noting that add-on features such as data storage and forms may quickly drive up your monthly fee.
Vagaro’s key features are:
- Easy-to-use appointment and schedule management
- Customer management
- Inventory management
- Waitlist
- Branded app for clients to book and buy products, memberships and packages
3. Clinicea
Clinicea is clinic management software that allows clinics and healthcare providers to manage patient data and appointments, create personalized EMRs, optimize workflows, track schedules, and more.
Clinicea is feature-rich for laser hair removal clinics. In terms of marketing tools, it offers loyalty, referrals, and membership features, but you must use MailChimp for email marketing.
Some of their features are also only available in their pricier plans. For example, the Starter plan lacks online booking, packages, or automated feedback functionality.
Clinics can benefit from:
- Comprehensive treatment logs
- Laser hair removal-specialized EMRs
- Medical CRM
- Before-and-after image comparisons and annotation
- In-house pharmacy management
- Bookable rooms and equipment
4. Flowww
Flowww is a software suite of tools for seamless management of different aspects of aesthetic medicine, wellness and healthcare clinics.
They offer helpful tools to streamline operations, connect with clients, and manage appointments, stock, and client records, including medical notes, sketches, and follow-up photos.
However, Flowww is a collection of digital tools rather than integrated software under one roof. This means you’ll need to install and log into several platforms for different tasks, which may be frustrating if you’d prefer one simple log in.
It has tiered pricing plans but offers essential tools as add-ons, such as a client app, advanced appointment management with rescheduling, canceling, and no-show options, and inventory management.
Flowww’s unique features include:
- Comprehensive client files with clinical notes, history, medical forms, sketches, photos, etc
- Digital form signing
- Self-service client app for appointment management, buying vouchers and products and collecting points
- Robust CRM
- Reminders and notifications via WhatsApp integration
Reduce admin and increase revenue at your laser clinic with Pabau
Having the right practice management software in your toolbox is essential to having a successful laser hair removal clinic.
Why? Because it helps keep everything working flawlessly in the background… while you make sure your clients receive the best treatment and care.
This is where we come in. Pabau streamlines day-to-day operations and helps you make sure clients not only receive the best service, but also have a seamless experience from start to finish, with simple booking, fully branded, consistent communications, convenient payment options, and so much more.
The reward is a consistent revenue stream for your business.
🧖♀️ Your clients may want smooth skin, but they’ll also appreciate smooth systems and workflows that deliver a great experience for them. You know it!
