Fourteen years built. Two months to switch.
SAIT shuts down on 31 July. Cosmediq has a 14-year client base, paper consent forms, before-and-after photos taken four weeks ago, APD-grade medical files, and a fully booked calendar that cannot stop. This document maps every requirement Mike raised across the demo and the follow-up call to a specific Pabau capability, and shows exactly what the switch looks like with zero day-to-day interruption.
What the clinic runs on right now.
SAIT, switching off 31 July
SAIT is the booking engine today. The end-of-July cutoff is fixed. CSV exports are workable but the system never imported every service cleanly, and the existing widget on the WordPress site has no support layer behind it.
Notes, doses, contraindications inside SAIT
Doctors record dose, batch, contraindications and treatment detail directly in the tool. APD-grade medical files live there. Fourteen years of history, four weeks of before-and-after photos, and the medical record all need to land in the new system intact.
Paper consent, manual intake at chair
Informed consent is still on paper. Intake happens in the room, eating chair time. Mike wants intake forms sent before the appointment so doctors walk into a consultation that’s already prepped.
240+ Google reviews, no recall automation
Newsletters go out twice a month. Google review collection is manual and already strong (240+ all 9s and 10s). What’s missing is automated recall: Botox at 3 months, permanent makeup review request at 6 weeks, birthday offers, lapsed-client win-back.
Website booking exists, doctor selection limited
Clients can book from the WordPress site today, but they cannot reliably choose their preferred doctor by service. Two doctors offer different treatments. The current widget can’t enforce that mapping cleanly.
Two-hour holes in the day, no recovery
Some days open with five back-to-back morning bookings, a two-hour gap, then a busy afternoon. There is no waitlist, no automated nudge to clients to move forward, no last-minute offer to fill the slot. Revenue walks out the door.
Two months. One hard deadline. Zero interruption tolerated.
31 July is not negotiable
SAIT switches off. With the one-month extension, Cosmediq has clear runway only until the end of July. Mike’s target is a live cutover by 25 June. Onboarding in Pabau takes 7-15 business days, so the runway is real but tight.
Day-to-day cannot stop
The clinic is fully booked. New patients, follow-ups, injectables, permanent makeup and laser keep running. Pabau onboards in the background while SAIT keeps taking bookings; cutover happens on the agreed go-live date with no patient-facing gap.
14 years of medical history must survive the move
Customer history, treatment notes, doses, contraindications, APD-compliant medical files and the new before-and-after photo set all migrate. Pabau handles the full data import, including supplied spreadsheets for anything that lives on paper.
Doctors and partner need to log in, with rules
Today Mike and his partner share one login (they’re married). With two doctors on top, that becomes a control problem: who can see what, who can be booked online, who gets which commission. Pabau gives each user their own login with role-based permissions, while keeping the workflow simple.
One platform. Dutch. APD-aware. Built around Cosmediq’s services.
Pabau replaces SAIT and consolidates online booking, patient portal, intake and consent forms, EMR with AI dictation, before-and-after photo gallery, treatment notes with dose/batch tracking, automated review requests, recall automation, campaigns and commission reporting. Fully translated into Dutch. GDPR-certified. Pabau GO for iPad and iPhone. Onboarding fully managed by Pabau’s team.
| What Mike raised | How Pabau delivers it | Status |
|---|---|---|
| Full data migration from SAIT “That’s the most important thing. The deal-breaker.” | CSV, Excel, PDF and Word documents all accepted. Client cards, treatment notes, appointment history, packages, photos and APD files imported by Pabau’s onboarding team. Supplied spreadsheets handle anything still on paper. Over 70,000 clients migrated to date. | Native |
| Services imported, not re-keyed by hand | Every service from the current website (injectables, laser, permanent makeup, medical, cosmetic) is rebuilt inside Pabau by the onboarding team during data validation. Mike does not type a single service in. | Included in onboarding |
| Platform fully in Dutch | Native language toggle. Patient-facing booking portal, intake forms and templates all render in correct Dutch by default. | Native |
| APD / medical file handling | EMR designed for medical compliance. Contraindications, doses, batch numbers, lot expiry captured per visit. GDPR-certified to EU standards. | Native |
| Online booking with per-doctor service mapping | Each service is mapped to the doctors who can perform it. Patients see only providers available for that service on that day. Category-first booking flow (the layout Mike preferred from the Dutch Pabau clinic example). | Native |
| Three logins (Mike, partner, doctor team) | Individual user accounts with role-based permissions. Mike and partner admin; doctors limited to their schedule and patient records, financial views restricted as needed. Flex 2-3 users on the Team plan at the same price. | Native |
| Intake and consent sent before appointment | 7,000+ form templates. Sent automatically with booking confirmation. Patient completes, signs, returns. Stored under their chart, ready before they walk in. | Native |
| Before-and-after photos with side-by-side comparison | Photos taken in-app on iPad through Pabau GO, attached to patient activity automatically. Side-by-side before/after comparison, rotate, share, save. Works for injectables, laser and permanent makeup. | Native |
| AI dictation in the chart | Doctor records the consultation, Pabau AI transcribes it, then formats as summary or SOAP note. Saves into the patient chart directly. No copy-paste from a side app. | Native |
| Automated review requests, timed per service | Botox review request 3 weeks post-treatment. Permanent makeup at 6 weeks. Five-star filter routes only positive feedback to Google. Negative feedback alerts Mike directly to recover the client. | Native |
| Recalls: 3-month Botox, birthday offers, lapsed-client | Automations triggered by last appointment date and service. Email or SMS, with booking link. Works once or on a recurring schedule. Mike’s team designs the rules; the system runs them daily. | Native |
| Newsletters twice a month, behaviour-targeted | Campaign builder with email or SMS. Audience filters by service, last visit, treatment category. One standard campaign per month included; unlimited on Marketing Plus. | Native |
| Gap-filling for two-hour holes in the day | Waitlist alerts clients automatically when an earlier slot opens. Promotions (in beta) push targeted last-minute offers and flash sales to fill quieter periods. | Waitlist live · Promotions in beta |
| Doctor commission, automated | Commission set per service, product, package, gift card or membership. Fixed or tiered. Pulled into the team report in one click at month or year end. No more spreadsheets. | Native |
| Stock tracking (retail, injectables, consumables) | Auto-deduct from inventory on use. Batch, lot, expiration captured per appointment. Re-order alerts when stock hits threshold. | Native |
| iPad workflow for doctors in second clinic | Pabau GO native iOS app, syncs with web platform. Two-factor auth and PIN protect each session. Doctors moving between Cosmediq and partner clinics log in on the iPad and see the full record. | Native |
| WordPress widget integration | Pabau’s onboarding team installs the booking widget on the existing WordPress site. Mike’s web developer (his niece) is welcomed into the process via direct Slack or email. | Included in onboarding |
| Dedicated support during first month | Private Slack channel and dedicated account manager for the first month. Replies in seconds, not via help desk queues or AI agents. | Included |
| Marketing Plus workflows (parked for later) | Advanced trigger-based workflows (lead capture, multi-step nurture, SMS+email sequences). Add-on, available at 50% launch discount. Mike’s plan: start lean, add this after go-live. | Optional add-on |
| Quotes & invoicing | Available in Pabau. Currently parked: Cosmediq handles billing manually. Activate later if needed. | Parked |
From contract signed to live, with no day off.
- Days 1-2: Order form signed. Kickoff call with client coordinator. Slack channel opened. Cosmediq keeps running on SAIT.
- Days 3-10: Pabau imports clients, appointments, invoices, packages, photos and medical records from CSV/PDF exports. Cosmediq’s services rebuilt inside Pabau. Online booking, intake forms and review automations configured.
- Days 10-15: Data validation session with Mike. Doctor accounts set up with correct permissions. WordPress widget installed by Pabau team in coordination with Mike’s developer.
- Days 15-20: Live training with Mike, partner and the two doctors. Hands-on walkthrough of patient flow, charting, AI dictation, and review/recall automation.
- 25 June (target go-live): Cutover. Cosmediq clients land on Pabau’s booking page from the website. SAIT retired. Pabau live in Dutch with full history intact.
- 26 June – 31 July: Dedicated support window. Slack channel still active. Account manager monitors first few weeks of bookings, automations and reviews.
The investment, locked in.
Cosmediq · Team plan, Netherlands, 2-3 users
Two clicks. Decision Monday.
Mike asked for the quote and the order form ready to review with his partner. Both are linked here, live and signed off on Pabau’s side. Click through, review with the team, and confirm by Tuesday.
Cosmediq quote · Team plan, 3 users, full onboarding
Full breakdown of monthly subscription and one-off onboarding. All line items, totals and validity dates. Open the live quote to review with your partner.
Cosmediq order form · ready to sign
The order form aligned to the quote. One signature triggers kickoff, data import and the 7-15 business day onboarding clock. Monthly subscription only triggers when Cosmediq goes live, not on signature.
“Just provide us the data, and that’s all. You can go on vacation.”
Martin B · Pabau · Follow-up call, 29 May 2026
Ready for Monday’s decision.
The quote and the order form are both live and one click away. Open them, review with the partner, sign on Monday. Pabau starts the migration the same day.