Industries · Aesthetic & cosmetic clinics
From consultationto final session —and the next one.
We build systems for aesthetic clinics that connect consultations, treatment courses, packages, consent records, product batches and rebooking — so every client journey continues past the first appointment.
- Consultation pipeline
- Rooms & devices
- Courses & packages
- Consent & photo records
- Product batches
- Rebooking & reviews
- Memberships
01Where aesthetic clinics lose clients
The first visit sells. The fifth visit keeps.
Aesthetic clinics win on marketing and lose on follow-through: courses that lapse, reviews that never get booked and package balances nobody can explain.
01Consultations from ads and DMs go cold before anyone replies
What happens
Instagram DMs, WhatsApp, TikTok lead forms and calls arrive around the clock. Consultants answer from their own phones, and nobody can see which leads came from which campaign.
What it costs
Paid leads that never hear back, consultants competing for the same client, and marketing spend judged on guesswork.
With one system
Every enquiry lands in one consultation pipeline with its campaign, an owner and a reply timer — from first message to booked consultation and accepted course.
02Course sessions and package balances don't add up
What happens
A client buys six laser sessions and a booster. Sessions used are ticked on a card, in a spreadsheet and in the POS — and they rarely agree.
What it costs
Disputes at reception, sessions given away by mistake, expired packages that cause complaints and deferred revenue nobody can report on.
With one system
Courses and packages are tied to bookings. Each completed session deducts automatically and the client, reception and finance see the same balance.
03Reviews and top-ups depend on the practitioner's memory
What happens
Two-week reviews after injectables, the next laser session at the right interval and maintenance top-ups are noted on paper, if at all.
What it costs
Clients who drift to a competitor between sessions, results that aren't reviewed and the clinic's most loyal revenue left to chance.
With one system
Each treatment sets its own review and rebooking interval. Due lists build themselves and reminders go out on rules or after staff approval.
04Consent forms and before-and-after photos are scattered
What happens
Paper consent forms sit in folders, photos live on a clinic iPad or a practitioner's phone and nobody is sure which client agreed to what.
What it costs
Time lost searching before a review, real privacy risk and photos that can't be used for anything because consent isn't recorded properly.
With one system
Digital consent and photo sets are stored against the client and the treatment, with photo-use permissions recorded and access limited by role.
05Rooms, devices and product stock are managed separately
What happens
The laser can only be in one room, a device is out for servicing and filler stock is counted by hand. Bookings don't know any of this.
What it costs
Treatments booked without the device, clients rescheduled at the last minute and no record of which product batch was used on whom.
With one system
Bookings respect rooms, devices and practitioner skills, and consumables are recorded by batch on each treatment with stock levels updated as they're used.
02Aesthetic clinic platform preview
What your aesthetic clinic system could look like.
The screens a consultant, receptionist, clinic manager and owner would use daily. Every one is designed around your treatments and team in discovery.
Illustrative interface with sample data — your system is designed around your treatments, devices and branches.
Illustrative demo · sample dataCan you see your own clinic running on it?
Build your aesthetic clinic system03Solutions
The parts of an aesthetic clinic system — chosen for yours.
Paid leads that actually get answered
Consultation pipeline
Instagram, TikTok and Meta lead forms, WhatsApp, calls and the website feed one pipeline with campaign source, owner and reply timer — through to booked consultation and sold course.
- Campaign and source per lead
- Owners and reply timers
- Consult-to-course conversion
- Approved reply templates
Paid leads that actually get answered
Consultation pipeline
Instagram, TikTok and Meta lead forms, WhatsApp, calls and the website feed one pipeline with campaign source, owner and reply timer — through to booked consultation and sold course.
- Campaign and source per lead
- Owners and reply timers
- Consult-to-course conversion
- Approved reply templates
Not every clinic needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that follows up so clients don't drift.
AI in your clinic system works on your own leads, bookings, courses and stock. It drafts replies, spots lapsing courses and answers management questions — staff and practitioners stay in control.
AI here handles administration only. It never assesses suitability, recommends treatments or doses, comments on photos or answers medical questions — those go to a licensed practitioner. Client messages follow approved templates, nothing is sent or rebooked without staff approval unless you set a rule, and photos are never used by AI for marketing.
- 01
Lead reply assistant
Staff approve repliesForty Instagram DMs came in overnight about a laser offer.Groups them by treatment, drafts replies from your approved offer wording and proposes consultation slots from the live schedule. Anything about medical history, pregnancy or side effects goes straight to a practitioner.
- 02
Lapsing course finder
Which clients have sessions left but nothing booked?Lists courses past their interval with sessions remaining, sorted by validity left and value, with a draft rebooking message for each.
- 03
Device and room rescheduling
Nothing moves without approvalA device goes for servicing on Saturday.Finds every booking that needs it, suggests alternatives on another device or day and drafts the client messages for reception to send.
- 04
Stock and batch alerts
What should we reorder this week?Flags products below threshold or close to expiry, based on this week's usage and upcoming bookings, and prepares a purchase request for the manager to approve.
- 05
Campaign reporting in plain language
Was last month's skin booster offer worth it?Answers from your own records: enquiries, consultations, courses sold and revenue tied to that campaign, with the bookings behind the figures.
05A day with ORCHESTR
A Thursday at the clinic, two ways.
- 09:15Leads in one pipelineOvernight leads are grouped by campaign with draft replies; each has an owner and the oldest are at the top.
- 10:20One course balanceThe course shows sessions used, booked and remaining, each tied to a dated appointment.
- 11:40Consent on the bookingThe signed consent and previous photo set open from the booking before the client sits down.
- 13:30Device-aware bookingsThe device's service window blocked the slot; the second client was moved, with approval, days ago.
- 16:10Rebook at checkoutCheckout prompts the next session at the right interval and books it before the client leaves.
- 20:30Campaign to revenue, liveThe owner sees enquiries, consultations, courses sold and revenue per campaign on their phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your clinic markets and sells through.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging & social
- WhatsApp Business APIInstagram messaging (via Meta API)Meta and TikTok lead forms (where available)Email & SMS
- Payments
- Card payment gatewaysPayment linksBuy-now-pay-later providers (where available)POS exports
- Accounting
- Zoho BooksQuickBooksXero
- Clinical & booking tools
- Existing clinic or booking software (via API or export)Tablet consent capture
- Marketing
- Google Ads and Meta conversion events (where available)Website formsReview platforms (via link)
- Data
- Spreadsheets & exportsBI tools
07How we build your system
Built around your clinic — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the clinic.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
More consultations from the same spend
Leads are answered quickly by an owner, so paid enquiries don't go cold in someone's phone.Courses that get finished
Lapsing courses surface while there's still time to book, not after they expire.Package balances nobody argues about
Every session deduction is tied to a dated, completed booking.Consent and photos you can find
Forms and photo sets sit on the client and treatment, with permissions recorded.Fewer last-minute reschedules
Rooms, devices and practitioner skills are part of every booking.Marketing judged on revenue
Each campaign is traced from first message to course sold.
09Possible use cases
How different aesthetic clinics could use it.
Examples of what we could build — not completed client projects.
A practitioner-led clinic that keeps up
One or two doctors with a busy Instagram presence, replacing DMs on personal phones, paper consent and a reviews spreadsheet.
Courses at volume
High-volume laser and facial courses across several rooms and devices, with memberships and prepaid balances that must always be right.
Dubai and Abu Dhabi on one system
Branch calendars and stock, shared client profiles, practitioners who rotate between sites and a group view of revenue and rebooking.
Treatments and products together
Treatments, home-care products and gift vouchers sold together, with batch-tracked stock and retail sales in the same client profile.
FAQs
Aesthetic clinic questions, answered.
Healthcare & wellness
01We already use a booking app. Why would we need this?
Many booking apps handle appointments well but stop there. If your leads, courses, consent forms, stock and reporting live elsewhere, we can either build around your booking app through its API or replace it — and we'll say plainly in discovery which makes more sense for you.
02How are before-and-after photos handled?
Photo sets are stored against the client and the treatment session, in the system rather than on a device. Who can view them is set by role, and whether a client allowed their photos to be used beyond their own care is recorded with their consent. Storage location and retention are agreed in scoping.
03Can it connect Instagram and TikTok leads?
Instagram messages and Meta lead forms can flow in through Meta's APIs once your business accounts are set up for it. TikTok lead forms and other ad platforms are connected where they offer an API; otherwise we use their export or a webhook tool. We confirm each source before building.
04Can it handle memberships and prepaid courses?
Yes. Courses, bundles, monthly memberships, freezes, validity and renewals are all modelled on your own rules, with sessions deducted from completed bookings and prepaid balances visible to finance.
05Does it track injectable batches?
It can record the product and batch used on each treatment and keep stock and expiry by batch. That gives you a clear record of what was used on whom; how you use that record within your clinical processes stays your decision.
06Will AI reply to our clients?
If you want it to, for admin only: prices from your approved wording, opening hours, offer details and available slots. Questions about suitability, medical history or side effects always go to a practitioner, and replies are approved by staff unless you set a rule.
07Can we move our client list and package balances across?
Usually, from your current software's export or API. Package balances need the most care, so we reconcile them with your team before go-live and agree what moves and what is archived.
08How is client data kept private?
Each user gets a role and the permissions are enforced on the server — a receptionist doesn't see what a doctor sees, and photos can be restricted further. Hosting, retention and any regulations that apply to your clinic are agreed in scoping with your management or compliance lead.
09What does an aesthetic clinic system cost?
It's quoted after a discovery call, based on the modules, branches, devices and integrations you need. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour client journey.
Tell us how consultations, courses and rebooking work in your clinic today. We'll show you how one system could carry each client from first message to next session.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your clinic runs today.
- 03If there's a fit, a written scope and quote — no obligation.