Medical Spa Software Features

AI Scribe listens to the provider-guest conversation and instantly generates structured, editable chart notes — so providers stay focused on the guest, not the keyboard. After each session it produces a clean summary with verified findings, prefilled chart notes in the correct format, and drafted post-care instructions, ready for review and sign-off in seconds. The transcript and recording are always available for reference,, giving providers full transparency before approving any AI-generated data. The value compounds across a full day of appointments. For a Botox session, approximately 8 minutes of documentation time is recovered per appointment. Across three providers seeing clients five days a week, that translates to an estimated $429,000 in annual value for a practice — through a combination of additional treatment capacity, freed provider attention for higher-value consults, and improved plan acceptance rates. When providers stop taking notes, they start listening. See what happened at Spa 35 Medical Spa when every provider moved to AI Scribe.

Charting templates are structured to the procedure — not a generic text field. An injectable note captures product, units per site, lot number, expiry date, and provider as structured fields; laser notes capture device model, settings, and pass counts. Providers copy from a previous session and adjust — charting a follow-up takes seconds.

Photos are captured within Zenoti, linked to the specific visit and chart note, and stored in a HIPAA-compliant environment. A guided library of 200+ face and body maps ensures consistent angles, photo ghosting aligns post-treatment shots with pre-treatment ones, and a centralized gallery with smart tags surfaces images for consultations and marketing. Every access event is logged for audit.

Forms are sent via SMS or email before the appointment and complete on the guest’s own device, feeding directly into the patient record — no paper, no manual entry. The allergy eligibility test is built into the appointment book, and form templates can be configured per location for multi-location brands.

Licensed prescribers send prescriptions electronically from the guest's Zenoti record to any Surescripts-connected pharmacy. The prescription is logged in the clinical history and available for medical director review — most relevant for medspas offering medical weight loss, hormone therapy, or topical prescription skincare.

Every injectable treatment logs product, dosage per zone, lot number, and expiry date — updating inventory in real time as the chart is completed. Near-expiry batches surface automatically with suggested substitutes, and full traceability supports regulatory audits and recall management.

Medical directors access patient records, chart notes, and treatment histories across all locations from a single login. A review dashboard lets directors assign, review, and approve treatments, and minimum form-submission requirements flag incomplete documentation before review begins.

Pre-consultation digital intake, an in-consultation view of the full profile (contraindications, alerts, history, medications, allergies, vitals) with a personalized plan and custom quote, and post-consultation automated pre-care instructions. When the guest accepts the quote, the booking is created from it with all details and pricing carried over.

Guests select their preferred provider first, with bios, certifications, photos, and specialties visible during selection. Deep links — shareable on social or by the provider — take guests straight to a specific provider's availability, driving higher conversions from loyal patients.

Guests book from your website, branded mobile app, social channels, and directly from Google. Membership credits, package balances, and offers display automatically; the waitlist captures interest when a time is unavailable; and abandoned-cart recovery brings back guests who drop off mid-booking.

Smart color coding, service details, provider names, room assignments, and real-time status let front desk staff spot updates and access profiles at a glance. Allergy test results appear directly on the appointment book — no extra screens, no missed flags.

Define provider availability by service, time, and day; restrict which providers appear for specific services online. Add-on time scaling reflects clinical effort and room availability, and service prerequisites and finishing services are offered automatically during booking.

When a preferred time is unavailable, the waitlist captures details and notifies the guest the moment a slot opens. Services with clinical prerequisites — a prior consultation or patch test — enforce that sequence during booking automatically.

AI Receptionist answers incoming calls 24/7 — booking, rescheduling, answering service questions, and handling routine queries with natural responses that reflect your medspa's tone. No call goes to voicemail, and the front desk runs without additional headcount, even outside business hours.

When a call goes unanswered, SmartBot follows up immediately with a personalized SMS — helping the guest book, reschedule, or ask questions without waiting on hold. The whole exchange happens in your tone of voice, automatically.

A single platform for all guest communication — SMS, WhatsApp, and in-app messaging — with full conversation history per guest. Saved Response templates let staff reply in seconds, and automated responses engage guests outside business hours. Every message is visible to any authorized team member.

After a booking, guests automatically receive confirmations, pre-care instructions, and form links via SMS and email. AI-powered reminder calls in a natural voice nudge guests to confirm and complete forms, and post-visit instructions, rebook prompts, and review requests send automatically.

AI-powered campaigns re-engage lost guests, convert prospects, and drive upsells — without manual setup. The platform analyzes guest history and proposes always-on flows: re-engage prospects, recover inactive guests, and drive cross-sell revenue. Every campaign runs automatically, every day, every location.

Build segments by treatment history, membership status, package balance, visit recency, and spending. Target guests who never bought a package, re-engage those who haven’t returned in 90 days, or reach Botox guests who’ve never tried filler. AI builds the segment and content; your team approves before it sends.

Automated add-on suggestions go to guests before their appointment, lifting average ticket without front desk involvement. At checkout, smart package recommendations surface relevant series based on the services just performed.

Monitor and respond to Google and Facebook reviews from one dashboard, with sentiment trends over time. AI-generated response suggestions let your team reply to every review in seconds, reflected in the guest timeline.

Enquiries from forms, website visits, and inbound calls are captured in one place and routed to the right team member. AI-driven engagement follows up automatically based on behavior, prioritizing high-value leads, with drip flows and AI voice calls keeping prospects warm.

No-show recovery campaigns trigger immediately after a missed appointment with a one-click rebook link. A built-in referral programme tracks referrals, distributes rewards automatically, and reports exactly how much revenue each programme generates.

Create unlimited membership structures — monthly, quarterly, annual, credit-based, unlimited-visit, or tiered VIP. Members access credits and benefits from your branded app, memberships travel across the network (join at one location, redeem at another), and billing, dunning, freeze, and cancellation run automatically.

Treatment packages and series sell at booking, checkout, or the online store. Balances are visible at every touchpoint — appointment book, checkout, and the guest's app — and packages travel across locations, just like memberships.

Digital and physical gift cards sell through your website, POS, and mobile app. Balances are accessible at every location and never expire based on your configuration, with centralised liability tracking for accurate real-time data across the network.

A configurable loyalty programme rewards every visit, retail purchase, and referral. Tiered structures create aspirational milestones, points redeem seamlessly at any location, and balance is visible in the guest's app at all times.

Every guest's complete record is one click away — visit history, memberships, package balances, appointments, notes, contraindications, loyalty points, and feedback. The tablet-friendly profile is built for fast interactions, and staff can ask Zeenie, the built-in AI assistant, any question about a guest for an instant answer.

Guests check themselves in, complete mandatory forms, update details, and select last-minute preferences from a self-service kiosk — freeing staff to focus on the experience. Fast, contactless, and available on any tablet you already own.

Opening, closing, and adjusting your register is handled from one interface, with denomination-level precision, petty cash rules, and full audit trails across multi-shift centres. Supports all payment methods — card, tap-to-pay, gift cards, packages, membership credits, and split payments — in a single transaction.

The invoice is ready automatically — service and add-on charges, consumables, membership discounts, package benefits, commissions, and taxes. Client mode lets guests review and pay from the treatment room, with upsell recommendations surfacing based on history and the treatment just performed.

Each provider has a profile linked to social accounts, a before/after gallery, and patient preference data — visible during booking. ezPulse gives real-time visibility into revenue, rebooking rate, guest ratings, and utilization, with a leaderboard that motivates consistent improvement.

myZen brings scheduling, shift confirmation, and built-in chat into one mobile interface. Providers get an instant notification when a guest checks in, with the guest's full clinical profile delivered before they enter the room, and pulse surveys flag early signs of burnout.

Self-paced online courses cover business operations, platform features, and clinical best practices. Staff complete and certify from their own device, and managers track completion so every team member meets the same standard regardless of location.

Zenoti Integrated Payroll pulls from daily operations — services, commissions, tips, retail — to calculate payroll automatically. Handles W-2 and 1099 staff, all 50 states, next-day deposits, with pay stubs and tax forms in the myZen app.

Providers receive earned tips without waiting for the standard payroll cycle. Early tips payout is available for US customers — removing one of the most common sources of provider dissatisfaction in the industry.

All service charges, add-ons, consumables, membership discounts, package benefits, commissions, and taxes calculate automatically. Staff never manually apply benefits or reconcile consumables — the invoice is ready before the guest reaches the desk, and marketing campaigns apply with one click.

Guests pay using their phone or card without hardware — tap to pay from the treatment room or front desk. Every transaction is tracked end-to-end, and AI-powered dispute tools help resolve chargebacks faster.

Pass credit card processing fees to guests through compliant surcharges at checkout — across POS, web store, mobile app, and kiosk. Detailed reports give full visibility into surcharge revenue, with state-level and card-network compliance built in.

When multiple staff are involved in a service, Zenoti automatically splits commissions equally, updating in real time as members are added or removed. Overrides remain available where a different split is appropriate.

For group bookings, a popup automatically detects available package balances for every guest in the group — enabling fast, accurate redemptions without manual tracking.

Zeenie is built into the interface and answers questions about your business in real time. Ask your best-performing treatment this quarter, which providers have the highest rebooking rate, or how your no-show rate compares to last month — answered immediately, with context.

Measures the revenue impact of every Zenoti growth feature in real time — revenue from referrals, time recovered by intelligent scheduling, membership conversion vs the previous quarter. Every growth feature has a measurable outcome attributed to the tool that drove it.

Track business health over quarters and years with shareable reports — bookings, revenue, membership growth, staff performance, no-show rates, and average ticket. Built for internal reviews, franchise reporting, and executive dashboards.

For organisations needing custom reporting beyond standard dashboards, Analytics Plus delivers tailored data solutions — appointment details, payroll insights, cross-location comparisons, any KPI — with the Zenoti team building and maintaining the dashboards for you.

Define the timeframe during which campaigns are credited with driving revenue — attribution on your business logic, not a platform default. Compare campaign ROI across SMS, email, and referral channels with a clear, auditable window.

Every guest has a single, unique profile accessible across your entire network. Service history, clinical records, preferences, forms, membership balances, and loyalty points are visible at any location the moment a guest walks in. No duplicate records, no 'I'm not in the system here' moments.

Services, pricing, promotions, forms, and clinical protocols are managed centrally and reflected immediately across every location. A brand-level change propagates everywhere — consistent clinical standards, guest experiences, and brand identity whether you have two locations or two hundred.

Executives, franchise owners, and brand managers compare performance across locations from a single dashboard — sales, utilization, staff performance, no-show rates, membership penetration, and marketing effectiveness at both brand and location level, with historical trends.

Membership credits, gift card balances, and package sessions are honored at every location, updating in real time. A guest who purchases at location A and visits location B receives the same benefits with no staff intervention — what separates enterprise-grade medspa software from single-location tools.