Beauty Centre CRM
When package sessions stay in a notebook, bookings in Instagram messages and before/after photos on staff phones, both how many sessions the client has left and which therapist they saw get lost.
The package sold is a membership record; total sessions, remaining sessions and the expiry date are its fields. Every appointment deducts one session, and the session photo sits on the same card.
What we set up, and how
- Define skincare, laser, filler and mesotherapy packages separately and see the remaining session balance on the client card
- Add the photo of each session to the card with the client's explicit consent and compare it with 1, 6 and 12 months later
- Tie bookings coming in from the web and the Instagram bio to the therapist calendar and the room assignment
- Run the loyalty score and the list of clients with upcoming birthdays from fields on the client record
- Track consumables such as hydrafacial solution and filler material together with an expiry date warning
| Package and Session Balance | The package sold is a membership record tied to the client record; total sessions, remaining sessions and the expiry date are its fields, and every appointment deducts one session from that record. |
|---|---|
| Before/After Photo Archive | The photo uploaded during a session is an attachment on the client card; the explicit consent taken before the upload is kept in a field on the same record, and the 1, 6 and 12 month comparison is made from the date order of these attachments. |
| Appointment and Therapist Calendar | An appointment is a record; the therapist, the room and the service duration are its fields, and appointments clashing on the same therapist appear in the calendar. |
| Loyalty and Birthday | The loyalty score and the date of birth are fields on the client record; clients whose birthday is approaching come out of the list on that date field, and the campaign task is opened from there. |
| Consumable and Cosmetic Stock | The product consumed in a session is tied to the record; the stock quantity drops on the product card, and products past the threshold or nearing their expiry date are gathered in a single list. |
What a beauty centre actually sells is not the appointment but the session balance. A client who buys a ten-session package comes on different days, to different therapists, over months; somewhere along the way a session is never recorded, or is deducted twice. The difference surfaces when the client says "I had three sessions left", and the argument happens at the till.
In Rapitek CRM the package definition, the session deduction and the appointment all sit on the same record, so the balance is clear at first contact rather than at the till. Because the photo taken during the treatment is recorded on the same card as well, even if the therapist changes at the next session, where the previous treatment started is visible. When a client asks for their photos to be deleted, the system processes that request. And because consumable use flows from these records, stock warns you before the product runs out on the table.
