Setting up for a med-spa
Treatments that have to be documented, consent that has to be signed, and dosing that has to be recorded. Where each of those lives, and how to price per-unit work at the till.
3 min readUpdated August 17, 2026Owners
The client is booked for filler at four. Before she's in the room you want three things already true: a signed consent on file, last visit's map on screen, and a price that matches what you're actually about to use. That's the whole setup job, and it's a different job from every other trade in this list.
A menu that separates the two halves of the business
Most med-spas are really two businesses sharing a room: injectables, which are dosed and priced by what's used, and skin treatments, which are priced like any other appointment.
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Two categories — injectables and skin treatments. They price differently, they're charted differently, and often only one person can do one of them.
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Add the skin treatments normally — microneedling, a facial, laser — with a real price and a real duration.
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Add the injectables at their unit price, named so nobody misreads it: "Neurotoxin (per unit)", "Dermal filler (per syringe)".
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Time them by the room, consultation and settling included, not by the minutes of active work.
Then the bit to know before your first checkout: a service line has no quantity box. Thirty units of a $14 service does not become $420 by typing 30 somewhere — you set the line to the visit's real price at the till, using Change a price. It's one extra step, it leaves a reason on the record, and it's worth knowing on day one rather than with a client waiting.
Consent before, chart after
These are two different records and they are built in two different places. Getting them mixed up is the most common setup mistake in this trade.
Consent is a form. The client fills it in and signs it, ideally sent ahead of the appointment rather than handed over at the door — that way it's on file before she arrives, which is the point. See Signatures and consent and Send a form before the visit.
The treatment is a chart. Build one template with an Injection map field — area, product, units — plus an Image field for photographs and a long-text field for anything else. Because the map is structured rather than a paragraph, last visit's answers carry into this one, which is what makes a course of treatment readable at a glance. See Build a chart template.
Build both before your first booked treatment. Neither is a five-minute job on the day.
Turn this on first
The client brief — two sentences at the top of a client record, written from her own history, so whoever greets her knows what she's had and when. See The brief before every visit.
Nothing else, yet. The AI reads what you've recorded, and in a med-spa what you've recorded is the chart — so the charts are the investment and the AI is what it pays out later.
Skip these for now
Campaigns, flows, memberships and packages. They all fit this trade eventually — a course of six treatments is a package, and it's a good one — but none of them is what stands between you and treating somebody on Monday.
Two clinicians puts you on Starter, which covers five and brings payroll and the time clock. Note that commission in this trade usually runs lower than in beauty and varies by treatment; set it per person when you add them rather than accepting a house default.
Common questions
How do I charge for 30 units when the price is per unit?
Put the per-unit price on the service so it's on the record, then set the line to what this visit actually costs at the till. There's no quantity box on a service line, so the multiplication is yours to do — and the chart is where the number of units is recorded.
Where do I record the units and the areas?
An Injection map field on a chart template — area, product and units, each its own box, so it can be read back visit by visit.
Do consent forms and charts do the same job?
No. A form is what the client fills in and signs, before the visit. A chart is what you record about the treatment, during or after it. Most med-spas need both, and they're built in different places.
Which template do I get if I tick injectables?
The med-spa one, whatever else you tick alongside it. Injectables is treated as the answer that decides it.
Can I keep photos against a treatment?
Yes — an Image field on the chart template, kept with the visit, so the history stays attached to the day.
Related articles
- Build a chart templateCharting · The sheet your team fills in at the chair — the fields on it, which ones carry forward from the last visit, and what publishing does.
- Signatures and consentForms · What a consent form actually records, where it's kept, and how to write one your clients read.
- Change a price or give a discountSales · Charging something other than the list price — a one-off adjustment, a percentage off, or a goodwill gesture — and leaving a reason behind it.
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