Package sales & tracking
Courses sold online or at the desk, sessions counted down automatically and expiry dates handled.
Beauty clinic software: packages, memberships & records
Beauty clinics: packages and memberships that keep clients coming back. Recurring revenue, not one-off visits.
Packages are tracked on stamped cards, memberships live in a spreadsheet and before and after photos sit on whoever's phone was closest. Clients start a course of six laser sessions and drift off after three. We build package, membership, consult and treatment record systems for beauty clinics that work with your booking software, then we host them and look after them.
Looking for beauty clinic software that handles packages, memberships and treatment records?
A beauty clinic lives on repeat visits. Laser hair removal is a course. Skin needling is a course. Peels, LED and body treatments are all courses. The money is in clients finishing what they started and coming back every month after that. Yet most clinics track sessions on paper cards, bill memberships by hand and keep consult forms in a folder behind the desk. Booking software covers the calendar, but it rarely covers the whole client story.
Wollopit builds custom beauty clinic software around how your clinic actually runs. Packages count down on their own as sessions are used. Memberships bill themselves and apply perks at booking. Consult forms, patch tests and consent are done before the client walks in. Before and after photos are stored securely against the client, not on a staff phone. We connect to Fresha, Timely, Mindbody or whatever you already book through, then host and look after the lot.
01The problems
What we hear from beauty clinics
Does your beauty clinic have these problems? Here's how we'd fix them.
Most clinics we talk to are brilliant with skin and run the business on a booking app, a stack of cards and good memory. It holds together until a busy Saturday or a staff change.
- The problemPackages on stamped cardsClients lose their card, staff forget to stamp it and nobody's sure if Sarah has two sessions left or four.How we fix itPackages count down automatically as each session is booked and completed. Clients see their balance in a link or their account.
- The problemMemberships run off a spreadsheetMonthly fees charged one by one, failed cards chased by text and member discounts applied only when someone remembers.How we fix itRecurring memberships through Ezidebit or Stripe with automatic retries. Perks and member pricing apply at booking on their own.
- The problemBefore and afters on staff phonesTreatment photos sit in personal camera rolls next to holiday snaps. When a therapist leaves, the photos leave too.How we fix itPhotos taken in a clinic app and stored securely against the client record, with matched angles and session dates for side-by-side comparisons.
- The problemPaper consult forms on arrivalClients fill in a clipboard form in reception while the appointment clock ticks. Half the handwriting is unreadable.How we fix itOnline consultation and medical history forms sent with the booking confirmation and completed before they arrive.
- The problemPatch tests and contraindications missedSomeone books a peel without a patch test or forgets to mention they started Roaccutane last month.How we fix itBookings that need a patch test are blocked until it's done. Contraindication flags show on the client file before every treatment.
- The problemCourses abandoned halfwayClients pay for six laser sessions, come to three and then life gets busy. The result never shows and they never come back.How we fix itCourse reminders timed to the right gap between sessions, with one-tap rebooking and a nudge when someone falls off track.
- The problemTreatment settings in a notebookLaser and IPL settings, skin types and reactions are written in a book or not written at all.How we fix itTreatment notes per session: device, settings, skin type, area and client reaction, so the next therapist picks up exactly where you left off.
- The problemNo-shows on long appointmentsA 90-minute body treatment no-shows and that's half a morning gone with nothing to fill it.How we fix itDeposits or card holds at booking, SMS reminders and a waitlist that offers freed-up spots automatically.
- The problemGift vouchers sold by handPaper vouchers written at the desk, kept in a drawer and nobody knows which ones have been redeemed.How we fix itOnline gift vouchers for dollar amounts or treatments, emailed instantly and redeemed with a code.
- The problemHomecare never followed upClients leave with a serum recommendation and buy it online somewhere else three weeks later.How we fix itHomecare plans sent after each treatment with reorder reminders and click and collect from the clinic.
02What we build
Solutions
What we build for beauty clinics. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Memberships
Monthly plans with included treatments, member pricing, rollovers and automatic billing.
Treatment records
Session notes, settings, skin type and reactions on every client file.
Before & after photos
Secure capture on a clinic tablet, matched angles and side-by-side progress views.
Online consults & consent
Medical history, consent and photo permission forms done before arrival.
Patch test tracking
Patch tests recorded and required before certain treatments can be booked.
Course reminders
Rebooking nudges timed to each treatment's ideal interval.
Deposits & no-show protection
Card holds, deposits and cancellation rules on longer treatments.
Gift vouchers
Dollar or treatment vouchers sold online and redeemed with a code.
Client portal
Clients see sessions left, upcoming bookings, membership status and aftercare.
Homecare & retail
Product recommendations, reorder reminders and click and collect.
Staff certificates & devices
Licence and training expiry alerts plus device service logs.
A website that books
Quick on mobile, treatment pages that rank locally and booking built in.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems beauty clinics ask us about most. Each one works on its own and they get properly clever when they're joined up.
Packages & courses
Sell the course once. It keeps count itself.
Packages sold online or at the desk land on the client's file with the right number of sessions. Every completed appointment ticks one off, so nobody is guessing and nobody is arguing over a lost card.
- Courses of 3, 6 or 8 sessions
- Sell online with Afterpay or card
- Sessions counted down on completion
- Expiry dates and reminders
- Mix and match treatment bundles
- Client sees sessions remaining
- Transfer or pause a package
- Package revenue owing at a glance
- Works alongside your booking software
Memberships
Monthly members who never need chasing.
Membership plans with included treatments and member pricing that bill themselves through Ezidebit or Stripe. Perks apply at booking without staff checking a spreadsheet.
- Monthly or fortnightly plans
- Included treatments per month
- Member pricing applied automatically
- Unused credits roll over or expire
- Failed payment retries and alerts
- Pause and freeze rules
- Digital member card
- Member-only offers and events
- Churn and growth reports
Treatment records
Every session, every setting, every photo. Secure.
Notes, device settings and before and after photos captured on a clinic tablet and stored against the client. No more photos on personal phones or settings scribbled in a book.
- Clinic tablet photo capture
- Matched angles and lighting guides
- Side-by-side progress views
- Device and settings per session
- Skin type and reaction notes
- Photo consent recorded per client
- Staff access by role
- Records kept when staff leave
- Secure Australian hosting
Consults & consent
Forms done before they walk in.
Consultation, medical history and consent forms go out with the booking confirmation. Contraindications flag on the client file and treatments that need a patch test can't be booked without one.
- Online consult forms per treatment
- Medical history updated each visit
- Digital consent and signatures
- Contraindication flags on the file
- Patch test required before booking
- Pre-care and aftercare instructions
- Reminders if forms aren't done
- Forms stored with the client record
Course reminders & rebooking
Clients who actually finish the course.
Reminders go out at the right gap for each treatment with a one-tap link to rebook. Anyone who falls off track gets a nudge before the results fade.
- Intervals set per treatment
- SMS and email reminders
- One-tap rebooking links
- Overdue client lists for reception
- Deposits on longer bookings
- Waitlist fills cancellations
- Review requests after a course
- Homecare reorder reminders
04How it changes
Before and after
A course of treatments, wolloped.
Here's how a six-session laser course could change. Every clinic is different, so we map yours first.
Before
- Client fills in a paper form at reception
- Patch test noted on a sticky note
- Photo taken on the therapist's phone
- Paper card stamped and handed back
- No reminder after session three
- Course abandoned halfway
After
- Consult form done online before arrival
- Patch test recorded and checked at booking
- Photo stored securely on the client file
- Package counts down on its own
- Reminder sent at the right interval
- Course finished and results shown side by side
05Services
Everything under one roof
Software, websites and systems for beauty clinics.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for beauty clinics
Built around how your beauty clinic actually runs: package sales & tracking, memberships and the admin in between, in one system you own.
Websites for beauty clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Beauty clinic system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for beauty clinics
Treatment records and before & after photos: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Fresha, Timely and Mindbody so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your beauty clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside booking platforms you're happy with or replace the ones holding you back.
- Fresha
- Timely
- Mindbody
- Kitomba
- Phorest
- Cliniko
- Square
- Stripe
- Ezidebit
- Afterpay
- Xero
- MYOB
- Shopify
- Mailchimp
- Klaviyo
- Twilio SMS
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your beauty clinic: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your front desk and in the treatment rooms, then work out where packages, forms and follow-ups are slipping.
- 02
Archi-tech
We plan it before writing code: your treatments, packages, memberships, records, booking software, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like package tracking or consult forms.
- 04
Look after
We host it securely, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things beauty clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can members get discounts automatically?
Yes. Membership perks, included treatments and member pricing apply at booking without staff checking a list.
Are before and after photos stored securely?
Yes. Photos are taken on a clinic device and stored against the client record on secure hosting, with staff access set by role. They don't live on personal phones and they stay put when staff move on.
Can clients buy packages online?
Yes. Packages and vouchers can be sold on your website with card or Afterpay, then land straight on the client's file with the right number of sessions.
We use Fresha or Timely. Do we have to switch?
No. If your booking software is doing its job we build around it, adding packages, memberships, records and reminders on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can it stop treatments being booked without a patch test?
Yes. Treatments that need a patch test can be blocked until one is recorded. Contraindications from the consult form show on the client file before every session.
How much does a beauty clinic system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online consult forms or gift vouchers can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most beauty clinics we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a beauty clinic problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.