Skin assessments
Structured assessment forms with skin type, concerns, history and photos that feed straight into the plan.
Skin clinic software: treatment plans, courses & products
Skin clinics: the plan, the treatments and the home care, together. Results clients can follow.
The treatment plan lives in the therapist's notes. Clients drift off after peel two, the serum they love gets reordered from somewhere cheaper online and the progress photos sit on the clinic iPad. We build assessment, treatment plan, booking and product systems for skin clinics that all talk to each other. Then we host them and look after them.
Looking for skin clinic software that handles plans, courses and product sales?
Skin results don't come from one appointment. They come from a plan: a course of treatments in the right order, the right home care between them and someone keeping the client on track. Most clinics have the expertise to build that plan but not the systems to carry it. The booking app holds the appointments, the notes hold the plan, the shelf holds the products and the client holds none of it.
Wollopit builds custom skin clinic software around how your clinic actually works. The assessment turns into a plan the client can see on their phone. The whole course gets booked up front. Photos are stored securely against every visit. Their regimen reorders itself online right when the bottle runs low. We connect the booking and payment tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from skin clinics
Does your skin clinic have these problems? Here's how we'd fix them.
Most skin clinics we talk to are brilliant at skin and stretched thin on admin. The gap between a great consult and a finished course is where the results and the revenue leak out.
- The problemTreatment plans stuck in notesThe therapist maps out six sessions and a home routine. Then it lives in clinical notes the client never sees again.How we fix itPlans shared to the client's phone with each treatment, the timing, their products and what to expect at every step.
- The problemCourses abandoned halfwayClients book session one, skip session three and quietly vanish right before the results show.How we fix itWhole courses booked up front with prepaid packages, reminders and a nudge to the clinic when someone falls off track.
- The problemProduct reorders go elsewhereClients run out of the cleanser you prescribed and grab whatever's cheapest online.How we fix itAn online store with their exact regimen, reorder reminders timed to when the bottle runs out plus delivery or click and collect.
- The problemProgress photos on the camera rollBefore and after shots mixed in with staff photos, different lighting every time and no idea which visit is which.How we fix itSecure photo records attached to each client and visit, with side-by-side comparisons and photo consent tracked.
- The problemClipboards and paper consentIntake forms filled in the waiting room, medication lists you can't read and consent forms filed in a drawer.How we fix itDigital intake and consent sent before the visit, signed on their phone and stored on the client profile.
- The problemContraindications slip throughA client mentions a new retinoid at the desk and it never reaches the therapist before the peel.How we fix itHealth flags on the client profile, a quick recheck before every treatment and patch test dates tracked.
- The problemConsults booked by phone tagNew clients ring to ask what's right for their skin. Then it's missed calls and voicemails for a week.How we fix itOnline skin consult booking with a short questionnaire and photos uploaded first. Consult fees can be credited to treatment.
- The problemAftercare forgotten by the car parkVerbal aftercare goes in one ear, then a worried text lands at 9pm.How we fix itAftercare instructions sent automatically for each treatment type, with a check-in message a couple of days later.
- The problemNo recurring revenueIncome swings month to month and loyal clients get nothing for sticking around.How we fix itSkin memberships with a monthly treatment, member product pricing and billing that runs itself.
- The problemRetail stock guessworkThe best-selling serum runs out while slow movers creep past their expiry in the back room.How we fix itStock levels shared between the clinic shelf and the online store, with reorder alerts and expiry dates tracked.
02What we build
Solutions
What we build for skin 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.
Treatment plan builder
Drag treatments into a course, set the spacing, add home care products and price the whole thing in one go.
Client plan portal
Clients see their plan, next booking, products and progress photos on their phone. No app download needed.
Course & package booking
Book the whole series at once, sell prepaid packages and track sessions used and sessions left.
Online consult booking
New client consults booked online with a questionnaire, photo upload and an optional deposit.
Progress photo records
Photos stored securely against each visit, with guide overlays for consistent angles and side-by-side comparisons.
Digital intake & consent
Intake forms, medical history and treatment consent sent before the appointment and signed on any phone.
Contraindication flags
Medications, pregnancy, recent sun exposure and patch tests flagged to the therapist before each treatment.
Aftercare messages
Treatment-specific aftercare sent by SMS or email, with follow-up check-ins and a quick way to reply.
Online skincare store
Your retail range online with each client's regimen saved, delivery, click and collect plus Afterpay at checkout.
Regimen reorder reminders
Reminders timed to how long each product lasts, with one-tap reorders of exactly what they use.
Skin memberships
Monthly plans with included treatments, member pricing on products and automatic billing with card retries.
Stock & expiry tracking
Retail and back-bar stock in one place, with reorder alerts and batch expiry dates.
A website that books
Hand-built, quick on mobile, with treatments, consult booking and the store, built to rank for 'skin clinic near me'.
03The systems
The big ones
Your whole skin clinic, on one system.
These are the systems skin clinics ask us about most. Each one works on its own. They get properly clever when they're joined up.
Treatment plans
The plan leaves the notes and lands in their pocket.
Your assessment turns into a clear plan the client can see on their phone: which treatments, how far apart, which products at home and what results to expect along the way. When the plan changes, their view updates too.
- Assessment forms that build the plan
- Treatment order and spacing set once
- Home care routine with AM and PM steps
- Whole-course pricing and package options
- Client view on any phone
- Plan updates after each visit
- Progress photos shown against the plan
- Therapist notes kept private
- Plan templates for common concerns
- Plan acceptance tracked per client
Courses & bookings
Book the whole course. Finish the whole course.
Clients book every session of a course in one go, with prepaid packages that make the commitment real. Reminders keep them coming and the clinic gets a heads-up the moment someone drifts off track.
- Book a full series in one go
- Prepaid packages and session counts
- Spacing rules between treatments
- SMS and email reminders
- Missed-session alerts for the clinic
- Online consult booking with questionnaire
- Deposits for new clients
- Works with Cliniko, Timely or Fresha
- Room and device scheduling
- Courses completed reporting
Progress photos & consent
Photos and consent that live in the right place.
Before and after photos stored securely against every client and visit, with guide overlays so the angles match each time. Intake and consent forms are signed before they arrive and health flags show up before the therapist starts.
- Secure photo storage per visit
- Guide overlays for consistent angles
- Side-by-side comparisons
- Photo consent recorded per client
- Digital intake and medical history
- Treatment consent signed on their phone
- Contraindication flags before treatment
- Patch test dates tracked
- Staff access by role
- Photos off personal devices
Online store & reorders
Their regimen reorders itself. From you.
Your retail range online with each client's prescribed regimen saved to their account. Reminders go out right when a product should be running low and reordering takes one tap, with delivery or click and collect.
- Client regimen saved to their account
- Reorder reminders timed per product
- One-tap reorders
- Delivery or click and collect
- Afterpay and Zip at checkout
- Gift cards and bundles
- Stock shared with the clinic shelf
- Reorder alerts and expiry tracking
- Postage through Australia Post or Sendle
- Product sales per therapist
Skin memberships
Loyal clients who feel like members.
Monthly skin memberships that bill themselves, with an included treatment, member pricing on products and perks that reward sticking around. Your income steadies and clients keep up the routine that gets them results.
- Monthly or quarterly membership tiers
- Included treatments each cycle
- Member pricing in clinic and online
- Automatic billing with card retries
- Ezidebit or Stripe payments
- Unused credits rules you set
- Birthday and anniversary perks
- Pause and cancel rules
- Member emails and SMS
- Membership revenue reporting
04How it changes
Before and after
A new skin client, wolloped.
Here's how a new client's first few months could change. Every clinic is different, so we map yours first.
Before
- Phone tag for a week to book a consult
- Paper intake form filled in the waiting room
- Plan explained once then written in the notes
- Photos taken on the clinic iPad
- Client skips session three and drifts off
- Serum reordered from a cheaper website
After
- Consult booked online with photos uploaded first
- Intake and consent signed on their phone
- Plan shared to their phone with products
- Photos stored securely against each visit
- Whole course booked with reminders and nudges
- Regimen reorders itself from your store
05Services
Everything under one roof
Software, websites and systems for skin 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 skin clinics
Built around how your skin clinic actually runs: skin assessments, treatment plan builder and the admin in between, in one system you own.
Websites for skin clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Skin 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 skin clinics
Client plan portal and course & package booking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Timely and Fresha so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your skin 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 clinic platforms you're happy with or replace the ones holding you back.
- Cliniko
- Timely
- Fresha
- Kitomba
- Shortcuts
- Mindbody
- Pabau
- Square
- Stripe
- Ezidebit
- Afterpay
- Zip
- Xero
- MYOB
- Shopify
- WooCommerce
- 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 skin 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 the front desk and in the treatment room, then work out where clients and sales are slipping away.
- 02
Archi-tech
We plan it before writing code: assessments, plans, courses, photos, products, memberships, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next busy season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things skin clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients see their treatment plan on their phone?
Yes. Each client gets a simple view of their plan with upcoming treatments, their home care routine and progress photos if you choose to share them. Your clinical notes stay private.
Can clients reorder products online?
Yes. Clients can reorder their regimen online with reminders when they're due, plus delivery or click and collect.
Are progress photos stored securely?
Yes. Photos are stored on our managed servers against each client and visit, with photo consent recorded and access limited by staff role. No more client photos on personal phones.
We already use Cliniko or Timely. Do we have to switch?
No. If your booking platform is doing its job we build around it: plans, photos, store, reorders and memberships on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can we sell treatment courses as prepaid packages?
Yes. Courses can be sold as packages with sessions tracked, booked in advance and flagged when a client falls behind.
How much does a skin 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 booking or reorder reminders 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 skin 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 skin 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.