The CRM for med spas that lose consults between the DM and the chair
Every enquiry from the site, the inbox or a Calendly booking becomes a tracked consult, with a record of what they asked about.
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- Unlimited seats
- Your own database
- AI waits for your approval
Boulevard and Zenoti run the schedule, the charting and the checkout. SalesCrew owns the hour between someone asking about tox pricing and someone sitting in a consult chair. It also owns the months afterwards, when a package sits half used and nobody calls.
Three gaps between the enquiry and the chair
What breaks in an aesthetics practice, and what gets configured for each.
DMs sit unanswered for hours
Instagram is a primary lead source in aesthetics in a way it is not in most healthcare, and the front desk is not watching it while injecting. Configure the enquiry as a tracked lead the moment it reaches the shared inbox or the site form, with a first-response timer on it.
Consults no-show
A free consult has no financial commitment attached, so the no-show rate on it is not the no-show rate on a booked treatment. Configure a reminder sequence at 24 hours and 2 hours before, and a recovery sequence for the people who do not arrive.
Packages expire unused
The economics of this business are consult, then treatment plan, then a package or a membership. A client with four laser sessions left and a busy autumn quietly becomes a churned client. Configure a segment for packages with sessions remaining and no visit in 90 days.
Who is answering, and when they cannot
A med spa's front desk is not a call centre. It is one or two people who also greet arrivals, take payment, handle rebooking and cover the phone, and who go quiet for forty-minute stretches whenever the practice is busy. That is the overflow problem in this trade, and it is a staffing shape rather than a technology failure.
It is made harder by turnover. Aesthetics practices cycle front-desk staff, and when the person who knew which follow-ups were outstanding leaves, that knowledge leaves with them if it lived in their head or a personal notes app. A pipeline with stages and a cadence that runs on its own survives that handover. A sticky note does not.
The buyer is usually the owner, who is often the medical director or the lead injector, and sometimes a practice manager running two or three locations. They are not shopping for another booking system, because they already have one and switching it is painful. They are shopping for the enquiry-to-consult layer that sits in front of it.
What we configure for you
A working setup for an aesthetics practice, inside the first 14 days.
- 1
Pipeline stages
Enquiry, Consult booked, Consulted, Treatment plan presented, Package purchased, and a separate retention stage for clients on a membership.
- 2
Channels
The practice mailbox connected over IMAP, the website enquiry form pointed at the inbound webhook, and Calendly consult bookings arriving as meetings with the treatment interest recorded.
- 3
Cadences
A same-day enquiry follow-up, a consult-to-treatment sequence for people who came in and did not book, and a reactivation sequence for unused package sessions.
- 4
Agent policy
The Inbox agent in review mode, drafting the reply to a pricing question so the front desk approves rather than composes. Guardrails cap touches and hold sends to business hours.
- 5
Knowledge-base voice
Your treatment menu, your consult policy, your pricing bands and your cancellation terms loaded as knowledge, so a draft never invents a price or promises a clinical result.
Your stack, and what sits beside it
Booking and charting stay exactly where they are. This is the boundary.
| What you run | What it keeps | What SalesCrew adds |
|---|---|---|
| Boulevard | The schedule, the client profile, checkout, memberships and packages | Enquiry capture before the booking exists, consult follow-up, and reactivation segments |
| Zenoti | Multi-location scheduling, inventory, payroll, packages and memberships | The enquiry-to-consult pipeline in front of it, and outreach to lapsed clients |
| Vagaro | Booking, payments and the client-facing marketplace listing | Multi-step follow-up on enquiries that never booked, plus a unified inbox |
| Aesthetic Record | Clinical charting, before-and-after photos, consent forms, e-prescribing | Nothing clinical. Charts and photos stay there and should |
| The DMs themselves and the audience | Enquiries that reach the site form or the inbox, tracked with their source | |
| Your payment processor | Card processing and package billing | The consult and package pipeline that leads up to the payment |
These connections run through webhooks, CSV import and the API. None is a native app listing. Treatment records and clinical photographs belong in your charting system, not here.
What SalesCrew holds for a med spa
SalesCrew beside your booking system
A configurable CRM (SalesCrew)
- Enquiry, consult and package stages set up for how aesthetics actually converts
- Cadences that keep working when the front desk is in a treatment room
- Unlimited seats, so every injector and coordinator can see their own enquiries
- One Postgres database per practice, with a full export whenever you want it
The practice tool (Boulevard, Zenoti, Vagaro, Aesthetic Record)
- The schedule, the client record and checkout in one place, built for this business
- Packages, memberships and gift cards handled as first-class objects with billing
- Charting, consent and before-and-after photography in a clinical system of record
- Client-facing online booking your regulars already use
The call that comes while everyone is in a room
The call pattern in a med spa is not the trades' pattern. Very little arrives at 2am. What happens instead is that enquiries cluster in normal hours and land while the only two people who could answer are both with clients. The DM at 11am and the call at 2pm are both missed for the same reason, and both callers are comparing you with the clinic four blocks away.
SalesCrew's AI receptionist takes the treatment interest, books the consult and hands the record to the pipeline, with a text-back when the caller hangs up first. Instagram DMs land in the same inbox. Two rules are built into the receptionist. It never gives medical advice or discusses whether a treatment suits a specific person, and a call about a reaction after a treatment transfers to a human immediately.
Texting adds its own constraint. A phone number given at a consult is a consumer mobile under the TCPA, and consent for appointment reminders is not consent for a promotion on a filler special. SalesCrew's two-way SMS carries consent handling, STOP keyword processing and 10DLC registration. Suppression and opt-out are enforced on every channel, at audience freeze and again at send.
Where this gets used
Three jobs an aesthetics practice does every week, described as mechanism.
Answering a pricing enquiry the same day
The enquiry lands as a lead with the treatment interest attached. The Inbox agent drafts a reply from your treatment menu and pricing bands, and a coordinator approves it. Nothing sends on its own.
Getting the consult to become a plan
A client who consulted and did not book moves into a follow-up sequence over two weeks. Any reply pauses it and lands in the shared inbox, and a booking drops them out.
Waking an unused package
A segment finds clients with sessions remaining and no visit for 90 days, taken from an export of your booking system. Suppression is applied at freeze, and one sequence goes out from the practice mailbox.
What med spa owners ask first
- What goes in SalesCrew, and what stays in our charting system?
- SalesCrew holds the enquiry: who asked, how they found you, the treatment they asked about and where the consult stands. Clinical notes, photographs and consent forms stay in your charting system. Each practice gets its own Postgres database with a full export.
- We already have Boulevard. Why would we add this?
- Because Boulevard starts at the booking. If your problem is that enquiries never become bookings, the record you need does not exist in there. Keep Boulevard for the schedule, the client profile and checkout. SalesCrew runs the layer in front of it, from first enquiry to booked consult.
- How fast does a pricing enquiry get an answer?
- The site form lands as a lead with a first-response timer. The Inbox agent drafts a reply from your price list and treatment notes in the knowledge base, and a coordinator approves it between clients.
- Our front desk turns over. How much retraining is this?
- That is the argument for it rather than against it. The follow-ups run from configured cadences, not from a person's memory, so a new coordinator inherits a pipeline with stages instead of a list of things the last person knew. Seats are unlimited, so adding someone on their first day costs nothing.
- Will it text clients without us approving it?
- No. Every external send defaults to review in the agent policy table: the agent drafts, a person approves. There is a kill switch that stops every agent at once and an audit log of every action, including which agent did what.
- What does it cost?
- Core is $299 a month with unlimited seats, which covers the pipeline, the inbox, email cadences and the data bank. Outbound at $699 adds phone numbers, SMS, reminders and review requests. The meter is AI calls, not people.
Which tier fits a med spa
Core runs the consult pipeline. Outbound adds the phone pack.
Start on Core at $299 a month. It holds the enquiry-to-consult pipeline, the shared inbox and email sequences, with unlimited seats for coordinators and injectors. Outbound at $699 adds SMS reminders and no-show recovery that send by text and email.
Related
Start with last quarter's enquiries
Import the people who asked about a treatment and never booked a consult, and put the first sequence in review.
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