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For med spas in the USA

A med spa website clients can actually book on

Your own branded site in USD and your time zone. Clients browse facials, laser and injectables, get answers after hours, and pick a real open time with the provider they want.

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Demo clinic · illustration

A med spa menu is wide. One client wants a hydrating facial on her lunch break, another is comparing laser prices across three spas, and a third has seen a Reel about lip filler and wants to know who does the injections. Each of them expects to find answers and book from their phone, often after your front desk has gone home.

Velvet Lead builds your med spa website and sets up the booking, AI assistant, lead inbox and reminders behind it. We set everything up for you: treatments, prices, providers, schedules and the assistant's knowledge. Your team gets one admin panel instead of a website, a booking app and a spreadsheet of Instagram leads.

Where med spas lose clients

  • Instagram buzz, no idea what booked

    You boost a post about a facial special and the DMs roll in. A month later you still can't tell whether that post produced booked appointments or just likes.

  • After-hours questions nobody sees

    “Do you have anything for a facial Saturday morning?” arrives at 10 PM. By the time someone checks the inbox, the client has booked with the spa that answered.

  • Injectables mixed into a spa calendar

    Facials are quick to book. Injectables need the right licensed provider and often a consultation first. One generic calendar makes it easy to put a new injectable client in the wrong slot.

How Velvet Lead helps

How Velvet Lead runs a med spa's front door

Set up for a menu that runs from facials to injectables, and for clients who book on their phones.

  • Every Instagram campaign tagged

    Add UTM source, medium and campaign tags to your bio link and ad links. Each enquiry and booking in the lead inbox keeps its tag, so you can see which campaign brought which clients.

    Lead inbox: how it works

  • Open times shown in your time zone

    Clients see only genuinely open times for their chosen provider, in your clinic's time zone, with daylight saving time handled. Eastern, Central, Mountain or Pacific, it follows your settings.

    Online booking: how it works

  • Answers at 10 PM, grounded in your menu

    The AI assistant answers from your services, prices, providers, hours and current offers. Ask it about Saturday and it checks live availability and links to the booking page. It never books on its own and gives no medical advice.

    AI assistant: how it works

  • Injectables routed by provider

    Assign injectables only to the providers who perform them, and mark filler and other injectables as consultation required. Facials and laser sessions stay bookable with the estheticians and laser staff you choose.

    Admin panel: how it works

  • Email plus WhatsApp for clients who opt in

    Confirmed appointments get email confirmations and reminders. Clients who opt in when they book also get WhatsApp messages. If an appointment moves or is canceled, the old reminder is dropped.

    Email notifications: how it works

Example

Example: a laser facial service page

An illustrative service page. Your providers write and approve the real details; these fields only show what a client can read before booking.

Example treatment page · illustrative wording
Bookable online

Laser and skin

Laser facial

Staff wording on your site: clinician

Price
Your price per session in USD
Duration
Set by your med spa, for example 45 minutes
Downtime
Written by your team, for example “some redness is common for a short time afterward”
How long results last
Written by your team, for example “varies by skin type; your provider will explain at your visit”
Recommended sessions
Your guidance, for example “often a series, spaced a few weeks apart”
Aftercare
Your aftercare sheet, for example daily sunscreen and skipping active skincare for a few days
Not suitable for
Your contraindications list, reviewed by your medical director
Minimum age
Set by your med spa, for example 18+
An example of the fields shown on a treatment page. Wording is illustrative, not a real clinic's information.

AI assistant

What med spa clients ask the assistant

It answers from your service menu, prices, FAQs, offers and uploaded documents such as a price list or aftercare sheet. Anything it can't answer is logged for you, with a callback request offered.

  • “Do you have anything for a HydraFacial this Saturday morning?”
  • “How much is lip filler, and who does it?”
  • “Do you offer memberships?”
  • “Is there a first-visit special right now?”
  • “What's your cancellation policy?”
  • “Can I stop retinol before a chemical peel?”

Demo clinic assistant

Answers from the clinic's own information

Example conversation
  1. Patient:

    Any openings for a facial Saturday morning?

  2. Assistant:

    Yes, there are open times for a signature facial this Saturday morning. Pick one and confirm your details on the booking page.

    • 9:00 AM
    • 10:15 AM
    • 11:30 AM
  3. Patient:

    Should I stop my retinol before a peel?

  4. Assistant:

    That's a question for one of the providers, since it depends on your skin and products. You can call the spa, or I can send a callback request to the team.

Illustrative only. A demo med spa's assistant; times and wording are examples.

Settings

Settings med spas usually choose

Chosen once during setup. Your site, booking flow and messages all use them.

Currency and time zone

USD, your local US time zone

Prices show in dollars and every booking time, reminder and “tomorrow” in the assistant follows your time zone, including daylight saving changes.

What staff are called

Practitioners or clinicians

Pick the word that fits a team of estheticians, nurses and injectors. The whole site uses it consistently.

Consultation required

On for filler, off for facials

Set per service, so a facial stays bookable online while filler starts with a consultation.

Confirmation mode

Instant confirmation

Many med spas want facials locked in right away. If you'd rather review every request, choose manual and unconfirmed requests expire after the hours you set.

Cancellation window

Your policy, for example 24 hours

Clients cancel through their private manage link within the window, which reopens the slot for someone else.

Reminder timing

Your choice, for example the day before

Reminders only go to confirmed appointments, by email and by WhatsApp for clients who opted in. There are no SMS messages, so your site invites clients to call when they want to reach you.

Memberships and payments: the honest answer

Velvet Lead doesn't take online payments, so it can't sell memberships, prepaid packages or gift cards, and it can't collect a deposit at booking. Clients pay at the spa. You can describe a membership program in your FAQs or on your pricing page so the assistant can explain it, but sign-ups and billing stay with the system you use today.

If memberships are the center of your business model and you need them tied to online booking, tell us on the demo call so we can give you a straight answer before you commit.

A note on HIPAA

Velvet Lead is built for appointment booking and enquiries, not clinical records. There are no charts, treatment notes or intake forms with medical history. Each clinic has its own separate database, and each team member only sees what their role allows, enforced by the database.

If your practice needs a HIPAA Business Associate Agreement for this kind of tool, please talk to our team before you sign up. Read more about security.

Seeing what your marketing books

Leads link to their bookings, so reports show leads, appointments, completed visits and revenue by lead source, campaign, service and provider, compared with the previous period. You can download the data as CSV for your agency.

For more on building the site itself, read our guide to medical spa website design and how to track Instagram leads.

Related clinic types

If your med spa leans toward medical aesthetics, see how consultations and gallery consent work for aesthetic clinics. If laser is your busiest service, the page for laser hair removal clinics covers courses of sessions and patch tests. US-specific details are on our USA page.

Honest fit

Is Velvet Lead right for your med spa?

Right for you if…

  • Clients book one-to-one appointments with a provider
  • You operate one med spa location
  • You want to see which Instagram campaigns turn into booked clients
  • You want facials, laser and injectables bookable on your own branded website

Not right yet if…

  • You sell memberships, packages or gift cards online (no online payments yet)
  • You need a deposit or card on file at booking
  • You need SMS reminders or a Spanish-language site
  • You need charting, intake forms with medical history or a signed HIPAA BAA before talking to us
  • You have several locations under one website

FAQ

Med spas: common questions

Can clients buy a membership on our website?

No. Velvet Lead has no online payments, so memberships, packages and gift cards can't be sold through it. You can explain your membership on the site and clients pay at the spa.

Does Velvet Lead send text message reminders?

No. Reminders go by email, and by WhatsApp for clients who opt in when they book. Reminders only go to confirmed appointments and are dropped automatically if the appointment moves or is canceled.

Can we use Velvet Lead if we're covered by HIPAA?

Talk to us first. Velvet Lead is built for appointment booking and enquiries, not clinical records, and we don't claim HIPAA compliance. If your practice needs a HIPAA Business Associate Agreement, raise it with our team before you sign up.

How does daylight saving time affect bookings?

Availability, confirmations and reminders use your clinic's time zone and account for US daylight saving changes, so a 9 AM appointment stays 9 AM local time.

Can we see which Instagram ad brought a client in?

Yes, if your links carry UTM tags. Each lead keeps its source, medium and campaign, links to any booking it became, and reports break results down by campaign.

Can only certain providers do injectables?

Yes. You choose which treatments each team member performs, so clients booking injectables only see providers who do them, within each provider's own schedule.

Can our marketing agency see the leads?

You can invite people by email with the admin, manager or staff role, and remove access at any time. Each role only sees what it allows.

Features you'll use most

Related solutions

See a med spa site in action

Book a 15-minute demo. We'll walk through a Saturday facial booking, an Instagram lead with its campaign tag, and the reminder a client receives.

Book a demoSee the live demo clinic (opens in a new tab)
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