Medical spa booking software for Canada's aesthetic clinics
A medical spa sells two kinds of time: the nurse injector's, which is scarce and regulated, and the treatment room's, which has to be full. Slotora books both from one page, keeps the consent and the photos with the client, and takes deposits in Canadian dollars — after a 14-day trial.
Try it free for 14 daysFrom first enquiry to the follow-up visit
The order most Canadian med spas already work in, with the booking system keeping up.
Consult
A consultation the client books herself
Make the consultation its own service with its own length and, if you like, a deposit. The treatments themselves can be offered only to existing clients, or kept off the public page entirely and booked by your team once the consult has happened.
Before
Health questions and consent, signed on her phone
Ask about medications, pregnancy, allergies and previous treatments at the moment of booking, then send the consent form by email ahead of the visit. A signed form keeps the wording she agreed to, her name, the time and a check that nothing was altered afterwards.
Treatment
The right person for each treatment
Injectables are booked only in the diaries of the people who give them; facials and laser go to the estheticians and technicians. Mark a treatment prescription-only and the booking warns your team when the client has no prescriber consultation on file within the number of days you choose. It is a warning, never a block.
Record
What was done, and what it looked like
A treatment note on the client card holds the product, the areas and the lot number you want to keep; before-and-after photos are filed by angle and stage, so this spring's result can be laid beside last autumn's at the same angle.
Return
The next appointment, before she forgets
Laser and skin series are sold as a pass of a set number of sessions with an expiry date, redeemed with a code at each booking. An aftercare email can go out in your name when the visit is closed, with up to two later letters a set number of days afterwards.
What Canada asks of a medical spa, and where software helps
Health Canada's position is short: every product given by injection in Canada must be authorized for sale, and carries an eight-digit DIN or similar number to prove it. In 2019 it seized unauthorized botulinum toxin from two Toronto-area clinics and reminded the public that the authorized product should be given only under the supervision of a qualified health care professional. Who may inject, prescribe or delegate is set province by province by the regulatory colleges, not by your booking system.
What a booking system can do is make the paper trail easy to keep. Recording the product and its lot on every treatment means a recall notice becomes a search, not a week of reading files. Keeping the injector's services out of everyone else's diary means a receptionist cannot book a filler with an esthetician by accident.
If any of your services break the skin — microneedling, for instance — and you work in Ontario, the public health unit will also expect a record of each one under the personal service settings regulation. Windsor-Essex lists what that record holds: the date and time, the procedure, the body site, the provider, the client's name and contact, and the lot number and expiry of the sterile items. Your Slotora booking already carries the first five.
The parts of Slotora a med spa uses every day
Consent that expires on purpose
Set a consent form to lapse after a number of months, and a returning client is asked to sign again when it does instead of relying on a form from two summers ago.
An age line on the services that need one
Mark a service as 18 and over and the client must tick that she is before she can book it. It is her declaration, timed and saved; checking ID at the desk stays with you.
Deposits that protect an injector's hour
A fixed sum or a percentage per service, and a late-cancellation or no-show fee with two windows, all charged in Canadian dollars to the client's card through your own Stripe account.
Gift cards with a running balance
Sold on your booking page or at the desk, spent across several visits, with a page where the holder can check what is left.
Photos that do not show by accident
A photo marked sensitive is drawn blurred in every list until someone taps it, so a card opened at the front desk does not put a client's body on screen in front of the next client.
Your results on your own page
A portfolio gallery opens on the booking page, so the client who found you on Instagram sees your work in the same place she picks a time.
What Slotora is not, for a medical spa
Read this before you move your clinic onto it.
- Not a medical record system
- There is no charting built for physicians, no prescribing and no orders. If your medical director needs a clinical chart, keep it in clinical software and use Slotora for the booking side.
- Not a stock system
- You can write the lot number on each treatment, but Slotora does not track vials or syringes in and out of inventory.
- No text reminders in Canada
- Confirmations and reminders reach med spa clients by email, since texting Canadian phones is not switched on.
- Records are held in London
- Client records, forms and photos sit in a database in London, England. If your college or your insurer expects health information to stay in Canada, ask them before you choose us.
- Québec and its French requirement
- A med spa in Québec cannot open an account until the French version for Québec exists.
Next to the software you are probably comparing
Vagaro markets software for medical spas and spas on its own site, and sells by bookable calendar. Jane is built around clinical charting and connects to Canadian insurers, which matters more to a physician-led clinic than to a spa that bills clients directly. Slotora sits closest to the spa end: strong on the booking page, consent and photos, light on clinical records.
Slotora charges a monthly subscription in Canadian dollars by the number of people clients can book, and no commission on any booking or card payment.
Medical spa questions
Can I stop someone booking Botox without a consultation first?
Yes. Offer the treatment to existing clients only, so a stranger cannot book it cold, or hide it from the page and book it yourself after the consult.
Where do I record the product and lot number?
On the treatment note for that visit, on the client's card. It is searchable later if a manufacturer or Health Canada issues a recall.
Does Slotora verify a client's age?
No. It asks her to confirm she meets the age you set for the service and saves when she ticked it. Looking at ID is still done in person.
Can my nurse injector and my estheticians have different permissions?
Yes. A staff login sees its own column of the diary unless you widen it, and reports, refunds and price changes are switched per person.
Is there a commission on treatments booked through my page?
None. You pay the subscription; card payments go through your own Stripe account at Stripe's Canadian rates.
Set up one practitioner and one consult first
Add your injector, the consultation and the consent form, then book yourself through the page as a client would. If it fits, add the rest of the team.
Sources
Laws, guidance and competitors, each from the official or company page itself.
- Health Canada — advisory on unauthorized botulinum toxin (2019) — https://recalls-rappels.canada.ca/en/alert-recall/unauthorized-nabota-botulinum-toxin-may-pose-serious-health-risks · read
- Windsor-Essex County Health Unit — invasive procedure records — https://www.wechu.org/personal-service-settings-invasive-procedure-records · read
- Vagaro — pricing and product pages — https://www.vagaro.com/pro/pricing · read
- Jane — Canadian insurance integrations hub — https://jane.app/guide/canadian-insurance-integrations-hub · read