Inquiries wait
A new-client request comes in during a full day and waits for a reply.
AESTHETICS & WELLNESS · CRM + AUTOMATION
Turn consultations into repeat visits.
A CRM and automation system for aesthetics and wellness businesses that organizes new-client intake, consultation reminders, treatment-plan follow-up, scheduling confirmations, check-ins, reviews and rebooking. It is a booking and follow-up system, not a clinical one.
Includes the Core automation foundationConsultation to repeat-visit pipelineBooking and follow-up only — no clinical advice
The four phases run inside one aesthetics and wellness CRM — new-client intake, consultation and treatment planning, scheduling and aftercare, and rebooking and referrals. WeSolve configures it for your clinic or studio; your practitioners keep every clinical decision.
Aesthetics client workflowILLUSTRATIVE
New client inquiry · consultation to confirm
The rebooking gap
A great first visit is only the start. Without consistent follow-up, clients drift away between appointments.
01 / WHERE CLIENTS DRIFT
Busy front desks miss the follow-up.
Inquiries, unbooked treatment plans and lapsed clients all need timely, consistent follow-up. A shared process shows the team what needs attention next.
When follow-up slips, the cost shows up as empty appointment slots: inquiries answered late, plans that never get booked, and regular clients who quietly stop coming back. A shared process keeps the next step visible before the gap becomes a lost client.
Consultation no-shows
Missed consultations need a quick follow-up so the opportunity is not lost.
Plans go unbooked
A client hears the treatment plan, leaves to think about it and is never contacted again.
Clients lapse
Without a rebooking reminder, regular clients quietly stop coming back.
02 / THE CLIENT JOURNEY
From consultation to repeat visit.
Six pipeline stages follow your booking and follow-up sequence. The intake form starts the process; staff updates move each client forward.
The first two stages are about the client — inquiry and consultation. Stages three and four are about the treatment — the plan and the scheduled session. The last two are about keeping the relationship — the completed treatment, then rebooking and referral.
- 01New client inquiryThe intake form creates the opportunity and tag, sends a welcome email and tasks staff to confirm the consultation.
- 02Consultation bookedA confirmation and a reminder by email and SMS, plus a staff task on a no-show.
- 03Treatment plan presentedFollow-up continues until staff mark the plan accepted or declined.
- 04Treatment scheduledA confirmation email and SMS are sent when the treatment is scheduled.
- 05Treatment completedA post-treatment check-in, with a staff task for any reported issue, then one Google review request a day later.
- 06Rebooking & referralLapsed clients are re-engaged after 90 days with no rebooking, and referring clients are thanked when a referral is on file.
Consultation to repeat-visit pipeline stages
New Client InquiryConsultation BookedTreatment Plan PresentedTreatment ScheduledTreatment CompletedRebooking & Referral
The intake form alone never moves a client forward. Treatment plans, fee estimates, appointment dates and rebooking dates are entered by your staff.
03 / AESTHETICS & WELLNESS WORKFLOWS
Reminders run. Your practitioners guide the treatment.
Workflows handle repetitive booking follow-up so your team can focus on the client experience.
The eight workflows run as one sequence, from the first inquiry to the referral thank-you. Each one hands off to the next, so no client is left waiting for a follow-up that never comes.
Treatment of interest, new or existing client, goals, preferred day and time, preferred contact method and two required consent checkboxes.
Consultations receive a confirmation and a reminder by email and SMS. A no-show creates a staff task.
Follow-up continues until your staff mark the plan accepted or declined.
A confirmation email and SMS are sent at the time a treatment session is scheduled.
A check-in after treatment, with a staff task created if the client reports an issue.
A single Google review request follows a day after treatment — one ask, no repeated nagging.
Clients with no rebooking for 90 days are re-engaged, and the workflow stops when a new appointment is booked.
When a referral is on file, a thank-you goes to the referring client.
04 / BUILT FOR CLINICS AND STUDIOS
Organize requests by treatment of interest.
The intake form groups each request by the service the client is interested in, so your team can follow up with the right context.
The benefit is a front desk that always knows what the client asked for: the treatment of interest, the goals they shared and the next appointment are all on the client’s contact record, so any team member can pick up where the last one left off.
✓
Client details on the contactGoals, allergies or notes the client chooses to share, and preferred contact method are stored on the contact record for your team.
✓
Optional photo uploadClients can upload up to five photos with their inquiry. Photos stay on the contact record and form submission.
✓
Two calendarsA consultation calendar (30 minutes) and a treatment session calendar (60 minutes).
TREATMENT CATEGORIES
Requests grouped by service.
The intake form lets clients choose what they are interested in:
Facials & Skin TreatmentsLaser Hair RemovalInjectablesBody TreatmentsWellness & MassageOther
05 / OPTIONAL AI ASSISTANCE
Booking questions answered when you decide.
The aesthetics & wellness solution includes a voice assistant and a conversation assistant that answer from a clinic-process knowledge base and can book on both calendars.
Prepared to answer questions about booking, preparation logistics and policies, and book consultations or sessions once a phone number is connected and approved.
Prepared for text-based booking questions and calendar booking after your team confirms the knowledge base details.
Both assistants are switched off at install and are not connected to a phone number, messaging channel, website widget or call transfer. They answer from clinic-process content only and never advise on treatments. Activating them is your decision, and AI usage is billed separately. Learn more about our AI automation services.
06 / CORE + AESTHETICS & WELLNESS
Core underneath. Client follow-up on top.
Lead lifecycle automation
Lead intake, speed-to-lead, appointment handling, follow-up, nurture, reviews and reactivation from the LeadMagno Core automation foundation.
Consultation to repeat-visit workflows
New client intake, consultation reminders, treatment plan follow-up, scheduling confirmation, check-in, reviews, reactivation and referrals.
One solution, one price discussion: the Aesthetics & Wellness solution already includes the Core foundation, so it is not sold as a separate Core purchase stacked underneath. For an aesthetics or wellness business, that means every new-client inquiry enters the same CRM, gets a fast first response, and is followed up until the client is booked, treated and rebooked.
07 / CLEAR BOUNDARIES
A booking and follow-up system — not a clinical one.
It organizes client communication and front-desk tasks. Clinical decisions, records and payments stay with your practitioners and existing tools.
No clinical records
Client charts, clinical notes and treatment consent forms stay in your clinical systems.
No practice management integration
There is no integration with clinical or practice management software.
No treatment advice or medical claims
Messages and assistants cover booking and clinic process only. Treatment guidance comes from your qualified practitioners.
No payment or membership billing
Payments, packages and memberships are handled in your existing tools. Fee estimates are staff-entered.
No pricing data
Treatment fees are entered by your staff — never generated by the system.
Staff checks stay in place
Treatment completion is confirmed by your team before aftercare follow-up continues.
08 / HOW IT'S DELIVERED
A setup built around your business.
From setup to handover, the implementation follows four steps.
WeSolve Digital sets up the aesthetics & wellness solution on LeadMagno, our CRM and automation platform built on HighLevel, together with the included Core foundation.
We configure it with your business details, sending domain, staff, calendars, knowledge base and cancellation policy.
A full test client journey is reviewed before real clients are enrolled.
Your team takes over with the client journey ready, and the test run proves it end to end.
WeSolve configures the system; your team verifies completed treatments, confirms the knowledge base, and checks the cancellation policy before launch. The test client journey runs end to end before any real client is enrolled.
09 / FREQUENTLY ASKED QUESTIONS
Questions clinics and studios ask first.
Looking to attract more clients? See our aesthetics & wellness marketing case study.
Does it store clinical records or treatment notes?
No. It is a booking and follow-up system. Client charts, clinical notes and consent forms stay in your clinical systems.
Will it give clients treatment advice?
No. Messages and the optional assistants cover booking and clinic process only. Treatment guidance comes from your practitioners.
Does it handle payments or memberships?
No. Payments, packages and memberships are handled in your existing tools.
Do I need to buy the Core foundation separately?
No. The aesthetics & wellness solution already includes the Core foundation, so it is not priced as Core plus a separate add-on.
Are the AI assistants active at setup?
No. They are off at install and need a phone number, channels and your approval before they go live.
AESTHETICS & WELLNESS · WESOLVE DIGITAL
Book a call (opens in a new tab) Keep clients coming back with consistent follow-up.
Talk with WeSolve Digital about the booking, reminder and rebooking workflows that fit your clinic or studio.
WeSolve Digital · Chaparral, Calgary, AB · (587) 815-4730