CRM for beauty clinics

An aesthetic medicine clinic is constantly juggling numerous processes: scheduling clients, including all possible rescheduling and cancellations, monitoring specialist workloads, tracking inventory levels, and much more. Managing all of this manually is incredibly difficult, often leading to errors and delays. While this approach may have worked in the past, it's no longer viable in today's highly competitive environment. To succeed in the beauty industry today, you need to automate and optimize routine tasks.

What tasks does a CRM solve for an aesthetic medicine clinic?

When creating a CRM, we take into account your clinic's individual business processes, ensuring the system's functionality isn't limited to standard modules and can solve virtually any task.

As an example, we will give the main functions that can be implemented:

• Planning tools. Your clinic will have access to online booking, reminders, and technician availability monitoring. The planned appointment time will be automatically entered into a single calendar, with the option to reschedule, cancel, or replace the technician.
• Monitor technician availability. Using a unified scheduling system, you'll always be aware of your staff's workload and be able to effectively manage client traffic.
• Automatic notifications for technicians. After a new visitor is scheduled, information is automatically sent to the technician so they can schedule their work hours.
• Client database management. The CRM stores data on each client and all information about their interaction history: how many times they visited the salon, when they last visited, what services they used, contact information, and more.
• Automatic mailings. Using customer data, you can set up automatic invitations for follow-up procedures.
• Materials management. A system for tracking cosmetics and other tools will help prevent warehouse shortages.
• Integrations. The ability to integrate CRM with social media, your website, telephony, external portals, and services will ensure you never miss a customer, and will also contribute to improved and automated marketing.
• Collecting analytics. Tracking analytics data will help you better understand your customers and their preferences. Using this information, you can make sound management decisions to grow your business.

What types of CRM systems are available for aesthetic medicine clinics?

There are two main types of CRM systems that can be used in the beauty industry.

The first is packaged customer relationship management systems. Most of them are distributed as SaaS, meaning they require a monthly fee for use. These solutions are typically relatively inexpensive and can be integrated into a business in a matter of days. They offer impressive functionality, but their solutions are rather superficial, as they are designed for "everyone" - for beauty salons, retail businesses, agricultural companies, and many others. Because of this, even with a huge number of modules, these CRMs are ineffective.

The second type is custom CRM . This is the complete opposite of the first option. They often have limited functionality, but it's tailored to your company's specific needs and includes all the necessary integrations. This way, you get the most effective solution with a user-friendly interface, uncluttered with unnecessary modules, that's easy to learn and comfortable to use in your daily work.

The second option will require a significant investment and time, but in return you will receive a tool that can take your business to a whole new level.

AvadaCRM team has extensive experience developing CRM systems for the beauty industry. We developed CRM Helper - a flexible, scalable, and user-friendly CRM system specifically for beauty salons, barbershops, and private stylists. The system automates key business processes: online client booking, scheduling, client database management, inventory control, financial reporting, and loyalty programs.

In this project, we conducted an in-depth industry analysis, designed a user-friendly UX/UI, implemented all functionality with the ability to customize it to meet the needs of each salon, and ensured operational stability through rigorous QA testing. The result is a ready-to-use SaaS product, successfully launched on the market, which is already helping beauty businesses optimize operational processes and increase efficiency.

How does the development process work?

CRM development for beauty clinics is carried out using specialized methodologies. We prefer SCRUM, which is based on the idea that the product is developed in short 10-14-day sprints and improved with each new iteration.

This approach allows for closer communication with the client - the customer always knows what work is currently being done, what the expected result is, and what the deadline is. Furthermore, working with SCRUM, both specialists and the client always have room for new ideas, which can be easily implemented at any stage of the project.

Beyond methodologies, there are other stages of development. Let's look at six of the main ones in more detail.

Step 1. Collecting information

Our specialists first conduct research. At this stage, they need to understand the client's clinic's business processes, their experience with third-party solutions, and their expectations for the new CRM. To do this, they organize online or in-person meetings with the client or their representatives, where every issue is discussed in detail.

Stage 2. Design, documentation and technology selection

Next, based on the information received, a concept for the future CRM and its prototype are formed, which includes:

• mockups of pages and interfaces;
• navigation system;
• list of technologies to be used;
• description of functions;
• implementation plan.

After this, the prototype is presented to the client and, if necessary, supplemented with new ideas and possibilities.

Stage 3. Design development

Despite the CRM system's multitasking, its interface must remain user-friendly and intuitive. This is the responsibility of a UI designer, who creates a customized environment that takes into account the client's functionality, brand book, approved structure, and usability.

Stage 4. Programming

Technical development of a CRM is one of the most labor-intensive stages, during which all the system's functionality is implemented. It's worth noting that it's often difficult for clients to evaluate this work until the project is fully operational.

Therefore, to ensure high-quality communication, team leads are involved in the delivery of such sprints, who can answer any client questions and provide recommendations, if appropriate.

Programming consists of two parts:

• Frontend. Creation of the CRM client side based on previously approved design mockups. The following technologies are used for mobile app development: Swift for iOS, Java/Kotlin for Android, or the cross-platform Flutter framework and Dart language. For web apps, static HTML/CSS/JavaScript technologies or reactive frameworks such as Vue.js/React.js can be used.
• Backend. This is the server part of the project, responsible for all functionality, external integrations, and database interactions. The technologies used for backend development also depend on the chosen platform: for desktop applications, these can be C/C++/C#/Python/PHP, as well as Django/Flask and Yii2/Laravel frameworks. For web applications, these are Python/PHP/Node.js, as well as Django/Flask and Yii2/Laravel frameworks.

Step 5. Testing

During the testing phase, QA engineers check to see how well the functionality actually works as expected and, if any discrepancies arise, they file a bug report and return the CRM to the responsible specialists for revision.

In practice, testers are not brought into the project at the end of development, but participate in every sprint. This helps minimize the cost of bug fixes and detect problems before they significantly impact the project. At the end of implementation, acceptance testing is additionally performed, which demonstrates the CRM system's readiness for release and deployment within the company.

Stage 6. Technical support and development

Even with the most thorough testing, users may encounter unexpected errors when using the CRM in real-world conditions. This happens because it's simply impossible to anticipate every possible application use case. In this case, please report the issue to us, after which our developers will determine the cause and quickly resolve it through technical support. The key to CRM is that it helps businesses grow and develop. Consequently, over time, you may need to expand existing functionality. To bring these ideas to life, our developers study new requirements, design a solution, and create an update. The patch is then tested on our servers and installed on your system.

CRM development for an aesthetic medicine clinic in AvadaCRM

A customized CRM will help automate most processes in your clinic and relieve staff of routine work. Administrators will no longer have to remember when to call a client to remind them of an appointment, who has what appointment time, and which specialist is available. The CRM will handle all this work automatically. Consequently, your clients will receive higher-quality service and be more likely to return.

AvadaCRM specializes in the design and development of CRM systems for various business sectors. Our experience, combined with innovative technologies, allows us to implement projects of any complexity.