One platform instead of a stack of apps
Most clinics stitch together a booking app, an e-signature service, spreadsheets, a phone camera roll and a notes template. ZibaDesk does each job in one place, on the client's record.
How a visit runs in ZibaDesk
Every step leaves a record on the client's file, so the next practitioner starts where the last one finished.
Books online
The client picks a treatment, a practitioner and a time on your booking page or your own website. Deposits, full prepayment or a saved card are taken through Stripe when you ask for them.
Completes forms at home
The confirmation arrives by SMS, WhatsApp and email with a secure link. New clients fill in the health questionnaire, returning clients confirm nothing has changed, and every consent form the treatment needs is read and signed on their phone.
Arrives and is treated
The Clinic Center shows who has arrived, who is waiting and who is in a room. The practitioner opens the record, checks the questionnaire and consent, charts the doses and takes the photos.
Pays and rebooks
Today's doses flow straight to the POS at their unit prices, alongside any skincare sold. Memberships and gift cards redeem at the counter, and the next session in the course is booked before the client leaves.
Followed up
The session note is drafted, edited and signed off. Reminders go out before the next visit, and the client can confirm, reschedule or message the clinic from their booking link.
Everything an aesthetic clinic needs
Grouped the way a clinic day actually runs.
Before the visit
The paperwork is done before the client walks in.
Online booking built for clinics
Service menu, practitioner choice, next-available times, a booking policy with a cancellation cutoff, and a page you can embed on your own website.
Pre-visit consent forms
Set a default consent form plus the forms each treatment requires. The booking requests them automatically and the client signs each one separately, initialling every point.
Health questionnaire
New clients complete the full questionnaire before their first visit. Returning clients confirm nothing has changed, and every answer is versioned on the record.
Confirmations and reminders
SMS, WhatsApp and email, sent in your clinic's language and local time. Clients reply Y to confirm, and the forms link comes with the confirmation.
Deposits and prepayment
Take a deposit, the full price or a card on file at booking through Stripe, so the chair is protected before the day.
In the treatment room
Clinical records a practitioner can trust.
The clinical record
Medical history, allergies, questionnaire answers, consents, charts, plans, photos and notes on one client record, shown only to admin and manager logins.
Treatment charts
Chart types for injectables and other procedures, each with its own drugs, dose ranges, routes and unit prices. Log every administration and sign it off.
Treatment plans and courses
Map a six-session course, track which session the client is up to, and link each session to the chart entries logged during it.
Before-and-after photos
Photos taken at each visit are stored encrypted and filed by client and treatment, ready to compare side by side.
AI Assist session notes
Record the session with consent or dictate a summary. A structured draft note comes back for the practitioner to edit and a supervisor to sign off.
At the front desk
Fewer clicks between arrival and payment.
Clinic Center
Arrivals, the waiting list, walk-ins and treatments in progress on one screen. Tap any appointment to open it.
Treatment rooms and devices
Assign rooms and devices to appointments, cap online bookings at the number of rooms you have, and get a warning when a device is already booked.
Charge today
Doses charted in the room become POS lines at their unit prices. Add retail skincare, take payment and print the receipt.
Memberships
Membership tiers with included treatments and member pricing, billed weekly, fortnightly or monthly to a card through Stripe.
Gift cards and packages
Sell gift cards and treatment courses at the counter. Clients can redeem a gift card when they book online.
Running the clinic
One view across practitioners and locations.
Multiple locations
Each clinic keeps its own staff, rooms, hours and clients, with a location switcher and reports you can filter by site.
Practitioners and rosters
Rosters and the services each practitioner offers, with a calendar that shows every practitioner's day.
Reports
Sales, services, practitioner performance, commissions and clients, per location or across the group.
Ten languages
Staff can use ZibaDesk in English, Persian, Arabic, Vietnamese, Korean, Chinese, French, German, Spanish or Filipino, each on their own device.
iPad, phone and web
Apps for iPad, iPhone and Android plus the web. Keep working through an internet dropout and it syncs when you are back.
AI that writes the note, not the treatment plan
AI Assist turns a recorded or dictated session into a structured clinical note in seven sections. Audio is transcribed on infrastructure we run in Australia and deleted straight after, and only a de-identified transcript is used to write the draft. A person accepts every note.
How AI Assist works- Seven sections, from presenting concerns to aftercare and follow-up
- Supervisor sign-off, ideal for training clinics
- A$19.99 per location per month, no per-note charges
Built for sensitive clinical data
Encrypted clinical files
Signed consent forms, signatures and before-and-after photos are stored encrypted, apart from the everyday booking data.
Role-restricted records
Front-desk logins see bookings and payments. The clinical record is shown only to the roles you trust with it.
Backed up every night
The clinic's data is backed up nightly, with an off-site copy kept as well.
A record of who did what
Consents show who signed and when, notes show who accepted and signed them off, and key actions are logged.
Made for
- Cosmetic and injectables clinics
- Skin and dermal clinics
- Laser and IPL clinics
- Medispas
- Cosmetic nurses and doctors
- Student training clinics
- Multi-location clinic groups
- Skin and beauty therapists
Frequently asked
- What makes ZibaDesk aesthetic clinic software rather than a salon booking app?
- Clinic mode adds the clinical side a booking app does not have: a health questionnaire, consent forms with e-signatures, treatment charts with dose logs and sign-off, treatment plans, encrypted before-and-after photos and AI-drafted session notes, all on the client record.
- Can clients sign consent forms before they arrive?
- Yes. Set a default consent form and the forms each treatment requires. When the client books, the confirmation includes a secure link where they read and sign each form on their phone. You can also add or remove forms when staff make the booking.
- Can we use our own consent forms?
- Yes. Upload your own PDF and place tags such as {Patient-Name} and {Patient-Signature} where details and signatures belong, or start from the built-in treatment templates. Signed copies are filed on the client record with no per-signature fees.
- How does the health questionnaire work?
- New clients complete it online before their first visit. Returning clients are asked to confirm nothing has changed, and any update creates a new version, so earlier answers are kept. A senior practitioner can review and sign off each submission.
- Can we charge for the doses we chart?
- Yes. Each chart type holds unit prices for its drugs and procedures, and Charge today turns the doses logged in the room into POS lines, ready to take payment alongside retail products.
- Does it work for a clinic with several locations?
- Yes. Each location has its own staff, rooms, hours and clients, the booking page lets clients choose a location, and reports can be viewed per location or for the whole group.
- Which plan includes the aesthetic clinic features?
- The aesthetic clinic suite is part of the Ultra plan. AI Assist is an optional add-on at A$19.99 per location per month. See the pricing page for current plan prices in your currency.
- Do you support Australian clinics locally?
- ZibaDesk is built and supported in Australia, and messages, reminders and reports run on your clinic's local time.