Aesthetics Clinic Booking Setup: Consent, Deposits and Records

Aesthetics Clinic Booking Setup: Consent, Deposits and Records

To set up online booking for an aesthetics clinic, define your services and appointment times first, then connect the booking to the right practitioner, deposit rules, pre-visit paperwork and client record. Test the complete journey before sharing the booking link. This guide is for Australian clinic owners and practice managers organising that workflow.

What to prepare before you start

• A current service menu with consultation and appointment durations.

• Practitioner availability, preparation time and time to complete records.

• Clear prices, deposit amounts and cancellation information.

• Professionally reviewed health questionnaires, treatment consent and separate photo permissions where needed.

• A plan for checking each booking and its associated visit record.

Software can organise paperwork and records. Your clinic remains responsible for reviewing its wording, suitability and professional obligations with the appropriate advisers.

1. Build a service menu around the actual appointment

Name each bookable service clearly and explain what the client is booking. Separate a consultation from a treatment appointment when they are different services in your clinic. Set durations from your real operating process, allowing time for preparation, discussion, documentation and room reset.

Illustrative example: if a consultation takes 20 minutes and the practitioner needs another 10 minutes for notes and preparation, plan a 30-minute allocation. These figures demonstrate the calculation; they are not a clinical recommendation or a claim about typical appointment lengths.

Check any optional extras and packages carefully. A client should be able to understand the total price and expected appointment duration before confirming.

2. Check practitioner availability and booking rules

Enter the hours each practitioner actually works and check which services they can accept. Review how your chosen system handles breaks, leave, preparation time and short-notice bookings. Do not assume that a slot shown as empty is ready for every service.

Test the longest appointment, a booking near closing time and two consecutive appointments. Confirm that the calendar gives the team enough time to do the work and complete the record.

3. Keep booking terms and treatment paperwork clear

Show deposit and cancellation information during the booking journey. Separately, decide when the client receives a pre-visit health questionnaire, treatment-specific consent and any photo-permission request. Ask your professional advisers to review the wording and process rather than treating a software template as a guarantee.

In ZibaDesk, the clinic suite on Ultra includes pre-visit health questionnaires, consent forms with e-signature and photo consent. Use the paperwork relevant to the appointment and have the team check what is complete before the visit. A confirmed booking should not be treated as evidence that every required form has been reviewed.

For the product overview, see ZibaDesk aesthetics clinic software.

4. Test deposits, payments and reminders

Decide which appointments require a deposit, how the amount is shown and how staff will handle a cancellation or reschedule. Check the actual payment and refund workflow with your provider before publishing promises about it.

ZibaDesk supports Stripe card payments, Tyro EFTPOS and SMS, WhatsApp and email reminders. Configure only the channels your clinic intends to use, check any messaging costs, and test the wording and timing. Make sure the confirmation clearly identifies the appointment and gives the client a practical next step.

Where you use Xero sync, include reconciliation in your test: compare a sample sale with the corresponding accounting entry. Confirm the details with your accountant instead of assuming every adjustment is handled automatically.

5. Connect the appointment to a complete visit record

Plan who checks pre-visit paperwork, who documents the appointment and who reviews the record afterwards. The team should be able to find the correct client and visit without searching through disconnected tools.

ZibaDesk Ultra includes per-visit treatment notes with an injection map, clinical and before-and-after photos, and client records exportable as a PDF. Use only the tools relevant to the appointment. This is a guide to software organisation, not instructions on administering a treatment.

If you use the optional AI Assist add-on, treat its session notes as drafts requiring human review. Check the resulting record for accuracy and completeness; a draft is not a clinical decision.

6. Run a complete booking test before launch

1. Open the booking page on a phone and choose a service.

2. Check the available practitioner and appointment time.

3. Review the displayed price, deposit and cancellation information.

4. Complete a test booking using clearly identified test details.

5. Check the calendar entry, confirmation and any payment record.

6. Test delivery of the relevant pre-visit paperwork and reminders.

7. Check that staff can find the correct visit and export a sample record where needed.

Also test an unavailable time and a reschedule. Fix anything confusing before adding the booking link to your website and social profiles. Review the first real bookings with your team and adjust the workflow from what you learn.

Which ZibaDesk plan fits this workflow?

The aesthetics clinic consent and treatment-record tools described here require Ultra. ZibaDesk’s listed monthly plans are Free at A$0, Pro at A$19.99 and Ultra at A$39.99. Pricing is per business, with staff limits depending on the plan. AI Assist is optional; check the current pricing and any messaging or payment costs before choosing.

The 14-day no-card trial is a Pro trial. Do not assume it includes Ultra clinic features. Confirm the access you need when evaluating the clinic workflow.

Review ZibaDesk pricing and plan details, then create your ZibaDesk account to start with the free plan or 14-day Pro trial.