Med spa booking software that runs under your name

The four places an appointment gets booked

Most booking software is really an online booking page with a calendar attached, and the moment an appointment is created any other way the rules stop applying. Velarya treats all four routes as the same operation, so a walk-in booked at the desk is checked against the same rooms, devices, and provider availability as a client booking at midnight from their sofa.

Walk-ins are worth calling out because most systems make you invent a fake appointment to record one. In Velarya a walk-in is its own object with an arrival time and a status, and it becomes an appointment when it becomes one. If the person leaves before being seen, that is recorded too, which turns walk-in traffic into something you can actually count.

What booking looks like for your clients

Clients pick a service, a provider, and a time, pay a deposit if you require one, and get reminders before the visit. Cards saved in the app make checkout and rebooking fast, and members see their pricing applied automatically when they book.

Multi-service visits work the way clients think about them: book the facial and the tox in one flow, back to back, priced together at checkout. Add-on services attach to the main treatment instead of cluttering your menu as fake standalone bookings. Every service also carries its own online-booking switch, so a treatment that should always start with a consult simply never appears in the public flow while staying bookable at the desk.

The calendar your team runs the day from

The client-facing side is the part people demo. The calendar is the part your team lives in for nine hours a day, and it is where booking software is actually judged.

Each location has its own calendar, its own rooms and devices, and its own staff assignments, so a group is not looking at one merged wall of appointments. Staff see the locations they are assigned to. Time off, blocks, and business hours come out of the same schedule the availability engine reads, which is why blocking an afternoon immediately stops the public flow offering it rather than requiring a second change somewhere else.

Conflict prevention runs on every path an appointment can be created, including the desk. That constraint sounds restrictive and is the point: a front desk that can quietly double-book a laser will do it under pressure, and the person who discovers it is the client sitting in reception.

A calendar that knows how treatments actually work

Aesthetic appointments are not solid blocks. Numbing sits, laser devices get shared between rooms, and a provider is free while a mask processes. Velarya models a service as three separate stretches of time rather than one: the hands-on work at the start, a processing gap in the middle, and the finishing work at the end, plus a turnaround before the room is ready again.

The processing gap is the one that pays for itself. A clinic running injectables with numbing time on a solid-block calendar is throwing away a usable slot on every appointment, and nobody notices because the calendar looks full.

Booking rules that cascade

Booking policy in Velarya is set at three levels: the business, then a location, then an individual service. Anything left unset at a lower level inherits from the level above, so you configure the exception rather than restating the whole policy.

Fees have one more setting worth knowing about. A late-cancel or no-show fee can charge automatically, or it can land in a review queue for a human to approve or waive first, with the reason recorded. That option exists because charging a loyal client for a genuine emergency costs more than the fee is worth, and a system that only knows how to charge automatically forces you to choose between enforcement and judgement.

How do deposits reduce no-shows?

A no-show costs the deposit, so the appointment has weight the moment it is booked. Velarya collects deposits during online booking, keeps cards on file for policy enforcement, and sends email, text, and push reminders as the visit approaches. The clinics that suffer least from no-shows make cancellation friction financial rather than social, and that only works when the booking system collects money up front.

A typical setup: a fixed deposit on injectable appointments, no deposit on consultations, and a reminder the day before. The client who books a Friday tox appointment has already paid toward it, the reminder lands Thursday, and the front desk stops spending mornings on confirmation calls that mostly ring out.

Deposits deal with the appointment that might be cancelled. The one that gets cancelled anyway becomes somebody else’s opening: clients who could not get the time they wanted join the waitlist, and the ones whose treatment, provider, and own calendar actually fit the freed slot are notified so they can take it.

Booking under your brand, not a marketplace

Shared booking marketplaces list your clinic next to every competitor in your zip code, and the client relationship accrues to the marketplace. Velarya takes the opposite position. Every plan comes with an app, and the only question is whose name is on it: on the entry plan your clinic sits inside the Velarya app, which rebrands to your practice, and on Signature your clinic gets its own app in the app stores, with your icon, your name, and an Apple Developer account you own. We wrote up what that normally costs to build from scratch in what a custom med spa app really costs.

Part of one system, not a point solution

Booking feeds everything else in Velarya. The appointment carries the consent form and the chart. Checkout knows the member price. The loyalty program credits the visit, retention tools bring the client back for the next one, and everything lands on the same client profile. If you run more than one site, multi-location support keeps each location’s calendar, rooms, and staff separate under one account.

What is included and what differs by plan

Booking is part of the platform rather than a module, so deposits, reminders, walk-ins, resource scheduling, and processing-time gaps are not upsells. Payment processing runs at Stripe’s standard rates with nothing added on top by Velarya.

The current plans, what each one costs, and the exact provider cap are on the pricing page. If you are still comparing the market, we broke down what other platforms charge in how much med spa software actually costs.