Multi-location med spa software that scales cleanly
One account, one client record, one app. Per-location control over staff, rooms, schedules, and phone numbers.
Velarya runs multi-location med spas on one account: each location keeps its own calendar, staff assignments, rooms, and phone number, while ownership sees every location's schedule, clients, and revenue in one dashboard. One app serves every location instead of one app per site, and a client who visits a second site is recognised there with their membership and points intact.
One account, per-location everything
Multi-location failure has one usual cause: software that treats a group as either one big clinic or several unrelated ones. One big clinic means every location sees every calendar and the schedule becomes noise. Several unrelated ones means duplicate client records, staff with three logins, and reporting done in a spreadsheet at midnight.
Velarya models the business the way it is actually shaped. Locations live under one business. Staff are assigned to the locations where they work, with a primary home base. A manager who floats gets business-wide access instead of a second account. Each location keeps its own client-facing phone number, its own rooms and devices, and its own calendar.
What stays central and what stays local
Central to the business | Local to each location |
|---|---|
Client records, visit history, and memberships | Calendar and availability |
Service menu and pricing structure | Staff assignments and schedules |
Branding and the patient app | Rooms, equipment, and capacity limits |
Revenue reporting and dashboards | Client-facing phone number |
Roles and permission policy | Walk-ins and day-to-day front desk flow |
A client who books at your second location is the same client, with the same membership, points, and history. Nothing about them re-registers.
How do permissions work across locations?
Access in Velarya is role-based and location-aware. The four built-in roles cover most teams, and custom roles cover the rest, down to who may view or adjust a client’s wallet. Each permission grant is scoped: this location, these locations, or business-wide. That is the difference between a system for a group and a single-site product with a location dropdown bolted on.
One app for every location
Clients use one app, pick their location, and everything follows them. That holds on Essentials, where your clinic sits inside the Velarya app rebranded to your practice, and on Signature, where your group gets its own app in the app stores under your own name. You never publish or maintain one app per site, and the group’s brand stays singular, which is exactly what makes retention tooling compound across locations: one points balance, one membership, valid wherever the client walks in.
What actually happens when you open location three
The question worth asking a vendor is not what a location costs. It is how much work a new location creates, and what breaks when you have five. Here is what adding one involves.
Opening a new location | What it takes in Velarya |
|---|---|
Client records | Nothing. Clients are already business-wide, so an existing client walks into the new site and is recognised, membership and points intact. |
Service menu and pricing | Inherited from the business, then overridden per location only where that location actually differs. |
Staff | Assign existing staff to the new site. Someone who floats gets business-wide access instead of a second login. |
Rooms and devices | Defined per location, because the new site’s treatment rooms are not the old site’s. |
Phone number | Its own client-facing number, so calls route to the site the client is actually visiting. |
The app | Nothing. One app already covers every location; clients pick theirs when booking. |
Reporting | Nothing. The new site starts contributing to the same business-wide picture immediately. |
The plan matters in one place: the entry plan caps how many service providers you can run across the whole business, and Signature and Enterprise are unlimited. Most groups past two sites clear that cap, which is where the decision usually lands. Plans and the exact cap are on the pricing page, and we covered what the rest of the market charges in how much med spa software actually costs.
Rooms, devices, and capacity at every site
Each location defines its own rooms, shared equipment, and capacity limits, and the booking engine enforces them on every path an appointment can be created: online booking, front desk, and walk-ins. Location two’s laser schedule never depends on location one’s discipline.
Reporting the owner actually reads
Revenue reporting spans the business with every location contributing to one picture, so comparing sites is a filter, not an export. Day to day, each location’s team works inside its own slice without wading through the whole group’s noise.
Commission tracking follows the same structure. Each provider’s numbers accrue where the work happened, so an injector who covers two sites gets one clean statement and the owner sees which location the production actually came from.
Growing into it, not out of it
Single-location clinics on Velarya do not migrate when they open a second site. They add a location, assign staff, and the structure is already there: the permissions, the shared client record, the one app. That is the cleanest test of multi-location software, and it is the reason the platform is priced to make the second location an increment instead of a re-purchase. If you are moving a group off an incumbent system, switching without losing client data covers what that actually involves.
Frequently asked questions
What is the best software for a multi-location med spa?
The one that separates what should be central from what should be local. Client records, memberships, branding, and reporting belong to the business; calendars, staff, rooms, and phone numbers belong to each location. Velarya is built on exactly that split, with role-based permissions that can be scoped per location or granted business-wide.
Can I manage multiple med spa locations in one app?
Yes. Ownership and managers work from one dashboard covering every location, and clients use one app where they pick their location when booking. Staff see the locations they are assigned to, and people who float between sites can be given business-wide access instead of juggling separate accounts.
Do I need a separate app for each location?
No. One app covers all your locations. On the entry plan that is the Velarya app rebranded to your practice, and on Signature it is your clinic’s own app in the app stores. Clients choose their location inside the app, and their profile, membership, and points follow them. Adding a site never means building or maintaining a second app.
How do permissions work across locations?
Access is role-based and location-aware. A front desk hire can be limited to one location, a lead injector can work at two, and an operations manager can hold business-wide access across all of them. Custom roles let you define exactly what each tier of staff can see and do, including who can view or adjust client wallets.
What does multi-location med spa software cost?
Velarya publishes its plans rather than quoting per group, so you can work the number out yourself on the pricing page instead of sitting through a call. The one variable that decides the plan for most groups is the service-provider cap: the entry plan caps how many providers you can run across the business, and Signature and Enterprise are unlimited.
Can I add a location as the group grows?
Yes, and it is a subscription change rather than a new contract, because every plan is month to month. Operationally the new site inherits your client records, service menu, and app on day one, and you define only what is genuinely local to it: its rooms, its devices, its staff assignments, and its phone number. Data import and 1:1 onboarding apply to the new location the same as the first.
Is client data separated appropriately between locations?
Client records are shared across the business so a client can visit any location without re-registering, while access to those records is controlled by role and location scope. Clinical records are encrypted, and views and changes are audit-logged, which is the structure HIPAA-covered group practices need.
How does data migration work for a group with multiple sites?
Velarya includes free data import and 1:1 onboarding for most clinics. Groups with many locations or an unusually large amount of data are the stated exception, and they are scoped honestly during the demo before any commitment, so you know exactly what the migration involves rather than finding out afterward.
Ready to see it on your own med spa?
We’d love to give you a personalized tour and answer all your questions.