AI for med spa groups
AI can take lead response, consult booking, membership follow-up and location reporting off your front desks and central team. Fixed Labs builds these workflows inside Zenoti, Boulevard or the platform you run, then runs them after launch. We work with multi-location med spa groups and aesthetics platforms: established businesses doing $5M+ in revenue, many of them PE-backed.
A first workflow
We measure
Time to first response, and leads booked into consults with a deposit.
Today
Leads from ads, web forms and social messages wait for a front desk that is busy checking clients in.
With AI
The workflow answers each new lead right away with approved information and books a consult with a deposit.
Who approves
Treatment questions go to a licensed provider. The workflow never says whether a treatment is right for someone.
Built around systems like
We work with CEOs, COOs and CFOs of multi-location med spa groups and aesthetics platforms. Single studios are not our fit. Central teams run marketing and finance across locations that each work differently. Triggers include an acquisition on another platform, a call center behind on leads, or location reports built by hand.
Paid leads go cold while front desks juggle check-ins and calls. Consults get booked without deposits, then no-show. Memberships lapse when a card fails and nobody follows up. Location reports take days to build by hand. After every acquisition, staff re-key clients and memberships into a new platform.
Workflows
Today
Leads from ads, web forms and social messages wait for a front desk that is busy checking clients in.
With AI
The workflow answers each new lead right away with approved information and books a consult with a deposit.
Who approves
Treatment questions go to a licensed provider. The workflow never says whether a treatment is right for someone.
We measure
Time to first response, and leads booked into consults with a deposit.
Today
Front desks confirm appointments when they have time, and empty chairs show up on the day.
With AI
The workflow confirms each appointment, collects missing intake forms and offers open slots to a waitlist when someone cancels.
Who approves
The location manager approves fee waivers and any exception to the cancellation policy.
We measure
No-show rate, and same-day cancellations refilled.
Today
Failed membership payments and unused credits sit in reports until someone has time to call.
With AI
The workflow contacts members with failed payments or unused credits, books their next visit and logs every contact.
Who approves
The location manager approves pauses, cancellations, credits and any change to membership terms.
We measure
Failed payments recovered, and membership churn by location.
Today
The central team exports data from each location and builds the weekly report in spreadsheets.
With AI
The workflow pulls bookings, revenue, retail and provider utilization from each location into one weekly report and flags outliers.
Who approves
The CFO or COO reviews the report before it goes to owners or lenders.
We measure
Hours to build the weekly report, and days until it is delivered.
A first engagement
Most groups start with lead response and consult booking, or membership follow-up, because both tie straight to revenue. A first workflow usually reaches production in three to six weeks, built with your operations lead, a regional manager and your marketing lead. A licensed provider approves anything clinical, and a manager approves any credit, fee waiver or policy exception.
We work inside the software your team already uses. No rip-and-replace.
Discover
Trace a lead from first click to booked consult to treatment, and note where it waits.
Pull the lists: unbooked leads, no-shows, failed membership payments and lapsed clients.
Compare how each location runs bookings, deposits and memberships, especially recently acquired ones.
Separate front desk work from anything clinical, which stays with licensed providers.
Build and run
Build inside Zenoti, Boulevard or your current platform, so front desks keep working in one place.
Write booking rules, approved answers and follow-up schedules down with your operations and medical leads.
Run the first workflow at a few locations, then roll it across the group once it holds up.
Report monthly by location on response time, bookings, no-shows and membership follow-up.
Start with lead response and consult booking, appointment confirmation and membership follow-up, because paid leads and recurring revenue slip there first. Weekly location reporting suits the central team. Each runs on rules your front desks already follow and shows up in numbers you track by location. Clinical questions stay with licensed providers.
A first workflow usually reaches production in three to six weeks. The range depends on access to your booking platform and how settled your booking, deposit and membership rules are. Groups on one platform move fastest. Locations still on an acquired company’s system usually come later, as they migrate.
Each workflow has a fixed build fee and a monthly fee to run it. We quote both after discovery, once we know your platforms, location count, lead volume and how much review the work needs. You see the full price before any build starts. The monthly fee covers monitoring, fixes and updates as your offers and rules change.
No. Licensed providers keep every clinical decision, including whether a treatment is right for a client. AI takes the repetitive preparation and follow-up: answering leads with approved information, confirming visits, collecting forms and working membership lists. Front desk teams keep the in-person experience. Anything clinical goes to a provider.
Each workflow gets only the access it needs, through accounts your group controls. Treatment records stay in your platform or EMR, and we document what each workflow can read and change. Your IT partner reviews that design during discovery. Clinical questions and anything outside approved messages go to a person. Specific data terms go into the agreement.
A 15-minute discovery call. We learn how the work runs today and tell you honestly whether AI can take it on.
Book a discovery call