Esthetician Booking Software
Clients book, pay a deposit, and show up - without the back-and-forth
Booking is where the client relationship starts. Clients self-book from your branded site, pay configurable deposits, and receive email and SMS reminders with a cancel link that respects your cancellation window. Buffer times protect your setup between services. Google Calendar syncs in real time. Cancellation policies apply automatically. You focus on skin care, not scheduling admin.
Why booking software alone is not enough
Scheduling tools solve one problem: getting an appointment on the calendar. But for estheticians, that is only the beginning. What happens after the booking matters more -- the intake, the notes, the treatment plan, the follow-up, the rebooking. A calendar on its own carries none of it.
The result: you spend hours on manual admin, clients drift away after one visit, and your revenue stays tied to how many new people you can attract instead of how much value you create for existing clients. Read more about why clients do not come back and how to fix it.
What SpaSphere booking includes
Online Booking
Clients self-book 24/7 from your branded site. No DMs, no phone calls, no back-and-forth.
Deposits and No-Show Protection
Configurable deposit percentage applied to every booking, and cancellation windows that apply automatically.
Treatment Plans
Enroll a client in a multi-session plan with wait times between sessions. She's emailed when her next session is ready to book.
Intake Forms
Forms linked to each service are completed as part of booking, and responses are saved to your client's record before she arrives.
Skin SOAP Notes
Structured clinical notes linked to every appointment. Track progress across treatment plans.
Sophie Daily Brief
Know who is coming, what they need, and what to recommend -- before your first appointment.
Automated Reminders
Email and SMS reminders before every appointment, with a cancel link that respects your cancellation window.
Buffer Times
Protect setup and cleanup time between appointments. Each service gets its own buffers -- no rushed sessions.
Calendar Sync
Real-time Google Calendar sync. Your SpaSphere appointments appear on your Google Calendar automatically.
Branded Website
Professional booking site with your domain, your colors, and mobile-optimized design.
What happens after the booking matters more
The appointment is one part of the client relationship. Her intake is on file before she arrives. After the treatment, your assessment becomes her skin plan, and your note can go home as a visit summary with your products and recommended next visit. On a treatment plan, she hears when the next session is ready to book. Read more on moving from single appointments to treatment plans.
Compare before you switch
If you are evaluating booking tools, review side-by-side breakdowns to surface hidden costs, missing features, and limitations.
What changes when booking actually works
Frequently asked questions
What should esthetician booking software include?
Good booking software for estheticians goes beyond scheduling. It should include deposits, automated reminders, treatment plans, clinical notes, and client retention tools in one platform, with no feature gates. SpaSphere combines all of these with AI insights specifically designed for how estheticians work.
How is SpaSphere different from generic booking tools?
SpaSphere books, takes deposits and sends reminders, and it carries on after the appointment. Intake forms linked to each service are completed as part of booking and saved to your client's record. After the treatment, your assessment becomes a skin plan she takes home, and your SOAP note can go out as a visit summary. On a treatment plan, she's emailed when her next session is ready to book.
Can I migrate from GlossGenius, Vagaro, or Square?
Yes. Our team moves everything for you within 48 hours: clients, services, products, and appointment history. From Vagaro, GlossGenius, or Square, client notes, SOAP notes, and treatment photos come across too. If you'd rather do it yourself, you can import by CSV or use Import From Anywhere to map a file exported from any platform.
Does SpaSphere support deposits and no-show protection?
Yes. Configure a deposit percentage that's applied to every booking, set cancellation windows, and send automated email and SMS reminders before the appointment. The reminder includes a cancel link that respects your cancellation window.
Can clients book treatment plans online?
You enroll a client in a treatment plan at checkout or from her profile. From then on, her plan shows in her client portal with each visit's status, she's emailed when the wait time for her next session has passed, and a Book button opens that session's booking page when it can be booked online.
Does it sync with Google Calendar?
Yes. Every appointment you take in SpaSphere pushes into your Google Calendar in real time, so your work schedule sits next to personal events without checking two apps. Sync is one-way - events you create directly in Google Calendar don't sync back into SpaSphere yet.
Can I set different rules for different services?
Yes. Each service has its own duration, buffer time for setup and cleanup, intake form, and client pre-care/post-care instructions. A 90-minute facial and a 30-minute brow wax don't need the same setup time or the same intake.
What happens when a client cancels last minute?
Your cancellation policy applies automatically. If you require deposits, they are retained per your policy. The open slot becomes available for rebooking immediately.
How much does esthetician booking software cost?
SpaSphere is $139/month with no contracts. Every feature on the plan is included, with four team members and no tiers. Card payments run at Stripe's standard rates with no SpaSphere markup.
Booking that builds your business
Start your $1 trial today. Switching from another system? We move everything for you, within 48 hours.