Case study · 03 · Practice management platform
The operating system for a modern med spa.
Start something like thisThe short version
Clients book and sign for themselves. The team runs the whole clinic from one place.
The problem
Booking apps, stock spreadsheets, paper consent forms and a separate email tool, none of them talking.
What I built
A client portal with online booking and e‑signed consent, plus a console with a workspace for each of five roles.
Why it works
Rules like double-booking and permissions are enforced in the database, not just the interface.
0
Back-office modules
0
Staff roles, each with its own workspace
0
Portals: the team console and the client portal
0/7
Online booking and e-signing
Veloura runs an aesthetics clinic from one place. Clients create an account, sign their consent form electronically and book their own visits; the team schedules providers and rooms, keeps rich client records, sells memberships, manages stock and runs marketing, each person seeing exactly the workspace their role needs.
The challenge
A typical clinic stitches its business together from a booking app, a spreadsheet for stock, paper consent forms and a separate email tool. Clients get a patchy experience, front-desk staff re-key the same details, and the owner can never see the whole business in one place.
The goal was one platform that gives clients a beautiful way to book and sign up, and gives every member of the team a workspace that matches their job, without anyone leaving the system to get something done.
The approach
Veloura has two front doors. Clients get a portal where they sign up, review and e-sign their consent and medical history, book a treatment with live availability, and manage visits, memberships and billing. The team gets a console with a workspace for each of five roles: owner, practice manager, provider, front desk and marketing.
Everything runs on a real database with row-level security, so permissions and double-booking rules are enforced at the data layer, not just hidden in the interface. A client sees only their own records, a provider sees their own schedule, and the owner sees the whole practice.
What's inside
Booking, consent, records, payments and marketing all hang off the same client record, so each part makes the others more useful.
01 · Online booking
Clients choose a treatment, a provider and a time from live availability worked out from provider hours, rooms and existing bookings. Confirming takes one tap, and the visit lands in their account and on the team's calendar straight away.
02 · E-signed consent
New clients create an account, then review and sign their consent and medical history electronically before their first treatment. The signed form is filed on their record, and the team can see at a glance who is cleared and who is not.
03 · Scheduling
A day, week and month calendar that understands providers, rooms and treatments. Double-bookings are refused by the database itself, and appointments can be dragged to a new time when plans change.
04 · Client records
Visit history, favourite treatments, upcoming appointments, consent status, notes and follow-up tasks all live on one profile, with before-and-after photo records alongside. Whoever opens it sees the whole story.
05 · Growth
Campaigns go to client segments and report opens, clicks, bookings and revenue. Memberships, reviews and referrals sit alongside, so the clinic can see which marketing actually fills the calendar.
06 · Control
The owner, practice manager, provider, front desk and marketing coordinator each see different pages, widgets and actions. Permissions are enforced in the database, so a provider can't open payments and a client can only ever see their own record.
In motion
The full tour is playing at the top of the page; these are the parts worth slowing down for. They play on their own, one after another, or pick one from the list.
Walkthroughs01 / 04
Gallery
Click any screen to see it full size, then use the arrow keys to move through the set.
Mobile
Clients book from their phones and the team works between treatments, so every screen adapts and navigation collapses into a tab bar.
How it fits together
AI that does the heavy lifting, and people who stay in control of the relationship.
01
Double-bookings and permissions are enforced by the data layer, so the rules hold no matter how a request arrives, not just where the interface happens to hide a button.
02
Open slots come from provider hours, room availability and existing appointments, so clients only ever see times the clinic can really honour.
03
Clients are asked to sign before their first visit, and the status sits on their profile, so nothing depends on someone remembering to chase a form.
04
History, notes, consent, purchases and photos hang off a single profile, so the front desk, the provider and the owner are always looking at the same story.
05
Five roles see different pages and widgets, so people are shown what their job needs and nothing that isn't theirs to touch.
06
The client portal feels like the clinic's brand, and the team console is built for speed. Both adapt down to the phone.
Keep exploring
A few more things I've built and shipped, picked at random each visit.
