A beauty business workspace connecting appointments, client care, stock and the real cost of delivering a treatment.
The challenge
A solo beauty professional needs to manage appointments, client care, product use and income while also delivering treatments.
The approach
The planned mobile-first workflow keeps the next appointment, client context and practical business tasks close together.
Illustrative interface
Bookings & deposits
Keep appointments and deposit payments together.
Client care
Record treatment notes and organise follow-ups.
Stock & usage
Track products used and know when stock runs low.
Treatment profit
See the costs and profit behind each service.
A simple workflow
Book and take a deposit
Record the treatment
Update stock and follow up
Review the treatment margin
Less administration. More useful time.
Forms prepared. Work moved forward.
Automation is part of the full Aestrek specification, from the first record to the next action. These workflows include planned capabilities; release availability is confirmed before ordering.
01Treatment booked
02Consultation and consent pack sent
03Checks completed before treatment
The right forms for the work
Treatment-specific consultation and health questionnaires, informed consent forms, liability acknowledgement and waiver forms, patch-test records, photo consent, treatment records, aftercare instructions, cancellation acknowledgements and incident reports.
Generated from your approved templates, pre-filled from the record, sent for completion or signature, and stored with the work they belong to.
What runs automatically
A booking selects the correct forms for the treatment, client and practitioner, fills known details and sends a mobile-friendly completion link.
Missing answers, unsigned consent, expired forms and patch-test timing trigger reminders and place the appointment in a review queue where required.
The completed appointment updates treatment notes, deducts recorded product usage, prepares the receipt and sends the approved aftercare instructions.
Agreed follow-ups, repeat appointments, waiting-list opportunities, low-stock alerts and business reports run to the configured rules.
How you stay in control
The practitioner reviews health information, contraindications and treatment suitability. Liability wording uses the business’s approved templates and is reviewed for the treatments and jurisdiction. The issued version, response and signature stay with the treatment record.
Choose the triggers, rules and approval points. Track actions, pause workflows and resolve exceptions without losing the history. Forms and automated steps are configured for your organisation, sector and location.
The complete scope
What Aestrek covers.
Explore the modules and workflows in the full product specification. This includes planned capabilities; current release availability and supported connections are confirmed with you before an order.
01
Bookings & availability
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Manage service durations, working hours, buffers and required resources.
Offer booking requests or configured online booking with cancellation rules.
Maintain a waiting list and identify gaps in the diary.
02
Deposits & checkout
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Set deposit requirements and record balances due.
Take payments through a configured provider and track refunds.
Keep cancellation charges, payment history and customer queries together.
03
Client care records
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Store preferences, consultation forms, treatment notes and relevant alerts.
Track consent, patch-test records and follow-up requirements.
Control access to sensitive notes and record when information changes.
04
Treatment planning
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Keep service protocols and product requirements alongside the appointment.
Record products, quantities, timing and practitioner notes.
Attach approved photographs and compare progress with the client’s permission.
05
Stock & purchasing
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Track treatment consumables and retail stock separately.
Deduct recorded usage, flag low stock and manage supplier orders.
Track batch or expiry information where relevant to the business.
06
Client relationships
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Send appointment confirmations, reminders and agreed follow-ups.
Manage packages, gift vouchers and customer balances.
Keep marketing preferences distinct from service messages.
07
Treatment profitability
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Compare service income with product, time and payment costs.
Review margins by treatment, practitioner and period.
Model pricing changes without altering historical appointments.
08
Business control
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Review bookings, cancellations, retention, revenue and outstanding balances.
Manage staff permissions and the diary across rooms or practitioners.
Export finance records and confirm any accounting connection needed.
09
Automatic forms & document generation
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Generate the required document pack for the agreed workflow from configurable, business-approved templates: treatment-specific consultation and health questionnaires, informed consent forms, liability acknowledgement and waiver forms, patch-test records, photo consent, treatment records, aftercare instructions, cancellation acknowledgements and incident reports.
Pre-fill known information, use conditional questions, request missing details and create branded documents without retyping records.
Collect signatures or acknowledgements where appropriate, issue reminders and keep the exact signed version with its related record, permissions and retention settings.
Let your team add or adapt templates as requirements change, with review and version control before a revised form is issued.
10
Connected workflow automation
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A booking selects the correct forms for the treatment, client and practitioner, fills known details and sends a mobile-friendly completion link.
Missing answers, unsigned consent, expired forms and patch-test timing trigger reminders and place the appointment in a review queue where required.
The completed appointment updates treatment notes, deducts recorded product usage, prepares the receipt and sends the approved aftercare instructions.
Agreed follow-ups, repeat appointments, waiting-list opportunities, low-stock alerts and business reports run to the configured rules.
11
Automation controls & review
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Configure triggers, conditions, schedules, owners and approval steps; test the workflow before enabling it.
See every automated action, its source and outcome. Failed jobs, missing information and uncertain suggestions enter a visible exception queue with a responsible owner.
Pause or override a workflow with a reason; retry safely without creating duplicate records, repeated messages or duplicate charges.
The practitioner reviews health information, contraindications and treatment suitability. Liability wording uses the business’s approved templates and is reviewed for the treatments and jurisdiction. The issued version, response and signature stay with the treatment record.
In practice
Where it makes a difference.
Example workflows showing how the product is intended to support everyday work.
01
A new client
Collect the consultation, record required checks and prepare the appointment with the right context.
02
After a treatment
Record products used, take the balance and schedule an agreed follow-up.
03
Pricing review
See which services take more time or product than expected and adjust future pricing.
What we are building towards
Care records and business decisions meet in the appointment.
Treatment costing includes the products actually used.
A focused workspace for smaller beauty businesses.
Your setup
Shaped around the way you work.
Configuration is agreed with you. Bespoke development, migrations and external services are scoped and priced separately where needed.
Make it fit your business
Configurable fields, sector-specific forms, document templates, workflow rules and terminology appropriate to the product.
Give people the right access
Role-based permissions, protected company boundaries and deliberate sharing controls.
Keep a useful history
Dated changes, approvals and source records so important actions can be reviewed.
Bring your information with you
Agreed import templates, migration checks and a practical data-export route.
Connect the right systems
Confirmed integrations with visible sync status, error handling and ownership.
Keep improving after launch
An agreed hosting, maintenance and support arrangement, regular check-ins and a prioritised improvement list.
Automate the routine
Event-driven tasks, document generation, reminders and reporting, with approval gates, activity logs and clear exceptions.
Control your forms
Your approved templates, conditional fields, pre-filled records, signatures, document versions and retention settings. Template coverage is agreed for your sector and location.
Connections, coverage and rollout
Payment fees, SMS, online booking connections and any external accounting service are separately confirmed. Treatment records support professional judgement; they do not provide clinical advice.
The Arkiden Experience
Try it. Shape it. Keep improving it.
We agree the priority workflow with you, give you a demo to explore and use your feedback to refine the result. Hosting, maintenance, regular check-ins and ongoing development can continue under an agreed support plan.
