Med spa membership software that keeps the credit ledger honest.
Monthly memberships that bank a treatment credit, packages that draw down visit by visit, rebooking on the interval your providers set, and an owner view of deferred revenue - kept apart from clinical charting by design. For med spas with one to five locations.
Reply within one business day · Written scope and fixed price before any work starts
A proposed product shown with illustrative designs and demo data. We deliver it today as a custom build on our engines.
Status as of November 2026. How we label products
Active members
1,184
Monthly recurring
$142,300
Net change (30 days)
+37
Failed renewals
22
$2,860
Tiers
| Tier | Price | Members | Monthly credit | Churn (90d) |
|---|---|---|---|---|
| Glow | $99/mo | 612 | $100 any service | 3.1% |
| Refine | $199/mo | 418 | $210 + 10% off products | 2.4% |
| Signature | $349/mo | 121 | $375 + quarterly peel | 5.8% |
| Laser series (annual) | $1,800/yr | 33 | 6 sessions | Renewals in Jan |
Needs attention
- 22 renewals declinedCard-update links sent
- Credits expiring this month$18,450 · 164 members
- 3 cancellation requestsProcess by Friday
Unused credits
$286,900
Package sessions owed
$97,400
Older than 6 months
$41,200
Redeemed this month
$118,600
By location
| Location | Members | Credits held | Avg per member | Aging |
|---|---|---|---|---|
| Lumière Coral Gables | 512 | $131,400 | $257 | Mostly < 90 days |
| Lumière Brickell | 438 | $102,800 | $235 | Mostly < 90 days |
| Lumière Weston | 234 | $52,700 | $225 | 31% > 6 months |
Due to rebook
386
Already booked
241
Reminder sent
109
Overdue, unbooked
36
Front-desk call list
| Member | Tier | Last visit | Credits | Status |
|---|---|---|---|---|
| A. Moreau | Refine | Jul 29 | $420 | Overdue 18 days |
| K. Bello | Signature | Aug 14 | $750 | High churn risk |
| S. Park | Glow | Sep 2 | $100 | Reminder sent |
| D. Vance | Refine | Aug 20 | $210 | Booked Nov 19 |
In short
Agenbord Recur for Med Spa Memberships is a proposed membership and package billing system for med spas and aesthetics clinics with 1-5 locations. It runs monthly memberships, banked treatment credits, prepaid packages, rebooking reminders and a member wallet, and sits beside your charting system rather than replacing it. It is a concept shown with illustrative designs, delivered as a custom build on our production recurring billing engine.
What slows med spas & aesthetics clinics down today.
Nobody knows what the banked credits are worth
Members accrue a credit every month, some roll over, some expire, some were granted as goodwill. The owner has no reliable number for unused credits, which is real deferred revenue and a real liability if members leave.
Members drift between visits
Neurotoxin, filler, facials and laser series each have a rebooking interval, but reminders are generic and sent on a fixed calendar. Members who skip a visit stop seeing value and cancel at renewal.
Cancellations and failed cards eat the program
Card declines are discovered weeks late, members cancel by DM, and the front desk improvises freeze and cancellation terms. Each location tells a different story.
How the work flows through the system.
Each workflow runs on one shared record, so nobody re-types numbers between steps.
Membership sign-up to monthly credit
Client → front desk → billing engine
- The client chooses a tier at checkout or online; the terms show the monthly price, what the credit covers, rollover and expiry rules and how to cancel.
- The card is stored with the processor and the first month is charged; a credit posts to the member wallet.
- Each month the membership renews, a new credit posts, and credits older than the rollover limit expire on the date the terms state.
- Failed renewals are retried and the member is sent a card-update link; perks pause after the grace period you set.
Visit, redemption and rebooking
Provider → front desk → client
- At checkout the front desk redeems credits or package sessions against the visit; the member wallet and deferred revenue update immediately.
- The provider's rebooking interval for that service (set by your medical director, not by the software) schedules a reminder date.
- The client gets a generic reminder by SMS or email - "it's time to book your next visit" - with no treatment details in the message.
- If no visit is booked within the window, the client appears on a front-desk call list with their credit balance.
Freeze or cancel
Member → front desk → owner
- The member asks to freeze or cancel through the member portal, by email or at the desk, using the same channel they joined with if they prefer.
- The system applies your written freeze or cancellation terms and shows what happens to banked credits.
- A retention offer can be shown once, without blocking the cancellation.
- The confirmation is sent in writing and the membership, credits and deferred revenue are closed out.
What's included in Agenbord Recur for Med Spa Memberships.
Membership tiers
Monthly and annual tiers with included credits, member pricing, perks and location rules.
Credit wallet
Banked treatment credits with rollover limits, expiry dates and goodwill credits, visible to the member and the desk.
Packages & series
Prepaid packages and laser or facial series that draw down per visit, including split payment plans.
Deferred revenue report
Unused credits and package sessions valued at sale price, by location and age, for your accountant.
Rebooking intervals
Per-service intervals set by your medical director, driving reminder dates and call lists.
Failed payment recovery
Retries, card-update links and grace periods before perks pause.
Freeze & cancellation
Self-serve freeze and cancellation that follow your written terms and record every step.
Member portal & app
Membership, credits, packages, receipts and card updates - with no clinical notes or photos.
Location roll-up
Members, churn, credits outstanding and revenue per location and per provider.
AI that does specific jobs and shows its work.
Every AI feature is tested on your own records before it's switched on, and a person approves anything that moves money or goes to a customer.
Churn-risk list
Ranks members by signals in the billing data - missed rebooking windows, declining visit frequency, a failed card, credits piling up - so the front desk knows whom to call first. Limits: it uses billing and visit dates only, never clinical notes; it suggests, staff decide.
Front-desk reply drafts
Drafts answers to billing questions ("how many credits do I have?") from the member's wallet for staff to send. Limits: it is blocked from answering clinical or treatment questions and routes them to a provider.
Who it's for and who it isn't.
A good fit if you are
- Med spas and aesthetics clinics with 1-5 locations and a growing membership program
- Owners carrying large banked-credit or package balances with no clear liability report
- Practices whose booking or EMR tool handles appointments but not membership economics
- Multi-location groups that need credits honored at every location
Probably not the right fit if you are
- Practices that want one packaged system for booking, charting, photos and payments
- Clinics expecting insurance billing or claims workflows
- Single-provider practices with a handful of members tracked comfortably in their booking app
Designed around the rules you work under.
Plain-English notes, not legal advice. Software supports your compliance process; it doesn't replace your attorney, CPA or compliance lead.
HIPAA scoping
Whether HIPAA applies depends on whether your practice is a covered entity - generally a provider that conducts standard transactions, such as claims, electronically. Many cash-pay med spas still treat client data as protected health information. This edition keeps billing and membership data separate from charting, sends no treatment details by SMS or WhatsApp, and HIPAA-covered workflows are scoped separately, with a BAA and HIPAA-eligible hosting. CMS - HIPAA covered entities FAQ.
California automatic renewal rules
California's amended Automatic Renewal Law (AB 2863) applies to subscriptions entered into, amended or extended on or after July 1, 2025. It requires express affirmative consent to the renewal and a way to cancel online if the member joined online. The sign-up and cancellation flows are designed to support those steps. Davis Wright Tremaine summary.
Text-message consent
Rebooking and renewal texts need appropriate TCPA consent; promotional texts need prior express written consent. Consent and opt-outs are recorded per member. FCC - TCPA overview. Not legal advice.
What exists today and what's being built.
Reused from our production engines
Capabilities of the engine this edition is built on.
- Automated scheduled invoicing and reminders
- Digital payment collection with automatic reconciliation
- Self-updating customer ledgers
- Customer app and owner dashboard
- Shared messaging inbox with an AI assistant
Built for your project
Scoped and delivered as a custom build.
- Membership tiers with banked credits, rollover and expiry
- Package and series draw-down with deferred revenue reporting
- Rebooking intervals and call lists
- U.S. card processing with retries and card-update links
- California ARL-style consent and online cancellation
- Separate HIPAA-scoped hosting and BAA for clinical integrations, when a project requires it
Connects to the systems you already run.
Systems we integrate with
Named platforms are examples we build against through their public APIs - not partnership claims.
How it compares - honestly.
Established products are often the right answer. Here's when each one is the better choice.
| Product | What it is | The better choice when |
|---|---|---|
| Boulevard | A booking, payments and client experience platform for salons, spas and med spas, with memberships and packages. | You want polished online booking and checkout across locations in one off-the-shelf product. |
| Mangomint | Salon and spa management software with booking, memberships, packages and automated messaging. | You want an easy-to-adopt system for a spa-style business with straightforward membership rules. |
| Zenoti | An enterprise platform for spas, salons and med spas, with multi-location management, memberships and marketing. | You are growing toward many locations or franchising and want a broad, established platform. |
| AestheticsPro | Medical spa software combining scheduling, charting, memberships and point of sale. | You want charting and memberships from one medical-spa-specific vendor. |
What it costs, up front.
This edition is a concept delivered as a fixed-price custom build on the Agenbord Recur engine, plus your payment processor's fees. Price depends on locations, membership rules and the integration with your booking or charting system.
Memberships & credits
From $12k
Tiers, credit wallet, renewals, failed-payment recovery and the deferred revenue report, beside your current booking tool.
6–10 weeks
Full med spa edition
$25k–$60k
Adds packages and series, rebooking intervals, member portal and app, freeze and cancellation flows and booking integration.
3–5 months
Multi-location group
$60k+
Cross-location credits, consolidated reporting, HIPAA-scoped hosting where required and data migration.
Phased
Med spas & aesthetics clinics: common questions.
Does this replace our EMR or charting system?
No. It handles memberships, credits, packages and billing and sits beside your charting and booking system. Clinical notes, consents and photos stay where they are; only the dates and amounts needed for billing cross over.
How does it handle HIPAA?
By keeping clinical data out of scope. The membership and billing layer is designed to avoid clinical data, and messages never include treatment details. Where a project does need to handle protected health information, those workflows are scoped separately, with a BAA and HIPAA-eligible hosting.
How are banked credits accounted for?
Each credit is recorded at its value when issued and moves out of deferred revenue when redeemed or expired under your terms. Your accountant gets a report by location and age; how breakage is recognized is a decision for them.
Who sets rebooking intervals?
Your medical director or providers. The software only stores the interval per service and turns it into reminder dates; it does not recommend treatments.
Can members use credits at any of our locations?
Yes, if you allow it. Credits can be honored group-wide or limited to the home location, and the report shows which location issued and which redeemed each credit.
Is this available today?
Not as a ready-made product. It is a concept delivered as a fixed-price custom build on our production recurring billing engine. If you want booking, charting and memberships in one packaged system today, Boulevard, Mangomint, Zenoti or AestheticsPro may fit better.
Sources
- CMS - HIPAA, Administrative Simplification and ACA FAQs
- Davis Wright Tremaine - AB 2863 updates California Automatic Renewal Law
- FCC - Telemarketing and robocalls (TCPA)
- Boulevard
- Zenoti
- AestheticsPro
Regulatory notes are plain-English summaries, not legal advice.
Concept
Want Agenbord Recur for Med Spa Memberships built for your business?
Send us your workflow and the systems you use. We'll reply within one business day, then a free 30-minute call, then a written scope with a fixed price - including an honest view on whether an off-the-shelf product would serve you better.
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