Digital intake and client vault
A QR code or link for new clients. Medical history, allergies and consent land in a private folder that only your team can open.
Built by a somatologist in South Africa
The calm, clever way to run your spa
Digital intake forms, secure client records, skin maps, home-care portals and WhatsApp follow-ups, all in one place. Less admin, more clients coming back.
No card needed · Cancel anytime · Works on your phone
Features
Everything your spa needs, nothing it doesn't
Made for the way somatologists actually work: between treatments, on a phone.
Paper intake forms and lost clipboards
Clients fill in their form on their own phone, straight into your vault
Treatment notes scattered or forgotten
Every visit, note, photo and skin map in one secure client folder
Clients drifting away without a word
A daily list of who to message, with the words already written
Skin maps and progress photos
Circle pigmentation, acne or texture on a simple face or body drawing. Compare before and after photos side by side.
Client care portal
Each client gets a private link with their daily morning and evening routine, aftercare and a button to book again.
Outreach by WhatsApp or email
Rebook reminders, birthdays, check-ins and points to use. Tap send and your WhatsApp or email opens with the message ready.
Analytics that make sense
Takings, top treatments, busiest days, team performance and which regulars have gone quiet, in plain words.
Daily operations and loyalty
Opening and closing checklists, a shared stock order list and automatic loyalty points for every visit.
How it works
Three steps to a calmer practice
- 1
Set up in minutes
Create your spa, upload your treatment menu from a spreadsheet and invite your team.
- 2
Welcome clients digitally
Share your intake QR code. Log visits, notes, skin maps and photos as you work.
- 3
Watch them come back
Send aftercare, routines and reminders by WhatsApp or email, and see the results in Analytics.
Pricing
Simple monthly plans
Every plan starts with a 14-day free trial. No card needed to start, cancel anytime.
Founding spa offer
For the first 20 spas that subscribe
- Today's price locked for 5 years
- Personal setup: your menu and products loaded for you
- A "Founding spa" badge in My Skincare's Find a spa
Solo Pioneer
1 Staff Member plus you
R500/month
- 1 Staff Member
- Secure Clinical Client Vault
- Automated Loyalty & Rewards
- Smart Client Retention Tools
- Strategic Outreach Programs
Growing Sanctuary
Up to 7 Staff Members plus you
R899/month
- Up to 7 Staff Members
- Secure Clinical Client Vault
- Automated Loyalty & Rewards
- Smart Client Retention Tools
- Strategic Outreach Programs
Enterprise Empire
Unlimited Staff plus you
R1 499/month
- Unlimited Staff
- Secure Clinical Client Vault
- Automated Loyalty & Rewards
- Smart Client Retention Tools
- Strategic Outreach Programs
Our story
Made by someone who has stood behind the treatment bed
MediLoop was started by a somatologist who was tired of paper forms, scattered notes and clients who quietly never came back. Running a spa should feel like an extension of the care you give, not a juggling act.
So we built the tool we wanted: one calm place for client histories, treatment notes, skin maps and aftercare, that helps clients stick to their routine at home and reminds you who to check in with.
Client photos kept privateEach spa sees only its own clientsClients can ask to be deleted (POPIA)
Book a demo
See MediLoop in action
A 15-minute walkthrough with the founder. No pressure, just a look inside.
Pick a time that suits you. You'll get a confirmation email straight away.
Questions
Good to know
Is my clients' information safe?
Each spa can only ever see its own clients. Progress photos are stored privately and are never public. Staff only see the sections you allow, and you can delete a client completely if they ask, as POPIA requires.
Do I need a card to start the free trial?
No. You get 14 days to try everything. You only add payment if you decide to stay.
Does it work on my phone?
Yes. MediLoop is made for phones first, and you can add it to your home screen like an app. It works on tablets and computers too.
Do my clients need to download anything?
No. Clients fill in their intake form from a link or QR code, and get their personal care portal as a link on WhatsApp.
Can my team use it?
Yes. Invite your therapists and choose what each person can see. The number of team members depends on your plan.
Can I cancel anytime?
Yes, from your settings. You keep access until the end of the month you have paid for, and your data stays safe if you come back.