Spa management software for day spas and medical spas
Short answer: Spa software books treatments, rooms and staff, sells packages and gift cards, and handles intake forms and payments. As of October 2026, Mangomint costs $120 a month per location plus $10 per user, Boulevard starts from $143 a month, and Zenoti prices by quote. Medical spas also need charting, consent forms and photos, and AestheticsPro starts at $160 a month. A med spa that bills insurance electronically must follow HIPAA.
You're trying to work out which spa system fits your business, and whether HIPAA actually applies to you.
I'm Ranjit, and I run Blur Studio: 15+ years building software, 120 apps taken live, and clients who have gone on to raise $10M+. I build AI systems and processes that help businesses do a lot more with a lot less time. I also work differently from most of what else is out there, more on that further down this page. Say hello.
What should spa software do?
Spa software has to manage people, rooms and equipment at the same time. These are the features that matter most:
- Room and resource booking: The system books the therapist, the treatment room and any machine in one step. It blocks time for room cleanup between guests.
- Multi-service bookings: A guest books a massage, a facial and lunch for the same afternoon. The system should plan it as one visit.
- Packages and memberships: You sell a series of six facials, or a monthly membership with one treatment and a retail discount.
- Gift cards: Guests should be able to buy gift cards online and redeem them at the desk or when they book.
- Intake forms: Guests list allergies, health conditions and pregnancy before a treatment. Staff should see the answers before the guest arrives.
- Tips and commissions: Therapists often earn a share of each service and each retail sale. The system should work out pay for you.
What does a medical spa need on top of that?
A medical spa offers treatments such as injections and laser work, often with a medical director and nurses. That adds clinical needs:
- Charting: Staff record what was given, where and how much, much like a doctor's note.
- Consent forms: Each treatment needs a signed consent, stored with the client's record.
- Before and after photos: You need consistent photos that sit in the client's chart and stay private.
- Prescriptions: Some med spas need e-prescribing built in.
How much does spa software cost?
This table shows what each vendor lists on its own pricing page as of October 2026. Card fees and add-ons come on top.
| Product | Published starting price | Best suited to | Notes |
|---|---|---|---|
| Mangomint | $120 a month per location plus $10 per user, billed monthly | Day spas and med spas that want one simple plan | No contract. Phone, marketing and payroll are add-ons |
| Boulevard | From $143 a month for one location | Spas and med spas that want a polished client experience | Up to 5 providers on Essentials. Higher plans have fall offer prices |
| Zenoti | Quote only | Large spas and multi-location groups | AI receptionist and other AI agents sold as a package |
| AestheticsPro | $160 a month, billed monthly | Medical spas | Includes 2 users, charting forms, telemedicine and e-prescribing |
| Vagaro | $30 a month for one calendar, with an offer of $23.99 for the first 6 months | Small spas and solo therapists | $10 a month for each extra calendar, up to seven |
Mangomint
Mangomint has one plan at $120 a month per location plus $10 a month per user. Anyone with a profile counts as a user, including front desk staff. There is no contract, and Mangomint says onboarding and data transfer are free. The plan includes online booking, memberships and packages, gift cards, forms and charting, and unlimited reminders.
Card fees are 2.45% plus 15 cents in person and 2.90% plus 30 cents online. Add-ons include a phone line at $70 a month, marketing from $30 a month and payroll at $50 a month plus $8 per worker.
Boulevard
Boulevard's Essentials plan is from $143 a month for one location, with up to 5 bookable providers. The Premier plan is $293 a month per location, with an offer price of $234 for new customers. Prestige is $410 a month per location, with an offer price of $328. Boulevard calls these limited-time fall prices for new customers, with no end date given.
Forms with photo storage cost from $65 a month per location and come with Prestige. E-prescribing costs $45 per prescriber. Boulevard's FAQ says it is HIPAA, PCI and SOC 2 compliant.
Zenoti
Zenoti serves spas, salons and med spas, and it offers custom pricing for groups with many locations. It covers booking, point of sale, memberships, payroll, inventory and marketing. Its AI Workforce adds AI agents such as an AI receptionist and an AI lead manager, sold in an AI Plus package. Zenoti prices every plan by quote. A med spa should ask Zenoti for its HIPAA terms and a business associate agreement during the demo.
AestheticsPro
AestheticsPro is made for medical spas. The Pro-Plus plan costs $160 a month and includes 2 users, with each extra user at $85 a month. It includes a client portal, online booking, telemedicine, e-prescribing and a library of more than 500 forms. AP Photo helps staff take matching before and after photos. The Executive plan costs $285 a month with unlimited users, and Enterprise costs $350 a month.
Vagaro
Vagaro suits small spas and solo therapists who want a low price. It costs $30 a month for one calendar, with an offer of $23.99 a month for the first 6 months. Each extra calendar costs $10 a month, up to seven per location. SOAP notes are part of every plan, and Vagaro says it is audited against HIPAA standards. My page on Vagaro vs GlossGenius compares it in more depth.
Does HIPAA apply to a spa or med spa?
It depends on how you bill. HHS says a health care provider is a HIPAA covered entity only if it sends health information electronically for a standard transaction. An insurance claim is the most common example. A day spa that sells massages and facials for cash is usually not a covered entity.
A medical spa that bills insurance electronically is a covered entity. It must then sign a business associate agreement with every vendor that handles patient data. HHS says the agreement must limit how the vendor uses the data, require security safeguards and require the vendor to report breaches. Ask your software vendor, your forms tool and any AI tool for this agreement before you store patient data with them.
What if my med spa does not bill insurance?
You should still protect client health data as if HIPAA applied. Some states now protect health data outside HIPAA. Washington's My Health My Data Act is one example. The Washington Attorney General calls it the first law in the country to protect personal health data that HIPAA does not cover.
The act generally applies to businesses that do business in Washington and collect consumer health data. Small businesses had to comply from June 30, 2024. Covered businesses must link to a consumer health data privacy policy on their homepage. Clients can ask them to delete their health data. Selling health data needs the client's signed permission. If you serve clients in Washington, talk to a lawyer about what this means for your forms, photos and marketing tools.
What should you check before you buy spa software?
- Room booking: Book a couples massage in the demo and check that it blocks two therapists and the right room.
- Full monthly cost: Add user fees, forms, texting, phone lines and payroll add-ons to the base price.
- Card fees: Ask for in-person and online rates, and any fee passed to guests.
- Gift card balances: If you switch systems, ask how the vendor moves open gift card balances. Guests expect them to work.
- HIPAA papers: If you are a covered med spa, get the signed business associate agreement before you move charts or photos.
- Data export: Ask if you can export clients, charts, photos and package balances as files.
How can AI help a spa?
An AI front desk
Therapists cannot answer the phone during a massage. An AI receptionist can answer questions about treatments and prices, then book guests into open slots. Zenoti sells one inside its platform, and my guide to AI receptionists for salons covers stand-alone options. For a med spa, any AI tool that sees patient data needs a business associate agreement if you are a covered entity.
Rebooking reminders for treatment series
Many spa and med spa treatments work best as a series. AI can track when each client is due for their next visit, send a personal reminder and offer open times.
Drafting chart notes
In a med spa, AI can draft a chart note from a provider's quick notes or a recorded summary. The provider then checks and signs it. A licensed person must always review the note.
When does custom spa software make sense?
Most spas should buy one of the products above. They cost less than a build and they cover normal spa work well. Custom software makes sense in these cases.
- You run a resort or hotel spa: You may need the spa to talk to room bookings and room charges in the hotel system.
- You mix wellness and medical care: A center with IV therapy, physical therapy and spa services may need one record across all of them.
- You run many locations: Per-user and per-location fees add up across a large group.
- You want your own branded app: Some owners want a member app and loyalty program in accounts they own.
A middle path is often best. Keep a standard spa system for booking and payments, then add a custom portal, dashboard or AI tool around it. My guide on build vs buy software helps you weigh the choice, and my page on AI for clinics covers clinical AI tools.
What mistakes do owners make here?
- Assuming "day spa" automatically means no HIPAA exposure. The real test is how you bill, not what you call yourself. If you ever submit an electronic insurance claim for a treatment, that transaction can make you a covered entity, so check your actual billing practice rather than assuming.
- Not testing couples and multi-service bookings in the demo. A system that handles a single massage booking cleanly can fall apart on a couples massage needing two therapists and two rooms at once. Test the complicated booking, not the simple one.
- Losing gift card balances in a system switch. Guests expect an open gift card to keep working regardless of what software runs the front desk. Ask exactly how balances migrate before you commit to switching vendors.
How would Blur Studio approach a spa project?
I start by looking at your busiest week. Where do bookings get stuck, where do rooms sit empty, and what do staff type twice? If a standard spa system plus a few connections fixes it, I recommend that. If custom work fits, I build the piece you are missing and connect it to the system you already use.
For med spas, I keep client data in accounts you own and set up access so only the right staff see charts and photos, with a signed business associate agreement in place wherever it is actually required. I stay on after launch to keep it working.
Questions people ask
What is the best software for a day spa?
It depends on your size. As of October 2026, Mangomint costs $120 a month per location plus $10 per user, and Boulevard starts from $143 a month. Larger groups often look at Zenoti, which prices by quote. Test room booking in a demo before you choose.
What software do medical spas use?
Many med spas use spa tools with charting, such as Boulevard or Mangomint, or tools made for med spas, such as AestheticsPro. AestheticsPro starts at $160 a month as of October 2026. Check charting, consent forms and photo storage in a demo.
Is a med spa covered by HIPAA?
A med spa is a HIPAA covered entity if it sends health information electronically for standard transactions, such as insurance claims. Cash-only med spas may fall outside HIPAA, but some state laws still protect client health data. Ask a lawyer to confirm your status.
Does spa software handle treatment rooms?
Many spa systems book rooms and equipment along with staff, but not all do it well. In a demo, book a couples treatment and a back-to-back package. Check that the room and cleanup time are blocked correctly.
Can AI book spa appointments?
Yes, an AI receptionist can answer calls and messages and book guests into open times in your spa system. It works best when it connects directly to your calendar. Staff should still handle complaints and special requests.
How do I know if my spa needs a HIPAA business associate agreement?
If you bill insurance electronically for any treatment, you are likely a covered entity and need a signed agreement with every vendor that touches that patient data. A cash-only day spa selling massages and facials usually is not, but check your actual billing flow rather than guessing.
Is Vagaro good enough for a med spa, or do I need something more specialized?
Vagaro works well for many day spas, but a med spa handling patient charts, photos and insurance billing is usually better served by a platform built for that, such as Boulevard or AestheticsPro, which handle the compliance side more directly.
Roughly what does this cost?
As a broad reference, fixes and finishes start at around $1,500, and new builds start higher, always a fixed price agreed in writing before I start, never an hourly rate. My AI app cost guide explains what actually drives a quote up or down.
Is my business too small for this?
No. Most of the owners I work with have no tech team at all, that is the whole point. If the smarter move is a cheap software subscription instead of custom software, I will tell you that on the first call, even though it means I do not get paid.