A clinic system built around how the clinic actually works.
Norwich Face & Body Clinic is an aesthetics clinic in the centre of Norwich, run by clinical director Lauren McKaig and a team of specialists. We designed and built a clinic management system just for them: one place for bookings, client records, photos, payments and client emails. The clinic has run on it every day since August 2026.
Design & build · Live since August 2026 · Next.js · Supabase · Vercel
“It really feels like we've got somebody on our team, rather than a company working with us.”
11 weeks
from first day of build to live, on 18 August 2026
1,775
client records brought across from two old systems
157,893
before-and-after photos moved onto the right client
37
automatic email rules, in Lauren’s wording and timing
Years of history, split across two systems.
The clinic's records were on Pabau, which itself held years of history from Ovatu, the system before it. Photos, notes and medical histories sat in different places, and the generic booking software didn't fit how the clinic runs: deposits, consultation spaces, treatment rooms on different floors, and a long series of aftercare and follow-up emails that someone had to remember to send.
“For years, running the clinic meant running the software. Our client history was split across two systems, and the team lost hours every week chasing forms, sending reminders by hand and working around tools that were never built for a clinic like ours.”
One place for everything the clinic runs on.
Diary
Every specialist side by side, with consultation spaces, room rules and booked leave. It stops double bookings on its own.
Online booking
Clients pick a treatment, a specialist and a time, then pay a 50% deposit to hold the slot.
Client records
Notes, medical forms signed on screen, photo consent and every before-and-after photo, on any device.
Automatic emails
Confirmations, form reminders, pre-care, aftercare, review requests and follow-ups — timing and wording set by the clinic, visible and changeable per client.
Clinic inbox
Connected to the clinic’s Gmail, so client replies appear on the client’s record.
Money
Takings, cash-up, and the real margin on every treatment after materials, time and overheads.
Front desk & access
Each person sees what their role needs, and the front desk switches between team members with a PIN.
Reports
Occupancy, takings and follow-up lists — like every client who had a consultation but hasn’t booked a treatment yet.
One system, multiple users and devices.
Clients explore treatments, book, and pay. Clinicians navigate their workload, recording notes, photos, and treatments.
Moving over without losing anything.
Switching systems was the part the clinic worried about most. We moved 1,775 clients, more than 13,000 notes, and 157,893 photos (51 GB) onto the right client records, and checked each one after it landed. Nothing was left behind.
Live in weeks, changing with the clinic since.
We went live on a weekday with the team in the clinic. Their first lists of changes came in on day one and day two, and were live the next day. Since then the system has kept changing as the clinic does, from deposits on courses to how the menu is laid out.
“There's so many things we can change ourselves, which is just amazing.”
The impact.
“Clients get their forms, pre-care and aftercare at the right moment without anyone having to remember, and every enquiry is followed up, so no one slips through the net. The team has got back hours every single week — we're doing more treatments because we need less admin time, and honestly, it just feels calmer.”
“Clients can book online at any hour — most people are sitting at home on a Saturday evening thinking, actually, I'll just book myself a facial. Since launch all our bookings have come through the system, about 25% of them online, and no-shows and cancellations are down.”
“The biggest change is clarity. I can see how full the diary is, what we've taken and which treatments actually work for us, all in one place. I make decisions on real numbers now, not gut feel.”
“When we want something changed, nothing is ever too much trouble — Client Loop do it within a day, if that.”
“After nearly eight years of trying every software out there, I can't recommend Client Loop enough.”