Review management for med spas that asks at the right time

Instagram and Facebook leads usually check your Google profile before they reply to anything. Someone weighing their first Botox and filler appointment is choosing who to trust with their face, and they read the newest reviews first.

A profile with a handful of old reviews tells that person very little. Steady, recent reviews that mention a provider by name settle most of their nerves before your coordinator has said hello. When the profile is quiet, the ad money spent bringing that person to it works harder for a smaller result.

Clients will research a treatment for weeks and then judge your profile in a few seconds.

Provider names carry a lot of weight. Clients follow injectors, and a review saying a particular nurse injector took time to explain everything is the kind of detail a new client remembers. Requests never suggest what to write, so any provider named is the client’s own choice. That keeps the reviews honest and makes them more useful to the next reader.

1. 1

   Checkout happens

   A Botox and filler visit, a facial or the final appointment of a laser hair removal series is closed in your booking system.

2. 2

   The ask waits

   Each treatment has its own delay, set with your provider, so nobody is asked mid-healing or before they can judge the result.

3. 3

   One short text

   It thanks the client and links to your Google listing. It goes to each treatment type you include, happy clients or not.

4. 4

   Concerns reach a manager

   If the client replies with a worry, a manager sees it first. Leaving a public review remains an option for them.

5. 5

   Drafts for each review

   Each new review comes with a draft response written in the spa’s tone, and someone on your team signs off before anything is published.

You decide which treatments are included and who approves replies. Most spas pick a manager for complaints and the owner or lead provider for reply sign-off. A client who left a review recently is skipped next time.

Each treatment has its own right moment to ask.

Botox and filler clients are asked once the result has settled, at a point your provider defines. A laser hair removal series is asked at the end, when the client can describe the full run of appointments, instead of after the first session. Body contouring is the most private of the three, so its request is the gentlest, with no mention of the treatment in the message at all.

Clients on a membership or package hear from you less often, because they are in so regularly that asking at each visit would feel odd.

Facials and peels are the low-stakes end of the menu, and a light request after a run of them is usually enough. Clients who see more than one provider are asked about the visit they just had, so the review lands with the right person.

Nobody wants a review request every month along with their membership charge.

• Drafted replies stay neutral: they never confirm the reviewer is a client, name a treatment or talk about results. They thank the person and offer a way to get in touch.
• A review that describes a complication after Botox and filler or body contouring is escalated to your medical director and manager before any reply is written.
• Anyone who replies to the text with a grievance reaches a manager first, and the public review link is still theirs to use.
• No incentives of any kind: no discounts, gifts or complimentary treatments in exchange for a review.
• Reviews are only ever written by clients. We don't post them, buy them or ask anyone to edit one.

Some negative reviews are about things nobody in the treatment room controls, like parking, waiting times or a booking mix-up. Those get the plainest replies of all: an apology where it fits and a direct way to reach the manager.

Two sources feed it. Completed treatments come from the med spa booking system your coordinators already use, and the reviews themselves sit on your Google Business Profile, where replies are posted after approval.

On the demo we confirm your setup, who approves replies, and which treatments should never trigger a request at all, such as anything a client may prefer to keep private.

• Requests sent by treatment, from Botox and filler to body contouring
• New reviews, with dates and any provider named
• Reply drafts awaiting approval, and replies posted
• Concerns routed to your manager or medical director, with the thread

Your manager can open any of it at any time. When we sit down for a regular review, we look at which treatments bring the warmest reviews and which reply drafts needed the most editing.