For med spas
HR software for med spas
You own or manage a medical spa: a medical director, nurse injectors, RNs, aestheticians, laser technicians and patient coordinators at the front. The manager also books, sells and closes the day. Providers are often part-time, paid partly on commission, and wanted by the spa across town.
The moments where people work goes wrong
An injector's RN license renews the week of a launch event
A nurse injector's RN license, the medical director's license and a laser technician's certificate each renew on their own cycle. The notice goes to the provider. The spa learns the date when the provider mentions it, sometimes after it has passed.
A new aesthetician's first month on the floor
A new aesthetician is treating clients in week one. The spa's own protocols, its consent process and its retail approach were explained once, verbally, by whoever was free. There is no record of what she was shown or what she acknowledged.
The coordinator asks what her review looks like and there is not one
The patient coordinator is measured on bookings and rebookings every day. She asks when her review is. The honest answer is that providers get a conversation about their numbers and coordinators get nothing written down at all.
The best injector gets an offer from across town
A competing spa offers a higher commission split and a title. The conversation about her goals, her training path and what she wanted from the next year had not happened, so the counter-offer is the first time anyone asks.
Part-time schedules and time off nobody wrote down
Providers work two or three days a week on different days. Time off is agreed by text and remembered by nobody, so a Saturday with two injectors booked out has one on the floor.
What it costs the practice
A provider works on a license the owner has not seen since hiring
A copy of the license went into a drawer on day one. Nobody has looked at the expiry date since, and the medical director assumes the manager is tracking it.
Providers leave and take their following with them
Clients follow the injector. Without a standing conversation about goals and growth, the spa finds out what the provider wanted from the resignation letter.
The coordinator is measured on bookings and rarely thanked
The front desk carries the spa's revenue and hears about it only when a slot goes unfilled. Recognition goes to the providers whose names are on the reviews.
How LVL Up helps
Licenses, certifications and signed protocols on each provider's record
An RN or NP license, an aesthetician's license, a laser certificate and a CPR card each sit on the record with an expiry date. Alerts go out 30, 60 or 90 days ahead, one view lists what is expiring next, and the spa's protocols and handbook are acknowledged on the same record.
Goals and 1:1s for injectors and coordinators
Each provider and each coordinator has goals for the quarter that you agree on together, and a monthly 1:1 with a shared agenda. Items that were not covered carry over, so the conversation about training and growth happens before the offer from across town.
Recognition with badges and a share link the giver chooses
When the coordinator fills a cancelled Saturday or an aesthetician handles a difficult client well, anyone can recognize it with a badge. The giver chooses whether to create a public share link. The record keeps it.
Reviews with a template per role, and a pulse on the team
Injectors, aestheticians and coordinators each get a review form written for their job, with a self-review and a manager review on one form. A short pulse survey and an eNPS question give the owner a read on the team between reviews.
Where we are the wrong answer
LVL Up does not verify RN, NP or aesthetician licenses with the state board and does not track continuing-education hours. It holds employment records for your staff, not patient records, and it is not built for protected health information. It holds no client charts, photos or treatment notes, and it does not connect to your booking or point-of-sale software. It does not calculate commissions, run payroll or do shift scheduling. Delegation and supervision rules for injectables vary by state; it does not tell you what yours are, and it does not replace an employment lawyer.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
A single-location med spa fits Team's 25 people, with staff records, licenses, time off, reviews, 1:1s and recognition included. A group with several locations picks Growth for the same core plus OKRs, career paths and API access.
- • Performance reviews & 360° feedback
- • Goals & progress tracking
- • Structured 1:1 meetings
- • Pulse surveys & eNPS
- • Recognition & team directory
- • Standard reporting
- • Included people records, PTO & documents
- • Founder-led email support
No credit card. The trial runs on Growth so you can see everything; pick Team when it ends.
Getting set up
- Start the trial and import providers and coordinators from a spreadsheet, including part-time staff, with each person's manager.
- Add each provider's license and certificates with expiry dates. Set the alert lead to 90 days for RN and NP licenses.
- Upload the spa's protocols and handbook and ask every provider to acknowledge them.
- Set a goal or two with each injector and coordinator for the quarter, and put a monthly 1:1 on the calendar.
Common questions
What HR software do med spas use?
Most med spas run HR through the payroll provider and the booking software's staff list, with licenses in a drawer and time off by text. Dedicated tools they compare are BambooHR, which includes payroll and starts higher, and LVL Up Performance, which is built for owner-run practices and includes staff records, license alerts, goals, 1:1s, recognition, reviews, time off and onboarding. Prices are on the pricing page.
How do I track nurse injector license renewals?
Put each RN or NP license on the provider's staff record with its expiry date and set an alert lead. LVL Up alerts the provider and the manager ahead of the date and lists every expiring credential across the spa on one page. It does not check with the board of nursing; you update the date when the renewal arrives.
Can LVL Up track commissions for med spa providers?
No. LVL Up does not calculate commissions or connect to your point-of-sale system. It can hold a provider's goals, including targets you set together, and the 1:1 notes where you discuss them. The commission math stays in your booking or payroll system.
How do I do performance reviews for aestheticians and injectors?
Use a short form per role: treatment quality and protocol adherence, consultation and consent conversations, client retention and rebooking, retail, teamwork, and one training goal. Self-review and manager review on the same form, twice a year, with a monthly 1:1 between. LVL Up sends the forms, reminds people and keeps the results on each provider's record.
Does LVL Up integrate with Boulevard, Zenoti or Aesthetic Record?
No. LVL Up is a staff-side system and does not connect to booking, point-of-sale or charting software. Client records stay where they are. It has a public API and CSV import for staff data, and Slack and calendar integrations.
What happens when the trial ends?
The trial is 14 days, no credit card, then read-only until a plan is chosen. Nothing you entered is deleted while it is read-only.
Related:
Start with your own staff list
Import your team, add the licenses that worry you most, and see the expiring-next view with your own names on it. Team fits a practice of up to 25 people.