Web 💻 | iOS 📱
If you are offering a membership, and your client can choose from a list of various services for their free monthly service, there is a specific way to set this up in Aesthetic Record!
Add to Inventory
1. Log into the web version of Aesthetic Record
2. We will start by adding a product in "Inventory"
3. Click "Add Product"
4. Type the name of your membership in "Product Name" EX. Lovely Lines Refresh or Membership Credit
5. Select "Service" for the inventory type
6. Choose "Memberships" as the Product Category
If you do not see "Memberships" you can create it by scrolling down to the bottom of the list and click "Create New Category"
7. Choose "Laser" in Product Type
⚠️ The wording ("laser") will not reflect anywhere for the client to see. We are strictly selecting this option so the unit type at the bottom will reflect "Treatment"
8. Put "0" for the Cost to Company
9. Click Unit Type and choose "Treatment"
10. Select "1" for Count units By
11. Select "1" for Start at Unit
12. Next, click the "Pricing" tab and put the monthly price of the membership or $0 (because this is a free monthly item)
13. Click "Save"
Create the Membership
14. Click the settings wheel
15. Click "POS"
16. Click "Patient Loyalty"
17. Click "Add new type"
18. Name the membership EX. Lovely Lines Refresh
19. Choose the payment frequency, set up fee, and monthly membership fee.
20. Select the Membership Agreement
⚠️ If nothing shows in this section, you must create a membership agreement in "Clinical Documentation" This is located in Settings>Clinical Documentation>Patient Paperwork>Membership Agreement
21. Choose a membership color
Once your client has signed up for the membership, a colored star will reflect beside their name in their profile depending on which membership they signed up for.
22. Toggle on your preferences
23. Add a description for your clients to view before purchasing
24. Now it is time to add the Free Monthly Item. Click "Lovely Lines Refresh" (or whatever you named the item we made earlier in Inventory!)
25. Put "1" in Units. This will give them 1 free treatment in their wallet to redeem monthly.
26. Click the blue plus button to add and then hit "Save"
Creating the Corresponding Variation
You will now need to create a variation to show all the services the member can choose from. You will chart this specific pricing variation when the client comes in to redeem their free service.
27. Click "Pricing Variation"
28. Click "Create"
29. Name the pricing Variation- ex. Lovely Lines Refresh
30. Select Recipe in "Manage Price"
31. Click "Bucket"
32. Click "Add"
33. Check off all inventory items that are included in the membership (these are the patient's service options when they come in to redeem their free monthly product)
34. Make sure to check the box shown below so you are able to choose which one the patient will be receiving that day
35. Name the bundle- EX. Lovely Lines Refresh Options
36. Click "Add"
37. Put 1 in "Units" and "0" in "Price per unit"
⚠️ The "units" option will allow the patient to use a maximum of one service when charting
38. Choose a color for each service
39. Click "Save"
Charting Pricing Variations in Procedures
Once you've built the Membership and Pricing Variations in the Web, you are all set to redeem them for your clients in the app!
40. Start the cosmetic procedure and tap +Product when you're ready to chart
Select "Pricing Variations" and search for the membership pricing variation you created earlier. This item will pull the stock.
41. Click the "Service Bucket" in the upper left corner, then select the service of choice.
42. Chart the Variation (Double tap on the template or photo)
43. Now we need to add the inventory item to match the free monthly item in their wallet from the membership. Go back to +Product and search for the Membership Credit Inventory item we created at the beginning of this article. (This is keeping track of the services they are redeeming in their wallet)
44. Double tap to leave the injection marking. Now, we have 2 items charted. 1 for the free service they actually received, 1 for the item wallet redemption.
45. We're not done yet! Next, tap on the credit card icon at the top of the app screen. This will take you to the cart. Before going through the checkout process, we need to redeem their free service from their wallet.
46. To redeem, swipe down on the current sale box, tap "wallet" at the top of the screen, then select the membership free monthly service (Lovely Lines Refresh)
47. Tap on Lovely Lines Refresh and type "1" - we're redeeming one service. Then, tap Redeem.
48. It will take you back to the current sale section. As you can see, we charted the variation, redeemed the wallet debits, and we're all set to check out! If you go back to the patient's wallet (Located in their patient profile), you will see that the service was redeemed in the wallet log. Once you've completed these steps, click "Checkout"
⚠️ When the total is $0, you will always choose the "cash" option at checkout.