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Hair Removal Center Software with AI Virtual Receptionist and 24/7 Online Booking

Manage your laser clinic from one platform: AI receptionist that answers calls, session tracking, automatic online booking, CRM with treatment history and Google Calendar sync.

Say goodbye to missed calls and session tracking spreadsheets. CitaFlow is the complete management software that automates your hair removal center: from AI phone support to 24/7 online booking and treatment tracking.

Free trial

7 days free · No card required · Cancel anytime

CitaFlow management software for hair removal centers

Everything your hair removal center needs in one application

Online calendar, automatic notifications, Google Calendar sync, client CRM, AI virtual receptionist and AI Chatbot for WhatsApp and Telegram. All in one tool.

AI Chatbot for WhatsApp and Telegram

Serve your clients automatically, answer questions and book appointments from chat with an AI assistant trained with your business information.

  • Book appointments directly from WhatsApp and Telegram
  • Automatically answer frequently asked questions
  • Learns from your business with texts, audios and documents
  • Requests human approval when it detects doubts

AI Virtual Receptionist 24/7

AI voice assistant that automatically answers phone calls, understands what treatment area the client needs (legs, bikini, face, underarms) and schedules appointments in real-time.

  • 24/7 phone support with natural voice
  • Automatic phone appointment booking
  • Real-time availability check
  • Never miss a call or client again

Treatment Session Tracking

Track treatment sessions per body area for each client. Know exactly how many sessions completed and remaining for laser packages. Set automatic follow-up reminders.

  • Session count per body area
  • Package progress tracking
  • Automatic follow-up reminders
  • Treatment completion alerts

Online Booking with Website

Professional website for your hair removal center with integrated online booking system. Clients select body area, treatment type (laser/wax) and preferred technician.

  • Professional website ready in minutes
  • Body area and treatment selection
  • 24/7 online booking without intervention
  • Compatible with Instagram and Facebook

Automatic WhatsApp & SMS Notifications

Send automatic reminders via WhatsApp, SMS and email before each appointment. Include pre-treatment instructions (no sun, no shaving 24h before).

  • Automatic WhatsApp reminders
  • Pre-treatment instructions
  • Post-treatment care tips
  • Reduce no-shows by up to 70%

Automatic CRM with Client Profiles

Each client has their digital profile with complete history: skin type, treatment areas, session count, sensitivity notes, before/after photos.

  • Client profile created automatically
  • Complete treatment history
  • Skin type and sensitivity notes
  • Before/after photo storage

Equipment & Room Management

Manage laser machines and treatment rooms. The system schedules based on equipment availability and maintenance windows.

  • Laser machine scheduling
  • Room assignment
  • Maintenance window blocks
  • Equipment utilization tracking

Online Payments with Deposit or Full Prepaid Booking

Secure every appointment by charging a deposit or the full amount at the moment of booking. Native Stripe Connect integration: the money goes directly to your bank account, it never passes through CitaFlow.

  • Configurable deposit per service (fixed amount or percentage)
  • Optional full prepayment to lock in the booking
  • Stripe Connect: money goes directly to your account, not CitaFlow
  • Helps reduce no-shows with prepaid bookings
  • Secure checkout with all Stripe-supported cards
  • Tracking panel with payment status per appointment

Automatic Post-Appointment Marketing via WhatsApp

Send automatic WhatsApp messages after each appointment to build loyalty and grow revenue. Configure the delay and the content from the panel without having to remember anything manually.

  • Automatic post-appointment messages to retain clients
  • Configure delay after appointment (1 day, 1 week, 1 month)
  • Customizable content with client variables
  • Win-back campaigns and promotions for inactive clients
  • Uses the same CRM and WhatsApp channel
  • Open rate and conversion metrics per campaign

Multi-Location and Team Management with Roles

Manage multiple locations from a single account with centralized access. Assign different roles and permissions to each team member so reception, professionals and management see only what belongs to them.

  • Multiple locations managed from a single panel
  • Configurable roles and permissions per team member
  • Centralized view of occupancy and performance per location
  • Available in custom plans based on number of locations
  • Ideal for franchises and chains
  • One calendar with per-location filters

Other included features

  • Employees module with roles, permissions and WhatsApp time-tracking (add-on)
  • Integrated payments · POS by a partner + Stripe Connect (pilot)
  • Multi-branch with per-location roles and permissions
  • Keep your WhatsApp Business app on your phone while connecting to CitaFlow
  • Voicemail with automatic transcription
  • Detailed call analytics and transcripts
  • Customizable dashboard with widgets
  • Two-way Google, Apple and iCal calendar sync
  • External integrations via webhooks (billing, CRM, marketing)
  • Spam number blocking and call filtering
  • Activity log and audit trail

and much more. Try it free for 7 days →

Hair removal center software with AI and complete automation

Professional hair removal center software automates the entire appointment and treatment tracking cycle: from when a client calls or books online until they complete their package. CitaFlow combines an AI virtual receptionist that answers phone calls 24/7, an online booking system with body area selection, and an automatic CRM that tracks sessions per area.

CitaFlow's session tracking keeps count of treatments per body area for each client. Know exactly how many laser sessions are completed and remaining for packages. The system sends automatic follow-up reminders when it's time for the next session.

The AI virtual receptionist is like having a receptionist working 24/7. When a client calls, the AI understands what body area they want treated, checks availability in real-time, explains packages and automatically confirms the booking. If your business handles bookings via WhatsApp or Telegram, CitaFlow is also for you. Your clients can chat with an AI assistant that answers questions and books appointments automatically. All bookings, no matter what channel they come from, sync in real-time to CitaFlow's calendar and control panel.

CitaFlow is the most complete hair removal software for automating management: includes AI virtual receptionist, AI Chatbot for WhatsApp and Telegram, website with online booking, session tracking CRM, equipment management, automatic WhatsApp/SMS notifications, and Google Calendar sync.

How CitaFlow transforms your business appointment management

CitaFlow adapts to your hair removal center as your business grows. Start with the Starter plan to manage online bookings and essential features, and add AI modules for WhatsApp, Telegram and phone calls when you need them. Everything runs on a single calendar and control panel, so all your bookings are always centralized and easy to manage.

STARTER PLAN

Starter Plan: online booking only

Ideal for hair removal centers that want to digitize their schedule with 24/7 web booking

With the Starter Plan you get a professional website for your center with integrated booking system, session tracking and equipment scheduling.

Also includes automatic email reminders, client profiles with treatment history, and sync with Google Calendar.

Starter Plan for hair removal centers with online scheduling
AI CHATBOT

AI Chatbot: manage your clients via WhatsApp and Telegram

Book appointments, answer FAQs and manage client inquiries while you focus on your business

CitaFlow's AI Chatbot is an intelligent assistant that automatically responds to your clients via WhatsApp and Telegram. It books appointments directly from chat, answers frequently asked questions and manages inquiries in real-time, so you can focus on your business.

It learns from your own knowledge base, ensures privacy with encrypted messages and keeps you in control thanks to human approval when a response isn't certain. One AI agent, multiple channels and all conversations centralized in one place.

AI Chatbot for hair removal centers with WhatsApp and Telegram
AI PHONE

AI Phone: call management with advanced artificial intelligence

Answer calls with a natural voice, respond to client questions and book appointments automatically, even outside business hours.

CitaFlow's AI Phone is an intelligent phone assistant that answers calls 24/7 with a natural voice, responds to questions and books appointments automatically, even outside business hours. It understands the context of each call, works in English and Spanish and adapts to your business needs.

Includes voicemail with transcription, redirect to a human when needed and a code-free configurable IVR system. All calls, transcriptions and metrics are centralized so you have full control and never miss an opportunity.

AI Phone for hair removal centers with advanced management

Start simple and grow at your own pace. Begin with the Starter plan to accept online bookings and manage your schedule effortlessly. When you're ready to automate more, add AI modules like the Chatbot or AI Phone to handle messages and calls for you, 24/7. Everything runs on the same calendar and control panel, so scaling up is immediate and frictionless.

Free trial

Start free with the Starter plan and activate the AI Chatbot or AI Phone when you want to scale

Frequently asked questions about hair removal center software

How does booking software for laser hair removal centers help me day-to-day?

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Booking software for laser hair removal centers like CitaFlow centralizes all your appointments in an online calendar, automates reminders, organizes resources and lets you receive bookings online, by phone, via WhatsApp and Telegram in the same system. Less time on the phone, fewer scheduling errors and more time to serve your clients.

Can my clients book laser hair removal sessions online without calling?

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Yes. CitaFlow includes an online booking system for laser hair removal where your clients can choose the treatment area, session type, technician and time directly from a website with your branding or from a widget embedded on your current page. Laser cabin availability updates in real-time on your digital calendar.

How does the AI voice assistant and virtual receptionist work in a hair removal center?

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In voice plans, CitaFlow activates an AI virtual receptionist that answers calls with a natural voice, understands what area the client wants treated (legs, underarms, bikini, etc.), checks your laser session calendar and books the appointment. If needed, it can redirect the call to a human or leave a voicemail with transcription. It's like having a receptionist 24/7, but integrated into your laser hair removal appointment system.

Can I manage different laser cabins, equipment and technicians from the calendar?

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Yes. CitaFlow includes resource and staff management, which lets you define specialized technicians, laser cabins (diode, alexandrite, IPL) and link them to each session type. The system prevents overlaps and assigns the necessary resources for each appointment, which is key for hair removal centers with multiple cabins and shared equipment.

What happens if a client wants to change or cancel their laser hair removal session?

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Clients can manage changes and cancellations from the links included in their confirmation and reminder emails or messages, depending on how you configure it. The system automatically updates the session in your online hair removal calendar and frees up the slot so another client can book.

Can I manage session packages and track treatment progress?

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Yes, you can attach notes to your client's profile. For example, to keep track of completed sessions, remaining sessions, treated areas and treatment progress. So you always know where each client is in their laser hair removal package. All information updates automatically after each visit so you never forget important details about your clients.

How does CitaFlow reduce no-shows and empty gaps in laser cabins?

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CitaFlow sends automatic reminders via WhatsApp, SMS and email before each laser session. Clients can confirm, change or cancel from those messages, which helps reduce no-shows. Plus, with analytics you can see when absences are concentrated and adjust your reminders or cancellation policy.

Is it safe to manage my hair removal clients' data in CitaFlow?

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Yes. CitaFlow complies with GDPR, encrypts data, performs automatic backups and monitors service security 24/7. It's much safer than having sensitive information on paper or in systems without access control, especially for medical-aesthetic treatments.

Can I start with just online booking and later activate the AI phone or chatbot?

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Of course. Start with the Starter plan, try the online booking software and when you're ready for the next step, you can add the AI chatbot or AI phone modules from your own panel, without migrations and without system changes.

How does CitaFlow integrate with my current calendar and other tools?

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CitaFlow syncs with calendars like Google, Apple or iCal and connects with other applications through webhooks, for example for billing or marketing. So your laser session calendar and your tool ecosystem work aligned.

How do automatic WhatsApp reminder messages for sessions work?

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CitaFlow sends automatic WhatsApp and SMS messages before each laser session with all the information: date, time, area to treat and assigned technician. Clients can confirm, modify or cancel directly from the message in one click. This reduces no-shows by up to 70% without you having to send reminders manually.

Can I sync my calendar with Google Calendar automatically?

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Yes. CitaFlow connects with Google Calendar and automatically syncs all your laser sessions in real-time. Every time a client books, modifies or cancels a session, the change is instantly reflected in your Google Calendar. It's also compatible with Apple Calendar and iCal so you can access from any device.

What information is saved in each laser hair removal client's profile?

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The client profile includes: contact information (name, phone and email), scheduled appointments and how much they've billed. You can also attach notes to each client. All information updates automatically after each visit so you never forget important details about your clients.

Can the virtual receptionist handle multiple calls at once?

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Yes. In voice plans, the virtual receptionist with AI can handle unlimited simultaneous calls. While one client is booking their leg session by phone, another can be checking availability for underarms, and a third modifying their bikini appointment. All in parallel, without waiting or busy lines.

Is CitaFlow a complete management program or just for bookings?

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CitaFlow is a complete management program for laser hair removal centers. In addition to online, phone and WhatsApp and Telegram bookings, it includes: client CRM with automatic profiles, cabin and equipment management, online calendar with Google sync, automatic notifications and reminders, real-time analytics, billing via webhooks and much more. All in one platform.

Booking software for other business types

CitaFlow isn't just hair removal software, it also adapts to many other businesses that work with appointments.

Beauty Centers Hair Salons Nail Salons Massage Centers Spas & Wellness Barbershops Tattoo Studios Auto Repair Shops Gyms & Fitness Law Firms

Transform your hair removal center into a business that runs itself

Try CitaFlow free for 7 days and see how your schedule fills up effortlessly.

Free trial

7 days free · No card required · Cancel anytime