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Onboarding Roadmap: From Signup to Success!

Listen (about 2 minutes) or read below.

Here's exactly what happens once you sign up. You'll get a welcome email with a short onboarding form and a link to book your kickoff call.

The form covers your business basics: your business name, website, service areas, hours, services, goals, and who on your team should get alerts. Phone carriers also require your legal business name and EIN to approve business texting, and you'll enter those in the same secure, encrypted form. Please never send your EIN, bank details or passwords by email or text.

To receive payments from your customers, you'll enter your bank details yourself on Stripe's secure page. Our team never sees your full account numbers. You'll also invite us as a manager on your Google Business Profile, website and social accounts. That's safer than sharing passwords, and you can remove our access anytime.

Tiers 1 and 2 take two days. Day 1: your kickoff call, plus account, phone and CRM setup. Day 2: automations, booking and review requests, then your walkthrough and go-live.

Tiers 3 and 4 take three days. Day 1: kickoff and account setup. Day 2: automations, AI and integrations. Day 3: full testing, your walkthrough, and go-live.

You get access to your CRM at go-live, once onboarding is complete and everything has been tested.

From you, we just need replies within one business day, and you on the kickoff and go-live calls.

If you started with the FREE trial, nothing is charged today. There is NO sign-up fee. Your first month is charged on day 15, after your 14-day trial ends. If you cancel before then, you pay nothing at all. And if you chose an annual plan, your full year was charged at signup, with two months FREE.

Questions? Call 1-800-455-5691 or email support@viperconsulting.ai. We're glad you're here.
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LIVE DEMO by Viper Consulting™ · Glow Theory Aesthetics is a fictional business
Glow Theory Aesthetics · demo

See how a med spa keeps every treatment room booked

This is a live demo of the Viper Consulting™ MedSpa Build, shown for a fictional med spa, Glow Theory Aesthetics. Request a consult below and watch the system confirm it, remind the client and bring them back on time.

FREE audit, $0 today, NO sign-up fee, no contract, cancel anytime

Start my 14-day FREE trialSee the full med spa build

Try it: Book a FREE consultation

This form is a simulation for the demo. Nothing you type is sent or saved, so any name works.

What happens next, automatically

  1. Instant replyThe client gets a friendly text and email within seconds with a link to book a FREE consult.
  2. Client pipelineA card appears in the pipeline: New Inquiry, Contacted, Consult Booked, Treated, Member.
  3. Team alertThe front desk gets an instant alert with the client's details.
  4. Confirmations and remindersEvery appointment is confirmed, with reminders 24 hours and 2 hours before, so fewer chairs sit empty.
  5. Rebooking on timeAbout 4 weeks after a visit, the client gets a reminder to book their next appointment.
  6. ReviewsAfter every visit, each client gets the same polite review request, and AI drafts replies to every review.

Missed-call text back

☎ Missed call
Hi, this is Glow Theory Aesthetics. Sorry we missed your call! How can we help? You can also book here: glowtheory.example/book Reply STOP to opt out.
Do you have anything Saturday morning?
We do! Saturday at 10:30 AM is open. Want us to hold it for you? Reply STOP to opt out.

Your pipeline, updated on its own

Every new lead lands on the board and moves forward as the system replies, books and follows up. Try the form above and watch the new card move.

New Inquiry

Dana K.Web form, 2 min ago

Contacted

Priya S.Instagram DM

Consult Booked

Marisol T.Thu 2:00 PM

Treated

Jen W.Rebook in 4 weeks

Member

Alexis R.Member since June

Every conversation, handled automatically

Tap a message type to see exactly what your clients receive. Every message is sent for you, on time, and stops as soon as they reply or book.

Sent when: 24 hours before the appointment

Glow Theory Aesthetics

Hi Dana, a friendly reminder from Glow Theory Aesthetics: your appointment is tomorrow, Thu at 2:00 PM, 120 Linden Ave, Suite 4. Reply C to confirm or R to reschedule. Reply STOP to opt out.
C
Thank you, Dana! See you tomorrow. Reply STOP to opt out.

Patient privacy first. Our team is HIPAA-trained. Texts and emails stay generic (date, time and location only), with no diagnosis or treatment details.

24/7 AI chat and Voice AI Tier 3+

On Tier 3 and up, AI agents trained on your business answer questions and book appointments day and night, by web chat, text and phone. Try the chat, then play a sample call.

AI web chat

Hi! I'm the Glow Theory Aesthetics assistant. I can answer questions and book your FREE consult, day or night.

Voice AI answers the phone

A caller reaches Glow Theory Aesthetics after hours. The AI agent answers, books the visit and texts a confirmation. Your team sees the full call summary in the CRM.

  1. AI agent: Thanks for calling Glow Theory Aesthetics, this is the virtual assistant. How can I help?
  2. Caller: I'd like to book a consultation.
  3. AI agent: Happy to help. Are you a new client with us?
  4. Caller: Yes, first time.
  5. AI agent: Welcome! I have Thursday at 2:00 PM or Saturday at 10:30 AM. Which would you like?
  6. Caller: Saturday, please.
  7. AI agent: You're booked for Saturday at 10:30 AM. I'll text you a confirmation and a reminder before your visit.

The workflows behind this demo

Here is everything that runs in the background for a med spa. Our team builds, tests and launches every workflow for you, then tailors it to your business.

  1. 1

    Missed-Call Text Back Every plan

    Starts when: A call goes unanswered

    Texts the caller back within seconds with a link to book, so the client books with you instead of the next spa.

  2. 2

    Appointment Confirmation & Reminders Every plan

    Starts when: A client books a treatment or consult

    Confirms the appointment and sends reminders 24 hours and 2 hours before it.

  3. 3

    No-Show & Cancellation Recovery Tier 2+

    Starts when: A client misses or cancels

    Sends a friendly text to rebook after 30 minutes and an email 2 days later, and stops as soon as they book.

  4. 4

    Treatment Rebooking Reminder Tier 2+

    Starts when: A treatment is completed

    About 4 weeks later, reminds the client it's time for their next treatment by text, then by email.

  5. 5

    Membership Welcome & Retention Tier 3+

    Starts when: A client joins your membership

    Sends a welcome email and text, and a friendly booking reminder if they haven't booked within 3 weeks.

  6. 6

    Birthday Offer Tier 3+

    Starts when: 7 days before a client's birthday, every year

    Sends a birthday email and text with a special offer for that month, plus a reminder.

  7. 7

    Seasonal Promotion Tier 3+

    Starts when: You start a seasonal offer

    Sends your current offer by email and text, and stops for anyone who books.

  8. 8

    Review Request Every plan

    Starts when: A treatment is completed

    Asks every client for a Google review at the right moment.

Workflows marked “Every plan” are included from Tier 1. Workflows marked “Tier 2+” are included from Tier 2 (Growth & Automation) and up. Workflows marked “Tier 3+” are part of our Rewards, Promotions & Membership Programs, included from Tier 3 (Scale & AI Enterprise) and up, or on Tier 2 with the Rewards Lite add-on. Texting starts once the phone carriers approve your business texting registration.

The plan we recommend

Tier 3: Scale & AI Enterprise · $997/month

MedSpas live on rebooking and memberships. Tier 2 adds the advanced workflows behind treatment reminders and rebooking every few weeks, plus the Social Media Planner and AI replies to reviews. Tier 3 adds our Rewards, Promotions & Membership Programs (memberships, birthday offers and seasonal promotions) and 24/7 AI booking bots that answer questions at night and book consults straight onto your calendar, plus Voice AI for phone calls. Tier 4 adds negative-review monitoring and appeals, plus local SEO.

Also consider: Tier 2: Growth & Automation ($597/month). Every plan starts with a 14-day FREE trial, with NO sign-up fee.

See Tier 3 and start FREE Compare plans

Frequently asked questions

What happens after I sign up? (listen)

Our Onboarding Roadmap, from signup to go-live:

What is this demo?

A working example of the Viper Consulting™ MedSpas Build for a fictional med spa. Every text, reminder, pipeline card and AI answer on this page shows what you and your clients would see. Our team tailors the wording, timing and offers to your business.

Is Glow Theory Aesthetics a real business?

No. Glow Theory Aesthetics is fictional, and the demo form on this page is a simulation: nothing you type is sent or saved.

How does it cut no-shows and late cancellations?

Clients get automatic confirmations and reminders by text and email 24 hours and 2 hours before every appointment, and a cancellation can trigger a message to rebook, so empty chairs get filled.

Can it bring clients back for repeat treatments?

Yes. Tier 2 sends rebooking reminders when a client is due for their next treatment and win-back messages to clients who haven't visited in a while. Tier 3 adds birthday offers and membership promotions.

Can clients ask about pricing and book a consult at night?

Yes. On Tier 3, our 24/7 AI booking bot answers common questions about treatments, pricing ranges and availability by web chat and text, and books the consult straight onto your calendar. Voice AI answers phone calls the same way.

Which plan do most MedSpas choose?

Tier 3 (Scale & AI Enterprise), for memberships and birthday offers, 24/7 AI booking and Voice AI for after-hours inquiries. Tier 2 covers rebooking, win-back and the Social Media Planner.

How do you protect patient privacy?

Our team is HIPAA-trained. We set up your system so patient privacy comes first: appointment reminders and follow-ups stay generic (date, time and location only), no diagnosis or treatment details go out by text or email, and every user signs in with two-factor login. Clinical records stay in your existing patient-records system.

What happens to missed calls?

Every missed call gets an automatic text back within seconds on every plan, so the customer keeps talking to you instead of calling the next business.

When can we start texting customers?

Texting starts as soon as the phone carriers approve your business texting registration, usually within 1 to 3 weeks. Calls, email, booking and everything else work from day one.

How long does setup take?

From sign-up to go-live, onboarding takes 2 days on Tiers 1 and 2 and 3 days on Tiers 3 and 4. You get access to your CRM at go-live.

What does it cost?

Tier 1 is $297, Tier 2 is $597, Tier 3 is $997 and Tier 4 is $1,597 a month. Every plan starts with a 14-day FREE trial and NO sign-up fee: $0 today, and your first month is charged on day 15. No contract, cancel anytime. Our plans are for US businesses.

See plans and start FREE   See every live demo   Questions? Call 1-800-455-5691.

Want this running for your med spa?

Get a FREE audit of your calls, leads and reviews, or start your 14-day FREE trial today. $0 today, NO sign-up fee, no contract, cancel anytime.

Start my FREE trial Get my FREE audit

© 2026 Viper Consulting™ (Epstein Investment Group LLC). This demo, including its design, workflows, text, audio, images and FAQs, is the property of Viper Consulting™. Please don't copy or reuse it without our written permission. See our Terms of Service.