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Quick answer: A multi-location med spa should run every location's calls through one system that can see every provider's schedule. That way a caller is booked with the right provider at whichever location has the first opening, clinical questions reach the clinical team at the right location, and you get reports for each location and the whole group. Groups often have several sites to cover: multi-location med spas average nine locations (AmSpa, 2024 report).
A single med spa can get by with one front desk and one phone. Once you add a second or third location, the phone gets harder. Injectors split their week between sites, a caller wants a Botox appointment with a provider who is at the other location on Thursday, and each front desk is checking patients in while the phone rings. This guide covers how to set up phones for a med spa group: one number or one per location, how to book the right provider anywhere, which calls must go to clinical staff, and what to measure for each location.
Every location you add multiplies the calls, the schedules and the ways a booking can slip through.
Most med spas are still single-location. In the American Med Spa Association's 2024 Medical Spa State of the Industry report, 81% of US med spas had one location. The groups that do have several tend to have a lot of them: multi-location med spas averaged nine locations, up from six in the 2022 report, and averaged 12 employees at their primary location. The same report found the average med spa sees 245 patient visits a month, 73% of patients are repeat patients and the average spend per visit is $527. With that much repeat business riding on the phone, every location needs its calls answered.
More than most owners expect. Zenoti says 30% to 35% of calls to salons and spas go unanswered across the industry (March 2026). Callers don't wait: in CallRail's 2025 survey of 1,000 US consumers, only 42% said they leave a voicemail when a business doesn't answer, and 21% immediately call another business. Across several locations, nobody sees the total unless the calls are tracked in one place.
Yes. In Zenoti's 2025 consumer survey, 81% of salon and spa regulars said they need to manage appointments outside normal business hours at least sometimes, and 77% said calling is the easiest way to change an existing appointment. For a group, that means evening and weekend calls at every location.
At a med spa, patients often book a person, not just a time slot. An injector or nurse practitioner may work at one location on Monday and another on Thursday, and many treatments start with a consultation. A front desk that can only see its own location's calendar can't tell the caller that their provider has an opening across town tomorrow. See how to handle Botox and filler consultation calls.
It depends on how patients find you. Both work, and with CallPad you can use one shared number for all locations or keep a separate line for each location.
| Setup | How it works | Best for |
|---|---|---|
| One shared number | One number in your ads, website and Google profiles; the caller is booked at whichever location suits them | Groups that market one brand across a city or region |
| One number per location | Each location keeps its own local number; calls are answered for that location first | Groups with established local numbers on Google profiles and reviews |
| Both | Local numbers stay live, and a main number covers the whole group | Groups that have grown through acquisitions |
Whichever you choose, the important part is what happens after the phone is answered: whether the person or system answering can see every location's schedule. For more on routing, see our multi-location phone setup guide.
This is where most groups lose bookings. A caller asks for a specific provider or treatment, the location they called is full, and nobody offers the other location.
Yes, if whoever answers can see every schedule. CallPad checks schedules across locations and books the caller into whichever location has the first opening, using their history and preferences, or offers open slots at nearby locations. It works even when your locations use different booking systems, which is common for groups that grew by acquiring clinics.
CallPad books with the provider the caller asks for, in real time, with the right appointment length on supported booking systems. If that provider is working at another location sooner, the caller can be offered that slot instead.
Yes. CallPad can move a booking from one location to another if the caller agrees, for example when a provider's schedule changes or the patient would rather go somewhere closer.
If you charge a consult fee or take deposits, CallPad can take a deposit or payment on the call. You set the policy, and CallPad explains it to callers. See consultation fees and deposits by phone.
A med spa's phone is not just bookings. Some callers ask whether they're a good candidate for a treatment, ask about dosing, or describe a reaction after a treatment. Those calls belong with your clinical team, and in a group they need to reach the clinical team at the right location.
Set this up front: list the questions that must go to a person, and decide where each goes. CallPad doesn't give medical advice. When a caller raises a clinical question, it transfers the call to the right location's staff or takes a message for them, and you can tell it to direct anyone describing a medical emergency to call 911. Our guide to what an AI receptionist should never say at a med spa covers where to draw the line.
CallPad offers a BAA. For what to check before you choose any AI receptionist, see is an AI receptionist HIPAA compliant?.
Look at each location side by side, and at the group as a whole:
For a target, Zenoti says top-performing salons and med spas convert 65% to 75% of answered calls into booked appointments, and sets 60% or more as the benchmark to work toward (March 2026). CallPad gives you reports for each location and for the whole group in one dashboard, with call transcripts and recordings.
Start with one location. Write down the treatments, providers, consult rules, prices you're happy to quote and the questions that go to clinical staff. Make test calls, read the transcripts for a couple of weeks, then add the next location. That is how Lime Salon Group, a three-salon group in Scotland, did it: around 50 test calls, then one salon and one receptionist working alongside CallPad, before adding the other two. Across 4,095 calls with a real conversation, CallPad made about 670 new bookings, and 1 in 4 calls came while a salon was closed. Lime is a salon group, not a med spa, but the rollout steps are the same. If you plan to record calls, add a "this call may be recorded" notice to the greeting (see call recording consent).
Yes. Day spa groups have the same problem with different calls: couples treatments, packages and gift vouchers, while the same desk is checking guests in. See why day spas lose bookings to missed calls, spa phone bookings for couples, packages and gift vouchers and the AI receptionist for spas. If you're weighing a central reservations team, see central reservations: call centre team vs AI receptionist.
CallPad is an AI receptionist for med spa, spa and salon groups, as well as single med spas, spas, salons and clinics, in the US, UK, Australia and Canada. For groups, it works as one receptionist across every location: one shared number or a separate line for each location, booking into whichever location has the first opening, working across different booking systems, moving bookings between locations when the caller agrees, transferring calls to the right location's staff, and reporting per location and for the whole group. See CallPad for groups.
It answers every call 24/7 without adding staff hours, handles several calls at once and screens out spam calls. It answers questions from your own information, including your prices and policies, and speaks several languages. It books, moves and cancels appointments in real time on supported booking systems, including consultations with the provider the caller asks for, and can take a deposit or payment on the call or sell a gift card. It can also suggest add-on treatments while it books. Clinical questions go to your team, and CallPad offers a BAA. You can read call transcripts and listen to call recordings in the dashboard. For more on med spas, see the AI receptionist for med spas.
Setup takes about 10 minutes, and you keep your existing numbers by forwarding them. CallPad also answers WhatsApp and email, and on WhatsApp it does everything the voice receptionist does, including booking, rescheduling and live transfer. Instagram, Messenger and TikTok are coming soon. Every plan includes all minutes at a flat rate. Pricing for groups is custom; book a group pricing call.
It books in real time with Mindbody, SalonIQ, Square Appointments, Booker, Shortcuts, Acuity Scheduling, Setmore, Salon Manager, Trybe, Simple Salon, Cliniko, GlossGenius, Zenoti, Phorest, Google Calendar and Outlook. Mindbody works out of the box; if you use SalonIQ, Shortcuts or Salon Manager, contact CallPad to activate it. If you use Fresha or Vagaro, there's no CallPad Fresha or Vagaro integration yet; contact us and join the waitlist. See all the booking systems CallPad works with and med spa booking systems.
Either works. One shared number suits groups that market one brand across a region; separate local numbers suit groups with established Google profiles for each location. CallPad supports one shared number for all locations or a separate line for each.
Yes, with CallPad. It checks schedules across locations and books the caller into whichever location has the first opening, using their history and preferences, or offers open slots at nearby locations.
CallPad works when your locations use different booking systems, so you don't have to move every location onto one system first.
CallPad doesn't give medical advice. Clinical questions, such as treatment suitability, dosing or a reaction, are transferred to the right location's staff or taken as a message, and you can tell it to direct anyone describing a medical emergency to call 911.
CallPad offers a BAA.
Pricing for groups is custom; book a group pricing call on the CallPad groups page. Single-location plans start at US$150 a month in the US, £100 in the UK, A$200 in Australia and C$190 in Canada, with all minutes included.
Running two or more med spas or spas and want every call answered and booked into the right location? Contact CallPad to hear how it would answer your group's calls and get set up in about 10 minutes, or book a call for group pricing.
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