Feature · Medspa staff management software
For medspa owners who want to run shifts, permissions, and phone privacy from one app. Delam is medspa staff management software for shift scheduling, a geofenced time clock, break tracking, overtime, payroll exports, role-based access, goal setting, performance dashboards, and privacy-first proxy calling, the staff layer of Delam's membership-first medspa OS. Built for Canadian clinical operations, bilingual EN and FR staff apps, and a permission system that scales from a solo injector to a thirty-location chain.
Trusted by aesthetic clinics across Ontario and Quebec. PIPEDA and Quebec Law 25 compliant. Bilingual EN and FR out of the box.
Why medspa scheduling software is different
A medspa is not a salon. Licensed injectors have narrow appointment windows, receptionists answer the phone all day, and estheticians float between locations. Generic scheduling tools leak patient privacy and punt payroll to a spreadsheet.
Weekly shifts live in a shared Google Sheet that nobody on the floor opens. Coverage gaps are discovered the morning of, not the week before.
Receptionists call clients from personal numbers. Phone numbers leak into personal address books, staff turnover walks the list out the door, and there is no audit trail.
Hours are copy-pasted from a punch clock into payroll. There is no link between what a staff member sold this month and what they take home, so goals stay theoretical.
One source of truth
In Delam's medspa staff management software, the geofenced time clock is the source of truth for availability. On every IN or OUT punch, Delam updates Staff.isAvailable. That flag is read by three systems in real time:
Only available staff with calls.receive are rung through privacy-first proxy calling.
Unavailable staff are greyed out for new bookings automatically.
Hours are calculated via analyzePunches() with break tracking and provincial overtime logic.
Clocking in makes staff available for calls. Clocking out sends inbound calls to the AI front desk. No separate online / offline toggle, no split systems, no missed calls.
What medspa staff management software covers
Every system a clinical team needs, shift scheduling, a geofenced time clock, break tracking, overtime, payroll exports, role-based access, a staff mobile app, privacy-first phone, goal setting, and performance dashboards, unified in a single multi-location surface. See how Delam ties it to the AI front desk and the EMR.
Medspa scheduling software with drag-and-drop weekly grids, repeat patterns, and a coverage heatmap. Templates are role-aware, so injectors, estheticians, receptionists, and managers only fill shifts their license and permission groups allow. Staff see every update on the staff mobile app with instant push notifications.
A geofenced time clock built for clinical operations. Staff punch from iOS or Android inside a configurable radius around each location; off-premise punches are blocked with a manager alert. Every punch updates Staff.isAvailable so booking, the calendar, and inbound call routing stay in sync.
Break tracking runs automatically against Ontario ESA, Quebec LNT, and US state labour rules. Overtime thresholds, stat holiday pay, and missed-punch caps apply before payroll exports. Managers can edit exceptions with a PIN and reason, and every edit lands in the audit trail.
One-click payroll exports to Gusto, QuickBooks, ADP, and Wagepoint (Canada). Provincial overtime, stat holidays, split shifts, and Quebec-specific pay rules are applied natively. No spreadsheet stitching, no copy-paste between the time clock and the payroll vendor.
Dot-notation permission groups (clients.view, calls.receive, payroll.export) enforced on backend, frontend, and audit log. Roles bundle permissions to fit real medspa jobs: Owner, Manager, Injector, Esthetician, Receptionist, or anything custom. Owners bypass all checks; every other action is recorded.
A native staff mobile app that replaces the group chat, the spreadsheet, and the punch clock on the wall. Staff see their schedule, punch in, read client notes they are allowed to read, track goals, and message the clinic without ever seeing a raw patient phone number.
Privacy-first phone built on Twilio. Every outbound call is a proxy calling session through a clinic business number, so staff see a masked ID and never the patient's real digits. Inbound calls ring only punched-in staff who hold the calls.receive permission. After-hours rolls to the AI front desk.
Performance dashboards per staff for revenue, rebook rate, membership conversions, and retail attach. Monthly goal setting ties to compensation and shows up as live progress bars on the staff mobile app, so every aesthetician knows where they stand before the end of shift.
Break tracking · Overtime · Payroll exports
Shift punches become payroll hours without a spreadsheet in between. Break tracking, provincial overtime, stat holidays, and geofence integrity checks run automatically before export.
The week, at a glance
Drag-and-drop weekly grids with role-aware templates. Coverage gaps flagged before the week starts, not the morning of.
On mobile, in the field
Staff see their schedule, punch in from the geofenced perimeter, read client notes they are allowed to read, track monthly goals, and message the clinic without ever seeing a raw patient phone number. Native iOS and Android, bilingual EN and FR.
The numbers
12 min
Avg payroll prep time
Export to Wagepoint or Gusto replaces an afternoon of spreadsheet work for a ten-person clinic.
Source: Delam onboarding telemetry
98%
Shift coverage compliance
Coverage heatmap flags gaps before the week starts, so shifts land on the schedule, not the group chat.
Source: Delam scheduling analytics
100%
Geofenced punch compliance
Off-premise punches are blocked at the source. Every exception carries a manager signature.
Source: Delam platform architecture
Role-based access & permission groups
Every capability in Delam's medspa staff management software is gated by a dot-notation code. The same codes are checked in the backend middleware, the frontend guard, and the audit log, so what a staff member sees in the UI is exactly what they are allowed to do on the server. Owners bypass all checks.
Custom permission groups combine capabilities à la carte, so a senior receptionist can hold calls.receive without also getting payroll.export. Raw patient phone numbers sit behind clients.phone.view, a permission almost no role holds.
― Sample codes
clients.viewclients.editclients.phone.viewbookings.createbookings.editcalls.initiatecalls.receivereports.viewpayroll.exportstaff.manage― How the check runs
authorize('calls.receive')(req, res, next)
└─ staff.permissions.includes('calls.receive')
└─ OR staff.role === 'OWNER' // bypass
└─ audit: READ · who · when · businessIdCompliance
Staff records contain sensitive personal information and, through the call log, shadow PHI. Delam's permission groups, audit trail, and encryption are designed to satisfy Canadian regulators and professional colleges. Explore the full compliance stack for Canada.
Staff personal information is collected only for employment purposes and gated by role-based access. Phone numbers, SIN, and banking details sit behind dedicated permission groups no aesthetician holds by default.
Every read, edit, punch edit, payroll export, and call is recorded with staffId, action, timestamp, and businessId isolation. Audit logs are immutable and exportable for regulator requests.
Supervising physician and registered nurse assignments are tied to staff records, so Ontario CPSO and CNO oversight requirements for medical directives and delegated acts are preserved across shift changes.
Staff cellphone numbers never appear on caller ID. Proxy calling routes through a Twilio business number and patient numbers never land on personal devices, protecting both staff and patients under Quebec Law 25.
Onboard in 20 minutes · Six steps
Send the invite from the dashboard. They get a branded email and download the Delam staff mobile app on iOS or Android in under two minutes.
Pick from Owner, Manager, Injector, Esthetician, Receptionist, or a custom role. Permission groups load automatically with role-based access.
Drop them on the weekly scheduler with repeat patterns. Role-aware templates handle clinic openings, late shifts, and split days.
Hourly, salary, or commission. Provincial overtime thresholds (Ontario ESA, Quebec LNT) and stat holidays apply automatically.
Revenue, rebook rate, membership conversions, retail attach. Goal setting appears on the staff mobile app with live progress bars.
Staff punch in from the geofenced time clock inside the clinic radius. Staff.isAvailable flips on, calls route to them, and payroll hours start counting.
“Payroll used to take a day and a spreadsheet. On Delam, punches become hours, hours become paystubs, and the call router already knows who's on shift, all before I've had my second coffee.
FAQs
The full platform, booking, EMR, memberships, loyalty, AI, payments.
Tiered ladders, rollover credits, Stripe billing.
Points on visits, referrals, reviews, birthdays.
24/7 call handling with Law 25 disclosure.
PIPEDA / Law 25 / PHIPA compliant.
PHI-grade records, consent at booking, before/after tracking.
Get started
Shift scheduling, a geofenced time clock, payroll exports, performance dashboards, privacy-first proxy calling, live in twenty-four hours.