Why people love Orchid

features and edition details

  • Runs on your PC (medspa or home computer)
  • Works with printers, cash drawers, and scanners
  • Log in from anywhere with Remote Access and apps for iPhone, iPad & Android
  • Optimized for small to large businesses and includes marketing, payroll, pictures, accounting, and more

Standard

five

one

Professional

unlimited

one

Multi-Computer

unlimited

two computers
at one location*

Multi-Location

unlimited

two locations, two computers each*

If you're looking for edition pricing, check out the software pricing page for detailed pricing and purchase options.

*Additional computers and locations can be purchased at an additional cost.

Colors and Themes to Match Your Style

Keeping up with the current trends is important. That is why Orchid offers 20 beautiful and modern themes you can use to customize the appearance of the software. With Orchid Medical Spa Software, you can personalize the software's look and feel to your heart's content.

Software themes and colors

Easily Manage Your Appointments

Orchid Medical Spa Software has the most powerful and simple appointment book available to help you manage your business.

Customized color codes make it easy to quickly view when an employee is available to book, to view what type of appointments you have for the day, and even determine who still needs to receive a confirmation call or e-mail.

Book, rebook, check in clients, and so much more with just a couple of clicks. Creating an appointment is easy, and keeping your employee's appointments organized is even easier when using Orchid.

medical spa appointment management

Client Tracking for Spa Management

Orchid Medical Spa software allows you to create a detailed, custom client list, including pictures. All editions of Orchid software can store an unlimited number of clients in the database, so you will never run out of space! Learn about your clientele from your software! Managing your medical spa is easier with a contact database with all the important information you need about each of your clients. Orchid Medical Spa Software also has built-in reports to display top spending clients, percent of clients that are retained by employees, new client lists, client referral types and many others!

Each client has a complete purchase history profile which contains information about previous product and service sales to help you suggest items to clients during their visits. No-shows and cancellations are also tracked per client so you know who to follow up with, and special pop-up notes can be made for each client to give you an extra alert when creating or editing any appointment for the client.

client information and purchase history

Unlimited Before, After, and Profile Photos

Orchid can store, display, and print an unlimited number of pictures of each client with just a click of the button. Use any webcam or digital camera to take photos and add directly into Orchid Medical Spa Software, or add an existing photo file from anywhere on the computer - even scanned images!

You can use the Picture Manager to store a series of before and after photos when doing a series of services, and keep a main picture of your client that comes up when scheduling and editing appointments and sales!

store unlimited client photos

Easily Manage Employee Schedules

Enter each employee's schedule of working hours for individual days and even set up a recurring schedule for the employee to record many days' schedule at a time. The Orchid appointment book reflects the employees' schedule by displaying what days and times they are working or unavailable.

Additionally, employees can clock in and out using the Time Clock feature, and you can track the working hours for each employee in addition to the scheduled hours. If you are using the Payroll feature as well, you can import time clock hours into payroll to calculate hourly pay for each employee.

spa employee time clock

Employee Password Protection & Auto-Logout

Setting up password protection in Orchid Medical Spa Software is easy! Each major screen and feature can be password protected. Each employee may have his/her unique password and list of screens and features that can be accessed. Orchid also works with custom Employee ID cards so that employees can quickly swipe a card to access any protected feature.

Set up the automatic log out feature to make sure employees will not stay logged in if the computer remains inactive. Automatic logout further increases the security of your system, while making it easier on your employees.

employee passwords

Quick and Easy Product and Service Sales

Orchid management software allows you to enter a list of services, prices, and descriptions that your business offers. Scan barcodes to quickly sell products, add products or services to a ticket by looking up an item from an available list or entering a quick ID, and even handle pre-paid services so that clients can pay for a series of services in advance quickly and easily.

quick and easy spa products and service sales

Manage Inventory and Product Information

Orchid Medical Spa Software allows you to track your products, including the quantity in stock, which is automatically updated every time a product is sold and inventory is received. Orchid works with barcode scanners so that you can quickly sell your products to clients or add new products to the database.

spa product inventory and sales

Over 200 Reports!

Orchid Medical Spa Software includes over 200 built-in reports that will help you to get details about your sales, clients, products, and so much more! The built-in reports are easy-to-use and provide you with key details that will help you to run your business effectively.

Most reports can be viewed in a simple grid as well as a full-color graph! You will be able to visually see all the information about your business in a variety of ways, and print the information to keep on record.

medical spa business reporting

Send Clients Personalized Text Messages

Orchid allows you to quickly and easily text message your clients. In just seconds, you can type a message and send it to your client's phone. Communicating with your clients has never been simpler.

client text messages

Appointment Reminders for Google Calendar

Your clients can easily add their appointments at your medical spa to their own Google Calendar. With this feature, no-shows are reduced because your clients will be reminded of their appointment at home, on their smartphones, and wherever else they access Google Calendar.

client text messages

E-mail or Text Appointment Reminders

Save time calling clients to remind them of upcoming appointments. Orchid will automatically send email reminders to your client's cell phone or email address before the client's appointment. Email and SMS reminder messages are completely customizable, and can be sent automatically throughout the day so that clients are always notified of upcoming appointments.

automatic appointment reminders
customized spa gift cards

Beautiful Gift Cards for Your Medical Spa

Provide a professional touch, free advertisement, and have immediate income when gift cards are sold. You can get custom designed and pre-designed gift cards that will integrate directly with Orchid to provide a quick and efficient way for your clients to pre-pay for products and services.

After a gift card is purchased, it can be used on returning visits to pay for purchases. And unlike paper gift certificates, gift cards are durable and reusable, so your investment will last for many birthdays and holidays to come!

Your Spa Is Now Accessible from Anywhere

You can stay connected to your business no matter where you are. Access your appointments, make time blocks, close tickets, process credit cards, run reports and more from your home computer, laptop, tablet, or smart phone. Everything stays perfectly in sync, so everything you do while out of the spa is immediately updated in your business.

Remote Access provides your business with all the benefits of web-based software, backed by the power of Orchid Medical Spa Software installed on your business computer. You get all the flexibility you want to use your mobile devices and any computer from anywhere, along with all the amazing features offered by Orchid while at your business.

learn more and Sign Up remote access spa software iphone ipad android

Integrated Credit Card Processing

Orchid offers the convenience of completely integrated credit card processing at competitive rates. You can run credit cards directly through Orchid Medical Spa Software in just a few easy steps. You can accept payments through Visa, MasterCard, American Express, and Discover.

You can also setup multiple merchant accounts so that your independent contractors can process credit card cards transactions through their own accounts.

XCharge Integrated Processing
learn more and sign up
integrated credit card processing

Powerful Online Booking System

powerful online booking for spa

Notice: The Online Booking feature of Orchid Windows Software is not HIPAA compliant and is not intended for use by medical offices or facilities that are “covered entities” as defined by the Health Information Portability and Privacy Act of 1996.

Your clients can book and schedule an appointment in just a few minutes, and you can have a fully functional web site that you can use to promote specials at your business, market to new clients, and give information about services that you offer. Scheduling an appointment online takes just a couple of minutes, and is always available to your clients, even when your business is closed.

Orchid Medical Spa Software will check for new appointment requests automatically and will alert you when new ones come in. Simply accept the appointment to add it to your appointment book, and Orchid will send the client a confirmation message to let them know that you will look forward to seeing them at their appointment booked online. Check out our demo website to see what online booking can offer your spa.

Learn More About
Online Booking

Automatic Appointment Reminders by Phone

Orchid Medical Spa Software works with automatic reminder call software. You have the option of getting the additional software to do the automatic reminder calls, although you do not need to use the automatic reminder call software to use Orchid.

The automatic reminder call software allows you to record an appointment reminder message. The automatic reminder call software then calls each of your clients and plays the message for him or her.

A $25 setup fee for the automatic reminder call software applies and there is a nominal monthly usage fee for the automatic reminder call software. To order and get details on monthly usage fees for automatic reminder calls, please call Rolling Hill Enterprises Inc. at 1-888-858-6673 or visit their web site.

Automate Marketing & Enhance Your Web Presence with Demandforce

Orchid integrates with Demandforce


Demandforce integration with Orchid is a totally optional feature that is popular with large businesses; however, it works on all editions of our software.

The Demandforce integration grows your business through automated email, text, social media and online review programs to attract new clients, recover lost clients and measure results. The Demandforce integration expands your presence across the web by automatically providing and updating your business information on 140+ sites and search engines including Google, Facebook and CityGrid. To learn more, visit Demandforce.com.

Learn More About
Demandforce

Online Backup for Your Most Critical Assets

gillware online data backup

Orchid has teamed up with Gillware Online Backup to offer a solution designed to automatically backup your Orchid database to the cloud, protecting your critical data from permanent loss.

With online backup, you don't have to worry about the common reasons other backup strategies fail, like forgetfulness, storage device failures, hardware theft, or local disasters. You can also use the online backup tool for other valuable data stored on your computer in addition to your Orchid database, so all of your important data is stored online in one location and can be restored anytime, day or night.

For as little as $4.50/month, you can ensure that your most valuable data assets are safe.

Learn More
About Online Backups

Packages and Prepaid Services

Orchid's packages feature allows you to sell prepaid services and track how many treatments are remaining on the client's account. Orchid Medical Spa Software automatically detects when a client has a prepaid balance when the client comes in for future treatments.

prepaid services

Store Important Client Documents

Each client can have his or her own documents linked so that you can keep important medical, legal, or informational notes needed for spa services on file. Any file that is saved on your computer can be linked to a client, so you can quickly and easily access scanned documents and images, service agreements, or questionnaires in just about any file format.

We even include simple template documents that you can use for new client forms or release forms to help get you started.

document tracking

Schedule Rooms and Equipment

You can easily schedule rooms for facial treatments and massages, as well as manage tanning beds, pedicure chairs, or even full classrooms - all using the versatile Resource feature. The rooms and equipment will appear in the Appointment Book alongside your employees. Orchid will find an available resource that is required for a service when you book, so you won't have to juggle what rooms or equipment is available when your client comes in. Orchid will alert you if no resources are available at the time you are trying to book, so you won't overbook your spa areas.

You can also set capacities for your resources, allowing you to book more than one appointment with a resource at once. This makes managing group services or classes easy. Orchid keeps track of how many appointments are booked in resources, and will let you know when it is booked to capacity.

resources

Store and Manage SOAP Notes

Orchid Medical Spa Software allows you to easily manage and add SOAP notes to your clients' profiles. SOAP notes are flexible and can contain detailed medical and treatment notes for each client, which will be stored securely in the software. Quickly pull up or print notes for a client before their next appointment to see their history at your business.

soap notes

Extensive Payroll and Check Printing System

Orchid Medical Spa Software's payroll feature works with virtually all worldwide payroll systems, including the United States, Canada, Europe, and Australia. Efficiently handle your payroll with these features:

  • Full support for employee product and service commissions
  • Calculate hourly wages and set up salary amounts
  • Track and settle tips with payroll
  • Deduct Federal, State and Local taxes
  • Set up custom deductions that are specific to your business or location
  • Manage healthcare and retirement fund deductions
  • Download free Federal Tax table updates
  • Calculate back bar deductions for product usage during services
  • Print payroll checks and check stubs
  • Determine year-to-date and end-of-year payroll information (W2 and 1099)

With the Orchid payroll system, there is no need to have an outsourced company or separate accounting program to manage your payroll. You will save time and money by letting your own business management software handle calculations and check printing!

spa payroll

Marketing Campaign Management System

Using the powerful Marketing feature in Orchid, you will be able to construct lists of clients based on purchase history and client information.

Marketing Campaigns are perfect if you want to notify your clients of specials, follow up after specific services, or say "Happy Birthday!" with a special offer.

Marketing Campaigns can have an email template associated with them to easily send out your mass email and refer to your offer. During an active campaign or upon its completion you can check out the effectiveness of your campaign through return-rate reports. Quickly view which clients received each campaign notification in the client history.

marketing campaigns

Manage Your Accounts with the General Ledger

Track all of your financial transactions for multiple bank accounts, such as a checking account, business account and savings account. These transactions can be rent payments, utility payments, supplier shipments, written checks, and most other financial transactions that can occur within a business. The General Ledger works very much like an interactive bank account statement. Orchid Medical Spa Software can even calculate the current balance of your account based on what checks have cleared.

general ledger

View Business Profit and Loss Info

The Orchid Medical Spa Software Profit and Loss report provides the comprehensive tools for analyzing the income, expense, and net profit for your business. Display a complete breakdown of your business's income and deductions based on sales transactions, payroll records, and general ledger entries. Run the Profit and Loss report over any date range to view a summary of how your business is performing financially during any time period.

profit and loss report

Automatically Remind Employees of Important Tasks

Create reminders that are associated with a client, a ticket, or just a general notification for employees. Use the Auto-Notify feature and Orchid will automatically notify you until a reminder is marked as complete.

Each reminder can be marked as complete or incomplete, can have a priority defined, and have a start and due date. You will be able to set up a notify schedule so that notifications will be shown to you at the beginning of the day, periodically throughout the day, or not at all.

employee reminders

Automatically Fill Openings with the Wait List

The Wait List feature allows you to create a list of clients who have no previously scheduled appointment and are in the lobby waiting for an available employee, or would like to schedule an appointment for a future date that is currently booked. On a Wait List entry, you will be able to add multiple services and employees, and define when the client is available to come in. Orchid will look for openings in your appointment book as existing appointments are cancelled or moved, and you will be notified when a match is found for a wait listed appointment request so that you can keep your appointment book full and your clients happy!

wait list

Create Your Own Reports

Most of the information that you need to run your business can be found in the hundreds of built-in reports included in Orchid Medical Spa Software. But, if you need a report that isn't already found in Orchid, you can always create your own! Reports can be written in Structured Query Language (SQL), which is a commonly-used database language used to specify what information you want in your report.

custom reports

Automatically Sync Using QuickBooks Connect

We offer complete synchronization with QuickBooks, so all of your transactions, clients, inventory, ledger entries, and more will be entered into QuickBooks automatically. Just set up QuickBooks Connect once, and Orchid will transfer your information to QuickBooks automatically throughout the day. Then, you or your accountant will be able to use QuickBooks for its widely accepted standard accounting reporting without re-entering any of your day-to-day transactions. You can purchase the QuickBooks Connect module for Orchid 10 and set it up in just a few minutes and get started syncing right away.

Find Out More and Purchase Online automatically sync to QuickBooks

Use Orchid on Multiple Computers

Orchid has been designed to operate exceptionally in a local area network. Several computers on a network can be connected, and your employees can use Orchid Medical Spa Software simultaneously for all of their scheduling, reporting, and management tasks.

All of the information in Orchid (i.e. clients, appointments, products, services, etc.) will be available on each of the computers. Your Appointment Book will continuously refresh automatically to make sure to display all of the most up-to-date information, even when edited on another computer.

Connect Multiple Locations Together

The Wide Area Networking (WAN) version of Orchid allows multiple locations of your business to share information with each other. An unlimited number of stores anywhere in the world can be set up to share information, making it perfect for any corporate or franchise business, as well as multiple locations owned by a single person. Setup is easy and requires little additional hardware to allow your multiple locations to connect.

With the WAN edition of Orchid software, you can switch to another location's database to view clients, book appointments, update inventory, run reports, and so much more.

Unique Reports for Wide Area Networking

Special reports that can only be found in the WAN edition of Orchid will help you to manage all of your locations more efficiently. You will be able to determine the sales totals for all locations combined, show a complete inventory count of all locations, and more.

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