Patient referral software for aesthetic clinics
A clear path from referral to reward.
Make it easy for patients to introduce someone to your clinic. Keep the invitation, the relationship and the qualifying activity connected, with a programme that follows your rules.
At a glance
Every introduction has a place.
From a link shared by a patient to the team reviewing what happened, bring the parts of your referral programme into the same clinic workflow.
Your clinic’s invitation.
Give patients a branded way to share, with your wording and terms.
Keep the connection.
Carry a referral into booking or record who introduced the patient at the clinic.
Choose what qualifies.
Use paid activity, spend, treatments and products to define your programme.
A journey for each person.
Configure the friend’s and referrer’s messages and reward actions separately.
See what happened.
Follow referral status and review programme performance in a dedicated report.
An invitation from your clinic
Their recommendation. Your clinic’s identity.
Your patients can share their personal referral link from your branded app. The invitation opens your clinic’s referral page, with the message, booking button and terms you have chosen.
- Ready to share
The patient’s referral card opens their device’s sharing experience, with a copy fallback when native sharing is unavailable.
- Your words and terms
Configure the app card, landing page and terms for the selected brand. A personal invitation can include the referrer’s first name and clinic name.
- A view of their introductions
The patient card can show how many people they referred and how many referrals completed.
The clinic sets the programme
Choose the invitation they see.
The referral settings keep programme expiry, the app card, landing copy and terms in their own fields. Your clinic controls the message around the link.
The Ava Aesthetics wording and 30-day window shown here are demonstration settings, rather than a current clinic offer.
From introduction to booking
Keep who referred them in the picture.
A referral link carries its code into online booking. Patients can also enter a code themselves, while authorised clinic staff can record the relationship when adding or booking a patient.
A personal invitation, with the clinic in view.
The referral page carries Emma’s code into booking. Its heading, body, button and terms are configured by the clinic.
Resolve the code before applying it.
A patient can also enter a code manually. The applied state names the referrer, without implying that the booking or reward has completed.
- A link that carries context
The clinic’s referral page continues into booking with the referral code. Manual code entry resolves the referrer’s name before it is applied.
- A clinic-side entry point
The optional Referred by field connects the patient to their referrer. The patient record keeps incoming and outgoing referrals together.
- Booking can continue
A code that cannot be resolved does not prevent a booking. Recording a referral starts its pending state; it does not itself issue a reward.
The activity that counts
Make qualification fit your programme.
Choose any paid invoice or define more specific rules. Qualification is checked against eligible, fully paid invoices, so a booking or an invoice still owing money does not stand in for the result you want to recognise.
Agree on what the programme should recognise.
The clinic chooses the qualifying activity and the period available to meet it.
One invoice, or the activity since the referral.
The minimum-spend rule changes its basis while keeping the amount and treatment-only scope visible. The amount is an example, not a recommended threshold.
- Spend, with a clear basis
Set a minimum spend on one invoice or cumulatively since the referral. Count everything, treatments only or products only.
- Specific purchases
Use treatment or product purchase conditions, matching any or all of the selected items. Combine conditions with all or any groups.
- Time to qualify
A payment that does not match leaves the referral open for the next eligible event. Unqualified referrals expire after the period your clinic sets.
Two people, two journeys
Choose the thank-you for each side.
The friend and the person who referred them have separate automation triggers. Shape the qualification, communication and reward-point action for each journey, then review and activate the programme you intend to run.
- Start from editable drafts
DappleOS includes a referral journey for each side. The examples are drafts with email and reward-point actions for your team to review.
- Different rules, different timing
Each side can qualify once for a referral, and they can qualify on different invoices. They do not have to receive the same reward.
- Keep the outcome precise
Completed means a qualifying invoice has been recorded. Reward credits and message delivery are separate journey outcomes.
Context for the clinic team
Answer the question behind the status.
See who referred the patient and who they have referred, with dates, status and the expiry of pending referrals. The team can review the relationship before explaining the next step.
The relationship stays beside the patient.
Dates, status and pending expiry sit together. Completed is a qualification milestone; the reward and message outcomes belong to their journeys.
Give the team the context for the conversation.
Review what has been recorded before discussing what happens next.
- Distinct states
Pending, Completed, Expired and Removed retain different meanings. A pending referral has time left to qualify; an expired referral has reached its window.
- Controlled changes
Creating and removing referrals require the relevant permissions. Completed referrals cannot be removed through this action.
- Preserve attribution
The first recorded referral is retained. Changing an existing relationship requires the appropriate removal and recording workflow, rather than silently replacing its code.
Programme visibility
Know which introductions become qualifying activity.
The Refer a Friend Performance report brings created referrals, completions, conversion and qualifying-invoice revenue into one view. Review the pending pipeline, sources and top referrers with the selected period in context.
- A defined cohort
Conversion follows referrals created in the selected period, excluding removed records. It is not a count of link shares or message opens.
- A useful path into detail
Review conversion by source, top referrers and recent referrals alongside the programme totals.
- Keep revenue in context
Qualifying-invoice revenue is the value of the invoices attached to completed referrals. It is not a claim of incremental revenue or reward return on investment.
Trust and control
Clear rules. Deliberate controls.
Keep referral attribution, qualification and communication understandable for the people running the programme.
Feature availability depends on your plan, enabled features and access permissions.
- Encrypted storage
- Permissioned management
- Referral viewing, creation and removal have separate permissions, so the clinic controls who can manage a relationship.
- Paid-activity checks
- Qualification checks the committed invoice state and amount owing before evaluating the programme’s rules.
- Separate communication consent
- The default referral emails respect marketing consent. A patient’s reward eligibility remains distinct from whether they can receive the email.
- Per-side execution
- The friend and referrer are tracked separately so the same side is not triggered repeatedly for one referral.
FAQs
How do patients share a referral?
Patients can use Share my referral link from the clinic-branded app. It opens their device’s sharing experience, with a copy fallback where native sharing is unavailable. The personal link opens the clinic’s referral landing page and carries the code into online booking.
Can our team record a referral at the clinic?
Yes. Authorised staff can use the optional Referred by field when creating or booking a patient, or create a referral from the patient’s referral record. Capturing the relationship does not itself grant a reward. The record begins as pending while it waits for qualifying activity.
Can we use our own branding, wording and terms?
Yes. Referral settings include brand selection, the patient app card’s title and description, landing page title and body, booking button label, terms and the unqualified-referral expiry window. The landing content can include the referrer’s first name and the clinic name.
What can we use to decide when a referral qualifies?
Choose any paid invoice or match rules. Rules support minimum spend on one invoice or cumulatively since the referral, counting all items, treatments only or products only. Treatment and product purchase conditions can match any or all selected items, with all/any groups. Evaluation uses eligible fully paid invoice activity.
Can the friend and referrer receive different rewards?
Yes. Separate referral-completed triggers let you configure each person’s qualification, message and reward-point action. The included examples are editable drafts. Each side can qualify once for the referral, and the two sides can qualify on different invoices.
Does Completed mean that a reward or message has arrived?
No. Completed records the first qualifying invoice for at least one side of the referral. The configured journeys then run their own actions. Reward credits and message delivery are separate outcomes; the default referral emails also respect marketing consent.
What if the code is invalid or the referral expires?
An invalid code does not block a patient from booking; the booking can continue without referral attribution. Unqualified referrals expire after the configured window. A payment that has not met the rules leaves an open referral available to be checked again on a later eligible event.
How can we measure the programme?
The Refer a Friend Performance report includes created and completed referrals, cohort conversion, median completion time, qualifying-invoice revenue, pending and expired referrals, source comparisons, top referrers and recent records. Conversion uses referrals created in the selected period, excluding removed records. Qualifying-invoice revenue is not a claim of incremental revenue or reward ROI.
Ask DappleOS
Ask how your clinic’s invitation, qualification rules and reward journeys could fit together.
