How do I track where my med spa's new clients come from?
By the Margin Media team · Updated
A med spa tracks where new clients come from by recording a source for every enquiry at first contact, then carrying that source through to the booked consult and the first paid visit. Asking how did you hear about us at the desk is a start. It breaks when it is the only method, because people answer Google to everything.
Why is the answer at the desk unreliable?
Clients don't remember, and the question comes too late. Someone saw your ad on Instagram, searched your name on Google a week later, and called from the map. Asked at check-in, they say Google. The ad gets no credit and may be switched off. The record has to be made when the enquiry arrives, by the channel it arrived on.
What are the steps?
You are building one list where every enquiry has a source and an outcome. It can be a spreadsheet. What matters is that the source is written down by the system or the person who took the enquiry, at the time.
- List every way an enquiry reaches you: phone, text, web form, booking page, walk-in, social message.
- Give each ad campaign its own booking page, so its bookings are counted separately.
- Record the source on the lead the moment it arrives, not at check-in.
- Ask new clients how they heard of you as well, and store it as a second field.
- Follow each lead through to booked, showed and first visit.
- Add up monthly the consults that showed by source, beside what each source cost.
What should the monthly sheet show?
One row per source: enquiries, consults booked, consults that showed, new clients, and what you spent. Divide spend by consults that showed. Referrals and returning clients belong on the sheet too, with no spend beside them, because they show how much of your month doesn't depend on advertising at all.
How does Margin show a med spa where clients come from?
Every call with its transcript, every text thread, the leads and the calendar sit in one portal, so each enquiry has a record from first contact to booked consult. Each ad campaign Margin runs has its own booking page, and the monthly report covers what the ads brought in, what got booked and what changes next.
The limit is your till. Bookings land on the portal calendar, and what a client goes on to spend is recorded in your own software, so the last column of the sheet is filled in with you on the monthly call.
What Margin sets up for this.
- Your portal: every call, text and booking
- A monthly report and strategy call
- Ads on Facebook and Instagram, in an account you own
What a business needs is decided on its audit. It is a one-time setup fee and a monthly fee, with exact numbers on the audit.
How Margin works for med spasSee the portal with a sample businessThe Med Spa Accelerator
Related questions
What is the most useful marketing number for a med spa?
What a consult that showed up cost, by source. A med spa that tracks only leads can't tell a campaign that fills the calendar from one that fills an inbox. Follow each enquiry through to the visit.
Should a med spa still ask clients how they heard about it?
Yes, as a second opinion. The answer tells a med spa what the client remembers, which may be a friend's recommendation the tracking can't see. Record it beside the source captured at first contact, not in place of it.
How does a med spa track phone calls from ads?
Send each campaign to its own booking page and note which page a caller came from. A med spa can also ask its phone provider or agency about separate numbers per campaign. Whatever the method, record it at the first call.