The question we hear most from medspa owners isn't "should I leave Mindbody?" It's "what's actually built for us?" Most practices evaluating alternatives have already accepted that Mindbody isn't the answer. They're running a separate EMR, charting in a second system, storing before/after photos on iPhones they shouldn't be using for HIPAA purposes. This page walks through five platforms: what each one handles well, and where each falls short for clinical aesthetics practices.
For most single-location, appointment-driven medspas, Boulevard is the strongest Mindbody alternative: native HIPAA-compliant charting, a built-in before/after photo gallery, and MD review workflows that eliminate the need for a separate EMR. Boulevard's medspa plans start at $199/month for up to 3 providers, charting included, while most Mindbody medspas pay for a separate EMR on top of a quoted plan. The five-platform breakdown below covers where each one wins and where it doesn't.
Medspas outgrow Mindbody because it has SOAP and progress notes but no medspa charting (injection mapping, photo markup, provider sign-off). Most practices run a second system beside it, such as Aesthetic Record, PatientNow, or Jane App, which means two subscriptions, two logins, and a daily manual data transfer. That transfer averages about 45 minutes a day for a mid-size medspa, or 270 hours of administrative work a year.
Mindbody was built for fitness studios. It does class schedules, waitlists, and bulk packages well. It has SOAP and progress notes, but no medspa charting (injection mapping, photo markup, provider sign-off), and that gap is what defines the medspa experience on the platform. Most practices compensate by running a second system alongside Mindbody: Aesthetic Record, PatientNow, Jane App, or a purpose-built EMR. Two subscriptions. Two logins. A daily manual data transfer to keep them synchronized. (For the bigger picture on how Grove thinks about medspas specifically, start here.)
That transfer averages about 45 minutes a day for a mid-size medspa. Across a year, that's 270 hours of administrative work that exists entirely because the scheduling platform and the clinical platform don't talk to each other.
The five platforms below are evaluated on medspa-specific criteria: the clinical functionality that determines whether a medspa can run on a single system, or whether the workarounds follow you to the new platform. For the direct head-to-head on Boulevard specifically, see our full Mindbody vs Boulevard comparison.
Medspa software needs six capabilities to replace Mindbody plus a separate EMR: native HIPAA charting, a before/after photo gallery, MD review workflows, resource scheduling for rooms, IV chairs, and laser suites, EMR integration, and direct booking with no marketplace commission. A platform built for medspas covers all six in one system.
Ranked by fit for most independent medspas: Boulevard is recommended for single-location and small-group practices. Zenoti fits, in our view, multi-location groups of typically 5+ locations. PatientNow fits clinically-led practices with heavy MD oversight. Aesthetic Record handles charting but needs a separate booking platform. Jane App fits integrative health practices that blend aesthetics with acupuncture or functional medicine.
Boulevard's medspa plans run $199 to $520/month per location at regular prices, with charting, photo markup, sign-off, and resource scheduling. Zenoti doesn't publish pricing; Capterra lists it from $300/month. PatientNow runs $300 to $600/month with limited scheduling. Aesthetic Record runs $100 to $300/month as an EMR only, with no scheduling. Jane App runs $200 to $400/month with no native before/after gallery.
| Capability | Boulevard | Zenoti | PatientNow | Aesthetic Record | Jane App |
|---|---|---|---|---|---|
| Native HIPAA Charting | ✓ Included | ✓ Yes | ✓ Core feature | ✓ Core feature | ✓ Yes |
| Before/After Gallery | ✓ Native: "game-changing" | ~ Basic | ~ Available | ✓ Strong | ✗ Not native |
| MD Review Workflow | ✓ Native | ✓ Yes | ✓ Core | ~ Partial | ~ Partial |
| Resource Scheduling | ✓ Native | ✓ Yes | ~ Limited | ✗ Not scheduling | ~ Limited |
| Direct Booking (No Marketplace) | ✓ Direct | ✓ Direct | ✓ Direct | N/A | ✓ Direct |
| All-in Pricing Range | $199–520/mo (published, regular price) | Quote-based; Capterra lists from $300/mo | $300–600/mo | $100–300/mo (EMR only) | $200–400/mo |
| Scheduling + Clinical in one system | ✓ Yes | ✓ Yes | ~ Partial | ✗ Clinical only | ✓ Yes (less aesthetics-specific) |
| Implementation complexity | Medium | High (timeline varies; set-up fee per location) | Medium | Low | Low |
This table is a snapshot. Every practice is different: number of providers, treatment types, whether you have an MD on staff, how complex your charting needs are. The platforms are best evaluated in the context of your specific setup.
On a first call, Grove maps a medspa's current stack: the scheduling platform, the clinical documentation system, and the daily friction between them. The recommendation can be Boulevard, a different platform on this list, or staying on Mindbody with a better-configured EMR alongside it. Grove is a Boulevard referral partner and is paid only when a business switches to Boulevard through Grove.
Curious what HIPAA looks like on Mindbody versus a native-charting platform? We cover that in detail here, and the medspa FAQ answers the questions owners ask most before switching.
Medspa owners ask which Mindbody alternative is best, whether Mindbody has HIPAA charting, what leaving costs, and whether Zenoti or Aesthetic Record can replace Mindbody. Boulevard fits most single-location medspas, Mindbody lacks medspa charting, Mindbody's paid data export service has an unpublished fee, Zenoti suits groups of typically 5+ locations, and Aesthetic Record needs a separate booking platform.
For most single-location appointment-driven medspas, Boulevard is the strongest Mindbody alternative. It offers native HIPAA-compliant charting, a built-in before/after photo gallery, MD review workflows, and resource scheduling, eliminating the need for a separate EMR. Boulevard's medspa (Aesthetics) plans run $199/month for up to 3 providers to $520/month at regular prices, with charting included. Mindbody publishes only a $79 starting price and quotes its higher tiers, and most medspas pay for a separate EMR on top.
Not for medspa work. Mindbody has HIPAA-enabled SOAP and progress notes, covered by its BAA, but in Grove's assessment no medspa charting such as injection mapping, photo markup, or provider sign-off. Most medspas run a separate EMR system (such as Aesthetic Record, PatientNow, or Jane App) alongside Mindbody to handle clinical documentation. This two-system setup requires daily manual data synchronization, typically adding 45 minutes of administrative work each day. Across a year, that is about 270 hours of administrative work.
Mindbody charges an added fee for its data export service (it doesn't publish the amount; owners and migration vendors report about $499). Free self-serve CSV exports of clients, purchases, memberships, and visits are available before you cancel. Treatment notes and photos stored in a separate EMR require their own export from that system. Grove will tell you upfront whether there's a way to avoid the fee for your specific setup; the receiving platform's team handles the actual transfer.
In Grove's view, Zenoti fits multi-location medspa groups (typically 5+ locations) that need enterprise-grade reporting, centralized client records, and deep integration capabilities. Zenoti doesn't publish pricing: every plan is quoted, its terms add a one-time set-up fee per new location, and it says onboarding timelines vary by business size. For single-location or small-group medspas, that is usually more platform than needed. Boulevard is more appropriate for independent medspas.
No. Aesthetic Record is a clinical documentation platform, not a full scheduling and business management system. It handles HIPAA charting, consents, and before/after photos excellently, but you would still need a separate booking platform alongside it. If you're switching from Mindbody to simplify your software stack, Aesthetic Record alone doesn't solve that problem.
Answer 8 questions about your practice and we'll tell you exactly where you stand: what the move would cost, what it would gain, and whether this is the right time. The assessment runs on this site and gives you the answer on the other side.
Grove only gets paid when you switch through us. If another platform serves your practice better, we'll tell you, and explain exactly why.
No email required. Results appear on the page in about 30 seconds.
Want to talk it through instead? Start with the assessment and you'll see the option to book a 20-min call after.