Institut MC × Pabau
Eight thousand clients.
One system that keeps up.
Laser, IPL, skin treatments, injectables and micropigmentation — run for a decade on software that crashes, books slowly and holds your data at arm’s length. This document maps everything you raised on the demo of 25 June with Marco to a specific Pabau capability, sets out how the data is protected once it moves, and puts dates against the payments, the training and the switch.
Institut MC
What the clinic runs on right now.
“Sometimes it works, sometimes it doesn’t”
The journey runs to about five minutes before a client gets anywhere, and it is inconsistent on mobile. People with short patience simply leave. With the website relaunch coming in September, this is the first thing that has to change.
Ten years in, and help is a time zone away
The software crashes often and technical support takes days rather than hours. The vendor’s Montréal office closed two years ago, and the fast local relief you used to get closed with it.
8,000 records the market wouldn’t touch
Personal details, fiches techniques carrying treatment parameters, appointment history, billing history and live balances from your interest-free in-house financing. Five or six vendors offered to move the client file and stopped at the financial side.
Your forms live outside the clinic system
Nothing is stored in the management software, so your marketing company built a separate platform to hold the forms practitioners actually use. Two systems for one visit, and no form attached to the client record.
Bespoke packages, tracked by hand
Packages are built on the spot for each client — seven laser sessions, four massages — often paid half at purchase and half on arrival. Neither the sessions remaining nor the balance owed is visible to the client.
Terminals and deposits sit outside the record
Moneris in the clinic and Moneris on the online boutique for deposits. The money is taken, but it is not tied back to the client’s balance, the invoice, or your reporting.
The relaunch sets the clock.
September is the deadline, not the ambition
The new site goes live in September and booking is the first thing a client touches. A journey that takes two minutes instead of five is what converts the traffic the relaunch buys you.
Speed on mobile is revenue, not convenience
Clients book from a phone, on impulse, once. Multiple services chosen in one pass, a deposit taken there and then, and instant confirmation is the difference between a browse and a booked chair.
A switch is only as good as the money that moves with it
Balances and billing history are the hard part of a migration, and the reason previous conversations stalled at five or six vendors. Moving them intact is what makes leaving possible at all.
Eighteen logins is a permissions question
With the whole team inside one system, who sees reports, stock and takings matters as much as who sees the diary — and the same logins run the punch clock.
One system for the clinic. Every requirement, answered.
Pabau replaces your management software and the third-party form platform beside it. Online booking, client portal, digital forms, clinical notes, packages and balances, timesheets, permissions, stock and reporting all sit on one record — and your Moneris terminals carry on exactly as they are.
| What you raised | How delivers it |
|---|---|
| A booking journey clients abandon after five minutes | Mobile-first online booking: several services selected in one pass, live availability, automated confirmations and reminders. Embedded directly into the new website for September. |
| Deposits taken at the time of booking, then deducted in clinic | Deposits on online bookings through Stripe, which you already know. The payment sits on the client’s account and the remainder is collected at checkout against the same balance. |
| Keep the Moneris terminals — the rate is unbeatable | Carry on using your own machines. Pabau does not integrate with Moneris, so takings are recorded against the invoice under a custom ‘Moneris’ payment type — your reports name it properly instead of showing ‘card — other’. |
| 8,000 clients, fiches techniques, appointments, billing history and live balances | A project-managed migration. Clients and their treatment history import first, then financials are mapped onto client IDs so invoices, payments and outstanding balances land on the right record. |
| Custom forms built on a third-party platform | Send us the blank PDFs and our team rebuilds them in Pabau’s form builder, AI-assisted. Your email, SMS and letter templates come across the same way. |
| Bespoke packages with part-payments and sessions to track | Packages and courses of treatment created per client, sessions counted down as they are used, with the remaining sessions and the outstanding balance visible on the client card and in the client portal. |
| Laser machines that must be reserved with the appointment | Rooms and equipment are bookable resources: the machine is held alongside the practitioner, and online booking respects its availability. |
| Eighteen unique logins with different levels of access | Per-role staff permissions across diary, client files, billing, stock, reports and setup. One person sees everything; the next sees the diary, the client file and routine billing. |
| Punch in and punch out for the team | Timesheets and wages: staff clock in and out against their own login, with hours and overtime reported for payroll. |
| Treatment notes that carry per-treatment parameters | Clinical charting with custom treatment notes and before-and-after photos, plus AI-assisted note-taking that drafts the note from the consultation. |
| Training for four or five admins before the team follows | Included. The Platinum Customer Success package covers unlimited one-to-one setup and training hours across your first three months, with evening and weekend availability. |
Eight thousand client records. Held to a standard you can audit.
Moving a decade of client files to a new vendor is a data-protection decision before it is a software one. Everything we hold, every partner we rely on and every policy we run to is published openly at trust.pabau.com — so your team, or your lawyer, can check us without waiting on a sales call.
The laws that actually apply to you
Pabau publishes 2026 compliance reports for Quebec Law 25, PIPEDA and PHIPA, alongside UK and EU GDPR registration with the ICO (Ref. ZA478121). Your 8,000 client records — and the fiches techniques attached to them — sit inside that framework, not beside it.
Encrypted in transit and at rest
TLS in transit, encryption at rest, and least-privilege access controls behind both. Card details are tokenised by Stripe and never held by Pabau — the same discipline as the per-role permissions across your eighteen logins.
Eighteen policies, published
Information security, incident response, business continuity and disaster recovery, encryption, access control, secure development — plus the Data Processing Agreement and every certificate. Requested with a work email; the form asks for nothing else. Every sub-processor is listed by name, region and function, with the healthcare ones flagged at the highest sensitivity.
SOC 2 is held as a combined readiness and control-mapping report rather than a completed Type II audit; the framework badges in the second group are held by the infrastructure partners named against them, not by Pabau directly. Both are stated that way on the trust centre, and every underlying report is available on request.
Your numbers, exactly as quoted.
Figures are reproduced from your quote of 30 June 2026, in Canadian dollars. CA$2,391.20 of discount is applied across the annual subscription and the setup fees, with the Revenue Growth Consultancy carried at no charge, and the prepaid annual term locks your rate for the full twelve months. The total is settled in three equal instalments of CA$2,824.90: the first releases the account build and the migration plan, the second falls around training, and the third as booking goes live. Pabau’s 30-day satisfaction guarantee covers the subscription for first-time customers — setup, training and migration fees are excluded. Purchase is governed by the Terms and Conditions linked from the quote, and published rates change from time to time.
Four phases, run by us. Training mid-September.
The order matters here. Your first instalment buys setup time, not a login screen — we build the account and move the data while you carry on working, and your team meets Pabau for the first time at training in the middle of September, with everything already in place.
A project plan, not a login screen
The first payment starts the work on our side. You get a written project plan covering the data migration, the forms to rebuild and the templates to carry across, plus the export request that goes to your current provider. No login details are issued at this stage — there is nothing worth learning until the account is built and your own data is inside it.
Configured before anyone is asked to use it
Eighteen user licences created with role-based permissions. Services, bespoke packages and payment types set up, Moneris included so your reporting names it properly. Laser machines configured as bookable equipment. Forms rebuilt from your blank PDFs, then clients and treatment history imported and the financials reconciled onto the right records.
Credentials handed over in the room
One-to-one training for the four or five admins first, then the wider team — on an account that already holds your clients, your history and your balances. Logins are issued at training, so the first time anyone signs in they have been shown how. Unlimited one-to-one hours are included for three months, evenings and weekends available.
Booking live with the new website
Online booking rebuilt for mobile with multi-service selection and Stripe deposits, embedded into the relaunched site. Client portal live with packages, sessions remaining and balances. Account manager support and a private Slack channel through the switch.
One link. One decision.
Your quote sets out the annual subscription, the setup scope and every discount applied, and it is valid to 31 July 2026. Settle the first instalment of CA$2,824.90 and the account build and your migration plan start straight away — with training held for mid-September, ahead of the relaunch.