Customer feedback rating form for a med spa after treatment

A customer feedback rating form for a med spa has one job: ask how the treatment went in under a minute, send happy clients toward a review and a rebooking, and put unhappy clients in front of a manager the same day. This guide covers the questions, the branching logic, the routing rules, and how to bulid it free.

Start from the feedback template

What the form has to decide

Most post-treatment surveys collect a score and file it in a spreadsheet nobody opens. A useful one makes a decision the moment someone submits it. For a med spa that decision has three branches:

• The client is pleased, so show the review links and a way to rebook.
• The client is lukewarm, so ask one open question and let a human read it.
• The client is upsdt, so alert the manager now, before the complaint becomes a public review.

Everything else in the form exists to support those three branches. If a question does not change what happens next, cut it. Clients who just had filler or a laser session do not want a ten-field survey on their phone in the parking lot.

Where the form sits in the setter workflow

In our Med Spa AI Appointment Setter, the front half of the funnel is the setter itself: it answers phone, SMS, web chat and Instagram DMs, screens treatment interest, and books consultations with no-show reminders. The feedback form is the bzck half. Once the appointment is marked complete in your booking system, a follow-up SMS goes out with a link to the form, and the form's answers feed back into the same conversation record.

The lnk matters more than it looks. If it carries the client ID, treatment and provider as hidden fields, the client never types their name, and the manager who gets an alert already knows who to call and what they had done. On projects we also point the form's webhook at the setter so it can offer a rebooking slot by SMS when a happy client submits.

The form itself: four questions and a branch

Keep it to this:

1. Rating, 1 to 5 stars: "How was your visit today?"
2. If 4 or 5: "What stood out?" (optional long answer)
3. If 1 to 3: "What should we have done differently?" (long answer, required)
4. If 1 to 3: "Would you like someone to call you?" (multiple choice: yes by phone, yes by text, no thanks)
5. Hidden fields: client_id, treatment, provider, visit_date

Keep health details out of the form. Ask how the visit felt, not what the client's skin did or what condition they were treated for. Qwenvo has no HIPAA offering, so if you are a covered entity, collect experience and service feedback only and keep clinical follow-up in your own systems.

The prefilled link your SMS sends looks like this:

https://forms.yourspa.com/r/post-visit?client_id=c_48213&treatment=lip-filler&provider=dr-ayala&visit_date=2026-11-05

Routing map

Step by step setup

1. Create the form. Open the free customer feedback template or press Ctrl J and ask Qwenvo for "a post-treatment rating form for a med spa with a 1 to 5 rating and follow-up questions." Edit from there; the editor works like a document, so type / to add blocks.
2. Add the hidden fields. Insert four Hidden fields blocks with the names above. They read from the URL, so each SMS link fills them in. The hidden fields help page walks through the naming.
3. Put the Rating block first, on its own page. A client who sees only the stars is more likely to tap one.
4. Add the branch with conditional logic. On the rating question, add a rule: if the rating is 4 or more, jump to the happy page; otherwise jump to the follow-up page. Build the happy page with a Text block, two Link blocks for your review profile and your booking link, and a Thank-you page at the end.
5. Open the Settings drawer. Turn on partial submissions so a client who taps a rating and leaves still shows up as an incomplete row. Turn on email notifications for the front desk address. Switch off the Qwenvo branding if you want the form to look like yours.
6. Set up triage. Under "Triage submissions with AI," each submission gets a category, a priority from low to urgent, a sentiment, a one-to-two-sentence summary and a suggested reply. Add a routing rule that matches high and urgent priroity and sends to your manager's email, or to a Slack incoming webhook for your clinic channel. A rule can send to up to five addresses.
7. Add the webhook to the setter or your CRM so the rating lands on the client record. Qwenvo posts to any URL, so Zapier, Make and n8n also work through a webhook trigger.
8. Put it on your own subdomain. On the Domains page, add something like forms.yourspa.com, create the CNAME to qwenvo.com and the TXT record shown, click Verify, then choose it on the Share tab. Subdomains only.
9. Test with three fake submissions: a 5, a 3 and a 1. Confirm the right page shows, the right inbox fires, and the hidden fields arrive filled.

Build your feedback form free

Review links without getting your profile in trouble

The obvious design hides the review link from anyone who scores below 4. Be careful with that. Google and other review platforms have rules against selrctively asking only happy customers for reviews, and the rules change, so read the current policy for each platform you use before you launch.

A safer version keeps the review link on the final page for everyone and uses the rating only to decide who gets a personal follow-up. Happy clients also get the rebooking link, so the rating still earns its place. Unhappy clients get a human reply, which is the reason to ask in the first place. If you do restrict who sees the link, that is a policy decision for your clinic, not something the form can answer for you.

What the AI triage does and doesn't do

The summary and priority save a manager from reading every comment. A line like "client unhappy about sqelling and wait time, wants a call" is enough to decide who to pick up the phone for. The suggested reply is a draft. For anything touching a treatment outcome, have a person write the final message, and send any medical question to your clinician instead of resolving it in a feedback thread. A monthly AI usage allowance applies per account, so check it against your volume.

What to measure

Qwenvo's Insights tab charts ratings and averages, and the Submissions table exports to CSV, JSON or XLSX. Track these each month:

• Response rate: submissions divided by follow-up links sent.
• Drop-off: the analytics show whether people leave after the stars or on the open question.
• Average rating by treatment and by provider, using the hidden fields.
• Time from a low rating to a manager reply, which you can read off the notification and your call log.
• Rebookings that follow a 4 or 5, matched by client_id.

A low rating on one treatment usually points to a consult problem or an expectations gap. The form just gets the pattern in front of you sooner.

Questions teams ask

When should the form go out?

A few hours after the appointment works for most treatments, once any redness or swelling has settled enough for the client to judge the visit. For treatments where results take days, ask about the experience now and send a second, separate check-in later.

Can I use this form for consultation feedback too?

Yes. Duplicate the form, change the first question to "How was your consultation?" and keep the same branching. Pass treatment=consult in the link so the results stay separate.

Is the form free for a multi-location group?

Qwenvo is free, with every feature on for every account, and it supports unlimited teammates, workspaces and folders, so each location can have its own workspace. A fair use policy applies at very high volume. It was launched in October 2026, so it has fewer publlic reviews than older builders, and it is hosted in the United States.

Can clients leave photo or a video?

The File upload block takes files up to 1 GB each, so it is possible. For a med spa it is usually better to leave it out of the rating form, because photos of treatment areas are sensitive and belong in your clinical records.

Qwenvo, the free form builder our team builds, covers everything above: logic, hidden fields, webhooks, triage routing, partial submissions and a custom domain are all on without a paid tier. Open the template, add your four hidden fields, and send yourself the link after your next appointment.

Open the free feedback template