Invibe Esthetics

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Role

Systems & Product Designer

Led platform migration from Rosy to WIX, redesigned the booking and intake workflow, and owned system-level decisions. Partnered with a contract engineer to implement a custom integration.

Overview

Invibe is an independent esthetician who relies on online booking and client intake. This project focused on fixing the underlying workflow and data architecture so the business could operate reliably without added cost or complexity.

Client(New)

→

Booking(online)

→

Intake(paper, in-appointment)

→

Client data(nowhere reusable)

Problem

A Broken System of Record

Booking and intake were completely disconnected. Clients booked online, but intake happened on paper during the appointment.

Because client data lived in "islands" outside the system, the owner faced constant manual re-entry, duplicated data, and had no way to reuse client information for future growth.

Constraints

Operational Requirements

I had already moved the business from Rosy Bookings to WIX Premium, which included booking and a CMS.

Any solution needed to work within those tools. Adding platforms or automation subscriptions would increase recurring cost without increasing capability.

The system had to reduce manual work, limit tools, and remain usable for a non technical owner.

Low Cost

Data Capture

Data Updates

Paper intakeCurrent Solution

WIX Pro+$10 / month

Forms (CSV)Tally / Google

Design Strategy

Building for the Bottom Line

I prioritized a low-cost data architecture over expensive "no-code" subscriptions. When standard integrations (like Zapier) required paid tiers for basic data mapping, I partnered with an engineer to build a custom webhook.

This piped intake data directly into the Wix CMS, keeping the business in a single system the owner already paid for and could manage independently.

Booking - WIX

Intake Form - Tally

↳ Zapier (rejected / paid gating)↳ Tally webhook sends data

Data Updated - WIX CMS

↳ Custom endpoint in WIX listens for data

Results

A Unified System of Record

Booking and intake now run as one unified digital flow. Clients complete intake before their appointment; responses are stored in the WIX CMS so the owner has one place to view and update client information.

Manual data re-entry and paper intake were eliminated. The business operates from a single system of record.

Impact

Booking is easier, and all my client information is finally in one place.

Andria Herrera

+170%

Sales

30 days post launch

50%

Cost Reduction

annual platform and automation

100%

Pre-Appointment Intake

completion before visit

150 + Hours

Saved

annual admin work eliminated

Cancellation Fees

captured new revenue stream

Invibe Esthetics: client management dashboard, services pages, professional intake form, and schedule your service.

Key Takeaways

Architecture > Automation

Owning the Data Flow

For core workflows, owning the data pipeline matters more than convenience. One reliable integration beats a "no-code" stack of layered tools.

Constraints as a Filter

Strategic Frugality

Cost limits forced us to stay focused. Designing within a tight budget clarified what was a "must-have" versus a "nice-to-have" feature.

Zero-Support Handover

Building to Last

I design workflows that business owners can run themselves. Success is a system that works without a designer on payroll for maintenance.

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