Software package

Spa booking package

Packages that book treatments and facility time together, a live facility headcount, linked couples and group bookings, health questionnaires and memberships for spas and wellness centres.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Day spas, wellness centres and massage practices with treatment rooms and at least one facility that has a headcount limit, from a four-room spa with a small thermal area up to a hotel spa with memberships and a busy group trade. Daily users are the receptionist who checks guests in and watches the facility count, therapists who want their rooms and client notes on a phone, the spa manager who builds packages and rosters, and members who book their own facility sessions online.

Not the right fit

It is not for a single massage therapist working from one room, who needs only a calendar, and not for a beauty salon with no facilities, which has its own package built around rooms and qualifications.

The operational problem it solves

How it runs, step by step

Eight o'clock on a Saturday.

The receptionist opens the day board: eight treatment rooms across the top, the thermal suite sessions down the side with a live count against the cap of twenty.
A couple arrives for a package: two sixty-minute massages in the double room at eleven with the same start, the thermal suite from nine and lunch at one.
Their questionnaires were completed on their phones on Thursday, so check-in is a tap and a robe.
The woman asked for a female therapist; the board shows the roster swap this morning kept that preference.

At ten a hen party of six arrives.

Their linked booking has rooms staggered from ten-thirty to one, one shared facility session and a single bill the organiser paid a deposit on.
A member walks in without booking; the desk sees her entitlement, adds her to the eleven o'clock session and the count ticks to nineteen.
A walk-in asking for the same session is offered twelve instead.
At four a guest cancels tomorrow's package inside the window; the rule applies to the deposit automatically.
At close the manager sees room utilisation, facility headcount by hour and which packages sold.

Features

What the package does

The package ships as modules that mirror the spa day: the room and therapist diary, the facility capacity engine that packages and memberships draw down, and the guest layer with questionnaires, linked bookings and payments. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Treatment catalogueEach treatment lists its duration, the type of room it uses and any requirements of the therapist.
Linked bookings for couples and groupsBook couples and groups together, with staggered rooms and one shared facility session.
Bundles, gift vouchers and waiting listSell service bundles and gift vouchers, and keep a waiting list for popular therapists.

Staff and capacity

Facility sessions with capacityPool, thermal suite and relaxation room are booked in sessions, each with its own capacity.

Catalogue and checkout

Day packagesCombine treatments and facility access into a single item that guests book at once.

Scheduling

Therapist gender preferenceA guest's preference is honoured when they book and when the roster changes.
Multi-site diaries with shared guestsKeep a diary for each site while sharing one guest base.

Forms and requests

Health questionnaire checked at arrivalA health questionnaire goes to the guest ahead of the visit and is checked when they arrive.

Billing and payments

Deposits, reminders, no-shows and guest historyTake deposits, apply cancellation windows, send reminders and keep a history of each guest.

Memberships

Memberships with facility entitlementsMembers have facility entitlements and pay by recurring payment.

Integrations

Hotel guest lookup and room chargeLook up a hotel guest and post the cost of their visit to their room.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Treatment catalogue	Included	Included
Facility sessions with capacity	Not in this variant	Included
Day packages	Included	Included
Linked bookings for couples and groups	Not in this variant	Included
Therapist gender preference	Not in this variant	Included
Health questionnaire checked at arrival	Included	Included
Deposits, reminders, no-shows and guest history	Included	Included
Bundles, gift vouchers and waiting list	Included	Included
Memberships with facility entitlements	Not in this variant	Optional
Hotel guest lookup and room charge	Not in this variant	Optional
Multi-site diaries with shared guests	Not in this variant	Optional

Roles and permissions

Who does what

Spa manager
- Build day packages from treatments and facility sessions
- Set facility capacities per session and seasonal opening
- Manage rosters, room types and therapist preferences
- Define deposit, cancellation and membership rules
- See utilisation, headcount, package sales and membership figures
Receptionist
- Book packages, treatments and facility sessions in one transaction
- Create and move linked couples and group bookings
- Check guests and members in and watch the live facility count
- Confirm questionnaires are complete and finish them at the desk
- Take deposits, split bills and check out
Therapist
- See their own rooms and guests for the day on their phone
- Read the questionnaire and previous treatment notes before starting
- Record notes, products and preferences after each treatment
- Request leave or rota changes for the manager to approve
Member
- Book facility sessions within their entitlement online
- Book treatments at member rates where set
- See visits used and membership renewal date
Guest
- Build and book a package online with a facility session included
- State a therapist gender preference and complete the health questionnaire ahead
- Pay a deposit and manage the booking within the window
- Book for a couple or group from one account

Example screen

Concept demo

Concept demo of a spa day board showing room columns, facility session headcounts and a linked group booking.

The day board at reception: treatment rooms across the top, thermal suite sessions down the side with a live headcount against capacity, and a linked group booking highlighted across three rooms and one shared session.

Scope and options

What is included and what is extra

In the base package

Treatment catalogue with duration, room type and therapist requirements
Facility sessions with capacity per session (pool, thermal suite, relaxation room)
Day packages combining treatments and facility access as one bookable item
Linked bookings for couples and groups with staggered rooms and a shared facility session
Therapist gender preference honoured at booking and on roster changes
Health questionnaire sent ahead and checked at arrival
Deposits, cancellation windows, reminders, no-show tracking and guest history
Service bundles, gift vouchers and a waiting list for popular therapists

Common add-ons

Memberships with facility entitlements and recurring payments
Hotel guest lookup and room-charge posting
Multi-site diaries sharing a guest base

Needs custom work

Integration with a specific property management, locker or access-control system
Dynamic package pricing by season or occupancy
Bespoke reporting beyond the manager dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Guest records, questionnaires, memberships and payment history can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of reminders, questionnaire delivery, membership payments and any hotel link, backups, and a monthly window for small changes such as a new package, a seasonal capacity change or a therapist joining. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of rooms and facilities, package complexity, group booking rules, whether memberships or a hotel link are included, the payment provider and the data migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Treatment catalogue with duration, room type and therapist requirements
Facility sessions with capacity per session (pool, thermal suite, relaxation room)
Day packages combining treatments and facility access as one bookable item
Linked bookings for couples and groups with staggered rooms and a shared facility session

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does facility capacity work?

Each facility has sessions with a headcount cap. Every package, membership visit, hotel guest entitlement and walk-in draws down the same count, so the desk sees one true number and online booking stops offering a session when it is full.

Can a couple book two treatments at the same time?

Yes. A couples booking requires two therapists and a double room, or two adjacent rooms, at one start time, and the system only offers slots where all of that is free. Gender preferences for either person are applied to the therapist choice.

What if a group changes size?

The organiser or the desk adds or removes people from the linked booking. Rooms and facility places are released or taken accordingly, and the shared bill and deposit are recalculated under your rules.

Do members have to book facility sessions?

That is your choice. Members can be required to book, or allowed to walk in and be counted at the desk. Either way their visits are recorded against the entitlement and the headcount stays accurate.

We are inside a hotel. Does the package work with the hotel system?

Guest lookup and room charges are an add-on and depend on what the hotel's property system permits. It is scoped once we have seen that system; where a deeper exchange is needed it moves into custom spa development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our booking, capacity, memberships and payments modules for each spa, and the day board on this page is a labelled concept demo rather than a live client system.

Get a quote for Spa booking package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.