Overview

The Spa Admin Setup is where you will configure your Spa Reservation and Management system.

Required Permissions

• Spa Admin

Master Setup 

Master Setup is used to configure the following aspects of the Spa Reservations and Management system: 

• Administrators

• Locations

• Categories

• Booking Rules 

• Provider Controls 

• System Settings 

Administrators 

The Administrators tab is used to set up any club staff member that will have full administrative rights to the Spa Management system.  Administrators will be able to take any action within the Spa Management system including configuring booking rules, adding/editing services and providers, and managing providers’ schedules. This is also where existing Spa Administrators can be removed if necessary.

Note: Spa providers have the ability to manage their own schedule and book appointments for themselves. Provider Controls can be used to control what spa providers can see and edit.

To add a Spa Administrator: 

• Click + Add New Administrator. 

• Search and select from the dropdown list of club staff members.

  • Only club staff members that are defined within the club’s website staff directory are available for selection as Spa Administrators. The staff member will use their website login credentials to access the Spa Management system.

• Click Save New Administrator.

• Toggle Has Access To Admin Setup to grant the new admin access to Master Setup.

• Click OK to acknowledge that the Administrator was successfully saved. 

To remove a Spa Administrator: 

• Click Delete (trash can icon) above the Administrator to be removed.

• Click Yes to confirm. 

Locations

The Locations tab is used to define the location(s) of your club’s spa. Most clubs will only have one location. Some clubs may have more than one location or may decide to break one physical location into various segments (i.e. spa vs. salon). Only Core Administrators (Clubessential Admins) have the ability to set up the spa locations. Clubessential will work with your club during the implementation process to define the appropriate location(s) for your Spa system.

Categories 

The Categories tab is used to define the various categories of services your spa plans to offer.  Examples of categories include: Massage, Skincare, Nails, Hair, etc.  Clubs have the ability to enable or disable categories. For spas offering only one category of services, leave categories disabled. For clubs offering multiple categories of services, enabling categories allows you to organize your services to better assist you in the service setup and booking process. Categories can also provide an additional layer of organization by assigning colors to each category. 

To enable/disable Categories: 

• Toggle the Enable/Disable Categories button on or off to control the use of Categories for your services.  

  • Note: Once your club has defined one or more Categories for your spa, they must all be deleted before toggling the button to “Disable Categories”.  

To add a Category: 

• Click + Add New Category.

• Enter the name of the Category and click save New Category. 

• Assign a color to the dropdown.

• Click OK to acknowledge that the Category was successfully saved. 

To remove a Category: 

• Click Delete (trash can icon) above the Category to be removed.

• Click Yes to confirm.

To rearrange the order of the Categories:

1. Click Edit Order.

2. Drag and drop the category to re-order.

3. Click Save.

Best Practices

FAQs

1. Categories that have associated services cannot be deleted. Before being able to delete a category, any associated services must be deleted or reassigned to a different category.