Overview

Used to define the various booking rules for your Spa Reservation and Management system.

Required Permissions

• Spa Admin

Booking Rules

The Booking Rules tab is used to define the various booking rules for your spa.

Member Booking

Controls who has the ability to book appointments for spa services. The three options include: 

• Enable Member Booking For Specific Types: Allows members to book spa appointments via their Mobile App or the club’s website.  

  • When enabled, each member type defined within your club’s website will be available for selection. Check the member types your spa wants to give booking ability to. 

• Enable Member Booking For All Member Types: Allows all member types to book spa appointments via their Mobile App or the club’s website. 

• Enable Admin/Provider Only Booking: Does not allow members to book or request spa appointments via their Mobile App or the club’s website.  Instead, booking can only be completed by Spa Administrators. Members will see their Upcoming Spa Appointments in the mobile app for visibility and to add to their personal phone calendar, but will not be able to take action on these appointments. Editing or canceling appointments would require calling the club.

Client Details

Additional parameters used to control booking for non-members. 

• Allow Proxy Booking: Allows a member to book a spa appointment for another member.   When checked, additional proxy options are displayed. Check the option that your spa will allow. 

  • For members on the same account (typically members of the same family)

  • For Any Member (this is not a commonly used setting)

• Allow Guests:  Allows non-members to be booked for spa appointments by staff. When checked, additional guest options are displayed. Check the fields that your spa will require when booking guests. 

  • Require Guest Name 

  • Require Guest Email Address 

  • Require Guest Phone Number

• Allow TBDs: Allows spa appointments to be booked for a person “To Be Determined” without any member or guest information.   

Booking Availability 

Controls the default window of time used for when bookings are opened and closed in relation to the appointment time itself. Example: Booking Opens 30 days prior to appointment. Booking closes 4 hours prior to appointment.

• Durations can be set in Minutes, Hours, Days, Weeks and Months. The Days, Weeks, and Months duration options also have a field for the exact time of day the appointments will open.

• Note: Providers can set their own booking open and closing options under Admin Setup > Specialists/Providers when the Provider Preferred Booking Open and Closing Options is enabled (found under System Settings). Example: A provider can be configured to allow  bookings to open 60 days prior to an appointment and bookings to close 2 days prior to an appointment. When set, a provider’s booking settings will always override the spa default booking settings. 

Multi-Service Booking

Enables admin to be able to book multiple services on a single reservation.

Cancellation Cutoff

Controls when members are no longer able to cancel a reservation. This prevents members from canceling reservations in violation of club rules. This can be set in any duration in minutes, hours, days, weeks, or months.

Appointment Hold

Controls how long an appointment slot will be held once selected by the Spa Admin or member. This prevents other Spa Admins/members from double booking the same appointment slot. This field can be set from 1-20 minutes. 

Booking Intervals 

Controls the interval your spa wants to allow for available appointment start times and how the schedule will display. Internal options are in minutes and include: 5, 10, 15, 30 or 60. This will most commonly be set to 15 minutes.

Bookings Per Day 

Controls the maximum number of appointments a member can be booked for in one day. For example: Set this to 3 if your spa wants to prevent members from having more than 3 appointments for themselves in one day.  If there is no limit, then set this to a large number of your preference.      

Booking Confirmation 

Controls whether the appointment confirmation indicator will be displayed on booked appointments. If your club wants to confirm bookings with members/guests prior to appointments, then check the display appointment confirmation control. Unconfirmed appointments will appear as follows. To confirm an appointment, slide the confirmation control to appointment confirmed. Confirmed appointments then display on the schedule with a confirmation checkmark.   

Provider Search 

Controls whether the Provider search option allows Spa Admins/members to search for a Provider based on gender. If your spa wants Providers to be searched based on gender, check the Include gender selection options. When enabled, Spa Admins/members will see the option of selecting Female, Male or Any when searching for a Provider. When not enabled, Spa Admins/members will not be able to search by gender. Instead, they will only be able to search by Provider name.  

Party Size 

Controls the maximum party size that may be booked for a service. Defaults to 1 but can be increased to any number. For spa, this will most likely be 1.

After modifying any of the booking rules for your spa, click Save to save the changes.

Best Practices

FAQs

1. The Save button changes from gray to green color when any changes are made to the Booking Rules. This serves as an indication that changes were made and need to be saved.