Spa Services
Table of Contents
Overview
Used to to configure the the services offered at your Spa.
Required Permissions
Spa Admin
Services
The Services tab is used to configure the services that your spa offers. Configuration includes general information about the service, as well as the various durations offered and their associated prices. The resources required for the service, as well as the specialists/providers offering the service are also defined here.
To add a new service:
Click the + Add New Service button.
Click into the New Service Name box and enter the name of the service.
Click the arrow icon to begin configuring the service in the right hand window.
Note: The category defaults to the first category of services but should be changed as necessary.
To edit an existing service:
Click on the service in the left hand column.
The service information will open in the main window where changes can be made.
Service General Information
Service Name: The service name entered in the New Service Name box but can be adjusted as necessary.
Add Photo: This functionality is not yet available but will allow the Spa Admin to add a picture of the service. Click the + Add Photo button to upload a picture if desired.
Active Start Date: The date the service will become active and appear within the spa schedule as available for booking.
Configure active end date? checkbox: Controls whether your spa wants to define a date the service will no longer be available for booking. Check this box to set the active end date. Leave this box unchecked if the service should remain on the spa schedule indefinitely for booking.
Active End Date: The date the service is no longer available for booking.
Admin Only: Services with this setting activated will only be bookable by admins and providers. Members cannot book this service.
Category: For spas with categories enabled, select the category the service pertains to.
If the category does not exist and needs to be added or an existing category needs to be changed, click the Add/Edit Category button. This will open the Master Setup > Categories page where the category can be added/edited. After saving the Category, navigate back to Admin Setup Services where the service being added/edited will still appear in the main window.
Description: Information about the service that will assist members in deciding whether the service is the right fit for them.
Prep Time: Select the prep time needed for the service from the dropdown list.
Duration is in minutes. Options are 0 to 60 minutes in 5 minute increments.
The prep time indicated will systematically add a buffer between appointment bookings for that service allowing the specialist/provider the prep time needed prior to an appointment for a particular service.
Example: If there is a 1:00 PM appointment for a 60 minute massage service configured with a prep time of 15 minutes, any appointments prior to the 1:00 appointment would need to conclude by 12:45 PM allowing 15 minutes of prep time before the 1:00 PM appointment. Therefore, Spa Admins and/or members would be systematically prevented from booking an appointment going past 12:45 PM.
Cleanup Time: Select the cleanup time needed for the service from the dropdown list.
Duration is in minutes. Options are 0 to 60 minutes in 5 minute increments.
The cleanup time indicated will systematically add a buffer between appointment bookings for that service allowing the spa the cleanup time needed after an appointment.
Example: If there is a 5:00 PM appointment booked for a 60 minute massage service configured with a cleanup time of 15 minutes, the next available appointment would be 6:15 PM allowing the spa 15 minutes of cleanup before the next appointment. Therefore, Spa Admins and/or members would be systematically prevented from booking before 6:15 PM.
Service Duration/Item/Price Table
+ Add New Row: Adds a new row to the service duration/item/price table setting the fields to their default settings of:
Duration: 30
Party Size: 1
Provider: Standard
Item: Blank
Price: $0
Price: Toggle on to be able to edit the price of the service. This value will determine what amount is charged in mobile point of sale.
Copy Icon: Adds a new row to the service duration/item/price table duplicating the row copied.
Delete Icon: Deletes the row from the service duration/item/price table.
Drop Down Arrow next to each field: Used to select the values desired for each field.
Duration: Select the duration desired from the dropdown list of durations. Options are 5 to 480 in 5 minute increments.
Note: If your spa offers the same service for various durations (i.e. Deep Tissue Massage for 30, 60, or 90 minutes) each duration is its own row in the table. The service only needs to be defined once but a row needs to be added for each variation so that each variation has its own duration, item description, and price.
Party Size: Defaults to 1. The options in the dropdown pull from the Party Size setting in Booking Rules. For example, if the maximum party size for services is set to 2, the party size dropdown in the Service duration table will show options 1 and 2. If the maximum party size for services is set to 1, the party size dropdown in the Service duration table will only show an option of 1.
Provider: Allows you to control whether the duration/item/price of a service will be applied to all specialists/providers configured for the service or whether the specific duration/item/price will be applied to a specific specialist/provider. Example: Lindsay and John both offer 30 and 60 minute Deep Tissue massages at $45.00 and $80.00 respectively, but John also offers a 90 minute Deep Tissue massage at $120.00
Standard: Used when the defined duration and item/price should be applied to every specialist/provider configured for the service.
A specific specialist/provider: Used when the duration and item/price is to be restricted to a specific specialist/provider.
Behavior for Item and Price depends on how your spa configured the Use CMA for Service Pricing (CMA/POS Only) toggle in System Settings. Click here to learn more.
For spas using CMA for Service Pricing (CMA/POS Only):
Item: Start typing in the name of the item and then select the correct item from the dropdown list. The dropdown list will contain items set up on CMA.
Price: The price will automatically populate from the item defined in CMA. It cannot be changed in the Spa System, but can be discounted or modified if necessary within Mobile Point of Sale when opening and charging a ticket.
For spas not using CMA for Service Pricing (CMA/POS Only):
Price: Enter the price of the service per duration.
Service Associations
This section is used to indicate the resources/rooms needed for the service, as well as the specialists/providers that offer the service.
Note: If you have not yet set up your specialists/providers, there will not be any specialists/providers to select. Specialists/Providers and Services work in conjunction with each other. Services are related to Specialists/Providers and vice versa. As a result, this association cannot be made until both are set up. Once set up, the associations can be managed in either of the following areas: Spa Admin Setup > Specialists/Providers or Spa Admin Setup > Services.
Resources: Used to define the resources/rooms needed to provide the service.
Toggle on the Resources Required Selection toggle if the service requires a resource. Toggle it off if it does not. When toggled off, adding a resource becomes optional when booking the service.
Note: Resources can only be chosen by Spa Admins. When members book a service, it will automatically reserve the first available resource/room if required. It will not book a resource/room if it is not required.
Select the resource options that apply.
Note: For more information about Resources, click here. Resources are defined in Admin Setup > Resources.
Specialists/Providers:
Check off the specialists/providers that will offer the service.
Clicking Select All will automatically select all the specialists/providers.
Available Add-ons: This functionality is not yet available but will allow service additions to your defined service (such as aromatherapy, scrubs, scalp massage, etc.) that will adjust the duration and the price of the service if necessary.
After adding or modifying a service, click Save at the bottom of the screen to save the changes.
To delete a service, click the trash can icon in the bottom right hand corner of the screen.
Best Practices
For services that are seasonal or are no longer being offered by your spa, instead of deleting the service altogether, you can configure an active end date for the service by entering the date the service will no longer be available. The benefit to this approach is if the service is ever offered again in the future, the Spa Admin would not have to set up the service from scratch. Instead, the active end date can be removed, making the service immediately available for booking.
When adding rows to the service duration/item/price table, it is recommended that rows are added in duration order so that the rows appear in ascending duration order. The table does not automatically sort by duration. This will assist in keeping your durations logical and organized. Ex: 30,45,60.
Use the Provider Control within the service duration/item/price table when a particular specialist/provider charges a different amount (and thus a different item exists in CMA) for a particular service.
FAQs
The Save button changes from gray to green color when any changes are made to the service. This serves as an indication that changes were made and need to be saved.
Before deleting a service from the Spa System, check if there are any upcoming appointments for that service. If so, those appointments will need to be manually cancelled.
