Spa Specialists/Providers

Owned by Kim Saunders
Last updated: Oct 25, 2024 by Emily Carlson
8 min read

Table of Contents

Overview

Used to to configure the profile of the professionals that provide services at your Spa.

Required Permissions

  • Spa Admin

Specialists/Providers

The Specialists/Providers tab is used to configure the profile of the professionals that provide services at your spa. The label you see in your Spa Management system will be the name entered in the Specialist/Provider Label field within System Settings (how your spa refers to the staff professionals providing spa services). This training article refers to them as specialists/providers but your Spa Management system may refer to them differently. 

Configuration includes general information about the specialist/provider, their individual hours of availability, their individual booking open and close times, the services they provide, and any additional prep and cleanup time they require for their services.

To edit an existing specialist/provider:

  • Click on the specialist/provider in the left hand column. 

  • The specialist/provider information will open in the main window where changes can be made. 

To add a new specialist/provider:

  • Select the spa location of the specialist/provider (if applicable).  

  • Click the + Add New button. 

  • Select the specialist/provider from the staff website directory. 

    • Only staff members that are defined within the club’s website Staff Directory are available for selection as a specialist/provider.

  • Click the arrow icon to begin configuring the specialist/provider. 

To delete a specialist/provider:

  • Click the trash can icon in the bottom right hand corner of the screen.

To edit the order in which specialists/providers appear within the listing on the left hand side:

  • Click the Edit Order button to activate the drag and drop functionality 

  • Click a name then drag and drop the specialists/providers into the order desired.

  • Click Save to save the new order. 

  • Click Cancel Edit Order to cancel and deactivate the reordering operation.  

After adding or modifying a specialist/provider, click Save at the bottom of the screen to save the changes. 

Specialist/Provider General Information

  • Is View Only for Scheduling?: Toggle this on to allow providers to be able to view their schedule, but not edit it.

  • First Name 

  • Last Name

  • Display Name: How the specialist/provider name will appear throughout the spa system; within the spa schedule, the booking search, the appointment details, etc.  

  • Email Address (required field)

  • Calendar Sync URL: Click Generate to generate a calendar sync URL for the provider to be able to sync their calendar to their mobile device. Next, email the URL to the provider for them to complete the syncing process on their device (Note: The device syncing process will vary based on device type.).

  • Gratuity Item: Type in the SKU for the provider’s unique gratuity item. This option is only available to Clubessential Accounting and Mobile POS users.

    • For further information on creating an item, refer to this knowledge article on Creating an Item.

  • Phone Number (required)

  • Gender (optional)

  • Description: Information about the specialist/provider that will assist members in deciding whether the specialist/provider is the right fit for them or simply their title (ex: Massage Therapist, Esthetician, etc.)

  • Active Start Date: The date the specialist/provider will become active and appear within the spa schedule as available for booking. 

  • Configure active end date? checkbox: Controls whether the spa wants to define a date where the specialist/provider no longer appears on the spa schedule as available for booking.  Check this box to set the active end date. Leave this box unchecked if the specialist/provider is to remain on the spa schedule indefinitely for booking. 

  • Active End Date: The date the specialist/provider is no longer available for booking. 

Specialist/Provider Schedule (Hours of Availability) 

  • There will be two schedule options to choose between:

    o   Default Schedule: This is the primary working hours for the provider/specialist throughout the calendar year.

    o   Alternate Schedule: This is the secondary working hours for the provider/specialist that are used temporarily during the year. The alternate schedule can be activated with the alternate schedule start and end dates.

  • The specialist/provider schedule automatically defaults to the System Open Time and System Close Time set for the spa in the System Settings; however, it can be changed to be specific to the specialist/provider.   

    • Note: When setting the specialist/provider’s schedule, the start and end times are limited to the System Open Time and System Close Time set for the spa.  The specialist/provider cannot set a start time earlier than the spa open time, nor can they set an end time later than the spa close time. 

  • The benefit to configuring the specialist/provider’s schedule is that the system will only show the specialist/provider as available for booking during their scheduled hours. These will be the default scheduled hours week to week, but the specialist/provider can also block their schedule directly from the Daily Schedule grid. 

    • For example: If a specialist/provider is always off on Wednesday, their schedule can be set to reflect that so that the Admin does not need to take the action of blocking that specialist/provider out every Wednesday from the Daily Schedule. 

  • + Add New Row:  Adds a new row to the schedule defaulting the start and end times to the spa hours setup within the System Settings (System Open Time and System Close Time). 

  • Copy Icon:  Adds a new row to the schedule duplicating the start and end times of the row copied. 

  • Delete Icon: Deletes the row from the schedule.  

  • Drop Down Arrow next on the Start and End Times: Used to select the time desired. The times available for selection are based on the booking intervals set for your spa in the Booking Rules.  Select N/A for the Start and End times to show a specialist/provider as not available for the entire day. 

  • Schedule Examples: 

  • Here is an example of a specialist/provider’s schedule that works part-time:

    • Monday, Wednesday and Friday: 7:00 AM - 7:00 PM  

    • Tuesday, Thursday, Saturday and Sunday: Off 

  • Here is an example of a specialist/provider’s schedule that works a broken schedule; morning hours, followed by a gap, followed by afternoon hours.

    • Monday, Wednesday and Friday: 7:00 - 10:00 AM and 2:00 PM - 7:00 PM  

    • Tuesday and Thursday: 7:00 AM - 1:00 PM   

    • Saturday: 9:00 AM - 1:00 PM 

    • Sunday: Off 

When changing an already existing schedule for a specialist/provider: 

  • The changes will be effective immediately; on the day the changes are made.  

  • If there are already booked appointments for a time/day that the specialist/provider is changed to be “not available”, the booked appointments will remain on the schedule and will need to be canceled or moved by the Spa Admin.   

Specialist/Provider Booking Availability 

  • If the Provider Preferred Booking Open and Closing Options is enabled (within Master Setup > System Settings), then specific open and close times can be configured for the specialist/provider. The open and close times will initially default to the open and close times configured for the spa (within Master Setup > Booking Rules), but can be changed. 

  • If Provider Preferred Booking Open and Closing Options is not enabled, then specialist/provider specific open and close times cannot be configured. The fields will not appear on the page. The booking availability set for the spa (within Master Setup > Booking Rules) will always be used. 

  • Open Time Period and Open Duration: Enter the window of time the specialist/provider wants to allow for when appointments can be booked in relation to the appointment time itself.  Example: Booking Opens 30 days prior to appointment. 

    • Durations can be set in Minutes, Hours, Days, Weeks and Months.

    • Note: these settings will impact both admin and member booking when available.

  • Close Time Period and Close Duration: Enter the window of time the specialist/provider wants to allow for when appointments can no longer be booked in relation to the appointment time itself.  Example: Booking closes 4 hours prior to appointment. 

    • Durations can be set in Minutes, Hours, Days, Weeks and Months.

    • Note: these settings will impact both admin and member booking when available.

Specialist/Provider Associations 

  • This section is used to indicate the services that the specialist/provider offers. 

  • Note: If you have not yet set up any services for your spa, there will not be any services to select. Specialists/providers and services work in conjunction with each other. Specialists/providers are related to services 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. 

  • Fill out the Commission percentage that the specialist/provider will receive.

    • Note: If your Spa is utilizing categories, the services will be grouped by category. If the specialist/provider provides services in more than one category, commission percentage will need to be filled out for each category the specialist/provider provides services in.

  • Check off the services that the specialist/provider will offer. 

    • Note: If your Spa is utilizing categories, the services will be grouped by category.  Clicking Select All next to the category name will automatically select all the services within that category.

  • If the specialist/provider requires Additional Prep Time and/or Additional Cleanup Time for a category of services, select the number of minutes needed for each. Prep and Cleanup Time can also be managed for each service. The Additional Prep Time and/or Additional Cleanup Time would be in addition to the prep and cleanup time indicated for the service. (Note: Each service can have its own Prep Time and Cleanup Time configured. Click here to learn more.)  Additional Prep Time and Additional Cleanup Time is used when a particular specialist/provider requires more time in between appointments than another specialist/provider.

    • Duration is in minutes. Options are 5 to 30 in 5 minute increments. 

    • The Additional Prep Time and/or Additional Cleanup Time is applied to all services within the Category.  If Categories are not being utilized, the Additional Prep Time and Additional Cleanup Time is applied to all services. 

      • The time indicated will systematically add an additional buffer between appointment bookings for the services for that specialist/provider, allowing them additional time needed to prep for an appointment and/or cleanup after an appointment.

      • Example: If the service of Deep Tissue Massage has a 5 minute prep time but Lindsey (who provides massage services) needs an additional 10 minutes of prep time, then enter 10 in the Additional Prep Time for Lindsey as shown here. This will result in the system applying a 15 minute buffer between Deep Tissue Massage appointments for Lindsey. For example, if Lindsey has a 1:00 PM appointment booked for a 60 minute Deep Tissue massage, any appointment booked prior to 1:00 would need to conclude by 12:45 PM allowing Lindsey the full 15 minutes of prep time (5 minutes for the Deep Tissue Massage service plus an additional 10 minutes for Lindsey herself for any massage service). Therefore, Spa Admins and/or members would be systematically prevented from booking an appointment for Lindsey going past 12:45 PM. 

      • Example: If the service of Hot Stone Massage has a 5 minute cleanup time but John (who provides massage services) needs an additional 10 minutes of cleanup time, then enter 10 in the Additional Cleanup Time for John as shown here. This will result in the system applying a 15 minute buffer between Hot Stone Massage appointments for John.  For example, if John has a 5:00 PM appointment booked for a 60 minute Hot Stone massage, the next available appointment for John would not be until 6:15 PM allowing John the full 15 minutes of cleanup time (5 minutes for the Hot Stone massage service plus an additional 10 minutes for John himself for any massage service). Therefore, Spa Admins and/or members would be systematically prevented from booking John’s next appointment until 6:15 PM. 

 

Best Practices

  1. For specialists/providers that are seasonal, instead of deleting the specialist/provider altogether, you can configure an active end date for the specialist/provider by entering the date they will no longer be available for booking. The benefit to this approach is that when the specialist/provider returns to working at the spa, the Spa Admin will not have to set up the specialist/provider from scratch. Instead, the active end date for the specialist/provider can be removed making them immediately available for booking. This also allows you to maintain the historical data for that specialist/provider in reports.

  2. Specialists/Providers have the ability to manage their own schedule, book appointments, and mark their own associations. These features can be activated under Provider Controls.

FAQs

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

  2. Before deleting a specialist/providers from the spa system, check the specialist/provider’s schedule to ensure that they do not have any upcoming appointments. If so, reschedule those appointments for a different specialist/provider.

  3. How do I add the provider photo to the provider profile?

    1. Add the provider photo in the directory profile. The photo will then sync to the provider profile in the spa reservation system.