Spa & Wellness Center runs a spa's day from the treatment menu to the guest's checkout. The Spa Manager keeps the menu of treatments and classes with duration, capacity and price, the membership plans on sale and the sessions each therapist delivers.
Sessions in one list
Front Desk Coordinator confirms each request against membership, capacity and therapist availability.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep the treatment menu and schedule each therapist's sessions with times and capacity.
Services
| Service name | Duration minutes | Capacity | Price | Active | |
|---|---|---|---|---|---|
| Deep tissue massage, 60 min | 25 | 200 | 840 | Yes | |
| Restorative yoga, 75 min | 50 | 780 | 870 | No | |
| Herbal facial, 50 min | 25 | 280 | 860 | Active | |
| Hot stone treatment, 90 min | 60 | 660 | 400 | Inactive | |
| Aromatherapy massage, 60 min | 90 | 250 | 210 | Available |
Take treatment requests and confirm them against membership, capacity and therapist availability.
Bookings
| Member | Session | Places | Booked at | Status | |
|---|---|---|---|---|---|
| Amina Okafor | Aromatherapy massage, Oct 18 at 09:00 | 960 | 16 Oct | Requested | |
| Nora Patel | Prenatal massage, Oct 18 at 13:00 | 960 | 13 Oct | Confirmed | |
| Rafiq Saleh | Deep tissue massage, Oct 16 at 10:00 | 660 | 21 Oct | Attended | |
| Leila Haddad | Prenatal massage, Oct 18 at 13:00 | 690 | 16 Oct | No show | |
| Amina Okafor | Herbal facial, Oct 17 at 11:30 | 710 | 11 Oct | Requested |
Sell membership plans and prepaid treatment packages and track the sessions used.
Treatment packages
| Member | Package name | Purchased sessions | Used sessions | Expires at | |
|---|---|---|---|---|---|
| Leila Haddad | Deep tissue five-session package | 680 | 550 | 14 Oct | |
| Leila Haddad | Restorative yoga ten-class pass | 710 | 780 | 15 Oct | |
| Maya Chen | Herbal facial three-session package | 430 | 280 | 17 Oct | |
| Nora Patel | Hot stone renewal package | 920 | 940 | 11 Oct | |
| Maya Chen | Aromatherapy four-session package | 70 | 390 | 20 Oct |
Check guests in when their treatment starts and complete each session.
Attendance
| Booking | Checked in at | Recorded by | |
|---|---|---|---|
| Amina Okafor, hot stone treatment | 22 Oct | Daniel Park | |
| Priya Nair, prenatal massage | 22 Oct | Elena Varga | |
| Isabel Moreno, herbal facial | 15 Oct | Sofia Duarte | |
| Amina Okafor, hot stone treatment | 22 Oct | Rafiq Saleh | |
| Leila Haddad, deep tissue massage | 16 Oct | Leila Haddad |
Collect prepayments and charges, confirm money received and record approved refunds.
Confirmed waits for the accounts coordinator
| Member | Booking | Amount | |
|---|---|---|---|
| Priya Nair | Maya Chen, restorative yoga | 70 | |
| Amina Okafor | Maya Chen, restorative yoga | 800 | |
| Priya Nair | Maya Chen, restorative yoga | 130 | |
| Maya Chen | Amina Okafor, hot stone treatment | 170 | |
| Leila Haddad | Amina Okafor, hot stone treatment | 280 |
Keep each therapist's treatment certifications with the certificate file and expiry date.
Therapist qualifications
| Therapist | Treatment type | Certificate | Expires at | |
|---|---|---|---|---|
| Daniel Park | Deep tissue massage | therapeutic-massage-cert.pdf | 24 Oct | |
| Sofia Duarte | Herbal facial | facial-therapy-diploma.pdf | 16 Oct | |
| Maya Chen | Hot stone therapy | hot-stone-training.pdf | 11 Oct | |
| Maya Chen | Aromatherapy massage | aromatherapy-cert.pdf | 21 Oct | |
| Leila Haddad | Prenatal massage | prenatal-massage-cert.pdf | 26 Oct |
Booking to treatment ships ready to use. One step needs a named approval before the work moves on: Confirm booking (Front Desk Coordinator).
Schedule the treatment with its therapist, times and capacity.
Record the guest's request for a treatment.
Confirm when the member, session and therapist are all available.
Check the guest in as the treatment starts.
Close the session once every booking is accounted for.
Record the money received against the booking.
Open any session to see its bookings, the roles that work on it, its process stages and its approvals on one page.
Instructor, Starts at, Ends at and Capacity.
Each line is linked to this session.
Spa Manager, Front Desk Coordinator and Therapist, each with their own permissions.
Set up treatments and plans and Enroll member or sell a package, with the role that acts.
Confirm booking, with who decides.
Planned
| Member | Session | Places |
|---|---|---|
| Nora Patel | Restorative yoga, Oct 16 at 18:00 | 690 |
| Maya Chen | Prenatal massage, Oct 18 at 13:00 | 650 |
| Leila Haddad | Prenatal massage, Oct 18 at 13:00 | 880 |
Signed in as Front Desk Coordinator
| Decision | Approver | |
|---|---|---|
| Confirm bookingConfirm when the member, session and therapist are all available. | Front Desk Coordinator | |
| Approve Payments refunds, therapist qualifications | Spa Manager | |
| Approve Bookings | Front Desk Coordinator |
Everyone opens Spa & Wellness Center to the work that is theirs. Pick a role to see what it starts with.
Owns the treatment menu, therapist sessions and membership plans, and decides refunds and qualification checks.
This is the first screen this role sees.
Sessions · Spa Manager
Registers members, sells plans and packages, and confirms or cancels bookings.
This is the first screen this role sees.
Payments · Front Desk Coordinator
| Member | Booking | Amount | |
|---|---|---|---|
| Priya Nair | Maya Chen, restorative yoga | 70 | |
| Amina Okafor | Maya Chen, restorative yoga | 800 | |
| Priya Nair | Maya Chen, restorative yoga | 130 | |
| Maya Chen | Amina Okafor, hot stone treatment | 170 | |
| Leila Haddad | Amina Okafor, hot stone treatment | 280 |
Delivers treatments, checks guests in and keeps their own qualifications current.
This is the first screen this role sees.
Sessions · Therapist
Confirms money received against pending charges and records approved refunds.
This is the first screen this role sees.
Payments · Accounts Coordinator
| Member | Booking | Amount | |
|---|---|---|---|
| Priya Nair | Maya Chen, restorative yoga | 70 | |
| Amina Okafor | Maya Chen, restorative yoga | 800 | |
| Priya Nair | Maya Chen, restorative yoga | 130 | |
| Maya Chen | Amina Okafor, hot stone treatment | 170 | |
| Leila Haddad | Amina Okafor, hot stone treatment | 280 |
Maintains user access, staff records and configuration without taking spa decisions.
Review therapist utilization, treatment demand, no-shows, package balances, payments and qualifications.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Planned | 49 | ||
| Open | 26 | 53% | |
| Full | 18 | 69% | |
| Completed | 9 | 50% |
Sample totals per stage
Confirmed and attended Places on Bookings against session Capacity, by Instructor and then by Service.
Count Bookings by Service of the session and booked at month.
Count no show and Cancelled Bookings by Service and Instructor.
Purchased sessions less used sessions on treatment packages by Member with expires at.
Treatment packages expiring in the next month with used sessions below purchased sessions.
Pending Payments with Amount, Member and Booking.
Total Payments Amount by Status and received at month.
Therapist qualifications by expires at with Therapist and treatment type.
Active and Paused member plans by expires at.
See how Spa & Wellness Center fits your kind of team.
Each stage of booking to treatment names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review spa schedules, bookings and packages with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 12 tablesStart with one team and one process, then add the rest once the basics are running.
The scope is treatments, sessions, bookings, memberships, packages, check-in, payments and qualifications. Payments, online booking, gift cards and messaging remain connected. The spa sets its policies; Proto prepares configuration for review.
Bring the treatment menu, therapists and qualifications, members with plans and package balances.
Pilot one week of the schedule. Confirm bookings, check guests in and confirm payments.
Overbook a session and a therapist. Check in a cancelled booking. Use a package beyond its sessions. Approve a refund.
Compare members, package balances and payments with the source. Obtain the Spa Manager’s acceptance before opening online booking.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Spa & Wellness Center for your business. Pilot one week of the treatment schedule: confirm bookings, check guests in and confirm payments, then reconcile package balances and payments before opening online booking.
A booking is confirmed only when the therapist has no other session in an overlapping window.
Yes. Each package records sessions purchased, sessions used and an expiry date. Use beyond the purchased sessions is refused.
Yes. Membership plans set price, session allowance and validity, and each purchase starts a member plan.
When prepayment is required, confirming a booking raises one pending payment.
No. Only confirmed bookings can be checked in; no-shows and cancellations are refused.
Yes. Each qualification records the treatment type, certificate and expiry date.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.