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Spa & Wellness Management
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Spa & Wellness Management · Available now

Every treatment booked, every therapist and room in place.

Spa & Wellness Management runs a spa's treatments from booking to a turned-around room. Services set the duration, capacity and price of each treatment or class; sessions put a service on the schedule with a therapist, start and end times and capacity.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewUpcoming sessions
Spa & Wellness Management · Sessions

Upcoming sessions

Sessions in one list

New session
Sessions in view
6
Total capacity
3,330
Planned
2
Open
2
Planned2
Mineral body wrap, Oct 16 at 09:00Calming facial, 50 min
880
16 Oct
Couples massage, Oct 17 at 15:00Mineral body wrap, 75 min
370
20 Oct
Add
Open2
Sports massage, Oct 16 at 11:00Couples massage, 90 min
60
01 Nov
Sauna ritual, Oct 18 at 14:00Calming facial, 50 min
470
18 Oct
Add
Full2
Calming facial, Oct 17 at 10:30Sauna ritual, 45 min
840
26 Oct
Reflexology, Oct 18 at 16:00Sauna ritual, 45 min
710
23 Oct
Add
Mineral body wrap, Oct 16 at 09:00Sessions · SSS-56085
Planned
ServiceCalming facial, 50 min
InstructorFarah Malik
Starts at16 Oct
Ends at23 Oct
Capacity880
Confirm paymentSSS-56085 · Mineral body wrap, Oct 16 at 09:00

The accounts clerk confirms each payment before it counts.

Waiting for Spa Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

Work for the front desk, therapists and accounts

Every feature works on the same records. Pick one to see the screen your team works in.

Treatments and sessions

Services, scheduled sessions, therapists and capacity.

  • Services first
  • One therapist per session
  • Capacity on the session
  • Services
  • Sessions
  • People
Explore treatments and sessions
OverviewServices offered
Spa & Wellness Management · Treatments and sessions

Services offered

Services

New
Service nameDuration minutesCapacityPrice
Mineral body wrap, 75 min25600900
Sports massage, 60 min55360340
Calming facial, 50 min5190550
Couples massage, 90 min2070030
Sauna ritual, 45 min30700740
6 of 6 records
Mineral body wrap, 75 minServices · SRV-34402
Duration minutes25
Capacity600
Price900
Example screen with sample data
Process

From booking request to a turned-around room

Booking to treatment ships ready to use. One step needs a named approval before the work moves on: Confirm payment (Spa Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request booking

    Record the guest, the session and the places they want.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Front Desk Coordinator
    Request bookingBy Front Desk Coordinator

  2. Confirm booking

    Confirm only when the places fit, and raise a charge if there is no package.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Front Desk Coordinator
    Confirm bookingBy Front Desk Coordinator

  3. Allocate therapist and room

    Reserve the therapist and room for the booking's time.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Front Desk Coordinator
    Allocate therapist and roomBy Front Desk Coordinator

  4. Check in

    Record one check-in and use one package session.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Therapist
    Check inBy Therapist

  5. Turn the room around

    Send the room to cleaning and back to ready, or to maintenance.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Therapist
    Turn the room aroundBy Therapist

  6. Confirm payment

    The accounts clerk confirms each charge once received.

    Mineral body wrap, Oct 16 at 09:00SSS-56085 · Accounts Clerk
    Confirm paymentBy Accounts Clerk
    ApprovalThe accounts clerk confirms each payment before it counts.

Start with Booking to treatment

Inside a record

One guest, one booking, one therapist and room

Open any session to see its bookings, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Service, Instructor, Starts at and Ends at.

  2. 2
    Bookings

    Each line is linked to this session.

  3. 3
    Who works on it

    Spa Manager, Front Desk Coordinator and Therapist, each with their own permissions.

  4. 4
    Process stages

    Request booking and Confirm booking, with the role that acts.

  5. 5
    Approvals

    Confirm payment, with who decides.

Upcoming sessionsMineral body wrap, Oct 16 at 09:00
Spa & Wellness Management · Sessions

Mineral body wrap, Oct 16 at 09:00

Calming facial, 50 min · Planned

Log activity
1
Record details
ServiceCalming facial, 50 min
InstructorFarah Malik
Starts at16 Oct
Ends at23 Oct
2
Bookings

Mineral body wrap, Oct 16 at 09:00

MemberSessionService name
Ethan ChoScalp treatment, Oct 20 at 13:30Farah Malik, mineral body wrap
Ethan ChoReflexology, Oct 18 at 16:00Jonas Weber, sports massage
Camila RojasSports massage, Oct 16 at 11:00Mei Lin, calming facial
Bookings
6
Total places
1,820
3

Who works on it

  • Spa ManagerManage Services, Sessions, membership plans, therapist…
  • Front Desk CoordinatorManage Bookings, Members, member plans, therapist allocations
  • TherapistManage Attendance, treatment rooms
4

Process stages

  • Request bookingFront Desk Coordinator
  • Confirm bookingFront Desk Coordinator
5

Approvals

  • Confirm paymentSpa Manager
    Approved
Example screen with sample data
Approvals

Payments confirmed by the right person

OverviewApprovals
Spa & Wellness Management · Overview

Approvals

Signed in as Spa Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PYM-62864Farah Malik, mineral body wrap
    Requested by Mei Lin
    Waiting2dActions
  • PYM-83845Jonas Weber, sports massage
    Requested by Anika Desai
    Waiting3dActions
  • PYM-16004Hugo Costa, scalp treatment
    Requested by Mei Lin
    Waiting5dActions
  • PYM-74463Lena Fischer, stretch therapy
    Requested by Mei Lin
    Waiting3dActions

Who approves what

DecisionApprover
Confirm paymentThe accounts clerk confirms each charge once received.Spa Manager
Approve therapist allocationsSpa Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Spa & Wellness Management to the work that is theirs. Pick a role to see what it starts with.

Spa Manager

Runs the treatment menu, schedule, packages and therapist allocations, and reviews room and allocation records.

This is the first screen this role sees.

OverviewUpcoming sessions

Upcoming sessions

Sessions · Spa Manager

Planned2
Mineral body wrap, Oct 16 at 09:00Calming facial, 50 min
880
16 Oct
Couples massage, Oct 17 at 15:00Mineral body wrap, 75 min
370
20 Oct
Add
Open2
Sports massage, Oct 16 at 11:00Couples massage, 90 min
60
01 Nov
Sauna ritual, Oct 18 at 14:00Calming facial, 50 min
470
18 Oct
Add
Full2
Calming facial, Oct 17 at 10:30Sauna ritual, 45 min
840
26 Oct
Reflexology, Oct 18 at 16:00Sauna ritual, 45 min
710
23 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Fill, therapist hours, rooms, packages and revenue

Session fill, attendance, therapist hours, room readiness, packages and revenue.

Overview
Spa & Wellness Management · Overview

Spa & Wellness Management dashboard

This quarter

Payments in view
6
Total amount
2,760

Sessions by status

How far records got this quarter

StageReachedStep
Planned47
Open1940%
Full842%
Completed338%

Capacity by status

Sample totals per stage

0
-2000Planned
-5000Open
-2000Full
0Completed
-4000Cancelled
Example screen with sample data
  1. 01Session fill

    How full is each session against its capacity?

  2. 02Attendance and no-shows

    How many bookings were attended, missed or cancelled by treatment and week?

  3. 03Therapist allocation hours

    Allocated hours per therapist by room and day.

  4. 04Room readiness

    Which rooms are ready, occupied, being cleaned or in maintenance?

  5. 05Package uptake

    How many members hold each package, and how many enrolments are paused or expired?

  6. 06Member activity

    Bookings per member with status and join date.

  7. 07Payments by status

    Pending, confirmed and refunded amounts by month.

  8. 08Service revenue

    Confirmed payment amounts by service and month.

All reports and dashboards

Who it's for

Fit the spa you run

See how Spa & Wellness Management fits your kind of team.

Day spas

Run treatments, therapists and rooms for walk-ins and regulars.

Hotel and resort spas

Serve hotel guests and local members from one schedule.

Wellness centers

Run classes, therapies and memberships with clear allowances.

Controls

No overbooking, no session used twice

Each stage of booking to treatment names the role that acts and the status it records, so a change is never anonymous.

OverviewBooking to treatment
Spa & Wellness Management · Process

Booking to treatment

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
6
Confirm booking
Front Desk Coordinator
StatusRequested → Confirmed
RecordsBookings, Sessions, Members
Check in
Therapist
StatusConfirmed → Attended
RecordsAttendance, Bookings, Members
Deliver treatment
Any role with access
StatusReady → Occupied
Booking to treatment
  1. Start
    Confirm bookingRequested → Confirmed
    Bookings
  2. Step
    Check inConfirmed → Attended
    Attendance
  3. Step
    Deliver treatmentReady → Occupied
  4. Step
    Turn the room aroundOccupied → Cleaning
    Therapist
  5. Step
    Mark no-showsConfirmed → no show
    Members
Example screen with sample data

See each stage in detail

AI agent

Prepare tomorrow's bookings with Proto

Prepare the day's bookings, therapists and rooms with Proto.

It can

  • Front Desk Coordinator: List tomorrow's confirmed bookings without a therapist and room allocated.
  • Therapist: Show my allocations today with room and start time.
  • Spa Manager: Show rooms in maintenance and the bookings allocated to them this week.
  • Accounts Clerk: List payments still pending from yesterday with their bookings.

Stays with a person

  • The front desk confirms bookings, therapists check guests in and the accounts clerk confirms payments and refunds.
  • Proto prepares lists and drafts for them; it does not confirm, check in or refund on its own, and it works with the permissions of the person or service account it runs as.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Spa & Wellness Management
  • Card terminal and processor
  • Online booking or website
  • Accounting
  • Identity provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Treatments and sessions3
  • Bookings and check-in6
  • Therapist allocations4
  • Treatment rooms3
  • Members and packages4
  • Payments4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the operating boundary

    The system holds treatments, sessions, bookings, check-ins, therapist allocations, rooms, members, packages and payments. Card processing, online booking and accounting stay in connected systems. The spa decides its menu, package rules and refund policy.

  2. Map the source data

    Agree service names, room names, member numbers and current package enrolments.

  3. Configure a bounded pilot

    Run one week of sessions live: booking, confirmation, allocation, check-in, room turnaround and payment confirmation.

  4. Rehearse the exceptions

    A full session takes no more places, a repeated check-in uses no extra session, a paused member gets a charge and a room in maintenance is moved around.

  5. Reconcile and release

    Compare members, packages and the day’s takings with the old system, get sign-off from the spa manager and agree the rollback window before cut-over.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Spa & Wellness Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Spa & Wellness Management for your business. Start with your treatment menu, rooms, therapists and a week of sessions, and add packages once booking and room turnaround run smoothly.

Can a session be overbooked?

No. A booking is confirmed only when its places fit the capacity left, counting every booking that is not cancelled.

How are therapists and rooms scheduled?

Each confirmed booking gets an allocation with a therapist, a room and start and end times. Therapists see their own list for the day.

What happens when a therapist calls in sick?

Add a new allocation with the replacement. The original stays in the history and the replacement sees the booking on their list.

How do packages work?

Each package has a price, a number of sessions and a validity period. Package holders book without a new charge, and each check-in uses one session once.

How do we know a room is ready?

Every room shows ready, occupied, cleaning or maintenance. Therapists update it as they work, and rooms needing attention are listed for the manager.

How are payments handled?

Confirming a booking for a guest without a package raises a pending charge. The accounts clerk confirms it once received, and refunds keep the original amount. Card processing stays with your provider.

Can we run classes as well as treatments?

Yes. A class is a session with a larger capacity; a treatment is a session for one guest.

What drives the cost?

Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work use prepaid credits; implementation is scoped separately. The pricing page lists current rates.

Set up Spa & Wellness Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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