Therapist allocations

A confirmed booking needs a person and a place. A therapist allocation reserves a therapist and a treatment room for one booking with a start and end time. The front desk or spa manager makes it once the booking is confirmed, and the day’s allocations show who is working in which room and when.

Each allocation is attributed to the person who made it. When something changes, for example a therapist swap or a move to another room, the correction is added as a new allocation rather than overwriting the old one. The history shows who was planned, who replaced them and who made the change. The spa manager reviews allocations so that last-minute swaps are seen by someone responsible for the floor.

Therapists see their own allocations for the day with the booking and room, so they know where to be and can prepare the room before the guest arrives.

The front desk allocates; the spa manager reviews; therapists follow their list.

• One booking, one allocation. Therapist, room, start and end.
• Corrections added, not overwritten. Swaps keep the original plan visible.
• Therapists see their day. Each therapist works from their own list.

Agree who may allocate therapists and rooms and who reviews changes. Agree buffer time between treatments for room turnaround, and which therapists are qualified for which treatments and rooms. Decide how a clash is resolved when two bookings want the same room. Prepare examples of an ordinary allocation, a therapist swap and a room change.

A couple books side-by-side massages for 3pm. The front desk allocates two therapists to the double treatment room from 3:00 to 4:00. At 1pm one therapist goes home ill. The spa manager adds a new allocation with a replacement therapist; the original stays in the history, and the replacement sees the booking at the top of her list.

Later the double room’s steam unit fails. The couple’s next booking is moved to a second room through a corrected allocation, so the therapists and the front desk all see the new room.

• Upcoming allocations — The coming allocations by therapist and room with start and end.
• My allocations — Each therapist’s own bookings and rooms.
• My sessions — The sessions each therapist delivers.

• Therapist and room allocation: From confirmed booking to a staffed room.

Review roles and permissions before assigning who allocates.