Frequently asked questions
Have questions? We’re here to help.
SpaPlanner is management software designed for hotel spas. It brings together in one tool the therapist and treatment room schedule, client records, checkout and room charges, retail and inventory, gift cards, team hours and reporting.
Hotel spas of every size, from two treatment rooms to a dozen, and hotel groups that run several spas. Each spa has its own space, with its rooms, treatments, prices and team.
No. SpaPlanner runs in the browser, on desktop, tablet and phone. Therapists can add it to their phone’s home screen like an app, without going through an app store.
Yes. The interface is available in French and English, and each team member picks their language, which helps in spas with therapists of several nationalities.
The schedule shows the day by therapist or by treatment room, and the week by therapist. It takes into account each therapist’s hours, breaks, each room’s capacity and the reset time between two treatments. To move a booking, drag it to another time or therapist: SpaPlanner refuses what is not possible and explains why.
A couples treatment is booked in one go: SpaPlanner books the couples room and both therapists in the same slot. Each room has its real capacity, and the schedule prevents bookings beyond what your spa can host.
Yes. Days off, paid leave, training, sick days or apprentices’ school days: as soon as an absence is entered, bookings are blocked for that therapist. Treatments already booked stay visible and are flagged “to reassign”, so you can hand them to a colleague.
Yes. You choose which treatments are bookable online, the minimum notice before a treatment and how far ahead clients can book. A card can be requested as a guarantee, so your cancellation policy can be applied.
You set your cancellation policy: the share of the treatment charged (from nothing to 100%) and the notice below which a cancellation is charged. SpaPlanner calculates the fee automatically and adds it to the amounts to collect, and you can waive it case by case.
The source is mandatory on every record: hotel guest, external, or another property of the group. It fills itself in as soon as a room number is entered, for reports you can finally trust.
In the treatment questionnaire of the client record: preferred pressure, skin type, allergies, pregnancy, health conditions. Important alerts show at booking, on arrival and at checkout, and only the spa team can see them.
Yes, as long as your current software can export its data. We import the records during setup; duplicates are detected and records without a source are flagged so you can complete them as clients come back.
Yes. One client record is shared across the group and linked to every property visited. Each spa sees the client’s full history, and its reports count every client it welcomes.
SpaPlanner connects to your property management system (PMS) to find in-house guests and charge treatments to their room. The Mews connection comes first; if you use another system, let’s talk: each new connection is added without changing the rest of the tool.
Room charge for hotel guests, card, cash, payment link sent by e-mail, and gift cards. A discount always needs a reason, tracked in the reports, and the end-of-day closing sums up the totals by payment method.
Yes. For clients who don’t pay on their room, SpaPlanner produces a PDF invoice with the required details and VAT, to download or send by e-mail in one click. Hotel guests find their treatments on their room bill.
A tip is recorded with the payment, or separately when it is left in cash, including in another currency. It goes to the therapist, is split equally on a couples treatment or shared differently if needed, and each therapist sees the cash, card and room breakdown.
Yes. Sell gift cards for an amount or a given treatment, print them as a PDF or send them by e-mail, and redeem them at checkout with their code. SpaPlanner tracks balances and expiry dates, and flags the cards that will soon expire.
Every sale updates the stock automatically. Deliveries, breakages, returns and counts are recorded with a reason, for a full history, and a threshold per product warns you before you run out.
Yes. Each sale is linked to the therapist who made it, so you can follow sales per person and, if you wish, work out commissions.
No. Each team member has their own account and an access level: manager, spa admin or therapist. Therapists see their schedule, clients and sales, but not the spa’s revenue. Access rights are checked by the server, not just hidden on screen.
Yes. Each therapist finds their schedule on their phone and gets a notification as soon as a treatment is added, moved or cancelled.
Revenue by day, week or month, by treatment, category and product, number of treatments, room occupancy, client sources, discounts by reason, tips and results per therapist. You pick the period and can compare it with the same period last year.
Yes, every table has an export button: an Excel file or a formatted PDF, ready to print or share. Schedules, sales, stock and reports export in one click.
After a demo built on your own treatment menu, we set up your rooms, treatments, prices, products and team with you, import your data and connect SpaPlanner to your hotel software. Your team is then trained before day one.
It mostly depends on the connection to your hotel software and on importing your data. We agree on the timeline together, with a go-live date that does not disrupt the spa.
SpaPlanner was designed to be picked up without lengthy training. We still train the team during setup, on everyday tasks: booking, moving, checking out, selling retail.
Data is hosted in Europe and processed in line with the GDPR. Each user only accesses the information their role needs, and each spa only sees its own data.
Yes. Your client records, sales and reports remain yours: you can export them at any time, to Excel or PDF.
There is no ready-made price list: pricing depends on the size of your spa, the number of properties and the connection to your hotel software. Book a 30-minute video call from the Pricing page: we get to know your spa together and build your proposal.
Yes, they are free and with no commitment. The proposal details what is included: the software, setup, the connection to your hotel software and team training.