A client database you can finally trust

One record per client, with their source, history and everything you need to know before the treatment.

Client record features

Client source

A client source that is always filled in

Without a source, there is no way to know who really visits your spa. In SpaPlanner, it is mandatory and fills itself in as soon as a room number is entered.

  • Four clear options: hotel guest, external, other group property or staff.
  • Automatic: the room number is enough to recognise a hotel guest.
  • Reliable reporting: every client counts in the right category.
History

The client’s whole history in one place

Treatments, products purchased, favourite therapists: the client record traces the whole relationship with your spa, for a truly personal welcome.

  • Treatments and purchases: every visit and purchase stays on the record.
  • Preferences: therapist, pressure, atmosphere, favourite products.
  • Team notes: useful information carries over from one visit to the next.
Contraindications

Contraindications no longer go unnoticed

The treatment questionnaire collects the relevant health information, and SpaPlanner brings it up at the right moments so every treatment is safe.

  • Short questionnaire: only the questions that matter, on a tablet or at the front desk.
  • Alerts: shown at booking, at check-in and before the treatment.
  • Protected access: this information is only visible to the team members concerned.
Duplicates

A clean database, without duplicates

The same client recorded twice skews history and reporting. SpaPlanner spots duplicate records and helps you merge them in a few clicks.

  • Automatic detection: name, email and phone are compared when a record is created.
  • Simple merge: the history of both records is combined into one.
  • Gift cards kept separate: a gift card no longer creates a fake client record.
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Know every client before they even arrive

Complete records

  • Contact details, treatment and purchase history on a single record.
  • Treatment questionnaire: skin type, preferred pressure, routine.
  • Internal notes shared with the team.

Useful alerts

  • Contraindications flagged at booking and at check-in.
  • First visits and birthdays highlighted.
  • Custom alerts shown at checkout.

Accurate reporting

  • Mandatory source: hotel guest, external, other property or staff.
  • Source filled in automatically from your hotel software.
  • Duplicate detection and merging for a clean database.

What makes SpaPlanner different

Built for hotel spas

Hotel guests, couples treatments, treatment rooms, retail: every feature answers a real hotel spa situation. No unnecessary modules.

Simple from day one

A clean interface, in French and English, that your team picks up without heavy training, on desktop and mobile.

Connected to your hotel software

SpaPlanner exchanges data with your PMS both ways: in-house guests, rooms, stay dates and room charges.

Guided setup

We set up your treatment rooms, treatments, prices, products and team with you, then train your staff.

Protected data

Role-based access, hosting in Europe and GDPR compliance: your clients’ data stays safe.

Built to grow with you

One spa or several properties: SpaPlanner adapts to your organisation, with client history shared across the group.

Frequently asked questions

Find out more

A better organised spa, from booking to checkout

Scheduling & bookings

A schedule by therapist or by treatment room that respects room capacity and finally makes couples treatments simple.

Checkout & PMS

Check out in seconds and charge hotel guests’ treatments directly to their room.

Retail & inventory

Sell your products and keep accurate stock, with margins and sales tracked by therapist.

Team & schedules

Organise your team’s hours and give everyone the access they need, no more and no less.

Reporting & exports

Track your activity in real time and export every table to Excel or PDF in one click.

Mobile & notifications

The schedule in every therapist’s pocket, with a notification as soon as a treatment changes.

Multi-property

For hotel groups: a shared client database and accurate figures for every property.