Spa and Wellness CRM
The number of remaining sessions is in a ledger, therapist availability is on a separate calendar, and the gift voucher is on a stub book by the till. The argument with the customer over their balance comes out of those three records not matching.
Remaining sessions, therapist availability and room assignment are fields on one appointment record; the package balance drops each session, and a voucher stays tied to buyer and user.
What we set up, and how
- Put the booking link on your website and in your Instagram bio, and let the customer pick the therapist, the service and the time themselves
- Draw down package sessions at every appointment; let those nearing zero balance drop into a list, and tie the renewal offer to that list with a rule
- Keep therapist specialisms, availability and room assignment on the same calendar so no clashing appointment is created
- Keep the points built up at each session in a field on the customer record; let those passing the threshold and those with a birthday coming up drop into a list, and tie the bonus to that list with a rule
- Manage gift voucher and combo package sales, including corporate bulk purchases, from a single interface
| Online Booking Widget | The booking link goes on the website, in the Instagram bio or on Linktree; the therapist, service and time the customer picks are written into fields on the appointment record and appear on the therapist's calendar. |
|---|---|
| Package and Session Balance | A package is a line linked to the customer record; the total sessions and the remaining sessions are its fields. Every completed appointment draws down the remainder, and packages whose balance is nearing zero drop into a list. |
| Therapist and Room Assignment | The therapist's specialisms and availability are fields on their own record; the appointment carries the therapist field and the room field together, so a second entry cannot be opened for the same hour. |
| Loyalty Points | Points are a field on the customer record and rise with every completed session; customers who pass the threshold you define drop into a list, and the birthday is a separate date field. |
| Gift Vouchers and Combo Packages | A voucher is a record carrying the buyer and the user in separate fields; when it is used it appears in both people's history. Combo packages are defined with a line-item list. |
A spa appointment is not a single time slot: the therapist, the room and the service duration are held at the same time. Because aromatherapy and a scrub-and-foam session do not take up the same amount of time, two overlapping entries on a paper calendar are only noticed once the guest is at the door, and that hour cannot be sold a second time.
Because Rapitek CRM ties the appointment to all three of these resources at once, an online request coming from outside sees the same constraint, and no slot opens up without the team stepping in. Since a guest arriving with a gift voucher is linked to the loyalty record, who bought the voucher, who used it and that person's later visits all build up in the same history.
