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01 / 14Operations / Wellness

Operations / Wellness · Spa & Wellness

Hotel spa software, built into the PMS instead of bolted onto it.

Run the appointment book, the therapists and the treatment rooms from the same system as the front desk. Treatments post straight to the guest folio, and the people who are not staying with you still book, pay and leave with a receipt.

Runs on

  • Web
  • iPad
  • Android tablet
  • Android phone
  • Offline-first
Treatment charges
Straight to folio
Therapist, room, equipment
Never double-booked
Walk-in and day guests
Billed on the spot
02 / 14Capabilities

Cloud-based spa booking software that already knows your guests, your catalog and your ledger.

One appointment book, one guest record, one product catalog, one folio. There is no interface to commission, no mapping table to keep in step and nothing to reconcile at the end of the night.

  • 01

    Spa appointment scheduling

    A resource grid with time down the side and one column per therapist or per treatment room, plus week and month views and a today list for the therapist station.

  • 02

    Treatment room and resource management

    Cabins, couples suites and wet rooms described as room types, with floatation tanks, LED masks and hydro beds tracked as bookable equipment.

  • 03

    Therapist scheduling and skills

    Weekly shift patterns, holidays and one-off extra shifts, with skills, languages and gender preference deciding who can be offered for which treatment.

  • 04

    Spa billing and folio posting

    Charge the room, charge an account, settle at the desk or recognize a treatment as already paid. The route is chosen for the operator, not by them.

  • 05

    Spa POS for walk-in and retail sales

    Sell a treatment or a retail product to someone who has never stayed with you, take cash or card, and issue an invoice number without opening anything.

  • 06

    Spa memberships and prepaid packages

    Membership plans with discounts and included treatments, and prepaid series like ten sixty-minute massages, redeemed against the appointment.

  • 07

    Spa utilization and revenue reporting

    Booked minutes against available minutes per therapist and per room, revenue by treatment and by where the guest came from, and what no-shows cost you.

03 / 14Deep dive 01

Appointment book

Spa scheduling software that shows the day as it really is.

A sixty-minute massage occupies the therapist for sixty minutes and the treatment room for seventy-five. Every system that models that as one number ends up running fifteen minutes late by mid-afternoon. The day view draws the difference, so the desk can see why three o'clock is not actually free.

What the day view puts in front of you

  • A column mode toggle, by therapist or by room, because "is Maria free at three?" and "is the couples suite free at three?" are different questions.
  • Setup and turnaround time drawn as hatched extensions of each appointment, not hidden inside the duration.
  • Opening hours shaded rather than cut off, so an out-of-hours booking is possible but visibly deliberate.
  • Non-working therapist hours shaded from their shifts, holidays and one-off exceptions.
  • Drag an appointment to move it or pull its edge to extend it; both re-run availability and refuse on conflict.
  • A tray beside the grid holding treatments sold with the room rate months ago, waiting to be dragged onto a slot.
  • Week and month views for rota planning and density, and a today list for the therapist station.
04 / 14Deep dive 02

Availability

Treatment room scheduling that refuses to double-book.

A hotel tolerates overbooking because a room can be walked. A therapist cannot. So the availability engine checks the therapist, the treatment room and the equipment together, and a clash is a refusal rather than a warning on a dashboard somebody reads on Friday.

How a slot is proved bookable

  • Therapist, treatment room and equipment all checked before a time is offered, not after it is taken.
  • The therapist is free the moment the treatment ends; the room is not free until the turnaround is finished.
  • Only therapists qualified for that treatment appear, filtered by skill and, where it matters to the guest, gender preference.
  • Availability is recomputed on the server inside the booking transaction, so two receptionists cannot take the same slot in the same second.
  • A refusal names the clash, so the desk reads "Maria has Mrs Chen at 3:00" instead of "unavailable".
  • Maintenance, deep cleans, training and private hire block a therapist, a room or the whole spa without ever appearing in revenue or utilization figures.
05 / 14Deep dive 03

Treatment locations

In-room spa treatments the hotel calendar actually understands.

Some properties treat guests in their own villa. Some convert a spare bedroom into a cabin for the season. Those look similar and behave in opposite ways, because one consumes hotel inventory and the other does not, so the module tells them apart.

Four places a treatment can happen

  • A dedicated cabin, the normal case, drawn from your own room types: single treatment, couples suite, wet room.
  • The guest's own room or villa, where the room being occupied is the precondition rather than the obstacle, and only the therapist and any portable equipment are constrained.
  • A hotel room standing in as a treatment room, checked against the hotel calendar so nothing is booked over a reservation or an out-of-order block.
  • Off-site treatments at the beach, the pool or another venue, with a note telling the therapist where to go.
  • Each treatment carries the locations it is allowed in, so a hydrotherapy session is never offered on a terrace.
06 / 14Deep dive 04

Folio billing

Spa charges that post to the guest folio without an interface.

Every other spa system in hospitality connects to the PMS. It maps its services onto your accounts by name, it maps its tax codes by name, and somebody reconciles the two every night. Prostay's spa has nothing to connect to, because a treatment is a product in the catalog you already keep and the folio is the folio you already read.

What that removes from the closing routine

  • A treatment booked against an in-house stay resolves to that folio when it is booked and posts when it is completed, with nobody choosing anything.
  • Nothing reaches the ledger while an appointment is only booked, so a rescheduled massage never leaves a line to void.
  • Treatments are ordinary products, so pricing, tax, multi-currency, price overrides and package composition behave exactly as they do everywhere else on the property.
  • A spa day package explodes into itemized folio lines rather than one opaque total the guest queries at checkout.
  • Posting is idempotent, so a double-click at a busy desk cannot charge the room twice.
  • Nothing posts against a treatment that was already paid for, and nothing posts to a stay that has checked out; the server refuses rather than hiding a button.
  • A reversal is a void with a reason on the record, never a silent delete.
07 / 14Deep dive 05

Outside guests

Day spa software for the guests who are not staying with you.

Only a small share of hotel guests ever book a treatment, so the town is not a rounding error, it is the other half of the business. The awkward part has always been the money: a day guest paying cash for one massage should not generate a ledger account that somebody has to remember to close.

How outside business is handled

  • A walk-in pays cash or card at the desk and leaves with a receipt and an invoice number, created, paid and closed in a single step.
  • The operator sees a normal cart and a normal payment screen; they never see the word "account", and one-off sales stay out of your aged balance report.
  • Corporate wellness clients, agencies selling spa packages and wedding parties run a normal open account instead, settled later.
  • Someone who had a facial in March and books a room in June is one guest record, so their history, preferences and marketing consent are not split in two.
  • Reporting splits revenue by where the guest came from, so "what share of the spa comes from people not staying with us" finally has an answer.
  • Retail sales at the spa desk follow the same routes, with or without an appointment attached.
08 / 14Deep dive 06

Memberships

Spa membership software and prepaid treatment packages.

Members and series buyers are the difference between a spa that fills and a spa that hopes. Both are money now for a treatment later, and both fail the same way when the software treats a redemption as a sale: the guest sees a zero-value line on their bill and asks why the massage is free.

What members and series buyers get

  • Prepaid series such as ten sixty-minute massages, sold as an ordinary product through whichever billing route the buyer is using.
  • The balance is created only once the sale is actually paid, and pointed at the posting that paid for it, so a refund has an obvious reversal.
  • The booking drawer resolves entitlements before it prices anything, so the desk sees "three of ten massages remaining, member minus fifteen percent" before quoting.
  • A redemption decrements the balance and records itself on the appointment instead of putting a zero line on the guest's bill.
  • Membership plans carry a discount percentage, the treatments it applies to, an included allowance per period and optional facility access without a treatment.
  • Reporting shows active members, renewals due and the value of series nobody has redeemed yet, which is the liability most spas discover when a guest turns up with six massages left.
09 / 14Deep dive 07

Policy

Spa cancellation fees, service charge and gratuity, applied by policy.

Late cancellations and no-shows are the most expensive thing in a spa, because an empty hour cannot be sold afterwards. Charging for them only works if the fee is a rule the system applies, not a decision the receptionist has to defend to a guest at the desk.

What the policy settings cover

  • A cancellation window measured in hours, with a fee set as a percentage, a fixed amount or a named product.
  • A separate no-show policy, including whether a no-show consumes a prepaid series credit.
  • Fees posted as a line the guest can read rather than an unexplained amount they will query.
  • A spa-wide service charge percentage with a per-treatment override, posting as its own product and taxed or not as your jurisdiction requires.
  • Gratuity captured at settlement, attributed to the therapist who earned it, and addable after the bill has been settled.
  • Deposits taken at booking where the property requires them from outside guests.
10 / 14Deep dive 08

Revenue

Spa revenue reporting that ties utilization to money.

Treatment rooms are high-margin assets that most properties measure less carefully than their bedrooms. The reports here are built on appointments joined to their postings rather than folio lines filtered by category, because an appointment carries an estimate before it ever carries a charge.

The numbers a spa manager is asked for

  • Therapist utilization: booked minutes against available minutes, which is the staffing decision.
  • Treatment room utilization, which is the capital decision about whether to build another cabin.
  • Revenue by treatment, category and therapist, so you know what actually sells rather than what the menu leads with.
  • Revenue by guest origin, splitting in-house guests from the town.
  • No-show and cancellation rate, value lost and fees recovered, so a deposit policy can be argued from numbers.
  • Booking pace and lead time, which tells you how far ahead to open the book.
  • Gratuity by therapist, recorded from the moment a tip is taken.
  • Completed treatments that were never posted, listed as a discrepancy rather than quietly absorbed.
11 / 14Use cases

Spa software for hospitality, at the size hospitality actually is.

Enterprise spa platforms are priced and shaped for hotel groups with a spa director. Most spas are not that, and are still run out of a paper diary with the charges hand-keyed into the folio afterwards.

Resort spas

Several cabins and a full rota.

Therapists with different skills and shifts, rooms that suit some treatments and not others, and a book that has to stay honest through a busy season without anyone re-checking it by hand.

Boutique hotels

Two treatment rooms and no spa manager.

The front desk takes the bookings between check-ins. The module has to be obvious enough to use that way, and strict enough that it never lets them promise a slot twice.

Spas open to the town

Half the revenue walks in off the street.

Day guests, members and series buyers billed properly without a second cash-handling system, and reported separately so you can see what the local trade is worth.

12 / 14Integrations

Wired into the property, not interfaced with it.

The spa shares the same guests, products, taxes, folios, payments, permissions and reporting as every other Prostay module.

  • Prostay PMSFolio & reservations
  • Prostay AccountingHouse accounts & finance
  • Prostay PayPayments
  • Guest ManagementGuest profiles & CRM
  • Prostay NexusGuest messaging
  • Business IntelligenceReporting
13 / 14Pricing

Pricing

Add it when you need it.

Spa & Wellness is an optional module you can switch on per property, priced on request. Tell us how many treatment rooms and therapists you run and we will quote it alongside the rest of your plan.

14 / 14Get started

Close the paper diary before the season starts.

Send us how your spa runs today, the treatment menu, durations, therapists, cabins and rates, and we will model it in a Prostay sandbox ahead of your demo.

  • Your treatment menu and durations modelled before the demo
  • Therapists, shifts, cabins and equipment configured with you
  • Treatments reaching the guest folio from day one
  • Therapist logins scoped to their own list