Booking system for spas

More than online booking: spa accounting, stock and guest history in one calendar

Behind every spa booking there is housekeeping: the ritual uses oil, scrub and a wrap, the guest takes a body cream home, a company wants an invoice for its team day, and your accountant wants the paperwork every month. In Klendr all of this hangs on the same calendar entry.

• Accounting and invoices — after the ritual the guest automatically gets a PDF invoice with VAT, and the company that booked a team day gets one with a payment due date. Each month you export all invoices as CSV and a PDF archive, plus Stripe deposits, for your accountant. Klendr prepares the sales records and documents; the bookkeeping itself stays with your accountant. See invoices and payments.
• Inventory management — give each ritual a materials recipe: 40 ml massage oil, 150 g salt scrub, one algae wrap, a pair of disposable slippers. Every booking writes the materials off by itself, body creams and candles you sell go through the invoice, and an email warns you before the hammam runs out of foam soap.
• Guest history — every visit, ritual, amount and missed booking in one card, next to your notes: favourite scent, a warmer room, a birthday surprise, the voucher number. Client records export at any time.
• Analytics and reports — revenue, the cost of oils and wraps, profit, hours worked, load per weekday and the top rituals and guests. Open analytics.

Why a spa booking system pays off

A spa sells time in large pieces. One booking can take 150 minutes of a room, a specialist and a stack of towels, and an empty Saturday afternoon cannot be sold twice. Yet most spa requests still arrive as Instagram messages — „two people, Saturday around 14:00, something relaxing“ — and the answer comes hours later, because nobody in a quiet treatment room picks up the phone.

With an online booking page the guest sees your rituals with photos, prices and length, picks one and sees only the times when it really fits. Booking takes four steps and needs no app or account. Your team finds the appointment in the calendar, and the guest already has a confirmation email.

Rituals of 90–180 minutes and treatments for couples

Create every ritual as one service with its full length and list the steps in the description: „foot bath, salt scrub, algae wrap, rest with tea — 150 minutes“. The calendar holds the whole time as one block, so nobody squeezes a short treatment into the middle of it. If guests need time to change and shower, include it in the length and say so in the text.

Guests who like to build their own visit can add several services to one appointment — hammam, then a scrub, then a foot ritual — and Klendr adds up the minutes. Half-day programmes of 180 minutes fit the same way; in the week view you see at a glance which days already carry long bookings and where a three-hour gap is still open.

A ritual for two is its own service with its own price — „Ritual for two, 120 minutes, €260“ — not two bookings that someone has to match by hand. The couple books it once, gets one confirmation and one reminder, and the calendar blocks the couples suite for the whole ritual.

Every appointment in Klendr sits in one calendar. If two therapists work in the couples suite, book the ritual in the calendar of the suite or of the lead therapist, and block the same hours in the second therapist’s calendar with a break. Say it in the description as well — „two therapists, one room“ — so the guests know what to expect.

Several rooms and specialists on the Team plan

On the Team plan the spa gets one shared calendar and one booking page for everyone. Many spas set up each specialist as a team member; others set up the rooms — „Hammam“, „Couples suite“, „Treatment room 2“ — when the room is the scarce resource. Each member has its own working hours, so the hammam can open only at weekends while the treatment rooms run all week.

Double booking is blocked inside each calendar, and you decide which services each member offers: only the couples suite shows rituals for two, only the hammam shows the foam peeling. If you also run a spa corner in a hotel across town, the Team plan supports several addresses, each specialist linked to the place they work at.

What a spa gets in Klendr

The reception sees the whole day on a computer, while therapists check their next guest on a phone, in the browser or the Android app.

• Booking page with photos — rituals with pictures, prices and length on klendr.me/your-spa, in Instagram, on Google Maps and on your website through the WordPress plugin, Wix, Shopify or Tilda.
• Deposit for long rituals — through Stripe a percentage is charged at booking, or the card is saved for a no-show fee. One percentage applies to the whole account, and the deposit is refunded on cancellation. See payments.
• Reminders — a confirmation email at once and a reminder by email and SMS the day before, in the guest’s language. More in notifications.
• Shared calendar — day, week and month, a colour per service, drag and drop, breaks, holidays and A/B weeks. See the calendar.

Holidays, weekends and gift vouchers

Spa demand comes in waves: Valentine’s Day, Mother’s Day, the weeks before Christmas and every Saturday afternoon. Open extra hours on those dates with the schedule for separate dates, and a few weeks ahead send an email campaign — „Rituals for two in February: free times“ — to all guests, chosen ones or by language. Each email has an unsubscribe link.

Klendr does not sell gift vouchers or gift cards, and there is no loyalty programme with points. If you sell vouchers at the reception or in your own web shop, keep doing that; when the voucher holder gets in touch, book the ritual for them in the calendar or send them your booking link, and note the voucher number in the guest card.

Sample spa price list in Klendr

This is how spa rituals look on the booking page. The length is the time the room is busy, so a 180-minute programme blocks the afternoon and nothing else lands inside it.

Prices are examples for the Baltics; your spa sets its own rituals, lengths and prices.

How to launch online booking for your spa

1. 1
   Start the free trial

   Open an account at klendr.me: two weeks free of charge, and no card details are asked for.

2. 2
   Describe your rituals

   Add each ritual and treatment with full length, price, photos and the steps in the description; set up rituals for two as separate services.

3. 3
   Add the team or the rooms

   On the Team plan invite specialists or set up rooms as members, and give each its hours and the services it offers.

4. 4
   Protect long bookings

   Turn on SMS reminders and a deposit or no-show fee, so a 150-minute ritual does not stay empty.

5. 5
   Share the booking page

   Add the link to Instagram, Google Maps and your website, and to the email you send to voucher holders.

Questions about spa booking software