SpaGuru Features

SpaGuru provides all the functionality you need to effectively manage and control your health spa. The following list is a detailed break-down of some of the more important features available.

Familiar and Intuitive User Interface

Booking and Scheduling Management

• Easy to use. Familiar Outlook-style scheduling and booking calendar
• Booking validation and warnings. Prevent overbooking staff and resources and ensure client allergies, medical conditions, therapist and gender preferences are adhered to.
• Customisable booking states. View calendar bookings by state e.g. Checked In, Cancelled, Departed etc.
• Send appointment reminders. Reminder messages can be sent via email or sms with a just a few mouse clicks.
• View bookings by resource or employee. Option to group your calender bookings by resource or employee, or quickly switch between the two views.

Client Management

• Detailed client database. Store everything from personal and financial details to allergy and medical conditions.
• Store client preferences. Ensure your client preferences are taken into account.
• Remember preferred contact methods. Ensure you communicate with clients via their preferred method e.g. e-mail, sms, phone or postal.
• Track client memberships. Setup and monitor client memberships and receive expiry reminders.
• Complete client history. A full history of bookings, sales and receipts is available for your clients.
• Analyze client database. Analyze your database for possible duplicates, missing email and contact information and other detais.

Employee Management

• Track employee availability. Easy to setup employee availability and work preferences e.g. Full time, Shift work or Locum.
• Calculate employee commission. Keep track of employee commission and view detailed breakdowns of employee sales and commission earned over a specific period of time.
• Store employment history. Keep track of employee salaries or contract periods.
• Monitor employee performance. Keep track of employee sales over a specific period of time.

Resources

• Track resource availability. Easy to setup resource availability ensures you never double-book a particular resource or room.

Services

• Flexible service setup. Set up packages, services and treatments with ease. Option to associate a service with a calendar colour for easy reference
• Booking warnings. Ensure the correct employee is booked for a service, track allergy and medical conditions associated with the service that could affect the client.
• Service component tracking. Keep track of inventory usage based on services performed.
• Comprehensive reporting. Track service profitability, sales and popularity.

Inventory

• Detailed supplier database. Stores business information and purchase transaction history.
• Full stock control. Manage stock levels, supplier purchases, returns, adjustments and stock takes.
• Inventory reordering. Setup inventory reorder points and receive reorder alerts.
• Comprehensive reporting. Keep track of inventory usage, sales and item profitability over a given period of time.
• Bar code scanning support. Create your own bar codes for your products and use bar code scanning for easy identification.

Vouchers

• Track vouchers. Keep a record of outstanding vouchers, used vouchers and voucher sales.
• Ensure expired vouchers are taken into account. Consultants will be automatically warned about expired vouchers that are being redeemed.

Marketing

• SMS and email marketing. Send mail-merged sms or e-mail templates to your clients.
• Mail-merge functionality. SMS and email messages support mail-merge functionality to automatically insert client names and other fields.
• Comprehensive client filtering. Filter clients when adding them to new contact groups e.g. by membership type, gender, country, area, contact preference etc.
• Send appointment reminders. Appointment reminders can be sent with a few mouse clicks.

Financial

• Track client sales. Create client invoices, quotations and receipts.
• Track supplier purchases. Create purchase orders and goods received notes.
• Cash management. Track tips, cash balances, cash drops and petty cash.
• Comprehensive reporting. Large range of detailed billing, purchasing and sales reports.
• Cost centres. Track sales and purchases by cost centre.
• Export to popular accounting packages. Export your sales and receipt transactions into QuickBooks or Pastel.
• Cash drawer and receipt printer support. Optionally use an electronic cash drawer and receipt slip printer.

Security, Management and Help

• Role based security. Create multiple security groups and assign users to specific levels of functionality access.
• Automated backups. Automatic and manual backup options, with an optional off-site backup option.
• Comprehensive training materials. Free access to online tutorials and application help files.
• Automatic updates. Updates are downloaded and installed with minimal user intervention.
• Remote access. Work with SpaGuru from anywhere in the world, as if you are sitting in your spa. Manage multiple sites with ease.

Online Availability

• Real-time booking engine. Our real-time booking engine makes all your services available to potential clients via our SpaGuru web site. Clients can view descriptions, select available start times and create bookings that then appear on your SpaGuru calendar. You can link your website directly to your online booking page to ensure your visitors have access to real-time bookings.
• Retail ordering engine. Similar to the the booking engine, our retail inventory ordering system makes all your retail inventory items available for ordering online. Users can view prices and create a basket of items to order. Orders are emailed directly to your spa at which point you can contact the client to arrange payment and delivery.
• XML web service API. An XML web service allows web sites to fetch and insert data into your SpaGuru system. With the help of your web developers you can directly integrate your web site with your SpaGuru system to provide functionality such as real-time bookings, price lists etc.