By the end of this article you will be able to:
A course is a number of spa or fitness services that are combined in a package. For example, 5 personal training sessions or a course of facial treatments.
To set up a course
Navigate to Configuration > Services and select Spa or Fitness depending on your course and the below window appears.
Right-click to add a new entry, and fill in the detail.
- Code: Free type a code for your course
- Package: Free type the name of your course
- Active: Tick here to make it active
- Course: Tick here to ensure that it is a course
| NOTE: The field price can be left blank as the price is determined elsewhere. |
In the service window by right-clicking and adding an entry select the service from the drop-down menu, free type the number of sessions that are included in the course. If there are any alternatives highlight the service on the left-hand side and choose the alternative service from the drop-down box on the right hand side.
Press save or F3
View button: Pressing this button allows you to filter your packages.
| NOTE: A course in Spa can include only Spa services likewise for Fitness. You can not combine Spa and fitness services. |
Navigate to the course tab, here right-click, add an entry and choose the dates the course going to be valid for, pressing the price button will show you the actual price of the services you have added to your package. You can then free type the price for the course in the value field.
| NOTE: the price is determined by the price that has been set in the original service set up. |
Press save or F3, you have now created your course
To book a course
Navigate to Reservations > Facility booking and choose the facility to access the diary. Navigate to to Diary > tools> courses.
The course planner window will appear, free type in the surname and first name field and press search to search for an existing profile. Choose the correct profile for the guest or use the new guest button to add a new profile.
Press the add course button. this will then display all the courses that are available for that day. Either double click on the course required or with the course highlighted press select course.
The breakdown of this course appears. Clicking the three grey dots will give you the alternatives services if there are any in your package. With the service highlighted click on the alternative service if required.
| NOTE: The 3 dots will disappear after a service has been scheduled. |
To schedule the Appointments
Highlight the service you are looking to schedule and press the appointment button. The appointment wizard will appear, add in a suggested time for the service in the time box, and press suggestion. The system will then suggest a room, therapist, or trainer and the next available time. Choose the room and therapist and press the ok button.
You will then see a green tick to show that the appointment has been scheduled. You can then continue scheduling the rest of the course.
| NOTE: Once you have scheduled the services, remember to check they are correctly showing in the diary and edit the booking to add any further information. |
To add a payment
Navigate to the bottom of the window, press payment and add in your amount, payment method and press save.
The revenue code will automatically fill in when each appointment has been checked in and the revenue will be deducted automatically.
It will continue to do so till the balance becomes 0 as you check each appointment in.
To cancel a course
If there are no payments inside the Course planner for the guest, you can cancel the Course, using the cancel button. This will cancel all the appointments scheduled or unscheduled that have not been checked in.
If there is an outstanding payment, then you need to refund the remaining amount before proceeding in canceling.
If there are completed appointments these will remain and all the future ones will be canceled automatically.
| NOTE: If the appointment has been scheduled and checked in you will see two green ticks, if you hover over each tick this will bring up a tooltip. |
Reports for courses
In Reports > Spa there is a report that is called Guest Courses with various filters
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