Booking Spa Treatments

By the end of this Information article, you will be able to:

• Understand the Spa diary
• Understand the clipboard
• Check availability
• Make a treatment booking
• Add a deposit to a booking
• Check treatments in and out

Understanding the Diary

Go to Reservations > Facility booking > Spa to view the spa diary.

The times are on the left-hand side and the therapist’s names will be along the top by default.

HART enables you to either view the diary by Therapist or by room by clicking the layout radio buttons at the top of the screen.

Select the date you wish to view using the drop-down arrow by the current date.

Breakdown Button

Pressing the breakdown button displays a window showing the number of Spa Days that you have booked for the day. Pressing the breakdown button again closes this window.

Notes button 

Pressing the notes button displays the notes window. Pressing the notes button again closes this window.

Diary Section

The diary section can be found in the top menu in HART and allows you to view many aspects of the Spa Diary.

 View Options:

• All: displays the day's schedule in list form
• Canceled: displays the canceled bookings
• Legend: display the legend information
• Lunch: this shows you the lunch bookings
• No show: displays any no shows
• Profile: when you have a booking screen up and press here this shows you the guest information for example as name address and telephone number
• Shift: displays who is on shift
• Tentative: displays tentative bookings
• Waitlist: displays your waitlist

 Tools Options:

• Age limit: display the age limit for information purposes only of the Spa area.
• Clipboard: displays the clipboard
• Course: displays any booked courses
• Reschedule: under redevelopment
• Rotas: this takes you to the rota configuration. Note: you will need the rota password 
• Text messaging:  For more information on text messaging please see insert hyperlink
• Wizard: takes you to the Spa Day wizard

 Add Options:

• Block: This allows you to add a diary block for a therapist
• Waitlist allows you to book a guest onto a waitlist

Print Options:

• Diary: prints the diary.
• Schedule: prints the schedule.

Using the Clipboard

The clipboard is a useful tool that enables you to move treatments around without it affecting your diary.

Go to Diary> Tools > Clipboard.

Here you can click on any treatment and drag it across to another therapist or time if required. If you are happy with your clipboard display and wish to change your actual diary, click update diary and save your changes.

Checking Availability of Treatments

Select your date from the left-hand side of the diary using the drop-down arrow.

Depending on your guest’s query either click on a time under the requested therapist column or if the guest has not specified a time or therapist click on the first available time. 

Choose your treatment from the drop-down box and press the wizard button. This displays the appointment wizard window. From this screen, you can see which times are available, the room that is available, and which therapists are available. 

If the desired time is not available or the guest requests a different time, then clicking the suggestion button will bring up the next available time, room, and therapist.

Making a Standalone Treatment Booking

To make the booking click on the hand next to the room and therapist as shown in the wizard window and press ok.

This will bring you back to this screen, as you can see the therapist and room that you have selected has dropped in.

Note: The price should automatically drop in.

Double click on the Guest field to bring up the guest wizard and either search for an existing guest profile or create a new profile:

1. Add any notes required and how heard information.
2. Tick the Staff box if you do not want the therapist to be changed.
3. Tick the Do not change box if you do not wish the booking to be moved.
4. Tick the fixed time box if you do not wish the time to be changed.

Press save and your booking will now display in the diary.

If you are using the HART confirmation feature then press the confirm button to send a confirmation.

Adding a Deposit to the Booking

Press the deposit tab in the booking to add the deposit to the treatment booking if required. 

If you are not using an integrated payment system, then first take the payment through the PDQ machine.

In the deposit field, press the Add button and fill in the details. Press F3 to save the deposit.

If you are using an integrated payment system, then press the Credit Card button and follow the instructions on the screen. 

For full details on managing deposits in HART, click here.

Checking Treatments In and Out

To check in a booking, right-click on the treatment and press edit to bring up the treatment booking.

Press the check-in button, you will see that the status has changed to check-in.

To check out a booking, right-click on the booking in the PMS diary and press edit to bring up the booking window.

Next, go to your POS, select the correct outlet and enter your operator number if asked to do so.

Your open orders should then appear automatically, if not, then press open orders at the bottom of the POS screen.

Click once to retrieve the open order that you are processing.

This will then move the order over to the right-hand side.

Next, click on payment at the bottom of the screen below.

 The following window appears:

If the guest has paid a deposit, then the deposit will appear here in the bottom window and will automatically deduct off the balance.

 If there is an outstanding balance, then click the appropriate payment button on the left-hand side.

• Pay: press pay and select the payment method and using the right-hand buttons add the payments you receive.
• Card: under development
• Room: press room to add the charge to a room booking.
• House: Do not use.
• Event: press event is this is an event charge.
• Non r: press here for any no residents’ folios. Note do not use this for Spa days
• Folio: press folio to add the charge to an existing folio
• Member: press member if the guest is paying on a member ship card

Press the Add button at the bottom right part of the window or click the amount to add your payment amount.

To split the bill, click the split button and add how many people are splitting the bill and press add, then take your payment, click receipt button to produce the split bill receipt.

Once you have selected and added your payment clicking the receipt button below gives your customer the receipt. Then press close.

You can then check out the treatment in the PMS by pressing the Check Out button.