How to Set up a Spa day rate plan

By the end of this article you will be able to; 

• Create a Spa Day package 
• Create the meal service
• Create a Spa Day rate plan
• Use the Spa Day matrix, this feature is for properties using HART WBE

 Creating your Spa Day package.

Navigate to Configuration > Services > Spa, in the top window right-click, add an entry, and free type a code and your Spa Day package name.

• Active: tick here to make the Spa Day active.
• Course: this is for courses, not Spa days so leave this unticked.
• Spa day: tick here to identify that this is a Spa Day. 
• Manual: choose from the drop-down box;

                                Manual: if the Spa Day is only allowed to be manually booked.

                                Online: if the Spa Day is to be online.

                                Call:  If you wish the Spa Day to be online but wish guests to call up to book. This is for use with  HART Spa day web booking engine.

                                Old: if the Spa Day is inactive. 

• Duration: this is automatically filled in when you add the times to each treatment when building your package.
• View button: pressing this button allows you to see the package(s) by status and type.

Next, add the services that are included in this package under the service window by right-clicking and adding an entry.

• #: The order you wish the treatment(s) to be scheduled in.
• Services: choose your services from the drop-down box.
• Type: choose the type of service from the drop-down box. Choose from;
  • Treatment: if the service is a treatment
  • Amenities: if the service is an amenity such as robes.
  • Meal: if the service is a meal.
  • Time Between: free type the time you wish to be set between the services, if you set the first treatment to 30 this means that the system will drop in the first treatment 30min after the times that are set.
  • Web: tick here if this is to be shown on the HART WBE
  • Alternatives: choose from the drop-down if there is an alternative treatment that can be chosen. To do this highlight the service on the left and by right-clicking and adding an entry choose from the drop-down the alternative service. If there is an additional cost, add this under the cost field and tick web if this is being shown on the WBE.

Press save.

Creating the meal service

First, ensure that the Restaurant team have set up a service for you in the facility that you are going to book your Spa day guest onto.

Next, navigate to Configuration > services > Spa, and in the service tab, right-click and press find this will bring up a list of all the services.  Click on the service that is the meal in your package and this will bring up the below service window. Under Diary choose scheduler from the drop-down box and in the Time slots window right-click, add an entry, and choose the times and max people that you can book into these slots. Press save.

Next, go to the time's tab, and with the Spa package highlighted in the top window add in the times that the Spa Day is available for by right-clicking and adding an entry choosing the times from the drop-down box.

You have now created your Spa package.

To create the Rate plan

Navigate to Sales > Rate plan > Spa. Free type the code, and name of the Spa day.

Choose the package from the drop-down box and any segment or subsegment according to your company procedures. If you wish to categorize the Spa day choose this from the drop-down box. This is configured under Configuration >Accounts categories tab. 

Press save.

Press the edit button to add the seasons.  This window appears. under Add New add your dates and press save and exit.

The package and your season will then drop into the rate plan. You can then add your prices under the charge section, and add the revenue center(s) under the revenue section. If you wish to offer a discount on a certain day add this in the bottom window by right-clicking and adding an entry.

Under the description tab free type a description of the Spa day. Under the blocks tab right-click, add an entry and add any restrictions you may have for a particular time. Lastly, under the traces tab add any traces that you may require. These traces appear under the trace tab in the non-resident booking screen and a report can be run by going to Reception > Traces.

Your Spa Day has now been completely configured.

If using the HART WBE, please see the Spa Day Web manual on how to set the Spa day on the HART WBE.

To use the Spa Matrix 

Navigate to Configuration > Services > Spa and the Spa Day tab. Here is where you set up your groups and the maximum number of Spa days per group. This Max number acts as your default number.

To set up your group, right-click, add an entry, free type your group name, and add in your default max number of these Spa days per day. Next, navigate to the Times tab, and with your Spa package highlighted in the top window add the Spa day Group type in the right-hand side window.

Setting your default number.

Press the matrix button and the matrix window appears. Choose the group you are looking to set up the max per day for and press the wizard button.

Choose the days, period, and group that you wish to set the default number to and press the INIT button, then exit. You will then see that the default number will drop into your matrix. Ensure you press the show button.

If you wish to overwrite this, you can either free type the change by clicking on the correct date and pressing save or use the wizard button and press the set button to set for a certain time period or days of the week