Configuring the Spa Day Booking Engine

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

• Understand the settings for Spa Days needed in HART
• Understand the Spa Day Matrix
• Set up the core Spa Day Engine
• Set up the Spa Description
• Set up individual spa days online

Spa Day Settings in HART

You should already be familiar with setting up Spa Days in HART, and this section will cover some of the areas of set-up which will directly impact the bookings engine.

If you need to refresh your knowledge on setting up a new Spa Day you can read our guide here.

Working from a complete setup Spa Day, navigate to Configuration > Services > Spa

At the top, select the View button and filter by all Active Spa Days.

In the top part of the screen, change the scope for the Spa Days you wish to publish on your Spa Day engine to Online and save you changes.

Breakdown Tab

Select one of the Spa Days you will be publishing and make sure you are in the Services tab. Ensure that the first column has the order in which the treatments should be booked in. This should already be there for scheduling in HART, but it is very important to let the booking engine know which treatments should be booked first. 

The Time Between column is also important for the booking engine to space your treatment out from the start of the day and in between treatments if there are multiple ones included. If the Spa Day starts at 09:30, and you have your first treatment with a time between of 30 minutes, then this will mean the earliest the treatment can be scheduled will be 10:00.

Times Tab

Here, on the left-hand side, you will put in the start and end time if it is not there already. This will display on the booking engine for the guest to see but also works in conjunction with the Time Between as previously discussed.

On the right-hand side, you can assign the Spa Day to a single or multiple Spa Day types for yielding purposes. The Different types are set up in the Spa Days Tab. 

Spa Day Matrix

The Spa Day matrix allows you to set maximum sales of different types of Spa Days for each day of the year. If there is no treatment available in your diary then the Spa Day closes out anyway, but this allows you to control how many you sell of each package. 

Click on the Spa Days tab and right-click in the box to add a new type of Spa Day here. The exclude button means that this type of Spa day is excluded from the total for the day on the matrix and would be used in the case of evening spa where it does not matter what has happened earlier in the day.

The Matrix will come up blank initially. Once you have populated it, you are able to view what you have done by first selecting the group you wish to view from the Group drop-down, and then pressing the Show button.

There are two ways you can populate the matrix, either by manually typing into a cell or by using the wizard.

The wizard allows you to apply the max across multiple dates instantly. Simply select your date range, the days of the week this will apply to, the number of bookings you will allow, and then select the group this applies to and press Set.

The total for the day is the max capacity limit you have regardless of the group. For example, you may have your Spa Day Group 1 set to 10 for the day, and Spa Day Group 2 for the day, but if the total for the day is 15 then it will close out as soon as that is reached regardless of the mix of business.

Setting Up The Core Engine

In cloud reservations, navigate to Hotel > Pictures > Spa Day Logo. Upload your spa logo here.

Next, go to Facilities > Spa > Facilities and select the Spa Day Colours Tab

Here you will select all the brand colours for the different elements of your spa engine. 

Next, select the Spa Days Tab.

• Introduction: The text which will appear on the first page of the engine. Can be used for any important information you wish to share.
• Show Times in Confirmation: Treatment times do not show anywhere on the booking engine, if you wish them to show in the booking confirmation, tick this box.
• Lead Min: The minimum lead time for spa days. If set to 2, the earliest a spa day could be booked would be 2 days from today.
• Lead Max: The farthest out time a spa day can be booked for.
• Max Pax/ Group: The maximum amount of bookings allowed in one cart.
• Waitlist: Tick if you wish to activate the option of a waitlist on the engine.
• Voucher Placeholder Text: A watermark text to appear on the engine check-out page for the guest to redeem a gift voucher.
• Test mode: Only to be used in testing scenarios. Stops the deposit being posted in HART.

Save your changes.

Click on the Spa Day Schedule Tab. On the first page of the spa engine, you have a date picker. If you were not allowing online bookings to be taken on, for example, a Saturday, then you would use this schedule to disable selections on a Saturday.

 Save your changes.

Finally in this section, you need to edit a few master templates. Navigate to Hotel > Templates > Spa Day Billing.

Each time a spa day is booked, individual confirmations are sent out along with a master Spa Day Billing one which goes to the lead booker. This contains information on all the guests booked in the group. 

Create your template here, using the following tags. 

$$Title$$

$$Surname$$

$$Date$$

$$Adults$$

$$Paid$$

$$Booked$$

$$Notes$$

Next, go to the Spa Day T&C template and put in text for your terms and conditions. This should include no special formatting and will display on the checkout page of the engine.

Spa Description

At the top of the Spa Engine, you have the option for users to find out more about your spa with the Discover our Spa link.

To fill this in, first, go to Hotel > Pictures > Spa Gallery. You can upload your pictures here for the carousel.

Next, go to Facilities > Spa > Spa Description. Here you can free-type the wording for the main body of the pop-up.

Finally, go to Facilities > Spa > Facilities and select the features tab. Add a new record, and select feature icons to populate the quick facility reference at the top of the pop-up.

Save your changes.

Set up individual spa days online

This section assumes you have completed all the work in HART already to set up your package.

Navigate to  Facilities > Spa > Spa Days > Set up.

Press the Synchronise button at the top of the page. This will pull through any new spa days you have added. 

• PMS ID: Automatically populates from HART.
• Order: The order you wish the spa days to display online. If left blank, they will sort by price.#
• Name: The Name of the package as pulled through from HART. You are able to edit this in here.
• Min Pax: If a minimum pax applies to the spa day, then put it here.
• Active: Toggle the tix box to make the spa day active or inactive.

Save your changes and navigate to Facilities > Spa > Spa Days > Spa Day Details and select the spa day you are editing from the dropdown box.

There are 3 options for you to fill in here.

• Short Description: The text shows by default when the spa day comes up. Should include the basic marketing copy.
• Expanded Description: When the More button is pressed, you have the option to put either further information about the spa day or some additional t&c's.
• Treatment Overview Description: Will display when the Treatments in this package button is pressed. Here you have much more space to put the details of the treatments included.

Go to Facilities > Spa > Spa Days > Features. In the same way you added your spa features, do the same to add the treatment features which display under the spa day image.

The final part of your new spa day set-up will be the individual confirmation. Each spa day has its own confirmation templates so that you can customise them to the day booked. 

Navigate to Facilities > Spa > Spa Texts and select the spa day template you are editing from the dropdown box. 

The following tags can be used on this template. 

$$Title$$

$$Surname$$

$$Arrival$$

$$Schedule$$

$$Notes$$