Spa scheduling that tells you who's available and if there's a room free
A spa scheduling system tracks each therapist's calendar and, if your team shares treatment rooms, how many are free at any given hour. In Proyecta, your client chooses who she wants to book with, and once a time slot has no room left, it stops showing as available.
Valeria runs a day spa in Playa del Carmen with two treatment rooms and three people giving massages: herself, Citlali, and Abril. Until Easter week, her spa scheduling was a notebook at the front desk.
On Holy Saturday she booked a relaxing massage with Citlali at 11:00 and hot stones with Abril at the same time. Mid-session, over WhatsApp, she said yes to a tourist who wanted a facial with her, also at 11:00. By 11:05 there were three clients in robes and only two rooms, and one of them waited forty minutes at the front desk. Each therapist had her own appointment right; what nobody was tracking was the rooms.
What is a spa scheduling system?
A spa scheduling system is the booking calendar that tracks each therapist’s schedule and, when the team shares treatment rooms, how many are free at any given hour. That way your client books with whoever she wants, and no one reserves her a time slot when there’s nowhere to actually see her. If you’re comparing spa software, ask first about those two counts.
In Proyecta, that’s the Schedule section of your dashboard, the same one where the appointments booked on your page end up. Every person you add under Team gets their own calendar with the business’s hours, and in Hours you adjust each person’s: Abril, for example, doesn’t work Mondays.
How do you see who’s working at each hour?
In Calendar, which is where the Schedule opens. The Day view gives each therapist a column, and every appointment is a block with the client’s name and the service. It only draws your actual business hours, no early mornings or late nights.
On desktop, Calendar has four views: Day; Week, which is for a single person; Team, with people listed down the side and the seven days across; and Month, showing how many appointments fall on each day. In Day view, the Everyone ▾ button lets you check off who you want to see: on the Monday Abril’s off, you uncheck her. In the corner clock, Show appointments every: splits each hour into 30- or 15-minute rows. On mobile you get Day and Month, with the same Everyone ▾.
What does each appointment’s color mean?
A filled-in background means Confirmed. A dotted border with no fill means Pending: the slot is held while the online payment comes through. Once you mark it Attended it turns gray with a checkmark, and if you mark No-show it gets crossed out. Cancelled appointments don’t show at all, unless you turn on Show cancelled in the three-dot menu.
Payment status shows as a small mark next to the name: a dollar sign means Paid, coins mean Deposit paid, and an hourglass means Payment pending.
Can your client choose her therapist?
Yes. When two or more people offer the service she picked, your page asks With whom?, starting with Anyone and then listing each therapist with their photo and name. If she taps Citlali, she sees Citlali’s open times. If she leaves it on Anyone, she sees every hour when at least one of them is free, the appointment goes to whoever’s available first, and her confirmation tells her who she got.
In Playa del Carmen, a lot of clients come once a year and come back asking for “the one who does hot stones.” Now they can look her up by name.
What each person offers is set in Hours, under Services offered for each team member. Abril doesn’t do facials, so Valeria unchecked that box, and now only she and Citlali show up for facials.
How does it keep track of the rooms?
With a space your team shares. Valeria described her spa as having three therapists and two rooms, and her schedule keeps those rooms as a shared space with a capacity of 2: every appointment takes up one spot, no matter who’s giving it, and once both are taken, that hour stops showing as available on her page with all three therapists. To check whether yours does this, go to Hours. If you see Spaces your team shares with its Capacity: appointments at once, it does, and you’re the one who sets that number.
In Day and Week, an hour with no room shows a striped band with the space’s name and “full.” That’s how you understand why nobody can book 11:00 with Abril even though her column looks empty.
The room also stays occupied during whatever Prep time after you set for each service in Duration per service, anywhere from 5 to 60 minutes, to change the sheets, air out the room, and dim the lights. Your client doesn’t see it in her appointment, and no one can book into it.
Does the schedule tell you which room each client goes to?
No. It counts how many rooms are taken, but not which one goes to whom; you still sort that out yourself at the front desk. It also doesn’t draw the striped band in Team or Month view.
The space gets set up when Proyecta builds your schedule from what you described: from Hours you can change its capacity, but you can’t add a new one. And if you give each room its own calendar (with New calendar, of type Space), every appointment takes up just one calendar, either the therapist’s or the room’s, never both.
How do you log an appointment that comes in over WhatsApp?
With New appointment, at the top of the schedule, or by tapping an empty slot in the column of whoever’s going to take it, and the form opens already set to that person and that time. You type in the client’s name, pick the service, and tap Add appointment. If there’s no room left at that hour, it won’t add it, and tells you “That time is free on this calendar, but the room your team shares is already taken then.”
Valeria got that warning with another facial requested for a Saturday at 11:00. She offered the client 12:15 instead, once Citlali’s massage plus its prep time was done, and the client said yes.
An empty slot also gives you Block time, for Citlali’s lunch break or the morning Abril has a doctor’s appointment. And if someone gets sick, you can drag her appointments over to another person’s column; the schedule asks you to confirm each change and offers to notify the client of the new time.
How do I set this up for my spa?
Describe your business to Proyecta in your own words. Something like: “a page for my day spa in Playa del Carmen with relaxing massage, hot stones, and facials, each with its own price and duration; we’re three therapists, Valeria, Citlali, and Abril, and we have two treatment rooms; Abril doesn’t do facials; online booking with each therapist and a WhatsApp button.”
Today, using your phone’s stopwatch, time how long it takes from when a client leaves until the room is ready for the next one. Do it three times and keep the longest: that’s your Prep time after number. Get started at proyecta.dev.