Types of Spa Management Software

There are several types of spa management software businesses can choose from. These options are ideal for those who are looking for tools they can use for specific purposes.

Booking or scheduling software

Organizing and managing client schedules are major functions of spa management software. The appointment scheduling tool allows spas and salons to automate the scheduling process. Instead of writing client bookings on a calendar or planner/organizer, users only need to enter the details into the system and everything is automatically stored there. No need to worry about handwritings that are difficult to decipher, stained pages or inkblots.

Aside from allowing spas and salons to conveniently book appointments, this tool also improves efficiency. Manual errors such as double bookings and wrong inputs are prevented. Likewise, there are online versions that allow clients to schedule, cancel or reschedule their bookings. They do not need to call the spa anymore.

Other functions include online pre-payment and tracking employees’ schedules, availability and vacation records.

Point of sale tool

A spa needs a POS or point of sale system that’s different from the typical ones found in restaurants or brick and mortar shops. The traditional ones do not have appointment or booking calendars, among others. They also do not allow users to manage their inventory; especially if they sell products separate from the services they offer (i.e. facial cleansers and essential oils).

POS software also has employee management, payment processing and reporting features.

Email marketing tool

For spa businesses that use email campaigns to connect and engage with clients, email marketing software is an essential tool. This solution allows users to communicate with customers while also collecting data they can use to improve their products and services.

Email marketing tools are also used for providing clients with important updates (i.e., new products, promos and business hours), promoting special offers, sending confirmations and alerts or reminders for appointments, introducing new employees, sending messages to former clients and sending discount coupons.

Loyalty rewards tool

This spa management software allows users to create programs intended to reward customers. Instead of manually creating flyers, coupons and discount vouchers, the system does everything for spa businesses. For example, a user wants to hand out a gift card to a loyal customer; the software will collect all customer data and create the reward program in a seamless manner. Users can also choose to give out free memberships and cash rewards.

Loyalty rewards software also gathers pertinent information such as customer feedback, expiration dates and card balances. All these data are used to determine when rewards need to be handed out.

Deployment type

Aside from the types mentioned above, spa management software can also be categorized according to how it is deployed.

Cloud-based software or Software as a Service (SaaS) is software that uses remote servers—known as the cloud—for storing data. Users do not have to download or install anything. All they need is a good internet connection.

On-premise software refers to software that stores data on a central server located somewhere in the company’s premises or on the user’s hard drive.

How to Choose Spa Management Software

If you’re thinking of getting a spa management software for your spa or salon business, there are some things you need to consider to make sure you’ll choose the right one.

Determine your goal for purchasing spa management software

What reasons do you have for getting spa management software? What do you expect the software to accomplish for your business? What features should your choice of software possess? The answers to these questions will help determine what type of spa management tool your company needs.

Research and gather feedback from other users and peers

Find time to research and read reviews or feedback from other users and peers. Try to choose around three to five top choices and get in touch with vendors to gather more information about the products. You can also ask for a demo so you’ll get a visual idea of how the software works.

Don’t forget to check out each tool’s features so you can compare them with what your business needs.

Easy to use

Your choice of spa management software should be simple enough for anybody to use. Keep in mind that your clients will also be using the software, and ease of use can bring you significant customer points and improve profit and retention.

Scalable and flexible

A scalable and flexible spa management tool allows you to make the most of your investment. You won’t have to worry about adjusting or adding programs when your company transitions from a small business to a large enterprise. The software will grow and develop with your company.

Choose a spa management tool with API integration if you have plans of branching out to another business location.

Integration

Aside from integration with other apps, the ideal spa management software is capable of integrating with your company’s current organizational programs.

Marketing capabilities

A spa management solution that’s equipped with marketing management features will keep your company’s marketing campaigns and customer management programs on the right track. First-rate marketing is an essential factor for the success of your spa or salon.

Seamless checkout

How do you satisfy customers? By giving them what they need and want; this means giving them a seamless, convenient checkout experience. Choose a spa management tool that keeps the checkout process simple—record customer orders, receive and acknowledge payment and then provide a detailed receipt. Giving clients the option to get a copy of the receipt through their email is a good way of building trust.

Deployment & mobile capabilities

Decide whether you want your spa management solution deployed on-premise (within the premises of your office or company) or on the cloud (no downloads and installation needed).

Likewise, it is vital to choose mobile-ready software. If your spa management tool is equipped with mobile capabilities, you’ll be able to connect audiences that use their smartphones, tablets and other mobile devices to access your system.

Security

Choose spa management software that guarantees the security of your business data, including all customer information that you gather.

Benefits of Spa Management Software

Spa management software offers several benefits to spa and salon businesses.

A seamless and automated booking experience

With the software, you won’t have to worry when you have multiple clients to book because the entire system is automated. Everything your business needs to provide quality customer experience is in one central location, so you won’t have to shift from one program to another. You won’t have to worry about manual errors because all tasks are automated.

Customers also benefit from the software because they have the convenient option of booking their appointments online, and the whole process can be completed in minutes.

Employee management is likewise easier because all their performance details and commissions are stored in the system. Reports are also generated in real-time.

Centralized client data for targeted marketing

All client information is securely stored in a centralized system, including membership records, contact details, service history, loyalty points, rewards and significant dates. Tracking and managing are more convenient, and you’ll save time.

With easy access to pertinent customer information, targeting the right clients is easy.

Useful insights

Spa management software is an essential tool for determining customer behavior. You’ll have access to their buying history, which you can use for planning and developing programs that will easily attract and engage repeat customers.

Helps improve business performance

The centralized system allows you to track your business performance. You’ll have access to all the information that matters—points where your spa or salon are doing well, and the areas that you need to work on.

Additionally, spa management software also allows you to track employee performance. With all the information you have, it will be easy to determine who is performing well and who among your staff need to improve.

Common Features of Spa Management Software