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Reservations (SPA)

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Main Menu >  Sales Management > Transactions > Reservations (SPA)

 

SPA Reservation & Scheduling:

From main menu go to the Reservation (Spa) (S > T > A) to see the Reservation Status Employee View or Resource View.
In the Employee View it will show only those service staff for whom Employee Type is set to Used in Spa Scheduling in the Employee Master.
Reservation (Spa) screen will not open if Work Plan is set to [None] in the Location Master.
Once you define holiday at Location then you cannot book an appointment on that day.
Appointments can be scheduled 24 hour basis, any time before or after the Employee Schedule based on "Schedule Employee beyond Work Plan Hrs" is set to Yes / Secure in the Designation Setup > Change Action Control.
Details of Reservation (Spa) activities are given below:

 

Sample Reservation (Spa) screen in Employee View:

 

Buttons in the Spa Reservation:

Name

Particulars

-N New

Press ALT + N to see the customer wise outstanding services to prepare a service schedule. Once you create a service schedule (book an appointment) then the on screen Color Status will change as bellow:

 

In the Outstanding Service List screen you need to press ALT + L at Customer field to select the Customer from the list.
In the customer list it will show only those customers having service order(s) outstanding.
On selecting a Customer all the related service order(s) either served or not will appear automatically as shown in the picture below.
Services already served will be assigned with Schedule Date and Schedule Time; you cannot modify an order which is already served.
Schedule Date and Schedule Time for the outstanding orders will be blank, you can make a schedule for these orders.
Appointments can be rescheduled at any time to any staff within the Employee Schedule using Drag-Drop and Resize functionality.
Appointments can be scheduled 24 hour basis even on the off days or holidays, any time before or after the Employee Schedule based on "Schedule Employee beyond Work Plan Hrs" is set to Yes / Secure in the Designation Setup > Change Action Control.

 

Outstanding Service List columns:

Name

Particulars

Order No

Sale Order number.

Order Date

Sale Order date.

Service

Name of the service item.

Remaining

Remaining notification for the service order(s) whether served or not.

 

For instance:

Suppose you are selling a Package rate for the service item California Dream Look. If someone buys a yearly package of California Dream Look which consists of 10 quantities then he/she will be entitled to have flat 30% discount on total.

In this scenario you can book a Sale Order entry for the 10 quantities of California Dream Look at any discounted rate as you wish.

And during the Spa Reservation and Scheduling for the above sale order it will show 10 orders along with Remaining notification from Remaining 10 of 10 up to Remaining 1 of 10.

Expires

Date of expiry of the service order. Beyond the expiry date the customer will be unable to avail the said service.

E.g: if Service Block Validity (Days) = 100 in the Service Block (M > F > K) for a particular Spa Service Product then the said service will be valid for 100 days from the date of sale order and after which it cannot be utilized unless you change the validity.

Schedule Date

By default it will show the current system date on the Reservation screen.

But if you want to book a Reservation for a future date then click the date field of the On Screen Calendar as shown in the picture below. Now the Reservation will be made as per the calendar selected date.

Schedule Time

Place the mouse pointer on the suitable time row under the desired service staff, then either click on -N New button or Right click of the mouse.

Now select New Reservation from the list as shown in the picture below. The schedule time will be picked up automatically as the selected time row.

 

Outstanding Service List Buttons:

^R Schedule

Press CTRL + R to prepare the service schedule for the selected order row. Here you can change Employee and Resource only.

-S Save

Press ALT + S to save the service schedule.

-O Open

Press ALT + O to open a selected Reservation. You cannot open a Reservation once settled.

-D Done

Press ALT + D to end task of the selected Reservation. Subsequently the on screen Color Status will be changed as bellow:

-C Check in

Press ALT + C after schedule arrival of the Customer for the selected Reservation. Subsequently the on screen Color Status will be changed as bellow:

-W No Show

Press ALT + W to cancel the selected Reservation by the service staff himself / herself on the event of non arrival of the Customer for schedule service without any prior information. Subsequently the on screen Color Status will be changed as bellow:

^C Cancel

Press CTRL + C to cancel the selected Reservation on customers request. Once you Cancel a Reservation then the Reservation area will be vacant automatically.

-I Status Info

Press ALT + I or click this button to see the current status along with colored indicators as shown in the picture below:

-P Print

Press ALT + P to print the Reservation Status for the selected Employee / Resource column.

^I Invoice

Press CTRL + I to collect payment of the selected Reservation that's status is already Done. Subsequently the on screen Color Status will change as below:

Faq: How may Invoices will be printed if Customer availed more services in a visit?

Ans: Service amount having same Sale Order number will be merged in an Invoice. If Customer avails more services of more than one sale order then the invoices also will be generated accordingly as per the Sale Order numbers.

-V Change View

Press ALT + V to see the Reservation Status in Resource View. It allows you to keep track of resource availability and prevent clashes and /or overlaps when scheduling appointments.

Press ALT + V again to see the Reservation Status in Employee View.

 

Sample Reservation (Spa) screen in Resource View:

^O Order

Press CTRL + O to open Sale Order Voucher. If the Sale Order Voucher is opened from here then the ordered products will remain displayed on  the screen even after being saved; subsequently you can schedule a selected on screen service product using "^R Schedule" button in the Sale Order Voucher. Rest of the process of SPA Reservation is same.

 

Note:

Only Booking and no other activity will be allowed if SPA Reservation screen opened from here.
If service block is not defined then it will not open the Scheduler.

^S POS

Press CTRL + S to open Sale Voucher. You can direct sale any Spa Products here.

-U Un Check in

Press ALT + U or click this button to cancel the "Check In" status. Status will be changed to "New".

^U Un Done

Press CTRL + U or click this button to cancel the "Done" status. Status will be changed to "Check In".

-E Add Emp

It is used to prepare SPA Schedule for the employee of any other location. Press ALT + E to select the employee from the list. Consequently, Schedule for the current date will automatically be generated for the selected employee having current users own Location and Work Plan in it.

-F3 Cust Sch

Press ALT + F3 to see the Customer Schedule Report.

Buttons in the Customer Schedule Report

Buttons in the Customer Schedule Report are explained in Using Reports (Register). Buttons specific to this report are discussed here:

-L Type

Press ALT + L to select type of reservation status All / Done / Pending from the list.

 

Related Faq:

Automatic SMS on the day of Spa Reservation and one day before of the scheduled arrival for Spa Services.