How to manage thermal circuit bookings with the PRO booking system (book mode)

Overview

The PRO booking system allows you to manage thermal circuit reservations efficiently from the CMS. You can monitor upcoming bookings, update booking statuses, track real-time availability, manually add reservations, and download reports.

This guide walks you through managing bookings with the PRO booking system in Book setting mode, using the Reservations section of the CMS.

Before getting started

Before managing bookings, make sure you:

• Have already configured the thermal circuit in the CMS under Content > Facilities > Spa.
• Have enabled the PRO booking system for the thermal circuit in Book setting mode.
• Have set up the unit, defined spaces and created at least one space combination.
• Have assigned an availability timetable to the service.
• Have access to the CMS: PRO > Reservations.

Step-by-step guide

Step 1: View reservations

1. Go to PRO in the CMS.
2. Select the spa from the drop-down menu in the top-left corner.
3. Choose a date on the calendar to display confirmed reservations for that day.

Step 2: Use the list view

Although the system offers multiple views, the List view is especially useful for thermal circuits, as it displays detailed booking data at a glance. The Calendar and Floor plan views are available but not typically used for this service type.

To view and manage bookings efficiently, use the List view mode (list icon):

• Displays reservations and occupancy details in a structured list.
• Allows you to view reservations for the active interval or the full day, depending on the selected filters.
• Displays a global occupancy indicator for the active or selected interval, showing occupied quota vs total quota and occupied units vs total units in real time.
• Lets you filter by interval and status.

To access it, click the list icon in the top-right menu.

Filters

You can refine the reservation list using the available filters:

• Sort by: Earliest to latest or vice versa.
• Status: Confirmed, Occupied, No-show, Finished, or Canceled.
• Interval: View reservations for a specific time interval.

Available filters may vary depending on the selected view.

Step 3: Check and edit reservations

To find a reservation:

1. Select the date
2. Browse the list
3. Click each time slot to expand its reservation list

To edit a reservation:

1. Click the edit button (pencil icon) located on the right side of the reservation line.
2. Modify any necessary details such as the date, number of people, space, time, unit, or duration.
3. Click Save changes.

To add internal staff notes, use the Notes field (only visible to staff).

Step 4: Manage reservations in real time

There are four possible booking statuses in the system:

• Confirmed – The reservation is accepted.
• Occupied – The guest has arrived and accessed the circuit.
• No-show – The guest did not show up for the reservation.
• Canceled – The reservation has been canceled.

To update the status to Occupied:

• Go to the List view and check the Attended box at the beginning of the reservation line.
• This action marks the guest as arrived and automatically updates the reservation status to Occupied.

To manually change a reservation to any status (Confirmed, Occupied, No-show, or Canceled):

• Switch to the Calendar view or Floor plan view.
• Click on the reservation block or unit.
• Select the appropriate status from the available options.
• Save your changes.

Step 5: Refresh to view the latest reservations

1. Click the Reload icon (circular arrows) in the upper-right corner of the screen.
2. Refresh regularly to ensure you’re seeing the most up-to-date list of reservations.

Step 6: Add a reservation manually

If a guest arrives without a prior booking, you can manually add a reservation (e.g., for walk-ins or phone bookings):

1. In List view, click Add reservation on the right side of each available time.
2. Fill in the form: guest type (guest, visitor or walk-in), date, time, number of people, and unit.
3. Click Save to confirm.

Step 7: Check availability

To see available times for a given date:

1. Click Check availability (calendar with magnifying glass icon) in the top menu, where you select the service.
2. Enter the date and number of guests.
3. Enable the Check availability in app switch if you want this information to be visible to guests. If not enabled, this information is only visible to staff.
4. View available times for all spas using the PRO booking system.

Step 8: Download a report

1. Click Export data (down arrow icon on the upper right-side menu).
2. Select the services you want to export data for.
3. Select a date range.
4. Select a format: XLSX or PDF.
5. Choose between All reservations or Confirmed only.
6. Click Download file.

Next steps

After you’ve started managing bookings, you may want to:

• Refine your setup – Adjust timetables, quotas, and space combinations based on operational needs.
• Train your staff – Make sure your team is confident using the List view mode and understands how to update booking statuses in real time.
• Promote your booking widget so visitors can reserve directly.
• Review performance with Insights – Use the Insights feature to view key metrics such as the number of bookings, revenue, and user types. This can help you monitor how the service is performing and support data-driven decisions.

Need further assistance?

If you have additional questions or require further assistance:

• Contact us via live chat
• Send a ticket to our Support team
• Visit STAY Academy, our training platform.