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How to manage treatment center bookings with the PRO booking system (appointment mode)

Overview

The PRO booking system allows you to manage treatment center bookings efficiently from the CMS. You can view and modify bookings, update booking statuses, assign therapists and rooms to each service, track real-time availability, manually add bookings, and generate reservations reports.

This guide walks you through managing treatment bookings using the Reservations section of the CMS for treatments centers configured with the PRO booking system in Book an appointment setting mode.

 

Before getting started

Before managing bookings, make sure you:

  • Have already configured the treatment center in the CMS under Content > Facilities > Spa.
  • Have enabled the PRO booking system for the treatment center in Book an appointment mode.
  • Have set up the units (e.g., treatment rooms) and therapist staff, defined spaces and created at least one space combination.
  • Have enable the spa catalog (Advanced catalog tab).
  • Have enabled the Staff toggle for all services that require a specific therapist in the Advanced catalog.
  • Have indicated the number of therapists and treatment rooms required per product in the Advanced catalog.
  • 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 service 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: Choose a view mode

Although the system offers multiple views, the Staff view and the Calendar view are the most useful for treatment centers. The Floor plan and List views are available but not typically used for this service type.

To view and manage bookings efficiently, use these view modes:

  • Staff view (person icon):

    • Displays bookings by therapist.
    • Allows you to check each reservation and modify its status and details in real time.
    • Ideal for managing individual staff workloads and checking therapist-specific calendars.

     

  • Calendar view (calendar icon):

    • Displays bookings by treatment room and time.
    • Helps you visualize the occupancy per interval for each room.
    • Allows you to check each reservation and modify its status and details in real time.
    • The arrows let you scroll through the different units to view their bookings across the day.

     

Step 3: Check and edit reservations

To find a reservation, you can:

  • Select the date and interval.
  • Browse by therapist or treatment room (depending on the view).

You can view and manage reservations using any of the four available views.

To edit a reservation (available in all views except List view):

  1. Click on the reservation block or edit icon (pencil).
  2. Update any relevant fields: date, time, therapist, room, or duration.
  3. Click Save changes.

To update a booking status (available in all views except List view), select one of the following:

  • Confirmed: The booking is accepted.
  • Occupied: The guest has arrived and started the session.
  • No-show: The guest did not show up.
  • Canceled: The booking has been canceled.

Important:

  • A reservation can only be marked as No-show after the reservation time has passed.
  • Once the reservation time arrives, it can no longer be canceled—only marked as No-show.

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

 

Step 4: 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 5: Add a reservation manually

If a guest arrives without a prior booking, you can manually add a reservation:

  • Staff view: Click on an available time and room.
  • Calendar view: Click on an available time and unit and then Add reservation.

A form will appear where you can enter:

  • Guest details (guest or visitor).
  • Product or service.
  • Date and time of the reservation.
  • Assigned therapist.
  • Assigned unit.
  • Payment method.

Click Book to confirm the reservation.

 

Step 6: Temporarily lock units

To prevent bookings for a specific table or unit during a set time:

  1. In the calendar mode, click the desired time and unit.
  2. Select Lock unit.
  3. Choose the locking duration:
    • Full day or multiple days (24 hours).
    • Specific time range (start and end time).
  4. Add internal notes for staff.
  5. Click Save changes.

To unlock a unit, click on it and select Unlock unit.

 

Step 7: Manage reservations in real time

You can track the status of appointments through visual color codes:

  • White: Available.
  • Yellow: Confirmed.
  • Green: Occupied.
  • Red: Late.
  • Gray: Locked.

Automatic status updates:

  • If a guest does not arrive within 5 minutes of the booking time, the unit turns red (late).
  • If the guest arrives, update the status to occupied (green).
  • If the booking is canceled or marked as no-show, the unit becomes available (white).

 

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

Once you’ve started managing bookings for your treatment center:

  • Refine your setup – Adjust timetables, staff, and room assignments to reflect your operational needs.
  • Train your team – Ensure that staff are confident using the different views and know how to edit bookings and update statuses.
  • Review performance with Insights – Use the Insights feature to view key metrics such as the number of bookings, revenue, and products. This can help you monitor how the service is performing and support data-driven decisions.
  • Review catalog settings – Check that your products have staff assigned, and that therapist/room requirements are correctly set for accurate booking behavior.

 

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.