Running a spa or wellness business primarily focuses on creating a pleasurable experience for your clients in terms of their physical enjoyment and emotional relaxation. That said, there’s a way in which you can make it even better – by allowing them to book their appointments as easily and quickly as possible. In the process, you will also make things easier and more enjoyable for you and your staff.

In this day and age, where technology has an answer to pretty much everything, you can be certain that it has lots of handy solutions for booking spa appointments. In fact, the choice of these solutions is so vast that you can get easily lost in deciding on the best one for your business. Don’t worry, we’re here to help.

The first thing you should do when choosing a booking platform is look at the features and options it offers. The most important scheduling features for spas and wellness centers include:

24/7 booking

What good is booking software if it doesn’t allow your clients to book their appointments at any time of day or night, and from wherever they are? Long gone are the days when they had to depend on your business’ office hours to do it. 

Social media integration

They should also be able to book appointments using multiple platforms, be it your website or social media channels. To make this possible, the booking software of your choice has to feature integrations with Facebook (and/or Instagram) and Google Maps.

Managing staff calendar

A capable booking solution also needs to offer the service of monitoring and managing your staff’s calendar. This option will allow you to have a better control of everyone’s schedule and allocate bookings between staff members to avoid empty hours and overwork.

Accepting pre-payments

Not all of your clients will want to pay for your services only after they’ve been provided. This is why you need to offer them the option to simply pay in advance and this is where booking software steps in, with proper integrations and capabilities in place.

Support for packages and bundle bookings

To make sure your clients come back to you repeatedly, you should also give them an opportunity to purchase multiple services in one booking and at a special price. A capable booking solution takes care of this with ease.

Appointment reminders

Sometimes your clients may be so busy they’ll forget they made an appointment with you. If that happens, it means a lost booking slot and missed opportunity to profit. To avoid no-shows and missed appointments, the booking solution you opt for needs to include an option to send your clients automatic reminders and notifications for set appointments.

Now that you know what to look for when choosing booking software for your spa or wellness business, let’s take a look at the market’s best solutions. 

1. vcita

Pros:

  • Additional scheduling options
  • Very affordable
  • Free trial

Cons:

  • The learning curve can be slightly steep

In addition to offering appointment booking online 24/7, vcita allows your clients to schedule offline and on-the-go, through a simple scheduling button added to your website or Facebook page, and/or a scheduling link in your emails, Google My Business listing, and more. No website? No problem – vcita facilitates scheduling (and rescheduling) directly from your vcita landing page or a secure client portal.

Able to sync with your existing calendar, the employees’ work calendar lets you view and assign staff to different services and appointments, marking them in different colors. Automatic appointment confirmations and reminders make sure you don’t miss a single chance to accommodate your clients. 

vcita also supports package deals at special prices, as well as accepting payments upfront and on the spot. Furthermore, its online scheduler is fully customizable with your logo and brand colors.

All this (and a lot more, such as marketing options with the more advanced plans) is available at some of the lowest rates in the business, starting at $12/month if you’re opting for the annual pricing plan and only require the scheduling service. There’s even a 14-day free trial to take the platform out for a spin. 

Do note that its more expensive pricing options include stacks of features that some users may find a bit overwhelming and confusing at first. vcita’s Trustpilot score stands at 4.6 stars (out of 5).

2. Mindbody Business

Pros:

  • Simple to use
  • AI receptionist bot

Cons:

  • Some technical problems

Focusing entirely on the wellness industry, Mindbody Business offers everything you need to run your spa from anywhere, with options to organize your appointments, staff, and inventory. 

Payment details can be collected when clients book for a touchless checkout during their visit and you can make smart upsell recommendations before checking clients out in one click at the front desk, on your website, or via the Mindbody business app. 

Automatic rebooking is also available, as are payment options through memberships and gift cards. Mindbody also has its own messenger with a 24/7 AI receptionist bot that can text clients upon missed calls, book appointments, and respond to client questions – on the website or Facebook.

That said, there have been some complaints about the platform being slow to reflect changes in the business, such as what services or features are or aren’t available at the moment.

Pricing starts at $129/month, which gets you the starter tools for managing your spa business, including online booking and text messaging, along with 1-on-1 setup and training, data migration support, and Mindbody app listing. There’s no free trial, but you can sign up for a personalized demo.

Mindbody has a score of 4.6 on Trustpilot.

3. MioSalon

Pros:

  • Free trial
  • Support for loyalty programs

Cons:

  • Only available as a cloud solution

Some of MioSalon’s spa-oriented features include website and Facebook integration for 24/7 online appointment booking (and confirmations), automated appointment reminders via email and text, and integrated online payments.

The provider also supports loyalty and reward points and vouchers, service packages, seasonal offers, and discounts. Other business management features include marketing options, QuickBooks integration, and the like. 

There’s also a color-coded appointment calendar that provides supervision of fulfilled, impending, ongoing, and missed appointments, with details about the provisioner, service, duration, and so on.

Unfortunately, MioSalon isn’t the best solution for areas with poor Internet quality as it is exclusively cloud-based and doesn’t support offline operation.

Pricing is only available upon contact, but before doing that and/or paying, you can test the platform out during a 14-day free trial. MioSalon’s current Trustpilot score is 3.7.

4. Fresha

Pros:

  • Starts out free
  • Lots of features
  • Easy to use

Cons:

  • Some upselling
  • Lacks proper customer support

Fresha provides spas and salons with professional calendar tools and appointment scheduling options that are exceptionally easy to use across different operating systems and devices. Clients can book appointments at any time of day or night through the Fresha booking app, your own website, or social media. 

Fixed pricing is unavailable on the website, but one thing’s for certain – you can sign up for free and only pay for what you use. There are no limits on calendar bookings, team members, locations, clients and notifications, Point of Sale use, product inventory, and reporting – other than your own budget.

There’s a ‘small transaction fee’ when a client books an appointment, pays using one of Fresha’s payment processing features, or accepts your no-show protection. Also, a 20% one-off new client fee is charged when a brand new client discovers and books with you via the Fresha marketplace.

Sadly, Fresha lacks direct customer support options for businesses (the only way to communicate with it is through email) and is a bit pushy in trying to get its free users to switch to the paid model. These are some of the reasons why the platform scores 3.2 on Trustpilot.

5. SuperSalon

Pros:

  • Easy to set up and use
  • Helpful customer support

Cons:

  • Slightly buggy

SuperSalon’s Appointment Book is a feature-rich booking option that is just one part of the provider’s comprehensive and intuitive salon management platform that is, despite its multi-functionality, focused on leaving the smallest possible footprint. 

Using this option, you can update client and service details, (re)schedule an appointment, update its duration, or delete it. Other features include printing the appointment details, saving a customer’s profile, adding notes, creating a recurring appointment, and more. Parts of the Appointment Book can also be zoomed in and out, providing a better picture of the weekly traffic.

Clients can book appointments and check in using a mobile app, Facebook, or your website, while regular receipts can be turned into special offers and promotions. Business managers can schedule employees, manage appointments, and more, with a simple tap or click.

SuperSalon’s customer support is very attentive and capable, which is something to appreciate as you’ll often need help with the platform’s technical problems.

The lowest pricing option that includes online booking amounts to $165/month. There’s no free trial, but you can watch a video demonstration or schedule a live online demonstration of the entire platform.

SuperSalon doesn’t have a Trustpilot score yet, but on Capterra it stands at 4.4 stars.

6. Zenoti

Pros:

  • Abundant with features
  • Some features are free

Cons:

  • Can get expensive
  • No Facebook/Instagram integration

Zenoti’s spa management software is an all-in-one solution with an appointment scheduling feature that allows your clients to decide how they want to book an appointment – in your spa (call center and front desk), on the web (not via Facebook or Instagram though), or via a mobile customer app.

You can set up your call center using the provider’s CRM and cloud-based infrastructure, handle group bookings and payments, as well as send automated appointment confirmations and reminders.

Zenoti’s Small Business Edition Package provides appointment booking, employee management, CRM, POS + integrated payments, feedback and reviews, reporting, referral support, inventory management, and a mobile employee app – all at no cost. 

However, all card transactions are charged at specific rates and there’s a one-time setup fee of $299 per Verifone P400 Plus countertop device, as well as the optional data migration fee. SMS bundles and a full marketing suite are available at additional costs.

There’s no option to take this platform for a spin before buying, but you can request a free demonstration. Zenoti’s Capterra score is 4.5.

7. SalonBiz Software

Pros:

  • Multi-functional
  • Intuitive

Cons:

  • Slightly expensive

SalonBiz places focus on connecting businesses and clients through its Pocket Salon app. This app allows your customers to self-checkout and check-in, schedule their appointments, and pay for your services in advance thanks to the support for integrated payments.

Other important features the platform offers to businesses include automated appointment reminder notifications, multi-location management, direct client communication with your staff, automated two-way communication via email or text, gift cards, and marketing. You’re also getting Textel integration for unlimited text conversations.

SalonBiz bases its pricing on business size and starts it at $150/month, increasing it according to your specific needs. The pricing includes free and continuous support, as well as automatic updates. No free trial is on the table, but you can leave your information and someone will contact you for a free demonstration.

The platform has 3.7 stars on Capterra.

Let software handle your scheduling so you can relax

Although we narrowed down the choice of the best spa scheduling solutions on the market, we can’t single out any of them as the right one for you. Your ideal choice will depend on the nature of your business, its employee count, specific needs and goals, current software and integrations, and other subtleties each business has. Hopefully, this post has put you on the right track and made your selection process at least a bit easier. The rest is up to you.