Jordan Hollander
CEO @ Hotel Tech Report
Jordan is the co-founder of Hotel Tech Report, the hotel industry's app store where millions of professionals discover tech tools to transform their businesses. He was previously on the Global Partnerships team at Starwood Hotels & Resorts. Prior to his work with SPG, Jordan was Director of Business Development at MWT Hospitality and an equity analyst at Wells Capital Management. Jordan received his MBA from Northwestern’s Kellogg School of Management where he was a Zell Global Entrepreneurship Scholar and a Pritzker Group Venture Fellow.
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We’ve surveyed 236 hoteliers across more than 40 countries to understand which are the best Spa Software vendors, along with everything you need to know in order to buy the right Spa Software for your hotel. We also aggregate key decision criteria data including integration availability, partner ecosystem, expert recommendations and more (learn more about HTR’s ranking methodology).
Choosing the right Spa Software for your hotel depends on several variables some of which come down to personal preference but most of which come down to the characteristics of your property. Is your hotel a small property with limited budget? Or is your property a luxury resort with lots of outlets and high ADR? Below are HTR’s defined key personas based on common property characteristics that typically indicate similar product choices.
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Manages your spa and salon bookings: The system supports each booking from beginning to end. The booking calendar allows you to create client bookings, modify or cancel appointments, and set provider schedules. With a digital version of your spa menu, you can easily enter bookings with the correct duration, rate, and treatment room. And an online booking engine can even allow clients to make bookings on your website.
Handles payments: Collect payment for services and merchandise in the same interface. The system can also take deposits at the time of booking and issue refunds for cancellations.
Builds relationships with clients: Like a modern rolodex, your spa software houses a profile for each client, complete with their treatment and purchase history, preferences, and personal details, like their birthday or favorite kind of tea. The system helps you nurture these relationships with automated appointment reminders and promotional offers.
Allows for more efficient operations. Spa management software can eliminate a lot of manual work by automating tasks like sending appointment reminders, scheduling, and payment processing - all while reducing the risk of manual error.
Offers insight into booking trends. Your spa software puts analytics at your fingertips so you can learn about your most popular services, your least popular timeframes, and your highest-value clients.
Increases revenue through self-service booking and relationship-building. With the technological muscle behind spa management systems, you can empower clients to book their own appointments online, which is often easier than picking up the phone to call for an appointment. Also, you can easily nurture these relationships by sending birthday greeting or discount offers to your database of loyal clients.
Booking calendar: The #1 feature of spa software is the booking calendar, which holds all of your appointments in one interface.
Online booking widget: This feature allows clients to book their own appointments on your website, and the appointments automatically synchronize with your booking calendar.
Payment processor: Take deposits and payments (for services and retail!) without having to switch screens.
Client database: Securely store all of the essential details about your clients, from their date of birth and preferred treatment provider to their home address and phone number.
CRM tools: Customer relationship management is seamless when the same system can send text messages or emails about upcoming appointments, sales, events, and holidays.
Staff management: Set schedules, system permissions, and payroll for your team while maintaining confidentiality.
PMS integrations: If your spa sits within a hotel or resort, your clients might want to put their massages on their hotel bill, and an integration with the hotel’s property management system will enable you to access their hotel folio.
Mobile version: You and your staff aren’t always sitting behind the computer at the front desk, so a mobile-friendly version of your spa management software is crucial for running your business from anywhere.
Many popular spa management systems charge a monthly fee, though the fee amount can vary based on the size of your business and the features you need. You can expect to pay around $150 to $200 per month for a basic subscription that includes limited features and a cap on the number of users or staff members it supports. For $400 to $500 per month, you can get premium features like unlimited SMS and email sends, upgraded analytics, and support for multiple locations.
It’s rare to see spa software with a setup or implementation fee. Payment processing fees are usually assessed on top of the monthly software fee, and they can range from roughly 2 to 3% of transaction value.
When you’ve settled on a spa management system, what happens next? If you’re transitioning from one software to a new one, you’ll want to work with the new vendor to import all of your products, financials, and client history. This is valuable information you don’t want to lose, most spa software offers support for this process. If you’re starting from scratch, then you’ll need to build out all the details of your services, like the price, duration, provider, treatment room, and description.
Next, you can train your staff on how to use the system. Front desk staff will need to know how to create and modify bookings, process payments, update client information, and manage retail inventory in the system. Treatment providers will need to know how to access and understand their schedule and the booking calendar.
With these necessities covered, you can start to take full advantage of the system by configuring the less essential, but still powerful, features. Take some time to set up automated marketing communication, like appointment reminders and requests for reviews, and to add your booking widget to your website so clients can easily make appointments.
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