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Spa Software Buyer's Guide
Table of Contents
In this twenty-first century, technology is booming in every sector. In more ways than we can imagine. And obviously, the beauty and wellness industry is no exception. Advanced treatments like Botox and even plastic surgeries can transform someone’s natural appearance.
But did you know that technology can replace the spa receptionist and PR executives too?
Yes, we now have software that can track all your individual needs and treat every customer accordingly. From booking an appointment to reminding the customers as well as the therapists about it, billing, and even regular follow-ups- the spa management software is smart enough to handle all the complex but essential tasks for you. Seems interesting, right?
Let us know more about it in the next sections.
What is Spa Software?
Spa software is a centralized branding and marketing hub for the spa, salon, and tanning salons.
It is your all-in-one solution to data management, promotion, customer handling, tracking customer preferences, nurturing the repeat customers, and even gaining new ones.
Curious how this one software can help you? Imagine you have a customer- A. A has visited your spa once, but currently thinking of exploring other options available too. Suddenly she gets a discount offer from you. Suppose she can get a 15% discount on a particular service of yours as she visited your spa before. Now, will she go to some other spa center or come to yours to fetch that offer?
Again, assume another customer, B, has been visiting you for quite some time. On her birthday, she gets a specialized card along with some amazing offers from you. Now, visualize how she will boast about the grand gesture from her spa in front of her peers at her birthday party?
You might say, “Sure this sounds intriguing. But who has the time and resources to establish such personal connections with each of the customers?”
Nobody. And you can do all this even without dedicating so much time and effort. Yes, this software does all these for you.
According to the spa software definition above, you can ditch your receptionists. It brings all your revenue sources- from services to retail- on a single platform. Forget that heavy hardbound copies you use to track your customers, recording all your data, and syncing effectively to curate all the appropriate marketing strategies can be so easy for you now. On top of that, you can access this software system from your desktop, laptop even from your smartphones!
Curious to know more? Do not worry, as this spa software has more to offer. Scroll down and have a glance at the full capacity of this software.
What are the features of Spa Software?
If we are to break down all the spa software features, this article might turn into a book.
For your convenience, here are the top spa management software features that we could get our hands-on-
› APPOINTMENT MANAGEMENT: A receptionist may skip an open slot in the schedule, but the spa booking software will never do that. The customer can choose from the timing themselves and book the stylist or therapist according to their choice. They can even add, edit, and even remove their slots. The client portals make it easy for the customers to skip the long wait while calling, and even they can book on the off days. There is no double-booking for them.
A booking can be of many types, ranging from simple to complex. A spa software can:
- Book a slot for a single person,
- Book one slot for a group to a single therapist and,
- Book an opening for a single person with multiple therapists.
› TRACKING THE ADVANCE PAYMENTS: Some people prefer making an advance, especially to have no-contact payment nowadays. Being a service provider, you can also demand a specific advance so you can book a slot. But tracking these bits of information and including it in the final billing is quite hectic. Thankfully, the spa software comes with this feature too.
› CUSTOMER RELATIONSHIP MANAGEMENT: Using advanced CRM technology, salon software builds up a relationship with all the customers. So you can now configure the settings in the beginning and sit back and watch new leads attracting to your business and converting to clients. The customized approach the software offers for each customer makes it much more organic and trustworthy.
This special feature is the most important to manage your reputation among the present customers and prospects. It also takes care of your customer feedback section, so you can know where you need to concentrate more as well as ensure the leads can get the right information about your business.
› CLIENT RETENTION: Converting your one-time clients to repeated ones is the root of flourishing your business. And do not neglect the word-of-mouth popularity that you can get from this one. Tracking the customers and regularly following up with them via messages and emails can increase your appeal and visibility to them manifold.
› SPECIAL TREATMENT FOR CUSTOMERS: Your trusted customers need your special attention. Otherwise, they will get bored and start to look out for other similar businesses.
In this highly competitive world, you can only sustain your customers in two ways:
- You have to keep providing top-notch services,
- And you have to make sure your customers get the feeling that you care for each of them.
The example we told you at the beginning of getting a special voucher on the birthday is applicable here.
You can also make a system where a customer gets some points for each service they take from you or any game. And they can trade those points later for an offer or free service.
› EMAIL MARKETING INTEGRATION: Yes, this one may sound old school. But do not dare to neglect what email marketing can do for your business even in the 4G era.
From 1978, this strategy has proven to do wonders for businesses now and again. The spa software can collect emails, keep nurturing your leads by providing valuable insights, and even execute campaigns with a few clicks.
› SOCIAL MEDIA MARKETING INTEGRATION: Social media are the platform where most of your prospects spend time. So you can find most of your competitors there too. From letting the customers know about your services to nurturing the leads and convincing them the relaxation and amusement they can get from your spa through these media is the fail-proof marketing decision, and your spa appointment software is an expert of it.
› BILLING AND CHECKOUT: Creating the bills for individual customers with all the services they got from various stylists and therapists with all those products they get from you. Let alone the cards and discounts they use. But spa management software makes everything easy for you. It automatically tracks all the purchases and services and creates the bill so you can have the proper documentation, and they do not have to wait to get the bills while checking out.
› TRACKING AND REPORTING: If you want to have a clear idea of the total budget of your businesses, you must keep a tab of every expense and revenue. But as you already know, reporting all the cash flow after a busy day is not easy. And it does not help that you need to track your monthly and long term cash flow for making any crucial decision or even judging where your business is standing at a given point in time. Free spa software can take care of these sections automatically.
A good spa and salon software can analyze the extensive data they gather from you and submit a thorough report to you.
You can easily set monthly, quarterly or yearly goals and track how much you have completed. It also tells you where you need to improve your marketing or strategy. This performance analyzer feature does wonder when it comes to enhancing growth or inventory turnover.
› INVENTORY MANAGEMENT: You likely offer suitable products to your customers along with the usual services. And tracking these two sections at once is not easy for your receptionist. You can get tremendous help for this retail side too. You can sell merchandise and even promote them through this spa management system. You can multitask and increase your number of income streams with no extra hassle for the bookkeeping category.
› STAFF MANAGEMENT: Yes, the all-in-one spa & salon software can help you in this part of your administrative work too.
It tracks and analyzes your staff performance, so you have a better idea of how they are boosting your business. You can use it to maximize the efficiency of your employees too.
› SECURITY: Whenever you are thinking of online software, security is a massive threat without any doubt. Hacking and data theft can be devastating for your business. But there is one more aspect in this spa industry- that is the chance of employee theft and fraud. And you have to be ready to face all kinds of situations.
The programmers have made a spa management software open source with these points in mind. A great free spa management software can restrict access to sensitive data to the employees and let you know whenever someone attempts to access the secured data.
› SUPPORT SYSTEM: You cannot abandon just your receptionists and other employees. Most people are not too acquainted with the software, and they prefer to talk to a real person while facing any issue. So you have to keep a tech supporter who can assist you in all the schemes and services a customer might need. But as a support system, spa scheduling software is the best helping hand you can ever imagine.
› SIMPLICITY: As we have already said, most people are not too familiar with modern technology. So booking an appointment to avail an offer, and even the payment might be a headache if the system is not simple and well-organized. A good spa software for booking and management has a simple UI that anyone can operate with ease. This way your leads are going to love this experience and come to visit your website often.
› PRICE: After all these features you get from this software, come to the pricing. Yes, we know you have been waiting for it.
Most of the spa software have comparatively high set-up costs and training expenses for their employees. But after the initial tasks, maintaining the system is quite repetitive with much lower recurrent expenses.
However, there are all types of spa appointment scheduling software out there, and you can even get a trial version for some of them. You can take your time and decide which one suits your needs, and you can accommodate your budget. So choose carefully to maintain a balance in the business.
› CLOUD-BASED UNIFIED SOLUTION: Till now, you have learned about how your spa center can benefit from the salon management software. But what if your business has branches in multiple cities!
No, you do not need a separate subscription or license for all your locations. As the software also provided a unified solution for all your centers.
› EMPLOYEE MORALE AND PRODUCTIVITY: You employees deserve your special attention too! The working environment is a crucial factor for the growth and reputation of your business today. And having a positive and supporting vibe in your working space works well.
As you know, you can track the performance of your employees here. You can use the data to award the most efficient stylist or give some bonuses to the people who have been consistent for the year. These types of actions can mean a lot to them and boost the team spirit for your business.
› POINT OF SALE: The POS is the center of your business where the services, inventory, and even customer management, come into a common ground. The customers use this as a hub to avail of your service and products. This single spot can connect with all the aspects of your business.
› LESS HUMAN ERROR: This one is a no-brainer, but still a very important feature.
The accuracy of pre-programmed software is way more than what humans might acquire. Besides the timing a machine takes, the high accuracy rate for maintaining and syncing the extensive data is much more reliable and detailed.
What are the benefits of Spa Software?
You have learned about the prominent features of spa software already. But how exactly will it help in your business? What will YOU get from it?
From your personal experience in the industry, you know very well that it is rarely about what you offer, but what they gain from you.
Spa management software has covered your doubts very well with its long list of advantages.
Here are the top benefits of spa software for you:
› EASIER BOOKING: From the easy-to-use client’s portal of the spa management system, anyone can book their slots instantly with ease. They can shift their bookings or even cancel anytime they want. And getting to know about all the options with the power to choose their timing subtly develops a sense of command as there is no chance of accidental misbehavior from the staff. They can also feel good that they are not relying on others' suggestions, or the company is not manipulating them to spend more. All of these generate customer satisfaction and increase the credibility of the company.
› FEW SCHEDULING MISTAKES: As there is no human interaction involved in the appointment, and the company is using software instead of some hardbound notepads or excel sheets, the whole management system is much more organized. There is no scope of accidentally losing or deleting some documents or even any problem of syncing different documents manually. Common mistakes like double booking and typos cannot take place on a spa appointment scheduling software. It lessens the risk of harassment of the customers as well as the loss of money and reputations of the company.
› CONSUMER ENGAGEMENT: The consumer can reach out to the spa centers via social media and email. Even they can tag or mention the brand on their social media handle for others to know about their experience. Even free spa management software can offer some gift cards and offers to customers. It increases the attention span of the customer for the company as well as the awareness.
› REDUCE NO SHOWS: Not showing up for a scheduled booking without prior notice is costly for the company in terms of time and resources. After confirming a slot, the spa appointment scheduling software makes sure that the customers get regular or timely notifications and reminders about the appointment. So they can reach the center in time.
› OPERATIONAL PERFORMANCE: Using the spa software free you can ideate and implement more marketing strategies and more ways to increase and diversify your business than you could have otherwise. It reduces your strain on the managers and owners. It also frees up space and scope to try out various options and find out the optimal performance that they can achieve from the business.
› SECURITY: With so much important data regarding your business uploading to the cloud from so many centers, there is usually a massive doubt of whether the salon management software is trustworthy or not. But the great and reputed software always ensures high security of your data anyhow. Risk-free and hack-proof technology is the fundamental basis of this software.
› PRODUCT MANAGEMENT: The retail side of the business is also an important sector. And as usual, the spa & salon software aces that one as well. From tracking the inventory to bringing new items to the market, the software acts as the virtual assistant of your business. It also keeps a tab on the seasonal or occasional change of the product combos or gift hampers. It even helps to maintain a minimum stock level in the market.
› INSIGHT FROM KNOWN CUSTOMERS: Repeated customers are essential to sustain your business. So it is given that you are bound to prioritize their demands and feedback to improve your position or boost your revenue. CRM technology enables you to track and reflect on their experiences from time to time.
› LOYALTY PROGRAM: You can also offer some loyalty programs to retain your customers and even gain new customers. You can give your regular or loyal customers some offers and extra benefits this way.
For a medium to large business, tracking and remembering each of the customers is not possible. But with the help of technology, you can attract customers to your services again and again.
› NEW CLIENTS: Again, you can offer your existing customers a discount if they refer a new customer to you. Besides nurturing the existing ones, this is a great way to gain more traction in the market.
› PROFITABILITY: Last but not the least, the revenue.
There sure is some subscription or maintenance value of the software. But the benefits outweigh them by manifold. You can work with a few staff and establish your business with some creative and foolproof marketing strategies. This way, you will surely boost your income from your spa business.
Who uses Spa Software?
As you already have guessed, spa software is heavily used in the beauty, health, and wellbeing industry. As this spa appointment scheduling software has all the features especially needed and used in these services, the software is specific and made for a limited number of customers. Spas, salons, nail bars, and tanning salons- these four are what the software aims for.
The owners of the spa centers are mostly the users of this facility. They can keep a tab on the business right from their home through this. Though they have to hire managers, stylists, therapists, and other staff for each of the centers and devote sufficient time, money, and energy to it, they can easily overview the bookkeeping, maintenance, marketing, and other activities from a grassroots level and keep constantly updated.
Some expert stylists or therapists who own their studios or starting their business can get tremendous benefits from this spa management system too. It is practically impossible to manage all the sides of a service-based business like this on their own. But if they are not in a situation to hire staff, this software can handle all the administrative works for them.
The main usability of this software lies in its very specific niche and to-the-point application.
How to choose Spa Software?
By now, if we have convinced you of the importance of spa management software for your business, it is time to pick up one and start using it. But with all the options of spa software available out there in the market with the varieties of range and features, it might get confusing in the beginning.
Here is how you can select the one spa management system suitable for you:
› RESEARCH THE CURRENT MARKET: If you have no idea of the standards of the solution and feature the market is offering, how are you supposed to know which one you should opt for!
So of course, you have to visit the sites of the spa appointment software and observe the features they are offering. This way you can get acquainted with the software, know about the features in-depth, check the prices, and have a rough idea of what you should expect from it.
› CREATE A LIST OF YOUR REQUIREMENT: Next is to write down all your expectations.
Create a list of the features that you must need for your business. Also, have an approximation of the price range you are comfortable with. As you already have a reality check from your market research, this part should have been easy for you by now.
› FIND REVIEWS FROM PEERS: Now gain insights from your network. Ask your fellow business owners about their experience and preferences. Go to online sites and read up the reviews and ratings. Or approach some other business owners online and ask for advice from them.
If you are hesitant, do not be. As there are so many people out there willing to help you with their valuable insights.
› WATCH THE DEMO OF THE FEATURES: Now is the time of trials and errors. You might not get the perfect software for the very first time. Most of these software has a free version or a trial period. You can avail of these to check your compatibility.
Before making any purchase, go to the websites and watch the demo of the features.
Without proper research, the whole investment might go in vain. So whatever decision you make, back it up with sufficient research.
Chances are you are pretty confused about the software you want to choose by now. As there is an unlimited variety of software you can check from the internet, the research might be a little time-consuming.
But we have done that part too, for you.
Here is a list of spa software and salon software you can choose from according to your budget and requirements.
Spa Software Trends
The people considered the spa services as an overrated luxurious way of relaxation even a few years ago, as very few people could afford it or cared to give it a try. But the spike of the earnings of a fraction of the society, and the excessive day-to-day stress has increased the appeal of spending money for wellbeing. It is a popular culture around the world now with so many people visiting there for a quick self-care session. As of now, we can observe a few trends of spa management software:
- There has been a trend of using cloud storage for businesses. In the year 2018, a study revealed that 73% of businesses have used cloud storage for one reason and another, and 17% of businesses were on their way to implement their cloud storage within the next 12 months. In the worldwide pandemic situation in 2020, most beauty salons have likely opted for some or other spa management system with cloud services to increase their visibility and assure the customers of taking up proper safety measures even during the corona outbreak.
- In 2019, the global spa and salon software market had reported anticipating a CAGR of 7.11% over the next five years.
- The spa industry has been ruling in North America, as the stressed and busy lifestyle has been causing some skin problems to a great number of people. And people are more conscious about their physical appearance out there with a larger budget on their beauty regime.
- Usage of AI has been the most prominent trait of the software, as analyzing data using Machine learning and artificial intelligence has enabled businesses to know about the personal interest of the customers and align their strategy accordingly.
- The retail wing of the spa industry is booming too. With the growing trend of skin and haircare, people are more willing to invest in the wellbeing of their health, and more often than not, their lack of sleep or proper rest drives them to use this to cover up.
Conclusion
Those days of heavy handbooks and cluttered excel sheets are gone. For a health, beauty, and wellness business to flourish in this digital era, spa management software is a necessity.
If you are in this business but still are not using spa software, chances are all your competitors are getting ahead of you using this, and your business is falling behind.
Even if you are not the owner but a manager, a spa management system can lessen your responsibility and burden beyond words. You do not need to invest a fortune and can withdraw your contract with the software service anytime. But from marketing to retailing and customer relation management- this software can become your non-negotiable helping hand that can free up your precious time, increase your worthy reputation, and also let you earn some extra pennies.
So give it a shot before you decide the cutting-edge technology is not suited for you!