The front desk and the calendar, in one system.
SpaSuite runs the schedule, the client records and the staff roster for spas, wellness studios and multi-practitioner practices — built for businesses with more than one treatment room and more than one person in them. It is in active development, so the list below separates what works today from what is being built.
What it does
Working today, in daily use. Not a roadmap.
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Scheduling that fits real rooms
Services consume the practitioner and the room, with turnover time reserved before and after — so the calendar reflects what the building can actually do.
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Clients book themselves
From your own page, with no account to create — treatment, practitioner, day, time, and a link in the confirmation to cancel. It works with JavaScript switched off, which is less a boast than an admission of what phones on bad signal do.
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Mail that goes out on its own
Confirmation when they book, a reminder before the visit, a receipt after it — sent from the business's own name and replying to its address. Email, unlimited, on both plans.
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Out-call from the start
Not an afterthought. A service can be delivered at a client's address, with the travel allowance you set reserved on the practitioner's day, for practices where mobile work is the main business rather than the exception.
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Availability that survives real life
Recurring schedules, one-off exceptions, and site opening hours. Close a day and you get a worklist of exactly which appointments it affects — not a silent cancellation.
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Client records and their history
Contact details, date of birth, your own custom fields, and every appointment a client has had — so the person at the desk has the whole picture without opening a second system.
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Intake before, notes after
A health history the client fills in from the link in their confirmation, and a session note when they leave. Both are encrypted, and the front desk is structurally shut out of them — see below for exactly what that does and does not mean.
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A page you arrange yourself
Your treatments, your hours, your photographs and your own words, at spasuite.app/spa/your-business — edited with a live preview. Each practitioner gets a page of her own too, and it is hers rather than the business's.
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Pay rules that live with the person
Hourly, salary, or per-visit commission with its rate, recorded against each practitioner — so the terms are in the system rather than in somebody's head, and a payroll view turns them into what you owe this week, with a CSV.
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Arrivals and departures
Check a client in when they arrive and out when they leave, so the schedule records what actually happened rather than what was planned.
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Bring your existing clients
Import from a spreadsheet or an existing system. Ambiguous dates get read from the file rather than guessed — the difference between 12/30 and 30/03 is something the data can answer.
Two appointments cannot take the same room.
Not "shouldn't". The database itself refuses to store an overlap, so a double-booking cannot be created by a race between two people clicking at once, by a retry, or by a bug in a screen we have not written yet.
Most booking software prevents overlaps by checking first and then writing, which is exactly the pattern that fails under load — the moment two clients book the last slot in the same second. This is the sort of thing you never notice working, and remember for years when it doesn't.
Launch pricing
Planned launch: Basic $25 or Pro $75 per month in USD, with a 14-day card-free trial. Subscription billing is being validated before launch. No charge starts at signup.
Two plans, and the line between them is what a business costs us to run — not what we could hold back to make the cheaper one look thin.
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Pro
$75 per month
A business with staff, rooms and a front desk. Everything in Basic, plus the things that need real people or real infrastructure behind them.
- Every practitioner on the roster, each with their own sign-in, their own schedule and their own pay rules
- Rooms, tables and equipment as things the calendar books, with turnover reserved per room rather than per person
- Waitlist recovery — planned, not included at launch
- Coordinated couples visits — planned, not included at launch
- Reporting — payouts, commission, tips by person, what the week took
- SMS reminders — planned, not available to purchase at launch.
Priced per business, never per seat. Hiring a fifth therapist does not change the bill.
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Basic
$25 per month
One practitioner, working for herself. Not a trial and not a cut-down edition — the whole product, at the size a great many wellness practices actually are.
- Online booking from your own page, and your listing in the directory
- Email reminders, confirmations and receipts — unlimited. Not a monthly quota and not a reason to upgrade.
- Client records, appointment history and your own custom fields
- Intake forms, sent with the booking and filled in before they arrive
- Session notes, encrypted, with the front desk shut out of them
- Reviews, asked for only from the clients you actually saw
- Record cash and separate-terminal payments, tips and the day's takings
One active practitioner and one staff sign-in. Email reminders are included; SMS is not offered at launch.
Start with email reminders. SMS registration, allowances and purchasing are not offered at launch. They will be priced and disclosed before becoming available.
Feature sets are not sold separately. Spa and salon, massage, clinical notes — which of them you get follows what your business does and which plan you are on. You say what kind of business this is when you set up, and the software matches. There is nothing to buy on that screen, and there is not going to be.
A plan is per business, per month. Integrated client card charging is not available at launch. Use your separate terminal and record the payment in the app.
Reminders, intake forms and session notes are in the cheaper plan — not the reason to leave it.
Some lines above appear in Being built now. They are named here because they belong to the plan, not because they are working this morning; that section is the one to trust for what is live today.
Who it is for, and where the line is
SpaSuite is for cash-pay businesses. We are not a HIPAA covered entity, and we are not your business associate.
That is a statement about fit rather than a disclaimer, so it is worth being exact about. Under HIPAA the obligation follows the insurance claim: a business that submits claims electronically — or uses a billing service that does on its behalf — is a covered entity, and the software holding its clinical records is a business associate. This product does not go there. There is no claim generation, no clearinghouse, no eligibility check and no diagnosis or procedure coding anywhere in it, and there will not be. That absence is what keeps both of us outside the transaction, and it is a firmer guarantee than any sentence on a website. We do not sign Business Associate Agreements.
What you do get is the engineering underneath the paperwork. Session notes are sealed with envelope encryption rather than stored as ordinary application data. Access is decided per route by role, so a front desk is structurally excluded from clinical records rather than asked not to look at them. And every read of a note, not merely every edit, writes a row naming who opened it and when. Those are the HIPAA Security Rule's own safeguards, built because they are the right way to hold somebody's health history — not because a contract obliges us.
So: if any part of your business bills insurance electronically, this is the wrong software, and it is far better to find that out on this page than a year in. If your clients pay you for the treatment they had, you are exactly who it is built for.
Being built now
Named rather than implied, because a feature list that mixes shipped and planned is the thing you cannot trust twice.
- Taking a card on the page. Check-out already records what was taken — cash, or a card on your own terminal. Entering a card in the browser, and holding one on file for a late cancellation, is next; it runs on your merchant account when it arrives.
- Text reminders. Email sends today. Text needs a number registered with the carriers for each business, which is the add-on described in Pricing above, and it is not switched on yet.
- A client signing in. Cancelling and rescheduling from the link in the confirmation works now. An account where a client sees everything she has ever booked with you is half built.
- The waitlist, and couples bookings. Designed in full and not yet built. Both are named in the Pro plan above rather than implied, so you can see which of the two they are.
What it will not do
Stated plainly, because finding out later is worse than reading it now.
- Insurance billing. Deliberately out of scope, and the section above explains what that means for who can use this. It changes what the business is legally, and doing it badly is worse than not doing it.
- A domain of your own. Your page lives at spasuite.app/spa/your-business. We do not host a business at a domain whose DNS we do not control — which is what lets us promise anything at all about your page's certificate and its uptime. If you already own a domain, redirecting it here is something you set up at your registrar — not something we host or support.
- Taking a cut of your payments. Card payments run on your own merchant account. We are not in the middle of your money, on either plan.
- Pooled tips. When tip tracking lands it will be practitioner-directed — a treatment is a personal service, not a waiter's shift, and pooling would misreport what each person earned.
- Merging duplicate clients. Not built yet. Combining two people's histories has no safe default, and a half-finished merge is worse than none.
Talk to us
SpaSuite is in active development and taking on early businesses to build against. If you run a spa or a multi-practitioner studio and the above sounds like your problem, set the business up now — or write to us and we will do it with you and show you the working system rather than a screenshot.
Signing up takes six answers and an email. You pick your name and your address on the apex, confirm the email, and the business is built. Nothing is created until you open that link, and there is no card — billing is not switched on yet, so the plan you pick is recorded and we will talk to you before anything is charged.