Massage centre software built around rooms and therapists
Your capacity is not how many people are on shift. It is how many rooms you have, and how quickly each one can be turned around.
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How is scheduling a massage centre different from a salon?
A salon's limit is usually chairs in an open floor; a massage centre's is enclosed rooms, and a room stays occupied through the therapy and the turnaround after it. Scheduling therefore has to reserve the room for the full period rather than only the therapist, or the diary will promise a slot the building cannot honour.
The room is the booking, not just the therapist
Two therapists free and one room free is one appointment, not two, and any system reasoning only about people will cheerfully sell the second. Rooms are held here as named entities with their own capacity, and an appointment can be placed against a specific room so the constraint is modelled where it genuinely sits. Where a centre also has open-plan positions for foot therapy or a couples suite, those are separate pools counted separately.
- Rooms declared individually, each with its own capacity
- An appointment can be assigned to the room it will actually use
- Open-plan positions and enclosed rooms counted as different pools
- Availability computed from the rooms that exist rather than from who is on shift
A ninety-minute therapy is not ninety minutes of room time
Linen changes, a shower, the client dressing and the room being reset all happen after the therapy has ended and before the next client can enter. Because each service holds its own duration, a centre can set that duration to the true room-occupancy period rather than to the treatment time on the price list. It is a small piece of honesty in the data that decides whether the last two appointments of the evening run on time.
- Duration held per service and set to real occupancy, not to marketing length
- Several therapies in one visit add to the full length of that visit
- Online booking offers only what the room can genuinely absorb
- The day is visible per branch, so an overrun is seen rather than discovered
Paying therapists for what they delivered
Therapist pay is usually tied to therapies performed, which makes the link between a completed session and a person the single most important record in the building. Each line on a bill carries the therapist who performed it, and commission is calculated from billed work rather than from the appointment book — so a session that was booked and never happened does not quietly become pay. Attendance and shifts are recorded for the same people in the same place.
- Every billed line names the therapist who performed it
- Commission from delivered and billed work, not from bookings
- Attendance, shifts and leave in the same system as the diary
- Tips recorded on the bill and kept out of revenue and tax totals
Discretion, and who can see what
Client records at a massage centre hold things a receptionist does not need and a therapist might. Access is governed by role rather than by trust: a permission catalogue decides which parts of the system each role reaches, staff can be limited to their own branch, and medical notes specifically are encrypted at rest instead of sitting in readable text beside the phone number. Every consequential change is written to an audit log with the person and the time attached.
- Role-based permissions rather than one shared login for the front desk
- Staff scoped to their own branch, with owners able to move between them
- Medical notes encrypted at rest
- An audit trail recording who changed what, and when
Common questions
- Can it stop two bookings going into the same room?
- Yes, when the rooms are declared and the appointment is assigned to one. Capacity is computed from the rooms that actually exist rather than from how many therapists are rostered, which is the usual reason a centre ends up with two clients and one table.
- How do I allow for changing the linen between clients?
- Build it into the service duration. There is no separate buffer field, so the practical answer is to set a ninety-minute therapy to whatever the room is genuinely occupied for — often a hundred and five minutes — and let the diary work from the honest number.
- Can a client book a specific female therapist?
- Not as a recorded attribute of the booking. A named therapist can be assigned to the work, but gender preference is not a field the booking form collects or the system enforces, so a centre where that request is routine will still be handling it by phone.
- Are tips included in the therapist's commission?
- No. A tip is recorded on the bill but deliberately kept out of the total, the taxable value and the revenue reports, so it never inflates GST or takings. That also means commission calculated from billed work does not include it.
What it doesn’t do
Worth knowing before you start, not after.
- There are no treatment records, session notes against a therapy, or consent forms. Client notes are free text on the customer record.
- There is no therapist rotation queue that decides whose turn is next. Assignment is a decision your team makes, not one the product makes.
- Turnaround has to be built into the service duration. There is no separate buffer field between appointments.
- There is no gender preference on a booking. A client asking for a female therapist is handled by your team, not recorded as a bookable attribute.
See it with your own salon’s data
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