Industries · Spas & wellness centres
Calm in the room,clockworkbehind the door.
We build spa systems that connect treatment bookings, therapist rotas, rooms and equipment, guest preferences, packages, gift vouchers and retail — so the experience feels effortless because the operation is.
- Treatment bookings
- Therapist rotas
- Rooms & couples suites
- Guest profiles
- Packages & memberships
- Gift vouchers
- Retail & commission
01Where spas lose the calm
Guests feel the chaos even when they can't see it.
A relaxed guest experience usually sits on a stressed front desk juggling a booking diary, a therapist WhatsApp group, voucher spreadsheets and a retail till.
01Therapists, rooms and treatments are booked separately
What happens
The booking diary knows which therapist is free, but not whether the couples suite, the hammam or the hot-stone heater is. Reception checks those in their heads.
What it costs
Two couples booked into one suite, a facial booked without the right therapist, and guests kept waiting in robes while the team reshuffles.
With one system
Every treatment is booked against a qualified therapist, the right room and any equipment it needs — with buffers for turnover — so only what's truly possible can be booked.
02Guest preferences live in therapists' memories
What happens
Pressure preferences, allergies to oils, a preferred therapist or a sensitive shoulder are mentioned once and remembered by whoever was on shift.
What it costs
Returning guests have to explain themselves again, and the personal touch that brought them back quietly disappears.
With one system
Each guest profile carries preferences, visit history and the intake form — visible to the therapist before the treatment starts, with health details limited by role.
03Packages, memberships and gift vouchers are tracked on spreadsheets
What happens
Ten-session packages, monthly memberships and gift vouchers sold online and at reception are logged in different places and checked by hand at redemption.
What it costs
Vouchers redeemed twice or refused by mistake, expired packages honoured without anyone deciding to, and an uncomfortable conversation at checkout.
With one system
Packages, memberships and vouchers each have a code, a balance and an expiry. Redemption updates them instantly at any branch.
04Hotel, group and bridal bookings arrive by email and phone
What happens
Concierge requests, corporate wellness days and bridal parties come in as emails and calls. Details are retyped into the diary and the deposit is chased later.
What it costs
Group bookings fall apart on the day, deposits go uncollected and the concierge stops recommending the spa.
With one system
Group and partner enquiries move through one pipeline with guests, treatments, rooms, deposits and confirmations tracked until the day.
05Commission and retail are worked out at month end
What happens
Treatment commission, retail sales and upgrades are calculated from till reports and the diary at the end of the month.
What it costs
Therapists dispute their pay, retail stock runs out of the best sellers, and nobody knows which therapist actually sells the home-care range.
With one system
Treatments, upgrades and retail sales attach to the therapist as they happen. Commission, stock and product performance are visible every day.
02Spa platform preview
What your spa system could look like.
Switch between the screens your reception, spa manager, therapists and owner would use every day. Every view is designed per spa in discovery.
Illustrative interface with sample data — your system is designed around your treatments, rooms and team.
Illustrative demo · sample dataCan you picture your own spa on it?
Build your spa system03Solutions
The parts of a spa system — chosen for your spa.
Every booking truly possible
Treatment & room scheduling
Treatments booked against qualified therapists, the right room and the equipment they need, with turnover buffers, gender preferences and couples or group bookings handled properly.
- Therapist skills per treatment
- Room and equipment rules
- Turnover buffers
- Couples and group bookings
Every booking truly possible
Treatment & room scheduling
Treatments booked against qualified therapists, the right room and the equipment they need, with turnover buffers, gender preferences and couples or group bookings handled properly.
- Therapist skills per treatment
- Room and equipment rules
- Turnover buffers
- Couples and group bookings
Not every spa needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps the front desk calm.
AI in your spa system works on its own records — bookings, guests, rooms, vouchers and sales. It finds availability, drafts replies and answers questions; your team stays in charge of every guest.
AI here handles bookings and administration only. It never assesses whether a treatment is safe for a guest — intake forms that mention pregnancy, conditions or medication are reviewed by a therapist or manager. Guest messages follow approved templates, and nothing is booked, sent or refunded without staff approval.
- 01
Booking assistant
Staff confirm bookingsA guest on WhatsApp wants a couples massage tomorrow evening.Answers from your approved treatment menu, finds options across the couples suite, hammam and side-by-side rooms, and hands the booking to reception to confirm with a deposit link.
- 02
Intake form summaries
Therapist reviewsSummarise today's intake forms for Therapist L.Lists each guest's stated preferences and anything they flagged on the form, so the therapist can read it before the treatment. It doesn't decide suitability — flagged items are left for the therapist or manager.
- 03
Voucher and package checks
Is voucher GV-2305 still valid, and what's left on it?Shows the balance, expiry and redemption history from the voucher record, and drafts an expiry reminder for reception to send if it's close.
- 04
Group proposals
Sent after approvalDraft a proposal for a six-guest bridal party on a Saturday afternoon.Builds options from available rooms and therapists, your group menu and deposit terms, ready for the spa manager to adjust and send.
- 05
Reporting in plain language
Which treatments sell the most retail afterwards?Answers from your own sales data with the treatments, therapists and products behind the figures, so the owner doesn't need to build a report.
05A day with ORCHESTR
One Friday at the spa, two ways.
- 09:15The day already adds upTherapists, rooms and equipment are already reconciled. Two intake forms still missing were sent to guests overnight.
- 10:40Preferences on the profileHer therapist read her preferences before she arrived, and her favourite treatment room was booked.
- 12:00Availability in one glanceReception sees a qualified therapist and a free room at 12:00 and books it in seconds.
- 14:00Group arrives as plannedThe bridal booking shows every guest, treatment, room and the deposit already paid.
- 17:30Voucher checked instantlyThe voucher code shows its balance and history, and redemption updates it at both branches.
- 21:00Everyone sees their dayTherapists see today's treatments, upgrades and retail; the owner sees revenue and utilisation by branch.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your spa already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysInstagram enquiries (where available)
- Booking channels
- Your websiteExisting online booking tools (via API or export)Hotel or concierge request forms
- Payments
- Card payment gatewaysPayment links for depositsPOS for retail
- Hotel systems
- Property management systems for room charging (where an API is available)
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your spa — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the spa.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
A diary you can trust
Therapists, rooms and equipment are booked together, so the day doesn't fall apart at 14:00.Guests who feel remembered
Preferences and history follow the guest, not the therapist who happened to be on shift.Vouchers without disputes
Every voucher, package and membership has a code, a balance and an expiry.Group bookings that hold together
Bridal, corporate and hotel bookings move from enquiry to deposit to the day without retyping.Fair, visible commission
Treatments, upgrades and retail attach to the therapist as they happen.An owner's view every day
Utilisation, revenue, retail and voucher liability without waiting for month end.
09Possible use cases
How different spas could use it.
Examples of what we could build — not completed client projects.
A front desk that breathes
Treatment and room scheduling, guest profiles and digital intake forms for a single-site spa running on a diary and a voucher spreadsheet.
Hotel guests and day guests together
Concierge requests, room charging where the hotel system allows it, and day-guest packages on one schedule.
One guest across every branch
Shared guest profiles, vouchers and memberships redeemable anywhere, branch-level rotas and a group dashboard.
Recurring revenue, properly run
Monthly memberships, session packages and class or therapy bookings with entitlements and renewals tracked automatically.
FAQs
Spa questions, answered.
Healthcare & wellness
01We already use a spa booking app. Do we need to replace it?
Not necessarily. If it handles your online bookings well, we can build around it — adding the vouchers, group bookings, commission or reporting it doesn't cover — through its API or exports. If it's holding you back, we'll explain the case for replacing it in discovery.
02Can it handle couples treatments, hammams and shared resources?
Yes. Treatments can require two therapists, a specific room, a piece of equipment or a lounge slot, and the schedule only offers combinations that are actually free. Turnover time between treatments is built in.
03How are intake and health forms handled?
Guests can complete digital intake forms before arrival. Therapists see what they need before the treatment, and access to health details is limited by role. The system doesn't decide whether a treatment is suitable — that stays with your therapists and managers.
04Can gift vouchers be sold online and redeemed at any branch?
Yes. Vouchers sold online or at reception each get a code, a balance and an expiry, and redemption at any branch updates them instantly. Expiry reminders can be drafted for staff to send.
05Can it connect to our hotel's property management system?
Where the hotel's system exposes an API for room charging or guest lookups, we can connect to it — we confirm this with the hotel's IT team before promising it. Otherwise, the spa can record room charges for export.
06Will the AI reply to guests on WhatsApp?
Only if you want it to, and only from your approved treatment menu, prices and policies. It proposes times from live availability and hands bookings to reception. Questions about health or suitability go to staff.
07Can we move our existing guests, packages and vouchers?
Usually, from exports or your current system's API. We map guests, preferences, package balances and outstanding vouchers, check them against your records and agree the migration scope before launch.
08How is a spa system priced?
We quote after a discovery call, once we know your treatments, branches and the integrations involved — hotel room charging, for example. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour spa.
Tell us how your spa runs today. We'll come back with how one system could connect reception, therapists, rooms and the owner's view.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your spa runs today.
- 03If there's a fit, a written scope and quote — no obligation.