On this page
Welcome to the spa. This manual follows a spa manager’s day in JupitaPos and points you to the guide for each job, with pictures of the real screens.
Who this manual is for
You run the spa: what it sells and at what price, its rooms and the sauna, your therapists’ skills and hours, the booking policy, and the client and health records. You can do everything the desk and the therapists do.
- System role: Spa Manager (
spa_manager). - In the pictures: Sana (Sana Spa) runs Kololo Spa & Fitness, beside the Kololo restaurant of Jupita Restaurant Demo; Rose works the desk, Tina and Brian are the therapists.
- What you see: the spa calendar, every visit and its bill, client
records and — because you hold
wellness.health— the health record. Every time you open one, it is recorded.
A day at work
- Sign in and clock in — Sign in, Clock in and out.
- Read the day on the spa calendar: who is booked, with whom, in which room — Book a visit and take a deposit.
- Check new clients’ intakes and review any waiting for review — Keep a client’s record and health intake.
- Keep rooms, therapists’ hours and treatments up to date; close a room for repairs — Set up treatment rooms and the sauna, Give therapists their skills and hours, Set up treatments, add-ons, sauna sessions and packages.
- Waive a late-cancellation fee when it is right — Run a visit: arrive, treat, bill.
- Read the spa’s numbers — Read wellness reports and check the books.
Guides you will use
Setting up
- Set up treatment rooms and the sauna
- Give therapists their skills and hours
- Set up treatments, add-ons, sauna sessions and packages
The day
- Book a visit and take a deposit
- Run a visit: arrive, treat, bill
- Keep a client’s record and health intake
Online and reporting
- Let clients book treatments online
- See what is on and set online booking
- Set client reminders and read the messages prepared
- Read wellness reports and check the books
Quick reference
| I need to… | Where | Guide |
|---|---|---|
| Book a visit | Spa & Treatments (the Spa calendar) → Book | Book a visit |
| Change the deposit or fees | Spa & Treatments → Policy | Book a visit |
| Add a treatment | Services & packages → Add a service | Set up treatments |
| Close a room | Resources → the room | Set up rooms |
| Review an intake | Clients → the client → Open the health record | Client records |
Getting help
- The owner decides prices and policies with you.
- The administrator fixes your account and your PIN.
- The Help Center: Help & Training › Role-Based Manuals in the menu, or the ? at the top of any screen — Find help.
Manuals you can also read
- Cashier — For the cashier at the till — opening the drawer, ringing up and taking payment, verifying mobile money and counting the drawer at the end of the shift. The till, the terminal and the point of sale; nothing else.
- Spa receptionist — For the spa desk — booking visits and sauna sessions, deposits, arrivals, making the bill and taking payment or charging a hotel guest’s room.
- Therapist — For therapists — your day on the spa calendar, reading a client’s intake before a treatment, starting and finishing your treatments.
- Wellness manager — For the person who runs every wellness module — spa, sauna, gym, yoga and retreats — set-up, memberships, benefits, refunds, client records, reports and exports.
- Sauna attendant — For sauna, steam and thermal attendants — the day’s sessions and their places, checking guests in and out and keeping the session register.
What you can do
These are the permissions of the role this manual is for. If your business gave you a custom role, ask your manager what it allows.
| Area | What you may do |
|---|---|
| accommodation | Charge an unpaid order to an in-house guest room (accommodation.charge) |
| approvals | View approval requests (approvals.view) |
| attendance | Clock in and out and take breaks at the time clock (attendance.clock) |
| auth | Receive a signed offline permission snapshot on an offline-enabled terminal (auth.offline) |
| auth | Unlock, switch user and sign in with a POS PIN on an approved terminal (auth.pin) |
| cash | Close a drawer and count cash (cash.close) ● |
| cash | Record cash drops, pay-ins and pay-outs (cash.movement) |
| cash | Open a cash drawer / declare a float (cash.open) |
| cash | View drawer balances and cash reports (cash.view) |
| customers | Create and edit customers, attach them to orders (customers.manage) |
| customers | View customers, their history and loyalty (customers.view) |
| dashboard | View the dashboard (dashboard.view) |
| giftcards | Sell and top up gift cards against a payment (giftcards.sell) |
| leave | Request leave and see your own balance (leave.request) |
| loyalty | Redeem rewards, stamp cards and enrol members at the till (loyalty.redeem) |
| loyalty | View the loyalty programme, points and rewards (loyalty.view) |
| menu | View menus, items, modifiers, combos and prices (menu.view) |
| notifications | Receive and view own notifications (notifications.view) |
| payments | Supervisor: approve payments, refunds and offline exceptions (payments.approve) ● |
| payments | Take payments on orders (payments.take) |
| payments | View payments and refunds (payments.view) |
| reports | Export reports (PDF, XLSX, CSV) (reports.export) |
| reports | View reports (reports.view) |
| sales | Create orders and take sales (sales.create) |
| sales | Apply discounts within the standard limit (sales.discount) |
| sales | Edit open orders (items, seats, notes) (sales.edit) |
| sales | View orders and sales (sales.view) |
| sauna | Run sauna sessions: check guests in and out and keep the session register (sauna.attend) |
| sauna | See the sauna, steam and thermal sessions and their places (sauna.view) |
| shifts | View shifts and rosters (shifts.view) |
| spa | Book, move and cancel spa appointments and sauna sessions; take deposits (spa.book) |
| spa | Check spa guests in and out and settle their visits (spa.front_desk) |
| spa | Run the spa: policies, overrides (fees waived, double-handed treatments), anyone’s appointments (spa.manage) |
| spa | Start and complete your own treatments and record what was used (spa.treat) |
| spa | See the spa calendar and appointments (spa.view) |
| training | Practise in training mode (nothing reaches sales, stock or the books) (training.use) |
| wellness | Allocate resources: link rooms, studios and equipment to the records they stand for and block them out (wellness.allocate) |
| wellness | Take attendance: the attendance board, door visits, class and session registers, retreat arrivals (wellness.attendance) |
| wellness | Adjust benefits: hold, release and write off package and class-pack credits (wellness.benefits) ● |
| wellness | Keep wellness client profiles (emergency contact, preferences, flags) (wellness.clients) |
| wellness | Set commission rules, read the commission ledger and adjust it, audited (wellness.commissions) ● |
| wellness | See whether a client’s intake is cleared and which consents stand — status only, no health detail (wellness.consent_status) |
| wellness | Record what a treatment really used beyond its standard, and preparation for a cancelled one (wellness.consumables) ● |
| wellness | Export wellness reports and client lists (CSV), audited (wellness.export) ● |
| wellness | Read and record health intake, contraindications and consents (private notes need wellness.notes) (wellness.health) ● |
| wellness | Read and write private treatment and progress notes for clients you are assigned to (managers: any client) (wellness.notes) ● |
| wellness | Refund wellness deposits and bills, or keep a deposit as a fee (wellness.refunds) ● |
| wellness | View wellness and fitness reports and dashboards (wellness.reports) |
| wellness | Charge a spa visit or wellness bill to a hotel guest’s room (wellness.room_charge) |
| wellness | Set up wellness services, packages, resources (treatment rooms, studios, equipment) and practitioner hours (wellness.setup) |
| wellness | See the Wellness & Fitness area: schedules, services and clients (wellness.view) |