Spa & wellness

A day spa, a massage and beauty studio or a wellness centre. Kila runs it on the same diary as a salon, with therapists, treatment rooms and what each client prefers, and a consultation form before treatments.

What is special

• Therapists and rooms. The menu says Therapists, and a treatment is booked with a therapist in a room. Serenity Spa’s rooms include the Jacaranda facial room and the Amboseli couples suite, under Services › Staff and resources.
• The client’s preferences. The client card has Preferences: Therapist (No preference, A woman or A man), Pressure (Light, Medium or Firm) and Prefers a quiet session. The therapist sees them on My day before the treatment (1).
• A consultation form before treatments. In Front desk settings, “Ask for a consultation form before treatments”. Serenity Spa asks seven questions, such as “Are you pregnant or breastfeeding?” and “Are you taking any medication?”. “Health answers are seen by managers and the client’s own therapist; the desk sees only that a form is due or flagged.” On the client card the form is Due until it is taken: “No form yet. Take it with the client on a tablet, or the client fills it from their booking link.” See Keep notes on a client’s card.
• Stations rented to self-employed therapists. Halima Abdi rents a station at Serenity Spa for KES 6,000 a week, and the spa keeps a 5% fee on her takings: Rent a chair to a stylist.
• Packages and memberships, such as a course of treatments paid in advance: Sell and use a package.

Serenity Spa, the demo spa, has two branches, Riverside spa and Karen spa.

Zoom

How Kila sets it up

The main screen is Diary of bookings.

Rules it follows:

None. Kila's standard rules apply.

Its words:

Most businesses	Spa & wellness
customer	client
sale	visit
staff	therapist

Its set-up steps

1. Business details and KRA PIN
2. Branch and opening hours
3. Services with durations and prices
4. Staff with services, hours and commission
5. Lunch, breaks and days off on the diary
6. Deposits and no-show rules on services
7. Consultation form for treatments
8. Packages or memberships
9. Chair renters and their rent
10. M-Pesa till or paybill
11. Clients from your old book or phone
12. Retail and back-bar products (switch Stock on)
13. Online booking link
14. First booking

Its home page

• My day
• The front desk now
• The numbers: utilisation, rebooking, retention, retail
• Today's diary
• Walk-in queue
• Day sheet
• Sales by staff member; commissions
• Packages expiring this week
• Rebooking rate
• Waitlist, chair renters and birthdays
• Licences, permits and returns due
• Services due and reminders

Roles it starts with

• Receptionist: Runs the front desk: books, checks clients in, takes walk-ins and payment. Refunds go to approval.
• Therapist: Sees their own column, starts and completes their bookings and writes client notes.
• Salon manager: Runs the floor: the diary, walk-ins, the waitlist, deposits and no-shows, chair renters’ rent and settlements, and messages to clients who agreed. No settings or users.
• Chair renter: A self-employed therapist renting a chair: their own column, bookings and client notes. No other clients’ cards, takings or prices.

At Serenity Spa, Wanjiku Kamau and Zawadi Mwende at the front desks are receptionists, Grace Njeri is a therapist, Achieng Odhiambo and Wairimu Njoroge run the spas, and Halima Abdi is a chair renter.

Where to go next

• Salons, spas and venues: everything a spa does in Kila, day by day.
• Salon or barbershop: the same diary, with walk-ins and prices by level.