Wellness Guide

Wellness lets you offer services (massages, treatments), sell products and handle bookings and payments, all from the app.

To switch it on: open the Configuration section from the ⋮ menu of Management, scroll to the «Modules» group, find the «Wellness module» card and tap «Activate the module». A wizard of four steps follows (description, opening hours, first therapist, first service). From then on the «Wellness» tab appears in the bottom bar.

Inside the Wellness tab there are six tabs, in this order:

The last three are the master data: if something looks wrong in the calendar, the cause is almost always there.

Services are created from the «Services» tab. Each service has a name, a description, a category (required), a duration in minutes, a price, photos, the list of enabled therapists and an on/off switch.

Switch a service off to take it out of bookings without deleting it: while off it produces no free hour at all.

People are added from the «Therapists» tab. Next to every name there are two icons: one opens the working «Schedule», day by day of the week, the other the «Absences».

Linking therapists and services

The link is made in both directions, whichever you prefer: from the therapist card you pick the services they can deliver, or from the service card you pick who delivers it. Only linked therapists show up as bookable for that service.

Absences

An absence is recorded from the therapist card or from the Calendar, over a range of dates, all day or for a time slot, with a reason among holiday, sickness, time off and other.

An hour shows up as bookable only if all of these are true together:

• the Wellness module is on and the service is active
• the service has that therapist among the enabled ones, and the therapist is active
• the hour sits inside the spa opening for that day of the week
• the hour sits inside that therapist’s working hours
• it does not fall into one of their absences
• it does not overlap an appointment already taken (pending or confirmed) nor a block put on the calendar
• the duration of the treatment fits whole
• the start is in the future: an hour starting right now, or earlier, is no longer bookable

The hours offered move in steps of fifteen minutes: a 50-minute treatment inside a 9:00-13:00 opening starts at 9:00, 9:15, 9:30 and so on, not at arbitrary times.

Where each thing is changed

• Enabled therapists and duration: in the Services tab.
• Working hours and absences: in the Therapists tab, behind the two icons next to the name.
• Spa opening hours: in «Settings», under «Schedule». You see them day by day, and can add or remove them.

Products are created from the «Products» tab: name, description, price (VAT included), the «VAT %» of that product, stock, warning threshold, photos and an on/off switch.

Wellness products are catalogue items, in the «Wellness» department: price, VAT and stock are the same ones you see in the Catalogue, and the same product can also be sold from the «Till» in «Dashboard». The stock you enter here is what you counted: the difference becomes a Catalogue movement, and sales made in the meantime are not lost.

When stock drops to the threshold or below, the product is marked «Low stock» in the list. At zero the product can no longer be sold at the counter nor ordered online.

The spa, each service and each product can have a gallery, not just one image. Add the photos and drag them to reorder: the first one is the cover, the one the guest sees.

The spa gallery lives in «Settings»; the galleries of services and products open from the card of the item itself.

From the Products tab the «Sell» button opens a «New bill»: add the items, choose how to collect and tap «Record bill».

A product or a service can be charged to the room of a guest who is staying: the amount goes onto the booking bill, under the Wellness department, and is settled at check-out. No immediate payment and no separate Wellness receipt: the line goes into the document of the stay.

Stock goes down straight away, because the guest has already taken the item.

In «Settings» the «Enable shop» switch opens distance selling: guests order from the web and pay with Stripe.

Choose the delivery options, and at least one has to stay on:

• «Home delivery»: it asks for the customer address, with «Shipping cost» and «Free shipping from (0 = never)»
• «Pickup at the property»: no address, no cost

Orders are fulfilled from «Shipments», the round button inside the Products tab (on a tablet or computer, in the bar at the top), which opens «Orders to ship». For a shipment the round is to ship → «Mark shipped» (with the tracking number, optional) → «Mark delivered»; for a pickup it is to collect → «Mark collected».

Wellness has a public page: the guest picks the service, the date and a free hour, and pays with Stripe. The address is composed by the server and you find it in the public links box of the Management tab, under SPA: do not rebuild it by hand.

Whoever books gets a confirmation email and a reminder about 24 hours before the appointment, sent once only.

Cancellation

In «Settings», under «Cancellation policy», you decide how many hours before a guest can cancel on their own (from 0 to 72). The refund percentage exists in the data but cannot be changed from the app: it stays at 100%.

Appointments are handled from the «Bookings» tab: collect, mark completed or no-show, cancel with or without a refund, refund in part, issue the receipt, add a charge.

A guest already in the house can reach Wellness from their own booking (from the link in the confirmation email or from the booking page). There Vezpa recognises them: they book services and buy products without typing name, email or phone again.

How to collect is up to you, in «Settings», separately for services and for products:

The electronic tax receipt does not always come out. All of these have to hold: the property is not a demo, its country is Italy, electronic invoicing is configured and active, and the VAT number is there. Outside that case no tax document is issued, and what is left is the courtesy receipt in PDF, which you can print or send.

For a card payment the receipt is the POS «Payment receipt», in the same number series: the lines are the bill (service and extras, for example «2 × Cream») or the products sold with shipping, and instead of the stay it shows the appointment date and time and the therapist. Right after the payment the result screen already offers it, with no further question. Later: in the booking detail «Print receipt» opens the payment receipt, with the format choice, and the ⋮ menu has «Send receipt» and «Share the PDF»; in the sales list, every sale paid by card has the receipt icon with «Print receipt», «Send receipt» and «Share the PDF». Bookings not paid by card keep the courtesy receipt of the bill, as before.

On top of that, for a counter sale the issuing depends on the «Issue e-invoice» switch, and for a charge to the reservation nothing is issued from Wellness: the document is made by the stay.

With tax receipts active («Tax module», see the Electronic Invoicing Guide) every Wellness payment issues the tax receipt: counter sales with no invoice requested, and bookings paid online, by card or manually. For bookings the tax receipt takes the place of the automatic invoice, which can still be issued on request. A full refund issues the cancellation of the tax receipt, a partial one the return. Tax receipts are viewed, printed and cancelled from «Commercial documents», in the Tax module.

Refunds

A service or a product can be refunded in full or in part. The electronic credit note is issued only if an accepted electronic document already existed for that payment: otherwise the refund still happens, but with no document attached to it.

An invoice in the customer name

Whoever books a service can ask for one at checkout, giving a tax code, address, postcode, town, province and country. Whoever orders from the shop can ask for one giving the tax code only: the shop does not collect the full billing details.

In the «Bookings» tab the appointment closest to this moment is at the top; below the upcoming ones comes the past, most recent first.

«Payments» answers a different question and therefore has a different order, declared: it puts the oldest bill still to collect at the top, under «To collect».

If the spa has more than 500 appointments, the list stops at the 500 closest to today and says so, with the total next to it: that way an old unpaid bill cannot vanish quietly out of a list that was cut short.

And when you filter by status with no appointment in that status, the message says so — «No bookings with this filter» — instead of letting you think the spa has no bookings at all.

While switching Wellness on, if a required field is empty the button does not stay silent: it tells you which field is missing, and marks it under the field itself.

There are five required fields:

• at least one opening day — without a single day the spa has no bookable hour at all
• the therapist name
• the service name
• the service price
• the service category

The «Public name» of the centre, on the other hand, is optional: leave it empty and guests will read the property name.

Switching on the module from the Configuration section is for the Manager.

Getting into the Wellness tab, once it is on, is for three roles: the Manager, the Assistant and the «Wellness Operator», the role that holds Wellness and its bookings and nothing else. The Housekeeper and the Observer do not see it.

• A service cannot be booked. In the list it reads «Not bookable — no therapist»: open the service and link a person.
• There is no free hour at all. Run down the list of conditions in Why an hour is not free: the most frequent causes are missing opening hours for that day of the week and an appointment already taken.
• An hour was there and now it is gone. Almost always it has simply passed: an hour starting at this very moment is no longer bookable.
• The product reads zero but nobody has paid. Stock goes down when the bill is recorded, not when the money arrives. Cancel the bill and the stock comes back.
• No tax receipt has arrived. Check the conditions in Receipts, invoices and refunds: outside Italy, or without electronic invoicing active, what is left is the courtesy receipt.
• An old bill cannot be found in Payments. See whether the list was cut at 500: the message at the top says so, and the total is written next to it.