Spa directors agree that software should be easy to use by all employees, from key executives to front desk employees, such as those at the Spa at Mandarin Oriental, Miami.

Choosing a software system for your spa may seem like a daunting task, but the rewards the right system can reap for your business are priceless. Then again, that same system may just help you put a price tag on those rewards with the ability to generate a host of reports on virtually every aspect of your operation. To find out how spa software can simplify the way your spa does business, we asked several spa owners and directors to share their experiences with their chosen software systems along with the features they and their staffs cannot do without.

Key Requirements

For companies that have multiple locations, such as Calidora Skin Clinic (Bellevue, WA)

Most spa owners and directors have some sense of what their ideal software system should accomplish. For Eugenia Rinaldi, president of Bodyworks Day Spa & Wellness Center (Temple, TX), it is the ability to schedule multiple services, therapists, treatment rooms, and more. "I also wanted to know how much each client spent, the time each treatment room needed to be blocked, and how much to pay each therapist," says Rinaldi, who recently transitioned from pencil and paper to Elite Software.

For others, ease of use is key. "First and foremost, I wanted a software system that was easy enough to learn," says Patti Rice, owner/spa director of The Spa-Los Gatos (CA). "I didn't want to put a new front desk employee through a month's worth of training before he or she could answer the phone and schedule an appointment." Rice found what she was looking for with Milano Software. Not only is it easy to learn, but it also has a custom report function, which she finds to be invaluable. "You can take just about any parameter you want—client, staff, service, retail—and create your own reports," she says.

Spa Fairmont Le Château Montebello (Quebec), an effective software program that ties the spas together becomes imperative for the company's success.

Understanding the importance of choosing the right software system, Jim Farrell, director of operations at Panache Salon & Spa (Erie, PA), began by defining four criteria that were essential to the company's success. "First, easy access and utilization of the system by the front desk personnel was a major consideration," he says. "Second, we believe that service and support is of the utmost importance, because the software is only as effective as the support team. Third, we considered the capacity of the software to sift through the client data and define a creative and successful marketing campaign. Finally, and most importantly, we considered the character of the company." In doing so, Farrell asked about the leadership of the company, its understanding of the spa industry, and its plan for the future of its technology. "We launched our spa with Harms Software's initial package, Salon Solutions, more than eight years ago, and we haven't looked back since." Today, the spa uses Harms's Millennium software.

Operational Overhaul

An effective software program helps eliminate scheduling conflicts and keeps things running smoothly at Spa Village at The Ritz-Carlton, Kuala Lumpur.

The individual features a software package provides can be instrumental in changing the way a spa operates. Rodney Cutler, owner of three Cutler Salons (New York City) has been using Shortcuts software for three years. The ability to text message confirmations has fast become a favored feature. "We cater to more than 1,500 clients a week, so being able to text our clients has saved us hours of time," says Cutler.