Every treatment booked with its provider and its room.
Book every treatment with the right provider and room, chart it behind the clearance you grant, and check each client out with their next visit already booked.
Everything a spa or a clinic runs on, in order
From the treatment menu to the client’s next visit.
One Client
One client followed from the booking to the next visit.
The Menu and the Rooms
Treatments, rooms, levels and who performs them, and your floor plan.
The Day
Today, part by part, from the huddle to the close.
The Desk
The calendar, each appointment and client, the floor and the till.
Before the Treatment
Intake, waivers, what rules it out and deposits.
The Clinical Record
Charts, photos, plans and sign-off, behind clearance.
Selling and Coming Back
Passes, memberships, day passes and rebooking.
The Rooms Kept Ready
Checks, readings, repairs and stock.
The Team
People, certifications, screen sets and stations.
On a Phone
The tab bar, Home, photos and no signal.
The Client’s Side
Booking, waivers and passes on their own phone.
Reports
Services, providers, rooms, clients and sales.
Automations
Every message a rule you switch.
Setting Up
One checklist and one Settings page.
Communication
Conversations with clients and calls to your numbers.
Pricing
What Spa costs, and the plans it comes with.
One client, from the booking to the next visit
What the front desk, the provider and the medical director each do, screen by screen.
The booking
Online, by phone or at the desk: the treatment, the provider and a room it can be done in, held together. A full day puts the client on the waitlist, offered the next time that comes free.
Book an appointment
Injectables, skin and laser treatments at our Surry Hills clinic.
Before the visit
The intake form and the treatment’s waiver, signed online or recorded from paper, a consultation or patch test first where the treatment needs one, and the deposit taken or the card held.
Today
Everything happening today, in every room and every department
- 09:30Charlotte Nguyen$120.00Deposit to Take
- 11:00Ruby CastellanoJawline ContourConsultation First
- 12:15Isabella FraserLaser Resurfacing Consent · Not signed yetConsent Needed
- 13:00Zoe Papadopoulos$90.00Deposit to Take
- 14:30Mia ThorntonDermal Filler Consent · Its wording changedConsent Needed
- 16:45Grace WhitfieldAnti-Wrinkle, Three AreasConsultation First
- 17:30Lachlan PriceLaser Resurfacing Consent · ExpiredConsent Needed
Check-In
At the desk or on the provider’s phone. Today shows who is with which client in which room, who is running behind and which rooms are free now.
The treatment
The provider opens the chart and records what was done, the products used with their lots, and the photos. Only the people you clear read it.
Mia Thornton
Add to the Chart
Chart ItSign-Off
A treatment that needs it waits for the medical director, who signs it off or sends it back.
Today
Everything happening today, in every room and every department
- 15:12Mia ThorntonLip Filler, 1 ml · Sophie Lin, RNAwaiting Sign-Off
- 13:40Harper DoyleSkin Booster · Ella Morris, RNAwaiting Sign-Off
- 12:05Oscar BellAnti-Wrinkle, Three Areas · Dr. Hannah ReidAwaiting Sign-Off
- 10:50Isabella FraserLaser Resurfacing · Liam CarterAwaiting Sign-Off
Checkout
Take Payment opens the Register on the visit’s folio: the treatment, the aftercare products and a gift card on one check.
Register
What was done, what they take home, a tip, the next visit, and the drawer
The next visit
Book the Next Visit before they leave. Rebooking lists who is due back by their treatment plan, their own rhythm or the treatment’s interval.
Mia Thornton Spa Checked Out ✓ Client Confirmed
Who it is for, the treatment, who does it and when.
Book an appointment
Injectables, skin and laser treatments at our Surry Hills clinic.
Run the day from the desk and the treatment rooms
Today opens on the day in the order it happens: the huddle against your targets, the checks before opening, who to confirm, couples and spa days not ready, the rooms through the day and the gaps to fill.
Today
Everything happening today, in every room and every department
- 15:30Layla & Karim HaddadCouples Hammam Journey · Mariam Yousef · Oud SuiteIn TreatmentCouples or Spa Day
- 16:00Sophie LaurentArabian Oud Massage · Leila Farouk · Amber RoomIn Treatment
- 16:30Elena PetrovaGold Radiance Facial · Hana Saleh · Facial RoomArrivedWaiting 3 min
- 16:45Omar RashidDeep Tissue Massage · Omar Nasser · Treatment Room 38 min Late
- HammamIn use until 17:30 · 91% bookedIn Use
- Oud SuiteIn use until 17:30 · Next at 17:45 · 87% bookedIn Use
- Treatment Room 3Next at 17:15 · 62% bookedFree
- Treatment Room 4Ready at 16:50 · Next at 17:00 · 78% bookedTurning Over
- 15:30Layla & Karim Haddad2 guests · 4 treatments · Until 18:00Ready
- 17:00Al Ketbi bridal party6 guests · 12 treatments · Until 21:00No Provider
- 18:00Mariam SaeedSpa Day · 3 treatments · Until 21:30Ready
- 19:00Khan family3 guests · 3 treatments · Until 20:30Overlap
Huddle
Appointments, rooms booked, providers booked, prebooked, and service and retail sales on each currency’s own rail, each against its target, with the hotel’s capture when guests are in house.
Ready to Open
The opening checks, wet-area readings, room set-up and repairs due. Once the doors open, Checks & Repairs.
- 07:00Sauna switched onIngrid Solberg · BadstueDone
- 07:15Cold plunge readingAnyone on shift · KaldtkarDone
- 07:30Pool chlorine and pHYou · UtebassengDue Now
- 07:45Treatment rooms set upAnyone on shift · Behandling 1 to 3Due Now
- 08:15Couples suite set upMaren Dahl · ParsuiteLater
- Steam generator descalingDampbad · Not assigned · High PriorityOverdue
- 11:00Lounge reading lampHvilerom · Erik HaugenRoom Out of Service
To Confirm
Today’s and tomorrow’s clients who have not confirmed.
- 11:00Sabine RothLindenhof Signature Massage · Lena HoferNot Confirmed
- 13:30Petra VogelAlpine Herbal Facial · Mira SauerNot Confirmed
- 16:15Klara WendtDeep Tissue Massage · Jonas BrandtNot Confirmed
- TomorrowMatteo Müller09:30 · Hot Stone Massage · Jonas BrandtNot Confirmed
- TomorrowGreta Simon10:00 · Hyaluronic Lip Filler, 1 ml · Dr. Eva BrandlNot Confirmed
- TomorrowUte & Rolf Baier14:00 · Couples Linden Ritual · Tobias ErnstNot Confirmed
Couples & Spa Days
Each party or spa day with what is not ready: no provider, no room, a long wait, or treatments that overlap.
- 10:00Yamada Kenji & Rina2 guests · 4 treatments · Until 13:00Ready
- 11:30Tanaka EmiSpa Day · 3 treatments · Until 16:00No Room
- 13:00Kobayashi bridal party5 guests · 10 treatments · Until 17:30No ProviderOverlap
- 14:00Suzuki Haru & Aoi2 guests · 2 treatments · Until 15:30Long Wait
- 15:30Mori family4 guests · 6 treatments · Until 18:00Ready
- 16:00Ito MaiSpa Day · 3 treatments · Until 19:30Ready
Before Their Visit
Consents owed, a consultation still to come first, and deposits to take.
- 09:00Émilie TremblayMicroneedling Consent · Not signed yetConsent Needed
- 10:30Olivier GagnonLaser fractionnéConsultation First
- 11:15Chloé Roy100,00 $Deposit to Take
- 13:00Mathieu CôtéIPL Photofacial Consent · Its wording changedConsent Needed
- 14:45Léa BouchardPeeling chimique moyenConsultation First
- 16:00Gabriel Lavoie75,00 $Deposit to Take
- 17:30Camille PelletierLaser Hair Removal Consent · ExpiredConsent Needed
Appointments
By the clock: arrived and waiting, in treatment, running behind.
- 10:00Fernanda AlvesLimpeza de Pele Profunda · Camila Duarte · Sala 2In Treatment
- 10:15Gustavo RochaHidratação Capilar · Rafael Moreira · Sala 4 · Free until 10:50Processing
- 10:30Patrícia MendesHidratação Profunda · Beatriz Lima · Sala 1ArrivedWaiting 6 min
- 10:30Ana RibeiroPeeling de Diamante · Juliana Prado · Sala 312 min Late
- 10:45Lucas & Marina SouzaRitual a Dois · Thiago Nunes · Suíte CasalArriving SoonCouples or Spa Day
- 11:00Renata FariasFacial Vitamina C · Larissa Costa · Sala 2Arriving Soon
Rooms
Each treatment room in use until, turning over until, free or out of service, and who is next.
- Thermal HallIn use until 20:00 · 74% bookedIn Use
- Massage Room 1In use until 14:30 · Next at 14:45 · 88% bookedIn Use
- Massage Room 2Next at 15:00 · 59% bookedFree
- Couples SuiteReady at 14:20 · Next at 14:30 · 95% bookedTurning Over
- Facial RoomIn use until 15:15 · 71% bookedIn Use
- Mud RoomSteam valve replacementOut of Service
- Island PoolIn use until 21:00 · 66% bookedIn Use
Who’s Working
Shifts against bookings. A room rented to its renter’s own business shows only as occupied.
- 09:00Valeria RíosUntil 17:00 · 86% booked · 6 appointments · First at 09:30
- 10:00Diego HerreraUntil 19:00 · 72% booked · 5 appointments · 1 gapFree Now
- 10:00Lucía MéndezUntil 18:00 · 91% booked · 7 appointments · First at 10:00
- 12:00Paola CastilloUntil 20:00 · 54% booked · 3 appointments · 2 gaps
- 13:00Camila NavarroUntil 20:00 · 63% booked · 4 appointments · First at 13:30Free Now
- Cabina 6Andrea SalinasRented
Gaps to Fill
A provider’s open time with a room free through it, and the waitlist clients who fit it.
- 11:15Sophie Lin, RNOpen until 12:30 · 75 min · Treatment Room 3 · Fits Grace Whitfield · Anti-Wrinkle, Three Areas1 on the Waitlist
- 13:00Ella Morris, RNOpen until 14:00 · 60 min · Treatment Room 1 · Fits Ruby Castellano · Skin Booster, Amelia Kovac · Hydrating Facial2 on the Waitlist
- 15:30Dr. Hannah ReidOpen until 16:15 · 45 min · Treatment Room 2
- 16:00Liam CarterOpen until 17:00 · 60 min · Laser Room · Fits Oscar Bell · IPL Photofacial1 on the Waitlist
- 17:00Chloe BarnesOpen until 17:45 · 45 min · Facial Room
Walk-Ins
The line, and who is served next.
The wait is about 25 min.
- 10:42Wanjiru Kamau1 in lineOffered Their Turn
- 10:48Brian Otieno2 in line
- 10:55No. 33 in line
- 11:02Achieng Odhiambo4 in line
- 11:06Kevin Mwangi5 in line
Rebook Before They Leave
Who is checking out with nothing booked, and the Due Back count.
- 09:00Isabelle FortinNathalie GirardIn Treatment
- 09:30Marc-André CaronJulie BergeronFinished
- 10:00Sophie LemieuxNathalie GirardFinished
- 10:15Antoine BélangerDr. Karine OuelletIn Treatment
- 10:45Audrey PaquetteJulie BergeronFinished
No-Shows
Today’s no-shows, with the fee to charge or the guarantee to release.
- 09:30Olivia PrattAnti-Wrinkle, Two Areas · Dr. Amelia Hart · £60.00Card Held
- 10:45James WhitakerHydrating Facial · Chloe Bennett · £45.00Fee Charged
- 12:15Freya WalshLip Filler, 1 ml · Dr. Amelia Hart · £95.00Card Held
- 13:00Isla MurraySkin Peel · Imogen Shaw
- 15:30Ruby EvansMicroneedling · Priya Kaur · £70.00Card Held
Charts
Charts still open and charts awaiting the medical director, shown only with clinical clearance.
- 10:15Jenna HoltWrinkle Relaxer, Upper Face · Dana Whitfield, NPChart Open
- 11:00Ava LindqvistLip Filler, 1 ml · Dana Whitfield, NPChart Open
- 09:30Morgan PriceChemical Peel · Rosa DelgadoAwaiting Sign-Off
- 09:45Leah SatoMicroneedling · Kai MorganAwaiting Sign-Off
- 10:30Harper QuinnLaser Hair Removal · Brooke TranAwaiting Sign-Off
Hotel Guests
Guests in house with no spa appointment, when there are stays in house.
- Claire HughesRoom 412 · Leaves Thu, 11/12No Spa Booking
- Thomas FischerRoom 207 · Leaves Wed, 11/11No Spa Booking
- Amélie MoreauRoom 318 · Leaves Sat, 11/14No Spa Booking
- Chidi OkoyeRoom 501 · Leaves Fri, 11/13No Spa Booking
- Hannah BeckerRoom 615 · Leaves Sun, 11/15No Spa Booking
- Liam O’ConnorRoom 109 · Leaves Thu, 11/12No Spa Booking
To Answer
Client conversations waiting for a reply.
- 08:12Ingrid BergMaren DahlWaiting for a Reply
- 08:40Ole JohansenNot assignedWaiting for a Reply
- 09:05Sofie LieErik HaugenWaiting for a Reply
- 09:22Henrik MoeNot assignedWaiting for a Reply
- 09:31Nora BakkeMaren DahlWaiting for a Reply
Money
Shown only to a reader who may look payments up, and takings only with sales reports.
- Taken so far: RD$284,650.00
- 3 drawers openOpen
Mine and Everyone
A provider opens on their own day. Colleagues’ names and sales show where People & privacy allows.
- 09:30Charlotte NguyenAnti-Wrinkle, Three Areas · Treatment Room 3In Treatment
- 10:15Harper DoyleSkin Booster · Treatment Room 3ArrivedWaiting 4 min
- 11:00Ruby CastellanoInjectables Consultation · Consultation RoomArriving Soon
- 14:30Mia ThorntonLip Filler, 1 ml · Treatment Room 3
- 15:30Amelia KovacJawline Contour · Treatment Room 3
- 16:45Grace WhitfieldAnti-Wrinkle, Three Areas · Treatment Room 3
Home
Counted from the same day Today draws, each count opening its list.
Close the Day
Tips, the drawers, the figures and the sign-off.
Today
Book, seat and check out from the desk
The appointment holds the visit. The client holds the record.
Calendar
By provider and by room, with working hours, group bookings and the waitlist. On a phone, a free slot books in place.
Calendar
Every treatment by provider and room: who is with a client, what is free, and when
Day, Board and Working Hours
The day by provider and by room, the board, and each provider’s hours.
Calendar
Every treatment by provider and room: who is with a client, what is free, and when
Group Bookings
A couple or a party on one booking, each opening its own page.
Calendar
Every treatment by provider and room: who is with a client, what is free, and when
| Date | Party | Guests | Appointments | Status | Code |
|---|---|---|---|---|---|
| mar, 10/11 | Martínez bridal party | 8 | 16 | Today | CB-G418 |
| mar, 10/11 | Brooks family | 4 | 6 | Today | CB-G421 |
| jue, 12/11 | Coral Logistics team retreat | 12 | 12 | Upcoming | CB-G425 |
| vie, 13/11 | Peña & Taveras anniversary | 2 | 4 | Upcoming | CB-G427 |
| dom, 15/11 | Hernández quinceañera | 6 | 12 | Upcoming | CB-G430 |
| jue, 19/11 | Los Corales wellness weekend | 6 | 14 | Upcoming | CB-G433 |
Waitlist
A full day puts the client on it, and a freed time is offered to them.
Calendar
Every treatment by provider and room: who is with a client, what is free, and when
| Client | Treatment | Day | Between | Status | Joined |
|---|---|---|---|---|---|
| Georgia Lane | Anti-Wrinkle, Three Areas | Tue 10/11 | 10:00 to 13:00 | Offered | Sun 08/11 |
| Harriet Cole | Lip Filler, 1 ml | Tue 10/11 | 14:00 to 18:00 | Waiting | Sat 07/11 |
| Sophie Grant | Hydrating Facial | Tue 10/11 | 12:00 to 15:00 | Waiting | Mon 09/11 |
| Emily Clarke | Skin Booster | Wed 11/11 | 09:00 to 12:00 | Offered | Fri 06/11 |
| Alice Ford | Microneedling | Thu 12/11 | 16:00 to 19:00 | Waiting | Mon 09/11 |
| Maya Shah | Chemical Peel | Fri 13/11 | 10:00 to 14:00 | Booked | Wed 04/11 |
Express Booking
A booking link for one treatment, provider and time, sent by text or email.
Express Booking
Generate a secure, public link a client can open without signing in to book directly.
Public Booking Link
Expires 12/11/2026. Anyone with this link can book, no sign-in required.
https://spa.calistoco.com/book/express/x7kq2m9t- Service
- Massagem Relaxante
- Length
- 60 min
- List price
- R$ 260,00
Have every client ready before they reach the room
A booking asks what the treatment needs before it is written: the intake form, the waiver at the version in force, a consultation or patch test first, and a deposit or a card held.
Deposits & No-Shows
The appointments that ask a deposit or a card guarantee, and where each one stands.
| When | Client | Deposit | Standing | Appointment | |
|---|---|---|---|---|---|
| 10/11 10:00 | Layla HaddadOud Ritual, 120 min | AED 250.00 | Held on card | OA-4K7P | |
| 10/11 11:30 | Omar Al MansooriHammam & Scrub | AED 180.00 | Paid | OA-4K9D | |
| 10/11 14:00 | Sophie LaurentCouples Amber Journey | AED 300.00 | Due | OA-4M2C | |
| 09/11 16:30 | Rania SalehGold Facial | AED 150.00 | Claimed | OA-4H1Z | |
| 11/11 09:30 | Arjun MehtaDeep Tissue, 90 min | AED 220.00 | Held on card | OA-4N8T | |
| 11/11 12:00 | Noura Al ShamsiBridal Spa Day | AED 400.00 | Paid | OA-4P3W | |
| 12/11 15:00 | Elena PetrovaHammam & Scrub | AED 180.00 | Due | OA-4Q6R | |
| 12/11 17:30 | Khalid RahmanOud Ritual, 120 min | AED 250.00 | Held on card | OA-4R0J | |
| 13/11 11:00 | Mariam YoussefHydrating Facial | AED 120.00 | Paid | OA-4S5L |
Intake Forms
Services
A form bound to the treatment, with Forms. The answers are filed in the client’s chart, never on the booking.
Waivers
Intake Forms & Waivers
The waivers clients sign. Changing the words makes a new version, asked again.
| Waiver | Kind | Applies To | Good for (Days) | Version | Fields Placed | Updated |
|---|---|---|---|---|---|---|
| Neurotoxin ConsentMedical consent · 2026-10-29 | Medical consent | Spa | 365 | v4 | 6 | 2026-10-29 |
| Dermal Filler ConsentMedical consent · 2026-10-01 | Medical consent | Spa | 365 | v3 | 7 | 2026-10-01 |
| Laser & IPL ConsentMedical consent · 2026-11-04 | Medical consent | Spa | 180 | v5 | 6 | 2026-11-04 |
| Chemical Peel ConsentMedical consent · 2026-08-14 | Medical consent | Spa | 180 | v2 | 5 | 2026-08-14 |
| Photo & Media ReleasePhoto & media release · 2026-06-13 | Photo & media release | Everything | 730 | v1 | 3 | 2026-06-13 |
| Health DeclarationHealth declaration · 2026-11-07 | Health declaration | Everything | 90 | v6 | 9 | 2026-11-07 |
A medical waiver per treatment, with Sign, asked again when its words change and sent from the appointment. One signed on paper is recorded with its scan.
What Rules It Out
Lip Filler
What rules it out
An answer on the intake form, or an allergy or condition on the client’s record, that means this should not be booked without a check.
Rooms and treatments
How a treatment is booked.
An intake answer or a chart alert that rules a treatment out, and the credential its provider must hold. What a match does online, how long a paper waiver counts and what a lapsed credential does are your settings.
Who Still Has to Sign
Intake Forms & Waivers
Appointments this week whose client has not yet signed the waiver their treatment asks.
| Appointment | Client | Service | Waiver | Why |
|---|---|---|---|---|
| 10/11 15:30 | Beatriz AlmeidaChemical Peel Consent | Peeling Químico | Chemical Peel Consent | Not signed yet |
| 11/11 10:00 | Rafael SouzaLaser Consent | Laser Fracionado | Laser Consent | Words changed, sign again |
| 11/11 14:00 | Camila FerreiraSkin Needling Consent | Microagulhamento | Skin Needling Consent | Not signed yet |
| 12/11 11:30 | Larissa CostaLaser Consent | Laser Fracionado | Laser Consent | Expired, sign again |
| 13/11 09:00 | Thiago RibeiroHealth Declaration | Massagem com Pedras | Health Declaration | Not signed yet |
| 14/11 16:00 | Juliana MartinsChemical Peel Consent | Peeling Químico | Chemical Peel Consent | Words changed, sign again |
The next seven days’ appointments whose client lacks the treatment’s waiver.
Who Signed What
Intake Forms & Waivers
Who has signed each treatment’s waiver, at which version, and until when.
| Client | Waiver | Asked By | Given | Signed Version | Current Version | Signed | Good Until | Standing |
|---|---|---|---|---|---|---|---|---|
| Olivia HartleyLaser Consent · v5 · Signed | Laser Consent | Laser Hair Removal | Signed | 5 | 5 | 20/10/2026 | 18/04/2027 | Current |
| Amelia BrooksNeurotoxin Consent · v3 · Signed | Neurotoxin Consent | Anti-Wrinkle, 3 Areas | Signed | 3 | 4 | 23/06/2026 | 23/06/2027 | Words changed, asked again |
| Priya NairChemical Peel Consent · v2 · On paper | Chemical Peel Consent | Peel, Medium | On paper | 2 | 2 | 01/11/2026 | 30/04/2027 | Current |
| Grace WhitmoreDermal Filler Consent · v3 · Signed | Dermal Filler Consent | Lip Filler | Signed | 3 | 3 | 26/10/2025 | 26/10/2026 | Expired |
| Hannah OkaforLaser Consent · v4 · On paper | Laser Consent | IPL Photofacial | On paper | 4 | 5 | 08/10/2026 | 06/04/2027 | On paper, asked online next visit |
| Charlotte ReidHealth Declaration · v6 · Signed | Health Declaration | Every treatment | Signed | 6 | 6 | 08/11/2026 | 06/02/2027 | Current |
Who signed which version, and how. A waiver signed on paper is added with New Paper Waiver.
What Each Treatment Asks
Intake Forms & Waivers
Each treatment’s intake form, its waiver and its medical sign-off.
| Service | Intake Form | Waiver | Version | Medical Sign-Off |
|---|---|---|---|---|
| Faltenbehandlung, StirnNeurotoxin-Einwilligung · v4 | Anamnese Injektionen | Neurotoxin-Einwilligung | 4 | Yes |
| LippenaufbauFiller-Einwilligung · v3 | Anamnese Injektionen | Filler-Einwilligung | 3 | Yes |
| MicroneedlingMicroneedling-Einwilligung · v2 | Hautanalyse | Microneedling-Einwilligung | 2 | No |
| FruchtsäurepeelingPeeling-Einwilligung · v2 | Hautanalyse | Peeling-Einwilligung | 2 | No |
| Hot-Stone-MassageGesundheitserklärung · v6 | Gesundheitsfragebogen | Gesundheitserklärung | 6 | No |
| IPL HautverjüngungLaser-Einwilligung · v5 | Laser-Vorgespräch | Laser-Einwilligung | 5 | Yes |
The intake form, the waiver and its version, and whether the medical director signs off, for each treatment.
Deposits and No-Shows
Ritual Temazcal para Dos
120 min · $3,800.00
Deposit at booking
No depositA fixed amountA percentage of the priceHold the client’s card (no-show protection)Cancellation
None, fixed, a percentage or a card held. Charge the no-show fee or release the guarantee from the list.
No-Shows
Deposits & No-Shows
The appointments nobody came to in the last 30 days, and whether each no-show fee was charged.
| When | Client | Service | Provider | No-Show Fee | Held or Paid |
|---|---|---|---|---|---|
| 09/11 | Wanjiru KamauKsh 3,500.00 | Deep Tissue, 90 min | Achieng Otieno | Fee to charge | Ksh 3,500.00 |
| 08/11 | Brian MutuaKsh 2,500.00 | Sports Massage | Kevin Njoroge | Fee charged | Ksh 2,500.00 |
| 06/11 | Faith WambuiKsh 3,000.00 | Hot Stone, 75 min | Achieng Otieno | Fee to charge | Ksh 3,000.00 |
| 04/11 | Daniel KipropKsh 2,000.00 | Swedish, 60 min | Mercy Chebet | Fee charged | Ksh 2,000.00 |
| 01/11 | Grace NyamburaKsh 4,500.00 | Couples Massage | Kevin Njoroge | Fee charged | Ksh 4,500.00 |
| 29/10 | Samuel OchiengKsh 1,500.00 | Foot Reflexology | Mercy Chebet | Fee charged | Ksh 1,500.00 |
The no-shows a held card is claimed for.
Keep every chart behind the clearance you grant
Only you and the people you clear read a chart, a photo, a plan or a prescription. Every read and change is recorded in the Activity log, and records are kept as long as your country requires.
The Chart
Alerts, intake visits, treatment records, chart templates and amendments, on a tab of the client’s record beside Before & After. A provider you cleared starts a treatment record from the appointment, and the chart is read online, never kept on a device.
Jenna Holt
The Body Map and Its Lots
Tap the face or body where a product went, and chart its units and the lot it came from.
Chloe Nguyen
The Scribe
Say or type what you did, and the scribe drafts the note on Calisto’s own servers. You check it before it is charted.
Élodie Tremblay
Scribe
Say or type what you did; the scribe drafts the note on Calisto’s own servers, and you check it before it is charted.
Client says skin felt tight after last peel, no flaking past day 4. Mild redness on both cheeks before starting. Applied TCA 15% two passes, frost level 1 on forehead and cheeks. Neutralized, calming mask 10 min.Amendments
An entry is amended, never erased: the original stays on the record, marked amended.
Valentina Reyes
The original stays on the record, marked amended; this becomes the entry in its place.
Before and After
Photos on the chart, taken on a phone or shared to Spa, compared side by side. A photo shared to Spa reaches the chart only through the chart’s own door, which asks for clearance; without it, the person is told so and nothing is kept.
Sabine Roth
Treatment Plans
A treatment plan sent to the client as a proposal, with Proposals, from the chart, where Proposals’ panel opens in place. When a sent plan counts as waiting is your setting, and a reminder is a rule you turn on.
Marina Carvalho
Prescriptions
Prescriptions written on the chart as a draft, then issued.
Aisha Karim
Sign-Off
The medical director signs off or sends back. A closed treatment that needs sign-off waits in the Approvals panel for the person you name, only a person cleared for clinical records decides, and Sign Off is never undone.
Sign-Off
The treatments countersigned in the last 30 days, newest first. What waits for the medical director is in your Approvals, under your name.
| Treatment | Client | By | Clinic | Closed | Signed By |
|---|---|---|---|---|---|
| Anti-Wrinkle, 3 AreasGrace Whitmore | Grace Whitmore | Olivia Hartley, RGN | Mayfair | 09/11/2026 16:40 | Dr. James Ashford |
| Lip Filler, 0.5 mlHannah Okafor | Hannah Okafor | Leah Sutton, RGN | Chelsea | 09/11/2026 12:15 | Dr. James Ashford |
| Skin BoosterCharlotte Reid | Charlotte Reid | Olivia Hartley, RGN | Mayfair | 08/11/2026 17:05 | Dr. James Ashford |
| Cheek Filler, 1 mlPriya Nair | Priya Nair | Leah Sutton, RGN | Chelsea | 07/11/2026 11:30 | Dr. Sarah Lindqvist |
| Anti-Wrinkle, ForeheadEleanor Price | Eleanor Price | Olivia Hartley, RGN | Mayfair | 06/11/2026 15:20 | Dr. James Ashford |
| Polynucleotides, EyesIsla Fraser | Isla Fraser | Leah Sutton, RGN | Chelsea | 05/11/2026 10:45 | Dr. Sarah Lindqvist |
A Lot’s Recall
Lots lists every client who received a batch, so a recall finds them, behind clearance. Drawing a charted lot from stock, and charting an expired lot, are your settings.
Lots
Every lot of your backbar with its expiry and what is left. Open one to see every client who received it, for a recall.
| Product | Lot | Status |
|---|---|---|
| Peeling Glicólico 30%Expires 08/06/2027 · Left 8 | PG-2406-117 | In date |
| Sérum Vitamina C 15%Expires 04/12/2026 · Left 3 | VC-2405-042 | Expiring |
| Mascarilla de ArcillaExpires 04/11/2026 · Left 2 | MA-2311-008 | Expired |
| Aceite de Masaje NeroliExpires 06/09/2027 · Left 14 | AN-2407-233 | In date |
Clinical Access
Clearance is its own setting, apart from who may see money: Default, Cleared or Never for each person. An admin is not cleared by being an admin, a screen set never grants clearance, and an appointment shows a person without clearance only whether its gates are met.
Team
Who works here, when they work, how they are paid, and the screens each person sees
Who reads the clinical record
Only you read it, and the people you clear here: your therapists, practitioners and medical director. An admin is not cleared by being an admin.
| Person | In this business | Clinical record | |
|---|---|---|---|
| Thandi NkosiAdmin | thandi@tidewaterspa.co.za | Admin | Default (owner only) |
| Dr. Naledi MokoenaTeam member | naledi@tidewaterspa.co.za | Team member | Cleared |
| Megan van WykTeam member | megan@tidewaterspa.co.za | Team member | Cleared |
| Sipho DlaminiTeam member | sipho@tidewaterspa.co.za | Team member | Cleared |
| Ayesha PatelTeam member | ayesha@tidewaterspa.co.za | Team member | Default (owner only) |
| Lerato KhumaloStation person | lerato@tidewaterspa.co.za | Station person | Never |
The Access Log
Every read and change of a chart, allowed or refused, and each chart’s Who Opened This Chart. Charts, Sign-Off and Lots also open in OrderFlow under the same clearance, and the record can live on your own database if you choose.
Charts
Every client’s clinical record, their photos, and who opened which.
| When | Person | Client | What | Allowed |
|---|---|---|---|---|
| 11. 10. 14:52 | Dr. Kovács EszterNagy Péter | Nagy Péter | Wrote | Yes |
| 11. 10. 14:31 | Szabó AnnaTóth Katalin | Tóth Katalin | Read | Yes |
| 11. 10. 13:58 | Varga BenceHorváth László | Horváth László | Refused | No |
| 11. 10. 13:12 | Dr. Kovács EszterKiss Judit | Kiss Judit | Opened a photo | Yes |
| 11. 10. 12:40 | Tóth KatalinTóth Katalin | Tóth Katalin | Their own | Yes |
| 11. 10. 11:05 | Molnár ZsófiaFarkas Gábor | Farkas Gábor | Exported | Yes |
| 11. 10. 10:22 | Szabó AnnaBalogh Éva | Balogh Éva | Read | Yes |
Jenna Holt
Sell what clients come back for, and bring them back
Rebooking lists who is due back by their treatment plan, their own rhythm or the treatment’s interval, with Book, Call and Text on each row. Recall messages are rules you turn on in Automations.
Rebooking
Who is due back and has nothing booked.
Rebooking
Who is due back and has nothing booked, by their treatment plan, their own rhythm, else their treatment’s rebook time.
| Client | Last Visit | Last Treatment | Due | Days Overdue | By | Agreed to Hear From You | |
|---|---|---|---|---|---|---|---|
| Njeri MwangiDeep Tissue, 90 min | 03/10/2026 | Deep Tissue, 90 min | 31/10/2026 | 10 | Their rhythm | Email and text | Book |
| Otieno OdhiamboSports Massage | 26/09/2026 | Sports Massage | 02/11/2026 | 8 | The service’s rebook time | Text | Book |
| Akinyi AchiengHot Stone, 75 min | 08/10/2026 | Hot Stone, 75 min | 05/11/2026 | 5 | Their rhythm | Email and text | Book |
| Kamau GithinjiBack, Neck & Shoulders | 11/09/2026 | Back, Neck & Shoulders | 06/11/2026 | 4 | Their treatment plan | Book | |
| Mutua MusyokaFoot Reflexology | 14/10/2026 | Foot Reflexology | 07/11/2026 | 3 | Their rhythm | Not agreed | Book |
| Wairimu KariukiPrenatal Massage | 12/10/2026 | Prenatal Massage | 08/11/2026 | 2 | Their rhythm | Text | Book |
| Chebet RotichSwedish, 60 min | 21/09/2026 | Swedish, 60 min | 09/11/2026 | 1 | The service’s rebook time | Email and text | Book |
Open every room ready, and keep it that way
Opening checks, wet-area readings and room sanitation, with Assure. A repair is a work order with Dispatch, and its room stays out of service.
Routine Checks
The opening, room and closing checks, the readings they took, and the work passed or sent back.
| Check | Checklist | How Often | Location | Now | Due By | Done | Missed | Assigned To | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
| Badstue, temperatur07:30 · Ingrid Solheim | Våtområder, morgen | Daily | Bryggen | Done | 07:30 | 29 | 1 | Ingrid Solheim | Active | Run Now |
| Dampbad07:30 · Ingrid Solheim | Våtområder, morgen | Daily | Bryggen | Done | 07:30 | 30 | 1 | Ingrid Solheim | Active | Run Now |
| Utendørs boblebad, klor og pH14:00 · Henrik Dahl | Vannkvalitet | Every 2 hours | Takterrassen | Due | 14:00 | 186 | 4 | Henrik Dahl | Active | Run Now |
| Kaldtkar14:00 · Henrik Dahl | Vannkvalitet | Every 2 hours | Takterrassen | Due | 14:00 | 184 | 6 | Henrik Dahl | Active | Run Now |
| Behandlingsrom, klargjort08:45 · Sigrid Berg | Rom klare | Daily | Bryggen | Done | 08:45 | 30 | 1 | Sigrid Berg | Active | Run Now |
| Hvilerom12:00 · Magnus Haugland | Rom klare | Every 2 hours | Bryggen | Missed | 12:00 | 92 | 3 | Magnus Haugland | Active | Run Now |
| Garderober16:00 · Magnus Haugland | Renhold gjennom dagen | Every 2 hours | Bryggen | Upcoming | 16:00 | 95 | 2 | Magnus Haugland | Active | Run Now |
Opening Checks
Before the first guest: the wet areas switched on and their readings, and the rooms set up.
Through the Day
Room sanitation, run from any phone.
A Repair
A work order that names a treatment room keeps it out of service on Today’s Rooms. Requests, recurring maintenance and each work order on its own page, with Dispatch.
Work Orders
Requests broken into schedulable field work
| Work order | Priority | Status | Due | Assignee |
|---|---|---|---|---|
| Behandlungsliege hebt nicht mehrBehandlungsraum 3 | High | In progress | 10.11.2026 | Tobias Ernst |
| Dampfbad: Dampferzeuger entkalkenDampfbad | Normal | Assigned | 12.11.2026 | Tobias Ernst |
| Leuchte im Ruheraum flackertRuheraum | Low | Open | 15.11.2026 | Not assigned |
| IPL-Gerät: JahreswartungÄsthetikraum | Normal | Awaiting Approval | 19.11.2026 | Not assigned |
- Behandlungsraum 3Behandlungsliege hebt nicht mehrOut of Service
- 13:30Behandlungsraum 1In use until 13:30 · Next at 14:00 · 82% bookedIn Use
- Behandlungsraum 2Next at 13:15 · 74% bookedFree
- 13:05PaarsuiteReady at 13:05 · Next at 13:30 · 70% bookedTurning Over
- 14:15ÄsthetikraumIn use until 14:15 · 68% bookedIn Use
Inspections
Work done on the rooms and equipment, passed or sent back.
Routine Checks
The work done on your treatment rooms and equipment, passed or sent back.
Stock
Retail on the shelf, the backbar, linen and amenities: what is on hand, what to reorder, stock received and scanned adjustments, with Inventory.
Stock
What is on the shelf and on the backbar, the linen and amenities, and what to order
| Product | SKU | Location | On Hand | Reorder At | Status |
|---|---|---|---|---|---|
| Óleo de Massagem Amêndoas, 1 LBackbar | BB-OLA-1L | Backbar | 14 | 6 | In Stock |
| Máscara de Argila Verde, 500 gBackbar | BB-MAV-500 | Backbar | 3 | 4 | Low |
| Roupão Branco, MRouparia | RP-BR-M | Rouparia | 22 | 12 | In Stock |
| Toalha de RostoRouparia | RP-TR | Rouparia | 9 | 30 | Low |
| Chinelo DescartávelRecepção | AM-CH | Recepção | 140 | 60 | In Stock |
| Sérum Calmante, 30 mlVitrine | RV-SC-30 | Vitrine | 2 | 5 | Low |
Closing Checks
The rooms closed for the night.
Add your people and give each job its screens
Your people, each person’s clinical clearance, their certifications and their screen sets, with Workforce.
Team
Who works here, when they work, how they are paid, and the screens each person sees
People and Invitations
Team
A person joins the business by an invitation they accept.
Certifications
Team
| Person | Certification | Kind | Issued by | Expires | Days left | Status |
|---|---|---|---|---|---|---|
| Dana Whitfield, NP | Nurse Practitioner LicenseDana Whitfield, NP · 12/01/2026 | Injector license | State Board of Nursing | 12/01/2026 | 21 | Expiring soon |
| Kai Morgan, RN | Registered Nurse LicenseKai Morgan, RN · 12/27/2027 | Injector license | State Board of Nursing | 12/27/2027 | 412 | Valid |
| Rosa Delgado | Laser Safety OfficerRosa Delgado · 05/17/2027 | Laser certification | Laser Safety Institute | 05/17/2027 | 188 | Valid |
| Brooke Tran | Esthetician LicenseBrooke Tran · 10/29/2026 | Esthetician | State Licensing Department | 10/29/2026 | -12 | Expired |
| Kai Morgan, RN | Bloodborne PathogensKai Morgan, RN · 12/14/2026 | Bloodborne pathogens | Safety Training Co. | 12/14/2026 | 34 | Expiring soon |
| Dana Whitfield, NP | CPR and First AidDana Whitfield, NP · 08/17/2027 | First aid | Heart & Life Training | 08/17/2027 | 280 | Valid |
The credentials each provider holds, which a treatment can require.
Approvals
Services
Who decides a booking request, money waiting on a decision and a treatment’s sign-off.
Screen Sets for Each Job
New Screen Set
The screens a person sees for one job here. Start from a template, or start blank, then choose its screens.
Spa owner, Spa manager, Spa receptionist, Provider, Spa attendant, Intake & Waiver Desk, Clinician, Treatment coordinator and Medical director, each with Today first.
Stations
Spa Front Desk
The same screen sets are starting points for a station, which includes Spa’s screens, with Station.
The desk and the treatment room on a phone
Today, Calendar, Register and Clients as tabs, and the day readable with no signal.
The Tab Bar
Today, Calendar, Register and Clients, with More opening the whole menu, and shortcuts to Today, Calendar, Register and New Appointment.
Home
At the Desk: Floor, Walk-Ins and New Appointment. In the Rooms: Add Photos, Charts, Routine Checks and Stock. The calendar opens on your own day if you work one, by time for the front desk.
Photos
Share photos to Spa and pick today’s appointment. They reach the chart only for a cleared person.
Add 3 photos to…
The photos go into the client’s chart, which only people with clinical access can open.
Notifications
Accept or Decline a request, Check In a client due or running late, and open the Calendar on a double booking.
When: jue, 12/11 15:00. With: Yaritza Almonte. Accept or decline it. Nothing is promised until you do.
AcceptDeclineWith: Carolina Peña. Guests: 2. Aniversario: pétalos de rosa en la Cabana Suite.
Check InNow expected at 11:40. Laura Fernández · CB-7R4D
Check In2 appointments are over capacity. When: mié, 11/11 16:00. With: Ocean Room 2.
Open CalendarNo Signal
With Keep Spa on This Device, Home, today’s arrivals, floor and line, the calendar, the till and every appointment and client opened stay readable, and the till keeps selling. Never Settings, the money pages or the clinical record.
Keep Spa here to read the day and your clients with no signal, when the WiFi drops between rooms. The Register keeps selling and sends each sale when the signal returns. Charts are never kept on a device. Checking a client in, booking and moving an appointment need a connection.
Keep Spa on this deviceYour day, the calendar, the till, and every appointment and client you open are stored in this browser, for you only. Signing out, or turning this off, deletes them.Spa is being kept on this device.Search and Install
Search finds appointments, clients, treatments, providers, a gift card by its code and retail products. Install Calisto from the user menu opens Spa inside Calisto.
What a client does from their own phone
Booking, signing and confirming happen on the client’s own pages, and the answers land in Spa.
Chemical Peel Consent
This treatment asks you to sign a consent before you book.
A medium-depth peel removes the outer layers of the skin. Redness, tightness and peeling for five to seven days are expected.
I have told the studio about every medicine I take and any history of cold sores, and I will tell them before my visit if that changes.
For four weeks I will keep out of direct sun and use SPF 50 every day.
Books Online
Aceites tibios y presión suave para soltar el cuerpo de pies a cabeza.
$1,150.00 · 60 minDeposit due now: $300.00ChooseLimpieza, exfoliación suave y mascarilla de ácido hialurónico.
$1,450.00 · 75 minCard held for $400.00, charged only for a no-show or late cancellationChooseExfoliación, envoltura de barro y masaje de cuero cabelludo.
$1,890.00 · 90 minDeposit due now: $500.00ChoosePiedras de basalto sobre la espalda, las piernas y las manos.
$1,750.00 · 90 minDeposit due now: $450.00ChooseTimes are in Central Standard Time.
On your booking page, with Sites. The intake form, the waiver at the version in force, a consultation first, what rules it out, and a deposit or card hold are asked before the appointment is written.
Signs
Neurotoxin Consent
4 fields to complete · about 2 minutesI consent to treatment with botulinum toxin A in the areas my provider and I agreed: glabella, forehead and crow’s feet.
I understand results appear over three to fourteen days and last about three to four months, and that bruising, headache and, rarely, a drooping eyelid can occur.
InitialsCRSign HereDate signed11/10/2026I will follow the aftercare sheetA waiver sent from the appointment, signed from its link, with Sign.
Confirms
One press on the portal’s Manage Booking card. The provider sees a check mark on the calendar card.
A Freed Time
A Time for You
Tidewater Hotel Spa, V&A WaterfrontWednesday, 11/11, 14:00Times are in South Africa Standard Time.1 personThis offer stands until Wed, 11/11 11:00Offered from the waitlist by WhatsApp or text when the client left a number, otherwise by email, on a page that names its time zone.
Joins the Line
Join the Line
Join the LineYour Place in Line
Your number27You are number 3 in lineAbout 20 minutesFrom their own phone, on the walk-in line’s page.
Their Passes
| Package | Visits Left | Visits | Status | Expires |
|---|---|---|---|---|
| Thermal Day Pass, 10 Visits | 6 | 10 | Active | 2027. 06. 12. |
| Massage Series, 5 Sessions | 3 | 5 | Active | 2027. 02. 16. |
| Couples Bath Evening, 2 Visits | 2 | 2 | Active | 2027. 01. 10. |
| Mud Therapy Course, 6 Sessions | 4 | 6 | Frozen | 2027. 04. 11. |
| Salt Cave, 8 Sessions | 1 | 8 | Active | 2026. 12. 03. |
Each pass and its visits left, on their portal, with Navigator.
What Messages Say
A message about an appointment gives its time and place, and leaves the treatment out.
Every report in one place
For the last 30 days, this or last month, this quarter, this or last year, or dates you pick, at every location or one. Your custom reports and the deliveries you schedule sit beside them.
Reports
Every report of this business, the reports you build and the ones emailed on a schedule
Appointments Overview
The period at a glance, and by month.
Appointments Overview
The period at a glance: appointments, clients, hours booked, no-shows, cancellations and revenue.
| Month | Appointments | Clients | Revenue | Per Appointment |
|---|---|---|---|---|
| 11/2026 | 208 | 147 | 24.960 € | 120,00 € |
| 10/2026 | 236 | 163 | 28.790 € | 121,99 € |
| 09/2026 | 214 | 150 | 25.890 € | 120,98 € |
| 08/2026 | 221 | 156 | 26.520 € | 120,00 € |
| 07/2026 | 207 | 149 | 25.110 € | 121,30 € |
| 06/2026 | 198 | 141 | 23.940 € | 120,91 € |
| 05/2026 | 226 | 158 | 27.380 € | 121,15 € |
| 04/2026 | 219 | 152 | 26.270 € | 119,95 € |
| 03/2026 | 231 | 161 | 27.950 € | 121,00 € |
| 02/2026 | 203 | 144 | 24.120 € | 118,82 € |
Every message Spa sends is a rule you switch
Messages to clients and the team start on. Fees, releases and plan reminders start off. Each is a rule in Automations.
Automations
Steps that run by themselves when something happens in your business.
| Automation | When | Then | Last 7 days | Last run | Status |
|---|---|---|---|---|---|
| Email each client who books online their confirmation | Online booking confirmed | Email the client their confirmation | 64 | 10/11 10:18 | Active |
| Tell the provider an hour before each appointment | Before or after an appointment | Tell the team the client is coming | 188 | 10/11 11:00 | Active |
| Tell the provider when their client checks in | Client checked in | Tell the provider the client is here | 176 | 10/11 10:58 | Active |
| Tell the team about every new appointment | New appointment taken | Tell the team about the appointment | 203 | 10/11 11:06 | Active |
| Send the agreement when a booking is taken | New appointment taken | Email the client the agreement | 52 | 10/11 11:02 | Active |
| Offer a freed time to the waitlist | A time came free | Offer the time to the waitlist | 9 | 09/11 16:35 | Active |
| WhatsApp the client before their treatment | Before or after an appointment | Send a WhatsApp template | 142 | 10/11 10:00 | Active |
| Tell the team when a client is running late | Client running late | Tell the team the client is late | 23 | 10/11 10:22 | Active |
| Tell the admins when a gift card is sold online | A gift card was sold online | Tell the admins about the gift card | 17 | 10/11 07:54 | Active |
| Remind the client their treatment plan is waiting | Treatment plan waiting for the client | Email the client that their plan is waiting | No runs | 03/10 09:00 | Paused |
| Charge the no-show fee | Client did not arrive | Charge the no-show fee | No runs | 30/09 18:05 | Paused |
| Release bookings nobody confirmed before they start | A booking still unconfirmed before it starts | Release a booking nobody confirmed | No runs | 12/10 08:00 | Paused |
Confirmations
Each client who books online gets their confirmation, and one who asks for an appointment hears their request arrived. On.
Automations
When an appointment a client booked themselves is confirmed, the client gets their confirmation email from your spa, with any deposit they paid. Never twice for one appointment.
The Agreement
Sent when a booking is taken. On.
Automations
When a booking of a service that names an agreement is taken (a consent, a waiver for this session), the person paying for it gets the agreement to sign by email, from your business. Once per booking.
A Freed Time
Offered to the waitlist. On.
Automations
When an appointment is canceled or moved and its time comes free, the first client waiting for that day whose window holds the time is offered it, with a link that books it in one tap. The message names the time and the place, never the treatment.
The Walk-In Line
Each waiting party gets a link to its place, and the next party a text when its turn comes. On.
Automations
The Provider
Told an hour before each appointment, and when their client checks in. On.
Automations
The Team
Told about a new appointment, a request, a cancellation, a double booking, a client running late, a no-show, a walk-in joining the line, a deposit paid, and a treatment that needs another first. On.
Automations
| Automation | Last 7 days | Status |
|---|---|---|
| Tell the team about every new appointmentNew appointment taken | 203 | Active |
| Tell the team when a client asks for an appointment onlineAppointment requested | 14 | Active |
| Tell the team when an appointment is canceledAppointment canceled in Spa | 19 | Active |
| Tell the team when a provider is double-bookedProvider double-booked | 2 | Active |
| Tell the team when a client is running lateClient running late | 23 | Active |
| Tell the team when an appointment is marked a no-showAn appointment was marked a no-show by itself | 4 | Active |
| Tell the team when a walk-in client joins the lineWalk-in party added | 41 | Active |
| Tell the team when a deposit is paidDeposit paid | 31 | Active |
| Tell the team when a treatment needs another firstBefore or after an appointment | 5 | Active |
A Gift Card Sold Online
The admins are told. On.
Automations
When a client buys one of your gift cards online (on your website or their portal) and the payment goes through, your owners and admins hear which card was sold, opening it. Once per card.
A Plan Waiting
The client reminded their treatment plan is waiting. Off.
Automations
When a treatment plan you sent a client is still unanswered after the days you set in Booking Rules, the client gets one email from your spa saying the plan is waiting, only if they agreed to hear from you by email, and never naming the treatment.
The No-Show Fee
Charged to the card held. Off.
Automations
When a booking is marked a no-show, by your team or by your no-show rule, the no-show fee your cancellation policy sets is charged: kept from a deposit they paid, or taken from the card held as a guarantee (never more than is held), or charged to the card they left on file for the booking.
Unconfirmed Bookings
Released before they start. Off.
Automations
A booking still unconfirmed 24 hours before it starts (a request not accepted, a hold not paid, a booking the customer never confirmed) is canceled so someone else can have its place, with the reason on it.
Recipes You Add
A reminder before a treatment and a recall when a client is due back, by text or WhatsApp.
Automations
Campaigns
A rule can send a campaign on Spa’s own triggers, with Campaigns.
Automations
Set the spa up without leaving Spa
One checklist, ticked by your own records, and Settings on one page.
General
Your business: its name, how it is reached, and how it looks.
Welcome to Calisto Spa. Set up your rooms, providers and treatments, the consents they ask, open online booking, bring in your clients and your team.
9 of 11 steps complete82%General
General
Your business: its name, how it is reached, and how it looks.
Business
Your business identity, address, language and currency, brand and working hours. Edit them here without leaving Spa; they write to your business profile and are shared across your apps.
- Business name
- Karura Massage Studio
- hello@karuramassage.co.ke
- Phone
- +254 20 765 4321
- Address
- Limuru Road, Gigiri, Nairobi
- Language
- English
- Working hours
- 08:00 to 20:00, Monday to Saturday
Business, Design, Sign-In and API Keys; which of Spa’s notices reach you, and how; and keeping Spa on this device for no signal.
Locations & Money
Locations & Money
Where you work, the currencies you sell in, and the taxes you charge.
| Location | Treatment rooms | Rooms |
|---|---|---|
| JardinsRua Oscar Freire, 812 | 6 | Sala 1 · Sala 2 · Sala 3 · Sala de Casal · Ofurô · Sala de Estética |
| Itaim BibiRua Joaquim Floriano, 466 | 5 | Sala 1 · Sala 2 · Sala 3 · Sala de Casal · Sala de Estética |
| MoemaAv. Ibirapuera, 2120 | 4 | Sala 1 · Sala 2 · Sala de Casal · Sala de Estética |
| PinheirosRua dos Pinheiros, 1037 | 4 | Sala 1 · Sala 2 · Sala 3 · Sala de Estética |
| Vila MadalenaRua Harmonia, 455 | 3 | Sala 1 · Sala 2 · Sala de Casal |
Locations, with the treatment rooms inside each; currencies, taxes and deposits.
Threads
Threads
How your team answers the people who reach your business lines: lines, hours, replies, and who answers.
| Line | Business Hours | Who Answers | Status |
|---|---|---|---|
| Spa ReceptionWhatsApp | 08:00 to 20:00 | Front desk on shift | Active |
| +27 21 555 0142Text | 08:00 to 20:00 | Front desk on shift | Active |
| Website chatWeb chat | 09:00 to 18:00 | Megan van Wyk | Active |
| spa@tidewaterhotel.co.zaShared mailbox | Every day | Ayesha Patel, Thandi Nkosi | Active |
| Hotel concierge deskText | Every day | Front desk on shift | Active |
Conversations, lines and business hours; replies, shared mailboxes and who answers.
Services
Services
Rooms and treatments
How a treatment is booked.
Booking rules, with the waitlist and the walk-in queue; cancellation, intake forms and chart templates; approvals.
Retail
Retail
How a client pays at the Register other than there and then: over time, or to their hotel room.
Invite the hotel: you get a code for its owner, who accepts it in Stays. Your till then finds a guest by room and surname, and the hotel bills them; you bill the hotel.
Invite a HotelPayment schedules and partner hotels.
Devices
Devices
The printers, card readers, scales, RFID readers and signing units your business uses
| Card Reader | Where | Last used | Status |
|---|---|---|---|
| Front Desk Reader | Recepción | 10/11 10:31 | Online |
| Boutique Reader | Boutique | 10/11 10:12 | Online |
| Cabana Suite Reader | Cabana Suite | 10/11 09:48 | Online |
| Pool Deck Reader | Hidroterapia | 9/11 18:20 | Online |
| Spare Reader | Oficina | 4/11 12:05 | Offline |
Printers, jobs and printer routing; card readers, scales, RFID readers and signing units.
Data Custody
Data Custody
Where your business’s data lives, who holds its keys, and what happened to it.
Where Your Data Lives
- Region
- European Union · Germany
- Database
- Calisto, Frankfurt
- Storage
- Calisto, EU Central
- Keys
- Held by Calisto, rotated every 90 days
- Last export
- 01.11.2026 · Requested by Katrin Lehmann
Where your data lives, its database, storage and keys; Activity, Requests & Export and the Residency Register, for the owner.
Grow Your Business
Grow Your Business
What businesses like yours add as they grow, and what is ready for you now. Each is its own product: open one to set it up.
What the Pro Shop suggests next for a business your size, each saying whether it is set up.
Talk to clients and take their calls
Clients’ conversations on WhatsApp, text, web chat and shared mailboxes arrive in Threads, and calls to your numbers ring in Dial, each its own app at its own price. Every conversation opens beside the client’s appointments.
Threads
Clients’ WhatsApp, text, web chat and shared mailboxes in one queue, each conversation beside the client’s appointments.
Threads
Dial
Calls to your numbers, with the caller’s appointments beside the call.
Dial
| Caller | When | Status |
|---|---|---|
| Claire BothaHot Stone Massage · Thu, 11/12 14:00 | 11:58 | Live |
| Room 412 · HughesCouples Massage · Tue, 11/10 15:00 | 11:42 | Answered |
| Lerato MokoenaSignature Facial · Wed, 11/11 09:30 | 11:20 | Missed |
| Pieter SmitSports Massage · Tue, 11/10 13:30 | 10:58 | Answered |
| Nadia JacobsRooibos Body Wrap · Fri, 11/13 11:00 | 10:31 | Voicemail |
| Grace NaidooSpa Day for Two · Sat, 11/14 10:00 | 09:47 | Answered |
| Fatima AdamsManicure & Pedicure · Tue, 11/10 16:00 | 09:15 | Answered |
Threads
Every channel, one connection.
The booking marketplaces guests find you on.
- Mindbody
- Acuity Scheduling
- ClassPass
- Fresha
- Reserve with Google
- Vagaro
Where Spa touches everything else.
2 of these 8 connections are in your plan today; the others are their own apps.
Bookings
A treatment is a reservation on the same engine that books a table, a room or a tour.
Shop
Retail in Spa is Shop’s in-person side: products, stock, the register and the cash drawer.
Sign
A treatment’s waiver is a Sign template; each signature records the version that was signed.
Forms
A treatment’s intake is a Forms form; its answers are filed in the client’s chart.
Proposals
A treatment plan is sent to the client as a proposal, priced from the treatments it names.
Registry
A spa membership is a Registry plan, with what it includes and its member discount.
Automations
A reminder before a treatment and a recall when a client is due back are rules in Automations.
Inventory
Backbar and retail stock, and the lots a recall traces, are Inventory’s.
No setup cost. Pay when you start using.
Treatments, rooms, the chart and the next visit, in one app.
Included With Your Plans
Your Core app shows everything your Commerce and Ops plans turn on.
Recommended for you
Works well together.
Calisto Bookings
Calisto Shop
Included With Your Plans
Your Core app shows everything your Commerce and Ops plans turn on.
Learn more →Calisto Sign
Calisto Commerce
Envelopes of one or many documents, sent to each signer in order, checked, chased until everyone signs, and sealed with a certificate anyone can verify.
Learn more →Calisto Forms
Calisto Proposals
Calisto Commerce
Designed proposals priced by a quote from your catalog, sent by email, text, WhatsApp or a link, then chosen, accepted, signed and paid on one link, with follow-up, change orders and analytics.
Learn more →Calisto Registry
Calisto Commerce
Your Core app shows everything your Commerce and Ops plans turn on.
Learn more →Calisto Automations
Calisto Ops
Rules that start from your Calisto apps, a schedule or a date and act across them all, every app’s automatic messages as rules, sequences that follow up until a person acts, and every run on record.
Learn more →Calisto Inventory
Calisto Ops
Your Core app shows everything your Commerce and Ops plans turn on.
Learn more →Calisto Ledger
Calisto Ops
Double-entry books set up your way, every Calisto app’s money posted to them, invoices and who owes, supplier bills read and matched, receipts as expenses, the bank reconciled, money held for others, and the statements your accountant files from.
Learn more →Core-Only Pricing →
For businesses that prefer not to pay a percentage.
Recommended for
The industries that run Spa, and what each of them runs it for.
Medical AestheticsAppointments & scheduling
Consultations and treatments booked with the provider, the room and the device
Medical Aesthetics on Calisto →Everything included in Calisto Spa.
- Home: today’s appointments by the clock, each opening its appointment
- Home counts appointments today, to confirm, walk-ins waiting, rooms booked, providers booked, rooms free now, couples and spa days not ready, waivers due this week, awaiting sign-off, checks due, prebooked today, due back, deposits held and takings today; each opens its list
- Day at a Glance: the huddle against your targets, Ready to Open, To Confirm, Couples & Spa Days, Before Their Visit, Appointments, Rooms, Who’s Working, Gaps to Fill, Walk-Ins, Rebook Before They Leave, No-Shows, Charts, Hotel Guests, To Answer and Money
- Mine or Everyone: a provider opens on their own day
- Arrivals, the Floor (each provider and room in use, the client, the treatment and how long is left; who and which room is free now) and Walk-Ins
- Close the Day: tips, the drawers, the figures and the sign-off
- A part of the day that could not be read shows as a dash, never a zero, while the rest stands
- Getting Started: rooms, providers and levels, treatments, waivers, deposits and cancellation, who reads clinical records, online booking, clients, paper waivers, Threads and the team, ticked from your own records
- The calendar by provider and by room: Day, Board and Working Hours
- A treatment holds its provider and one room from each group of rooms it can be done in, in your order or the room used least that day first
- A couples suite takes as many clients at once as its capacity
- Group bookings: couples, parties and spa days, each guest’s treatments together, each party opening its own page
- The waitlist for a full day, offered a freed time by WhatsApp, text or email
- Express Booking, and a quick New Appointment from Home, a gap on Today or a free slot on the phone’s calendar
- Appointments as a list, a calendar, a map and a ledger; Import brings appointments in from another system
- The appointment’s page: Details, Folio and Messages, the client beside it, its treatment record card, and Check In, Check Out, Take Payment and Book the Next Visit
- Clients confirm from their portal, and the calendar card shows a check mark
- Online booking on your website, with Sites: the treatment’s intake form, its waiver, a consultation first, what rules it out and a deposit or card hold, asked before the appointment is written
- Services: each treatment’s time, its price and time by provider level, the rooms it can be done in, its providers, add-ons, a rebook interval and a deposit
- What must come first: a consultation or a patch test, within the days you set
- What rules a treatment out: an intake answer or a chart alert; what a match does is your setting
- The credentials a treatment needs, and what a lapsed credential does
- A treatment’s medical waiver, its intake form and whether the medical director signs it off
- Categories, Add-Ons, Passes and Pass Holders
- Packages and spa days: several treatments in one booking at one price, placed back to back
- Rooms: treatment rooms, couples suites, wet rooms, consultation and aesthetics rooms, and the areas a day pass opens, each with its capacity and opening hours
- Providers at their levels, each with their own page; your own level ladder
- Renters: a room held by a rental plan for its term, settled on your books or the renter’s own
- Clients: New This Month, Due Back and Booked Ahead, each opening the client’s record
- The client’s record: Overview, Appointments, Clinical, Communications, Finance and Waivers, with Book an Appointment on every tab
- Intake Forms & Waivers: waivers due this week, who signed which version and how, what each service asks, and the waiver texts
- Waivers with Sign, at the version in force, asked again when the words change; New Paper Waiver records one signed on paper with its scan
- Intake forms with Forms; the answers go to the chart
- Send Waivers from the appointment
- Deposits & No-Shows: Charge the No-Show Fee, Release the Guarantee
- Clinical clearance: the owner always, and the people the owner clears in Team ▸ Clinical Access; an admin is not cleared by being an admin
- Every read and write, allowed or refused, recorded in the Activity log; Charts ▸ Access log and the chart’s Who Opened This Chart
- The chart: alerts, intake visits and treatment records with entries, the body map, products and their lots, photos, chart templates, the scribe, amendments and closing
- Notes drafted by the scribe on Calisto’s own servers and checked by a person
- Before and after photos, compared side by side; photos shared to Spa from a phone go to a client’s chart only through clearance
- Treatment plans sent to the client as a proposal, with Proposals
- Prescriptions written on the chart as a draft, then issued
- Sign-Off: the medical director signs off or sends back from the Approvals panel; Sign Off is never undone
- Lots: the backbar’s batches, with Inventory, and every client who received one
- Hosted in the EU as your processor; retention stamped per country; never kept on a device
- The same Charts, Sign-Off and Lots open in OrderFlow, behind the same clearance
- One register on the appointment’s folio: treatments and retail products on the same check, from the same stock
- Gift cards and custom amounts rung at the till; a note on the sale and on each line, printed on the receipt
- A discount for a way of paying, taken off once it is chosen
- The customer display, paired to the till
- Drawers, X and Z reports, and sales kept through a lost signal
- Send a payment link from the appointment
- Room charges for a hotel’s guests: the bill posted to their folio at the hotel, whether the hotel runs on Calisto or on its own property management system, and settled to the hotel’s house account
- Retail, with Shop: orders, returns, products and payment schedules
- Stock, with Inventory: on hand, reorder, receive stock, and scan and adjust
- Passes: treatments bought up front and used one at a time, with the visits left on the client’s portal
- Memberships, with Registry: members, plans, billing, pricing, what’s included, allowances and access zones
- Day Passes: what a day costs, the areas it opens, its hours and a daily limit; every pass issued
- Gift Cards: an amount, for anything or for the treatments you name, or one treatment paid whole; every card sold with its balance
- Promotions: off-peak and last-minute prices by the appointment’s own time
- Rebooking: clients due back by their treatment plan’s recall, their rhythm or the treatment’s interval, with Book, Call, Text and Prompt
- Commissions: what each provider earned, and their pay agreements
- Targets: service and retail sales, prebooked, providers booked and rooms booked, for each provider, each level and the spa, daily to annual
- Team, with Workforce: people, owners, invitations, clinical access, certifications and screen sets
- Starting screen sets: spa owner, spa manager, spa receptionist, provider, spa attendant, intake and waiver desk, clinician, treatment coordinator and medical director
- Stations open Spa’s screens, with Station; a screen set never grants clinical clearance
- Routine Checks, with Assure: opening checks, wet-area readings, room sanitation and closing checks, run from any phone, and inspections passed or sent back
- Maintenance, with Dispatch: requests, a list, a board, a calendar and recurring work; a work order on a treatment room keeps it out of service
- Reports: appointments overview, services booked, utilization and rebooking by provider and level, room occupancy, client retention, and the Register’s reports
- Automations: confirmations, the waitlist, the walk-in line and team notices on; plan reminders, no-show fees and releasing unconfirmed bookings off until you turn them on
- A client message about a treatment names the time and the place only, never the treatment
- Channels, with Sync: the booking channels a spa sells through, each connected once for every app, and the switch per channel on each treatment
- Grow Your Business: what the Pro Shop recommends for a spa or a clinic your size
- Today, Calendar, Register and Clients in the tab bar, and the whole menu under More
- Shortcuts to Today, Calendar, Register and New Appointment
- Installed inside Calisto, from Install Calisto in the user menu
- With no signal, Home, Today, the calendar, the till and every appointment and client opened stay readable, and the till keeps selling; never the chart
- Push buttons: Accept and Decline on a request, Check In on a client due or running late, Open Calendar on a double booking
- Calisto’s search finds appointments, clients, treatments, providers, a gift card by its code and retail products, never a figure and never the chart
- One Settings page: General, Locations and Money, Threads, Services, Retail, Devices and Data Custody
- Booking rules, cancellation, intake forms, chart templates and approvals
- Devices: printers, printer routing, card readers and payment terminals, scales and signing units
- Data Custody, for the owner: where your data lives, its database, storage, keys, activity and export
Questions about Calisto Spa
Spas and clinics: day and hotel spas, massage and skincare studios, thermal baths, wellness and recovery centers, med spas, aesthetic and laser clinics, and skin clinics. Either way, the day is treatments booked with the providers and the rooms that perform them.
Yes. A treatment names the rooms it can be done in, and the booking holds the provider and the first free room together. A couples suite takes two clients side by side; a single room takes one.
Calisto hosts it in the EU as your processor, kept apart from everything else by access. Only you and the people you clear can open a chart, every read and every change is recorded, and records are kept for as long as your country requires.
The waiver gets a new version. A client who signed the old one is asked to sign the new one at their next booking, and the record shows which version each person signed, when, and whether it was signed online or on paper.
To the client’s chart, not the booking. They are read only by the people you clear, like the rest of the clinical record.
No. The scribe drafts the note on Calisto’s own servers, and a person checks it before it goes on the chart.
Yes. A treatment can need the medical director’s sign-off. Once the record is closed, it waits in their Approvals until they sign it off or send it back.
Yes. Each product used is charted with its lot, and Lots lists every client who received it, so a recall finds them at once.
Yes. A course of treatments is a pass used visit by visit, a membership is a monthly plan with what it includes, a day of the facilities is a day pass, and gift cards sell at the desk and online.
Spa comes with the Commerce and Ops plans, or is bought on its own for one business, priced by appointments a month. The price box on this page reads it from the live catalog. The apps Spa opens into, such as Threads, Dial, Proposals and Sign, are priced in their own apps.
