Horecas Wellness · Spa and massage booking software

Schedule spa and massage bookings without clashes

Horecas Wellness is booking and scheduling software for hotel spas. It checks therapist skills and shifts, room availability and timing together, so your team works from one shared calendar for the day.

Request a Demo Watch the booking flow

CalendarToday · Thursday

Therapist utilisation 54%Illustrative screen · Sample data

MassageSkin careHammamReflexologyAwaiting approvalCompletedOff shift

Selin10:00–19:0061% booked

Mert11:00–20:0056% booked

Deniz09:00–17:0052% booked

Elif10:00–18:0047% booked

09:0010:0011:0012:0013:0014:0015:0016:0017:0018:0019:0020:0014:20

10:00–11:00Aromatherapy massageLavanta · Room 21411:30–12:30Swedish massageLavanta · Room 30513:00–14:002 guestsCouples massageSedir · Room 11815:00–16:30Deep tissue massage90 min · LavantaRoom 40217:15–18:15Awaiting approvalAromatherapy massageLavanta · Room 226

Off shift13:00–14:002 guestsCouples massageSedir · Room 118Scrub and foam11:00 · 45 min · Hammam14:30–16:00Deep tissue massage90 min · SedirRoom 309Scrub and foam16:30 · 45 min · Hammam18:00–19:00Awaiting approvalSwedish massageSedir · Room 415

Off shiftClassic facial09:30 · 50 min · DefneClassic facial11:00 · 50 min · DefneFoot reflexology12:30 · 45 min · Defne14:00–15:00In sessionHydrating skin treatmentDefne · Room 408Foot reflexology15:30 · 45 min · Defne

Off shiftScrub and foam10:00 · 45 min · HammamFoot reflexology11:00 · 45 min · SedirScrub and foam12:30 · 45 min · HammamScrub and foam14:30 · 45 min · HammamFoot reflexology16:30 · 45 min · Defne

Swipe sideways for more columns

Cards are coloured by treatment type and show the time, length, room and the guest’s room number. Switch the view between therapists and rooms. The staff screens are in Turkish; they are shown in English here so you can follow along.

Spa bookings for the sample day

Selin (10:00–19:00): 10:00–11:00 Aromatherapy massage, Lavanta, Room 214, Completed; 11:30–12:30 Swedish massage, Lavanta, Room 305, Completed; 13:00–14:00 Couples massage, Sedir, Room 118, Completed; 15:00–16:30 Deep tissue massage, Lavanta, Room 402, Confirmed; 17:15–18:15 Aromatherapy massage, Lavanta, Room 226, Awaiting approval
Mert (11:00–20:00): 13:00–14:00 Couples massage, Sedir, Room 118, Completed; 11:00–11:45 Scrub and foam, Hammam, Room 131, Completed; 14:30–16:00 Deep tissue massage, Sedir, Room 309, Confirmed; 16:30–17:15 Scrub and foam, Hammam, Room 220, Confirmed; 18:00–19:00 Swedish massage, Sedir, Room 415, Awaiting approval
Deniz (09:00–17:00): 09:30–10:20 Classic facial, Defne, Room 207, Completed; 11:00–11:50 Classic facial, Defne, Room 312, Completed; 12:30–13:15 Foot reflexology, Defne, Room 124, Completed; 14:00–15:00 Hydrating skin treatment, Defne, Room 408, In session; 15:30–16:15 Foot reflexology, Defne, Room 216, Confirmed
Elif (10:00–18:00): 10:00–10:45 Scrub and foam, Hammam, Room 303, Completed; 11:00–11:45 Foot reflexology, Sedir, Room 119, Completed; 12:30–13:15 Scrub and foam, Hammam, Room 410, Completed; 14:30–15:15 Scrub and foam, Hammam, Room 228, Confirmed; 16:30–17:15 Foot reflexology, Defne, Room 317, Confirmed

Booking flow

From request to confirmed appointment

Requests come in by QR code, on WhatsApp or at the front desk. Wellness finds a suitable therapist and room; once the team approves, the appointment is fixed in the calendar.

The therapist and room are held while the booking awaits approval. When the team approves, the appointment is confirmed and the guest is informed.

Horecas WellnessIllustrative screen · Sample data

Mert · Friday

12:0013:0014:0015:0016:0017:00

Scrub and foam · 12:00–12:45Swedish massage13:30–14:30 · LavantaAromatherapy massageConfirmed16:00–17:00 · Lavanta

Booking details

Time: Friday 16:00–17:00
Therapist · Room: Mert · Lavanta
Guest: Room 512 · 1 guest
Source: WhatsApp
Hold: Therapist and room held for 120 min
Decide by: Friday 15:00

Confirmed — guest notified on WhatsApp.

No therapist or room is booked twice for the same time

A free therapist does not mean the session can happen at that time. Before offering a slot, Wellness checks three things together.

Therapist
Qualified for this treatment and on shift, with no other session, leave or block at that time?
Room
Can the treatment be done in this room, is it under maintenance, is there turnover time after the previous session?
Pending requests
While a request awaits approval, its therapist and room are held for a set time and no other request can take them.

Pick a time

Aromatherapy massage · 60 min · Friday

Illustrative screen · Sample data

Times on Friday between 13:00 and 19:30. Available: 13:00, 14:30, 16:00, 16:30, 17:00, 18:30, 19:00. Other times have no therapist or room, or fall outside opening hours. 16:00 is selected; the session ends at 17:00, followed by turnover time until 17:15.

Shifts and specialities live in the calendar

Each therapist’s treatments, weekly shifts, leave and blocks are kept on their profile. The calendar only offers sessions that can really be delivered.

Weekly schedule

Illustrative screen · Sample data

Therapist and specialityMonTueWedThuTodayFriSatSun

SSelinMassage · Aromatherapy · CouplesMon10:00–19:0010–19Tue10:00–19:0010–19Wed10:00–19:0010–19Thu10:00–19:0010–19Fri11:00–20:0011–20Sat12:00–20:0012–20SunLeave

MMertMassage · Aromatherapy · Deep tissue · HammamMon11:00–20:0011–20Tue11:00–20:0011–20WedLeaveThu11:00–20:0011–20Fri11:00–20:0011–20Sat11:00–20:0011–20Sun11:00–20:0011–20

DDenizSkin care · ReflexologyMonLeaveTue09:00–17:0009–17Wed09:00–17:0009–17Thu09:00–17:0009–17Fri09:00–15:0009–15Sat10:00–16:0010–16Sun10:00–16:0010–16

EElifHammam and scrub · ReflexologyMonLeaveTue10:00–18:0010–18Wed10:00–18:0010–18Thu10:00–18:0010–18Fri10:00–18:0010–18Sat10:00–18:0010–18Sun10:00–18:0010–18

Weekly schedule
Therapist and speciality	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday	Sunday
Selin — Massage · Aromatherapy · Couples	10:00–19:00	10:00–19:00	10:00–19:00	10:00–19:00	11:00–20:00	12:00–20:00	Leave
Mert — Massage · Aromatherapy · Deep tissue · Hammam	11:00–20:00	11:00–20:00	Leave	11:00–20:00	11:00–20:00	11:00–20:00	11:00–20:00
Deniz — Skin care · Reflexology	Leave	09:00–17:00	09:00–17:00	09:00–17:00	09:00–15:00	10:00–16:00	10:00–16:00
Elif — Hammam and scrub · Reflexology	Leave	10:00–18:00	10:00–18:00	10:00–18:00	10:00–18:00	10:00–18:00	10:00–18:00

Therapists see their own schedule in the calendar, but not guests’ phone numbers or notes.
Guests can state a preference for the therapist’s gender: no preference, female or male.
Times outside a shift are never offered; when needed, a manager can schedule a therapist after their shift by recording a reason.

Clash checkLeave entry · Elif · Saturday

2 sessions affected

11:00Scrub and foamSuggestion Mert · same time
14:00Foot reflexologySuggestion Deniz · same time

Entering leave does not delete existing bookings; up to three suggestions are offered for the affected sessions.

Every treatment is planned in a room that suits it

Which treatment can take place in which room, the turnover time between sessions and maintenance blocks are set once, and the calendar follows those rules.

Spa plan · 14:20

Illustrative screen · Sample data

LavantaMassage roomFreeNext 15:00
SedirCouples roomFreeNext 14:30
DefneTreatment roomIn sessionHydrating skin treatment · 14:00–15:00
Hammam3 stationsFreeNext 14:30
SaunaFacility use3 / 8 guests
Steam roomFacility useMaintenanceBlock ends 16:00

Rooms matched to treatments: You choose which treatments each room can host; unsuitable rooms are never offered.
Turnover time: Time is added between sessions so the room can be cleaned and prepared.
Maintenance and cleaning blocks: A room can be closed for set hours, and no appointments are given in that window.
Sauna and steam: No therapist is assigned; the number of guests using the space at once is tracked.

Session formats

Classic1 therapist · 1 guest
Couples massage2 therapists · 2 guests
Four hands2 therapists · 1 guest

Connected to Concierge

WhatsApp requests land with the spa team

At hotels using Horecas Concierge, guests ask for a spa appointment on WhatsApp. The request joins the approval list in Wellness, and once the team approves, the guest is told in their own language.

Turkish-language example conversation on the Horecas WhatsApp line: a guest asks whether the spa is open today. The reply gives the spa’s hours as 08:00 to 20:00 and offers an aromatherapy massage at 18:00. The guest picks 18:00; a 50-minute aromatherapy massage is reserved, and the guest is told they will hear back once the appointment is ready.

What the spa team sees

Bookings

WhatsAppConfirmed
Today 18:00 · Aromatherapy massage
Room 506 · 1 guest
Length
50 min
Requested
10:30
Decide by
Today 17:00
Confirmed — the guest is told on WhatsApp.
Today 17:15Aromatherapy massageRoom 226 · 1 guest
Today 18:00Swedish massageRoom 415 · 1 guest

A booking is final only once the spa team approves it; the assistant confirms it to the guest after that.
Change and cancellation requests land in the same list, and the existing appointment stands until the team decides.
Messages to guests never include the therapist’s name.

Explore Horecas Concierge

A day at a glance

The day’s schedule and utilisation in one view

The day view shows bookings, approvals waiting, completed sessions and the number of guests expected. The utilisation figures are an example calculated from session and shift times in the calendar.

Thursday · 14:20Sample data

Bookings: 19
Awaiting approval: 2
Completed: 10
Guests expected: 20

Last 7 days

Spa bookings per day

21Fri
27Sat
25Sun
14Mon
16Tue
15Wed
19Today

137 bookings in 7 days

Therapist utilisation

Session minutes ÷ shift minutes

Selin61%330 / 540 min
Mert56%300 / 540 min
Deniz52%250 / 480 min
Elif47%225 / 480 min

Team average 54% · 1105 / 2040 min

Room utilisation

Session minutes ÷ spa opening hours (09:00–20:00)

Lavanta41%270 / 660 min
Sedir39%255 / 660 min
Defne45%295 / 660 min
Hamam34%225 / 660 min

Sample data. Figures are calculated from the sample calendar on this page and do not represent your hotel’s results.

Your spa’s set-up in five steps

You set up Wellness together with the Horecas team. Once everything is defined, automatic therapist and room assignment switches on; you can also run the calendar manually.

Opening hours
The spa’s weekly opening and closing times, closed days and special dates.
Treatments
Each treatment’s guest-facing name, length, price and type.
Rooms
Which treatment takes place in which room, turnover time and blocks.
Team and profiles
Therapists’ qualifications, shifts and leave, and a personal PIN for the front-desk tablet.
Booking rules
Hold time, decision deadline, assignment rule and automatic or manual calendar.

About Horecas Wellness

We also describe the day-to-day problems in spa operations and how to solve them.

Spa and Massage Operations

What does Horecas Wellness cover?

It manages spa and massage bookings, therapists’ working hours and specialities, treatment rooms and the daily and weekly calendar. It takes the request, finds a suitable therapist and room, and confirms the appointment once the team approves.

Where do booking requests come from?

Three places: a time the guest picks with a QR code, a request sent on WhatsApp through Horecas Concierge, and a booking made at the front desk. They all land in the same list.

How do Wellness and Concierge work together?

Calendar, therapist and room planning run in Wellness. Guests asking for a booking on WhatsApp, and receiving approvals, changes and cancellations there, goes through Concierge; guests who book by QR code follow their booking on their own tracking page. We agree with you in the demo which products to start with.

What happens if a therapist goes on leave or a room needs maintenance?

When leave or a block is entered, the affected sessions are listed along with up to three suggestions. Existing bookings are not deleted; the team applies a suggestion or reschedules the session.

How are couples and group bookings planned?

A session can have up to two therapists: two therapists for two guests in a couples massage, or two therapists for one guest in a four-hands treatment. Groups of three or more are split into separate sessions.

Can we manage the calendar ourselves instead of automatic assignment?

Yes. Calendar management can be set to manual. The system then does not suggest times; requests arrive unassigned and the team chooses the therapist and room.

Do guests see the therapist’s name?

No. Approval, change and cancellation messages to guests never include the therapist’s name. Guests can only state a preference for the therapist’s gender.

How does the spa team use Wellness?

Manager, front desk and therapist roles are separate; approvals, team changes and rule settings are available by role. On the registered shared tablet at the front desk, each team member uses their own 4-digit PIN; therapists see their own schedule in the calendar.