The SpaSphere calendar is the central hub for your daily operations. It gives you a visual overview of every appointment, block time, and provider's availability in one place. Learn how to navigate between views, filter by provider, and use the AI-powered Daily Brief to prepare for each day.

Why This Matters for Your Spa

Your calendar is the operational heartbeat of your spa. A cluttered or hard-to-read schedule leads to missed appointments, underbooked providers, and wasted revenue. Spas that actively manage their calendar -- using filtered views to spot gaps and the Daily Brief to prepare for each day -- see measurably higher utilization rates across their team. Even a single unfilled 60-minute slot per provider per day can cost a spa $400-800 per week in lost revenue. With SpaSphere's provider filtering, color-coded availability, and AI-powered Daily Brief, you can identify open slots at a glance, prepare your team for upsell opportunities, and deliver a more personalized client experience that drives retention.

Key Capabilities

Switch between Day, 3-Day, Week, and Month calendar views
Filter the calendar to show one provider or all providers at once
See non-working hours shaded per provider with color-coded availability
View appointment details, payment status, and client info on hover
Use the Daily Brief for an AI-generated summary of each day's appointments
Navigate quickly between dates with Today, Previous, and Next controls

Calendar Views

SpaSphere offers four calendar views to match how you prefer to manage your schedule.

Choose your view

Use the view selector dropdown in the calendar toolbar to switch between views:

Day -- Shows a single day with 15-minute time slots from 7:00 AM to 10:00 PM
3 Days -- Displays three consecutive days side by side (default on mobile)
Week -- Shows a full Monday-through-Sunday week view (default on desktop)
Month -- A high-level overview of the entire month with appointment counts per day

Calendar toolbar view selector showing Day, 3 Days, Week, and Month options — Switch between views using the dropdown in the toolbar.

Navigate between dates

Use the left and right arrow buttons to move backward or forward through dates. Click the Today button to jump back to the current date at any time.

View appointment details

Hover over any appointment on the calendar to see a tooltip with full details: client name, service, provider (with avatar), date, time range, duration, internal notes, appointment status, and payment status.

Calendar event tooltip showing client name, service, provider, time, and status badges — Hover over any event to see the full appointment details without opening the modal.

Filtering by Provider

When your spa has multiple team members, filtering helps you focus on one provider's schedule at a time.

Open the provider filter

Click the provider dropdown in the calendar toolbar. It appears automatically when your team has more than one bookable provider.

Select a provider

Choose a specific provider to see only their appointments and block times. Select All Providers to return to the full team view.

Read the availability legend

When viewing all providers, a color-coded legend appears below the toolbar. Each provider has a unique color that shades their non-working hours on the calendar. This helps you quickly identify when each team member is available.

Provider availability legend showing color-coded indicators for each team member — The availability legend shows each provider's color. Shaded areas indicate non-working hours.

Visual cues help you spot revenue opportunities

Each appointment displays the provider's avatar in the top-right corner. Status indicators appear as small icons: a yellow clock for pending approval, a green checkmark for completed, and dollar-sign badges for payment status (blue for deposit paid, green for fully paid, orange for payment due). Use these cues to quickly identify appointments that still need payment collection -- recovering even a few unpaid appointments per week directly protects your bottom line.

Understanding Calendar Events

The calendar displays several types of events, each with a distinct visual style:

Client appointments -- Colored blocks matching the service color, showing the client name, service name, and time badge. A provider avatar appears in the top-right corner.
Buffer time -- Mint-green hatched blocks that appear after appointments when a service has buffer time configured. The tooltip shows the buffer duration.
Block times -- Gray hatched blocks with a "no entry" icon and the provider name. Hover to see the block reason and time range.
Non-working hours -- Shaded background areas indicating when a provider is off-duty, based on their configured availability schedule.

Buffer time prevents rushed service and protects quality

If a service has buffer time set (e.g., 5 minutes for room cleanup), SpaSphere automatically displays it as a separate event block after the appointment. Buffer time prevents back-to-back bookings, giving your providers the space to sanitize equipment, reset the treatment room, and greet the next client without feeling rushed. This small gap has a big impact on client satisfaction and review scores.

Using the Daily Brief

The Daily Brief is an AI-powered feature that gives you a comprehensive overview of each day's appointments with actionable insights for your team.

Navigate to the Daily Brief

Click Daily Brief in the sidebar under the Appointments section. The current day is selected by default.

Review the summary cards

At the top of the page, three summary cards show your total appointments, first-time clients, and upsell opportunities for the selected day.

Daily Brief header showing three stat cards for total appointments, first-time clients, and upsell opportunities — The Daily Brief header gives you a quick snapshot of what to expect for the day.

Expand appointment details

Each appointment card shows the service, duration, provider, client name, and contact information. Click on a card to expand it and reveal AI-generated details including:

Contraindications -- Safety alerts based on the client's intake form responses
Provider tips -- Personalized suggestions for the treating provider
Client summary -- A brief overview of the client's history and preferences
Key concerns and questions -- Conversation starters to improve the client experience
Product recommendations -- Suggested retail products with reasons
Upsell opportunities -- Additional services the client may benefit from
Recent visit history -- The client's last few appointments at a glance

Change the date

Use the date navigation arrows or the calendar date picker to view the Daily Brief for any day, past or future. Click Today to return to the current day, or click Refresh to reload the AI-generated insights.

Client segments drive smarter upselling

The Daily Brief labels each client with a segment badge: New Client, Returning, VIP, or At Risk. Use these to prioritize your attention and personalize the experience. For example, greeting a first-time client by name and referencing their intake form builds trust from the start, while identifying At Risk clients gives you a chance to re-engage them before they churn. Spas that act on upsell recommendations from the Daily Brief report adding $200-500 per week in additional service and retail revenue.

How to Manage Your Spa Calendar (Views, Filters & Blocks)