SpaSphere makes it easy to book appointments for your clients directly from the admin dashboard. Whether a client calls in or walks through the door, you can schedule a new appointment in seconds and keep your entire team organized.

Why This Matters for Your Spa

Efficient appointment scheduling is the single biggest lever for spa revenue. Spas that use structured scheduling software reduce no-shows by up to 30%, and each missed appointment costs the average solo esthetician $85-150 in lost revenue. Beyond no-shows, a streamlined booking process means your front desk spends less time on the phone and more time creating great client experiences. SpaSphere's conflict detection and automatic end-time calculation eliminate double-bookings and scheduling errors that frustrate clients and cost you money. Over the course of a year, even preventing two scheduling mistakes per week can save a small spa over $15,000 in lost appointments and rework.

Key Capabilities

Book client appointments with a specific service, provider, and time slot
Create block times to reserve periods when a provider is unavailable
Quick-add new clients directly from the appointment form
Add internal notes to any appointment for your team
Receive conflict warnings when a time slot overlaps with an existing booking
Automatically calculate appointment end times based on service duration

Creating a New Appointment

Open the appointment form

Navigate to Appointments in the sidebar. Click the Add Appointment button in the calendar toolbar. On mobile, tap the purple floating action button in the bottom-right corner.

SpaSphere calendar toolbar showing the Add Appointment button — Click Add Appointment from the calendar toolbar, or tap the floating button on mobile.

Choose the appointment type

At the top of the form, select the appointment type. Choose Client Appointment for a standard booking, or Block Time if you need to reserve a time slot for non-client activities like breaks, training, or meetings.

Select a client

Use the searchable client dropdown to find the client by name. If the client is not yet in your system, click the New button next to the Client label to open the quick-add client form. The new client is created instantly and pre-selected for the appointment.

Client selection dropdown with search and quick-add button — Search for existing clients or quickly add a new one without leaving the form.

Assign a provider and service

Select the Member (provider) who will perform the service. Once a provider is selected, the Service dropdown updates to show only the services that provider offers. Choose the appropriate service for the appointment.

Pick a date and time

Use the date picker to choose the appointment day. Then select a start time from the time picker. The time picker respects your configured time granularity (15, 30, 45, 60, 75, or 90-minute intervals). SpaSphere automatically calculates and displays the appointment end time based on the selected service's duration.

Add notes and save

Optionally, enter any internal notes for the appointment. These notes are visible to your team and can include special instructions or client preferences. Click Save Appointment to confirm the booking.

Click directly on the calendar to save time

You can also create an appointment by clicking or dragging on a time slot directly in the calendar. The form will open with the date and time pre-filled for you. This shortcut is especially valuable during busy periods -- it cuts booking time roughly in half compared to manually selecting the date and time, helping your front desk handle walk-ins and phone calls faster.

Editing an Existing Appointment

To edit an appointment, click on the event in the calendar. The appointment modal opens with all details pre-filled. From this view, you can:

Change the client, provider, or service
Move the appointment to a different date or time
Update the internal notes
View the client's contact information (email and phone)

When editing an existing appointment, SpaSphere also provides tabbed access to the client's related information, including their appointment history, notes, SOAP notes, intake forms, orders, packages, and gift cards.

Edit appointment modal showing tabbed navigation for client history, notes, and forms — While editing, access the client's full history and records through the tab bar.

Conflict detection protects your revenue

If the new time overlaps with another appointment or block time, SpaSphere warns you and asks for confirmation before saving. You can choose to allow the overlap or pick a different time. This prevents accidental double-bookings that lead to client frustration, negative reviews, and lost repeat business.

Creating Block Times

Block times let you mark periods when a provider is unavailable for bookings. This is useful for lunch breaks, staff meetings, or personal time.

Select Block Time as the type

Open the appointment form and change the appointment type to Block Time.

Choose a provider and time range

Select the team member, then set both the Start Time and End Time for the blocked period.

Add an optional reason and save

Enter a reason for the block (e.g., "Lunch break" or "Staff training"). Click Save Block Time to confirm.

Block times prevent bookings and protect your schedule

Block times appear on the calendar as gray hatched blocks. Clients cannot book appointments during blocked periods on your public booking page. Using block times consistently for breaks and prep periods ensures your providers avoid burnout and deliver a higher quality of service throughout the day.

Blocking an Entire Day

You can block an entire day for one or more providers at once. Click the menu icon on any day column header in the calendar and select Block Day. In the Block Day modal, you can:

Select one or multiple team members (or use Select All)
Set the start and end times for the block
Optionally set up recurring weekly blocks
Choose to allow or prevent overlapping with existing appointments

How to Schedule Spa Appointments in SpaSphere