CRM for day spas
Spa CRM software for calm days and full treatment rooms
Guest preferences, pressure notes, contraindications and package history in one record. Your AI manager answers inquiries quietly in the background while your therapists stay with guests.
CRM included in every plan, from $39/month. AI manager included.
New inquiry
Treatment options sent
Deposit requested
Booked
Quick answer
What should spa CRM software do for a day spa?
Good spa CRM software remembers each guest's preferences and health notes, books treatments by therapist, sells packages and brings guests back. Clientager stores pressure preference, allergies and contraindications on every guest, puts treatments and therapists on one calendar, and sends deposit links for couples and group bookings. Its AI manager answers calls and messages 24/7 and books treatments into the CRM. Plans start at $39/month.
Built for day spas and wellness spas
Your Spa CRM comes set up with the stages and fields day spas and wellness spas actually use. Change anything, add your own.
Pipeline stages
- New inquiry
- Treatment options sent
- Deposit requested
- Booked
- Won
What each record holds
- Pressure preference
- Preferred therapist
- Allergies and oils to avoid
- Contraindications and health notes
- Favorite treatments
- Packages purchased
- Special occasions
- Last visit date
- Group or couples booking notes
Guest records with intake notes
Keep pressure preference, oils to avoid, pregnancy or injury notes and the therapist they liked. Custom fields let you add anything your intake form asks, so the therapist reads it before the guest walks in.
Treatments by therapist on one calendar
Massages, facials and body treatments show with therapist and duration on a week view. The desk can see where a 90-minute slot fits before offering it to a guest.
Packages and treatment menu
Load single treatments, spa day packages and add-ons into the catalog. Build a quote for a group or couples day in a minute, with tax and discount applied.
Deposits for couples and group days
Send a pay-by-link deposit through your own Stripe, Razorpay or PayPal account. The quote and invoice mark themselves paid, and the booking moves to Booked on the pipeline.
Occasion and group inquiries pipeline
Bridal parties, birthdays and corporate wellness days go through a simple pipeline. You see which groups have a quote out and which deposits are still open.
Smart lists for quiet weeks
Save lists like facial guests not seen in 6 weeks or guests with a birthday this month. Send a templated SMS or email to fill quiet weekdays.
Reports for owners
Track bookings, revenue collected, inquiries by source and how many after-hours inquiries the AI manager handled. Therapists on staff roles never see revenue or payments.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Answers without interrupting treatments
Phones in a spa should not ring through a massage. Your AI manager picks up calls, WhatsApp, SMS and chat 24/7 and handles the booking.
Asks the intake questions
It asks about pressure, allergies and any health conditions, then saves the answers to the guest record before the visit.
Quotes and deposits for groups
For a couples or group day, it logs the inquiry in the pipeline and sends the deposit link so the booking is secured.
Hands sensitive questions to a person
Medical questions or complaints go to a manager with a callback task, so a human makes the call.
Suggests the next visit
Each guest shows an AI summary of past treatments and a suggested next step, like offering a follow-up facial four weeks after the last one.
How a spa runs on Clientager
- 01
An anniversary inquiry arrives
A guest messages on WhatsApp at night asking about a couples massage. Your AI manager answers, suggests two package options and logs the inquiry.
- 02
Deposit secures the slot
The guest picks a package. The AI manager sends the deposit link and books both therapists once it is paid.
- 03
Intake before arrival
Pressure preference and allergies are saved to each guest record. The therapists read them that morning.
- 04
After the visit
An aftercare email and review request go out automatically the next day.
- 05
Coming back
Sixty days later, a rebooking text offers their favorite treatment, and the AI manager handles the reply.
Automations ready to switch on
- When A treatment booking is completed→ Send a thank-you email with aftercare tips and a review link the next morning
- When A guest has had no visit for 60 days→ Send a rebooking SMS with their favorite treatment
- When A group quote is accepted→ Move the deal to Deposit requested and send the pay-by-link
- When An invoice for a deposit is paid→ Move the deal to Booked and create a task to prepare the room setup
- When A new contact is tagged couples→ Create a task to confirm both guests' intake notes 2 days before
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Intake forms sit in a binder that therapists rarely see
- The phone rings through treatments or goes to voicemail
- Group deposits are tracked on a notepad
- Guests who loved a treatment never hear from you again
Clientager Spa CRM
- Intake notes on the guest record before every visit
- Calls and messages answered and booked 24/7
- Deposits sent by link and marked paid automatically
- Rebooking texts based on each guest's last treatment
A spa CRM that protects the guest experience
Spa CRM software should feel invisible to the guest. They should arrive and find that the therapist already knows their preferred pressure, the oils they avoid and the shoulder injury they mentioned last time. Clientager keeps all of that on one guest record, with every past treatment, message and payment on a timeline. Therapists can check it on a phone in the treatment room before the guest arrives, and add notes after.
The other half of the experience is quiet. A spa phone ringing during a massage breaks the mood, and a voicemail at night is a lost booking. Your AI manager answers calls, WhatsApp, SMS and web chat at any hour. It asks the intake questions, checks therapist availability on the calendar and books the treatment, then writes the answers into the CRM.
Packages, couples days and group bookings
Couples massages, bridal parties and corporate wellness days bring in the biggest tickets and the most back-and-forth. Clientager gives them their own pipeline: New inquiry, Treatment options sent, Deposit requested, Booked and Won. Build a quote from your treatment menu and packages, add a discount, and send it with a secure pay-by-link through your own payment account. Each guest in the group can still have their own record and intake notes.
When the deposit is paid, the invoice updates itself and an automation can move the deal forward and create a setup task for the team. You always know which group days are confirmed, which deposits are open and what revenue is on the books for the month. Staff roles let therapists see their bookings and guest notes without seeing payment details, billing or revenue.
- Quotes from your treatment menu and packages
- Deposit links through Stripe, Razorpay or PayPal
- Pipeline view of every group and couples inquiry
- Setup tasks created when a deposit is paid
Bringing guests back without discounting
Most spa guests visit for an occasion and then drift. A short, personal nudge brings many of them back without a deep discount. Clientager can send a rebooking text a set number of days after a treatment, mentioning the treatment they had. Smart lists let you find guests with a birthday this month or facial guests who have not been in for six weeks, and message them from saved templates.
Reports show what is working: bookings by week, inquiries by source, revenue collected and how many conversations the AI manager handled after hours. Owners can see whether a quiet Tuesday campaign filled rooms. The AI insights on each guest add a suggested next step, so the desk always has something useful to offer when a guest calls, even if they have never met that guest before.
Questions about the CRM
How is a spa CRM different from an AI manager?
The spa CRM is the system of record: guest profiles, intake notes, treatments, packages, invoices and reports. The AI manager is the assistant that answers calls and messages, asks intake questions, books treatments and sends deposit links. In Clientager the AI manager writes straight into the CRM, so nothing has to be copied over by hand.
Can I bring my guest list over from my current system?
Yes. Export your guests to a CSV from your current booking system or spreadsheet and import it. Clientager detects duplicates during import, and you can merge any it finds later. Map columns like preferred therapist or allergies to fields so the history comes across.
What can therapists see when they log in?
Therapists on the staff role see guest records, intake notes, bookings and their tasks. They do not see payments, billing or revenue. Owners and managers see everything. Starter includes 2 logins, Growth 5 and Scale is unlimited, so larger spas can give every therapist access.
Can the CRM handle couples and group spa bookings?
Yes. Group and couples inquiries go into their own pipeline. You build a quote from your treatment menu, send a deposit link, and the deal moves forward when the deposit is paid. Each guest can have their own record and intake notes.
Will the AI manager ask about health conditions?
It can ask your standard intake questions, such as allergies, pregnancy or recent injuries, and save the answers to the guest record. Anything that needs a professional judgment is passed to a manager with a callback task rather than answered by the AI.
What does Clientager cost for a spa?
Every plan includes the CRM, and plans start at $39/month. You can see it set up for a spa in a live demo. If it is not right for your spa, you can get a refund before your AI manager goes live and starts answering guests.
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