Episcript builds spa management software around the way your outlets take bookings, roster therapists, sell packages and look after regular clients. Online and front-desk booking, treatment records, prepaid credits, memberships, counter sales and reminders all run on one client record, and AI features such as a WhatsApp booking assistant can be added in their own phase.
Built for day spas, beauty and aesthetic salons, massage centres and wellness centres, from one outlet to a multi-outlet group.
The client visit
Booking, check-in, treatment notes, payment or package redemption and the next reminder all work from one client record, which means the front desk, the therapist and the owner see the same history.
Front desk and clients
A busy Saturday shows where a spa's systems are thin: the phone ringing while a walk-in waits, a regular whose favourite therapist was booked by someone else, the reminder that never went out. These parts of the salon management system keep the counter and the client book in order.
Clients book a treatment, a therapist and a time from your website, while the front desk books phone and counter enquiries into the same schedule. The calendar is built on the same approach as our booking management software, with treatment durations, room needs and cleaning buffers set for every item on your menu.
A walk-in is fitted into the first gap a qualified therapist can take, without double-booking a room. When a booking is cancelled, the client at the top of the waitlist is offered the slot, and repeat no-shows are marked on the record so you can ask for a deposit next time.
Every client has one profile holding contact details, marketing consent, preferred therapist, product sensitivities, past treatments and what they bought. The therapist opens it before the session starts, which spares a regular client from explaining the same preferences all over again.
Confirmations and reminders go out by WhatsApp, SMS or email at the times you choose, say two days before and again on the morning. A facial course due again in four weeks prompts the client to book the next session, and the front desk sees who has not rebooked.
A short survey follows each treatment, and the scores sit against the therapist, the treatment and the outlet. A low score reaches the outlet manager the same day, while the client is still willing to talk about it.
Takings, treatments delivered, package sales, outstanding credits, room use and rebooking rates appear by day, therapist or outlet. Owners running a group of spas or salons on one system see every outlet side by side.
In the treatment room
A spa sells time in two scarce things at once: a therapist who can do the treatment, and a room with the right bed or machine. The roster records each therapist's shifts, leave and skills, and the schedule offers a slot only when both are free. Swap a shift or approve leave and the online calendar changes with it. The same rules come from our staff and resource scheduling software, built here into the spa system.
Commission is calculated as part of the spa system rather than in a spreadsheet at month end. You set the rules by treatment, product, package sale or target, and each therapist sees a running total.
Clients fill in the consultation form on a tablet at reception or through a link before they arrive, and sign consent for the treatment and for any photographs. The therapist records the products used, the settings and how the skin responded, then adds before-and-after photographs to the same record for the next session to compare against.
Aesthetic businesses where doctors prescribe, dispense or keep medical notes need clinical records of a different kind, which our clinic management system is built for.
At the counter
Prepaid packages are how most spas keep regulars coming back, and they are also where the arguments start. A client says she has three sessions left, the card in the drawer says two, and nobody knows who changed it. Here every package, credit and membership is a balance on the client record, drawn down at checkout and printed on the receipt.
Members get their rates and benefits from the same record. Where membership is a large part of the business, with tiers, renewals and member events, the system can share its data with our membership management system. Our guide to selling and tracking treatment packages and prepaid credits covers the rules worth settling before you build.
Treatment packages and courses
Prepaid credits and top-ups
Member accounts and tiers
Gift vouchers and promotions
Retail products on the same bill
PayNow, NETS and card paymentsAI capability
AI features for spa and salon management software work with information already held in your own client, booking and sales records. Each one is scoped with you, built in its own phase once the core system is running, and checked by your staff before a client sees the output.
AI answers availability and price questions on WhatsApp after hours and books the slot within your rules, using the live schedule. Anything it cannot handle passes to the front desk with the conversation attached.
Ask in plain words which package clients have not visited for two months, or which treatments sold best at each outlet last quarter, and get the answer from your own records rather than a report request.
AI drafts aftercare notes, package expiry reminders and messages to lapsed regulars from what is on the client record, in your own tone. Staff edit and approve each one before it is sent.
AI projects bookings by outlet, day and hour from past visits and the time of year, which helps you roster enough therapists for the weekend before a public holiday rather than discovering the gap on the day.
AI flags the patterns an owner would want to know about: a run of large discounts at one outlet, voided bills after closing, or package balances adjusted by hand without a clear reason.
When you move off paper, AI reads scanned client cards and handwritten package records, lifts the details into the new system and marks anything unclear for staff to check.
Buying decision
Packaged salon software is quick to start and suits many single outlets well. A custom build follows your own menu, package rules and outlets. If you are still at the shortlist stage, our guide on how to choose salon and spa management software in Singapore sets out the questions to ask any vendor.
Where a custom spa management system and a typical packaged salon product differ.
| Point of comparison | EpiscriptCustom build | Typical productPackaged salon software |
|---|---|---|
| Treatment menu and booking rules | Durations, rooms, machines, buffers and therapist skills follow your own menu | Set up within the booking settings the product provides |
| Packages, credits and memberships | Your own rules for expiry, sharing, top-up bonuses and use across outlets | Standard package and membership options, which suit many salons as they are |
| Therapist commission | Rules by treatment, product, package sale or target, as your scheme sets them | Calculated within the commission options the product offers |
| Several outlets | One client record and shared balances across outlets, organised as your group is | Multi-location support depends on the vendor and the plan |
| Payments at the counter | PayNow, NETS and cards through your own bank and terminals | Payment options and fees depend on the provider |
| Integration with your other systems | Built against the accounting, messaging and website tools you already run | Limited to the vendor's supported connectors or API |
| AI features on your own data | Scoped around your client and booking records and built in its own phase | AI capabilities are those the vendor provides |
| Cost model | Quoted as a project, with no per-user licence fee | Usually a monthly subscription that may vary by staff, outlet or plan |
| Changes after launch | The same team adapts the system as you add treatments, outlets or rules | Settings change at once, while larger changes depend on the vendor's roadmap |
| Speed to start | Needs scoping, design and a build before the first release | Usually faster to start, because the product already exists |
| Best fit | Groups and outlets with their own package rules, commission schemes, outlets or integrations | Outlets that can work comfortably within a standard product |
Swipe the table to see both columns
Module library
Choose a group to see what sits inside it. We build the modules your outlets need first and add the rest as the business grows.
The day's book, right before the first client arrives.
Every treatment with its duration, price, room type, equipment and the therapists qualified to perform it, shown online exactly as you write it.
Book two clients into side-by-side treatments, or a group for a bridal party, with the rooms and therapists held together.
Ask for a deposit on long or high-value treatments, or from clients with a history of no-shows, and apply it to the bill on the day.
Mark arrivals at the counter, see who is running late and print or display the day sheet for each therapist.
Regulars treated like regulars, by whoever is on shift.
Pressure, oils, room temperature and product sensitivities recorded once and shown to the therapist before every session.
Link family members so a parent can book for a teenager or share a package where your rules allow it, while each person keeps a separate record.
Signed forms, consent records and photographs stored against the client, with permissions deciding which staff may open them.
Clients sign in to book, see upcoming appointments, check package and credit balances and download receipts.
Every balance owed to a client, accounted for.
Warn clients before sessions expire, and let a manager extend a package with a reason recorded on the account.
See the value of unused sessions and prepaid credits still owed to clients, by outlet and by month of sale, for your accountant.
Track retail products and the consumables used in each treatment, with reorder levels by outlet and transfers between outlets.
A refund, a voided bill or a balance adjustment needs a reason and an approver, and all three appear in the day's closing report.
The right hands and the right room for every slot.
Record which treatments each therapist has been trained for, and the schedule never offers a slot to someone who cannot perform it.
Therapists request swaps and leave from a phone, managers approve them, and bookings affected by the change are listed for the front desk.
See booked hours against rostered hours for each therapist, and how often each room and machine is in use.
A monthly statement per therapist showing each treatment, product and package sale behind the total, ready for whoever prepares salaries.
Bring back the clients who have drifted away.
Find clients by last visit, treatment, spend, outlet or package status, such as everyone with sessions left who has not visited in two months.
Send birthday offers, seasonal promotions and win-back messages to a segment, with marketing consent checked for every client.
Award points on treatments and product spend, then let clients redeem them against a future visit.
Track who referred each new client and credit the reward automatically once the first visit is paid.
Each outlet runs its day, and the owner sees all of them.
Each outlet keeps its own hours, rooms, therapists, stock and takings, while clients keep one record and one set of balances across the group.
Therapists, front desk, outlet managers and head office each see the screens and records their role needs, and exports are limited to named users.
Every change to a booking, a bill or a client balance is logged with the user and the time.
Daily takings, package sales and credit movements pass to your accounting software, which removes the month-end retyping.
Connected systems
The spa system connects to the payment, messaging and accounting tools you already run, using their published APIs, and where a system has no API we agree a scheduled file transfer instead. A payment taken at the counter lands against the right bill, and a reminder goes out on the channel each client chose.
We confirm the exact list during scoping, once we know which bank, terminals and accounting software your outlets use.
Getting live
We release a spa management system in phases. Booking, client records, packages and billing come first, because an outlet cannot open its doors without them. Commission, campaigns, AI features and further outlets follow once the core is steady and your staff are comfortable with it.
The cost follows the scope: the modules in the first release, your package and commission rules, the number of outlets, the client records and balances to migrate, and the integrations required. The system can be hosted by Episcript or in your own environment, depending on the agreement, and our solutions are eligible for government grants.
We follow an ordinary day at one outlet, from the first booking to the closing report, then agree what the first release must cover.
Your front desk and a senior therapist review the booking screen, the client record and the bill before development starts, when changes cost least.
Treatment menu, schedule, client records, packages, credits and billing, built against your own price list and package rules.
We import clients, visit history, active packages and credit balances, then reconcile what each client is owed with your team before go-live.
One outlet goes live first, with staff trained on their own screens and us on hand for the first busy days.
Other outlets, AI features and new modules follow in their own phases, supported by a Singapore team that knows your build.
Common questions
Spa management software runs the day of a spa or salon from one client record: online and front-desk booking, therapist rosters, treatment notes, packages and prepaid credits, memberships, counter sales and reminders. In Singapore we build it for day spas, beauty and aesthetic salons, massage centres and wellness centres, from a single outlet to a group running several.
Many salons start on packaged salon software, which is quick to set up and suits a standard treatment menu. A custom system makes sense when your package rules, commission scheme, outlets or client records no longer fit its settings, or when you want bookings, credits and sales tied to your own accounting and messaging. We build around how your outlets actually work.
Each bill takes its lines from the treatment, any products sold and the client's account. A package session or prepaid credit is drawn down at checkout with the remaining balance printed on the receipt, and member rates apply automatically from the client's tier. Clients pay the rest by PayNow, NETS or card, and every manual change to a balance needs a reason and an approver.
Online bookings, phone bookings and walk-ins all land in one schedule showing each therapist and treatment room. A slot is offered only when a therapist trained for that treatment is rostered and a suitable room is free, with cleaning time set per treatment. Leave and shift changes update availability at once, which stops the front desk promising a slot nobody can serve.
The client record carries what a salon CRM needs: contact details and consent, preferences and sensitivities, every visit and therapist, package and credit balances, purchases and feedback. From it you can find lapsed regulars, send birthday or follow-up messages and see what each client has spent over time. Where you also run corporate accounts or sales campaigns, the system can connect to a custom CRM.
Aesthetic salons use it for bookings, consultation forms, consent records, before-and-after photographs, treatment packages and billing. Where doctors prescribe, dispense or keep medical records, our Clinic Management System is the better fit, because it is built around consultation notes and dispensing. A business offering both kinds of treatment can run the two systems on one shared client record.
AI features work with information already held in your own client, booking and sales records. Examples we build include a WhatsApp booking assistant, plain-language questions about your own data, drafted aftercare and package expiry messages, demand forecasts for rostering, checks on unusual discounts or balance changes, and reading paper client cards during migration. Each is scoped with you and built in its own phase.
The system can take payments by PayNow, NETS and card through your own bank and terminals, send confirmations and reminders by WhatsApp, SMS or email, and pass daily takings to accounting software such as Xero or QuickBooks. Each connection is confirmed during scoping against the tools you already use, and where a system has no usable API we agree a scheduled file exchange instead.
Cost depends on scope rather than on the number of staff: the modules in the first release, your package and commission rules, the number of outlets, the client records and balances to migrate, and the integrations required. We quote against an agreed specification after a scoping session, and there is no per-user licence fee as your team grows.
Our solutions are eligible for government grants, and a spa or salon system built around your own operations is the kind of digitalisation project the schemes exist to support. We talk through what your build involves and point you to the current guidance before you apply, as part of scoping the first release.
We import client details, visit history, active packages, prepaid credit balances and memberships from your current salon software or spreadsheets, then reconcile the balances with your team before go-live, because a client who is owed sessions must see the right number. Implementation time depends on the agreed scope, the outlets involved and the condition of the data, and we confirm the timeline once those are settled.
The system supports your PDPA obligations through role-based permissions, marketing consent records, activity logs and controlled access to client details and photographs. A therapist can read the notes for the clients on their own list that day without being able to export the client list, and every view or change is logged. Compliance also rests on your own policies, retention rules and staff practice.
Related builds
Rooms, equipment, facilities and staff appointments booked against live availability, with rules, reminders and deposits.
Read more Membership Management SystemTiers, subscriptions, renewals and member self-service, for businesses where membership is a large part of the income.
Read more Clinic Management SystemPatient records, consultation notes, dispensing and panel billing, for aesthetic and medical clinics with doctors on site.
Read moreNext step
Spa and salon owners usually know exactly where the day goes wrong: the therapist booked into two rooms at once, the package balance nobody can confirm, the regular who stopped coming in March without anyone noticing. Bring us your treatment menu, your package rules and the booking app or spreadsheet you rely on today, and we will show you how the system would handle them and what a first release would cover. We build and support it here in Singapore.
Prefer to talk it through first? Call 6581 3431.