⏱ Estimated time: 5–8 minutes
👤 Role: Admin / Management

What you'll learn

• How to set up new experiences that do not require a staff member

• How to configure pricing, tax, and online visibility for facility-led services

• How to assign the necessary facilities to a new experience

When should I use this?

This guide should be used when adding any new experience or service to your menu that requires a physical space but does not require a staff member to be present.

• Examples may include: Afternoon Tea, Thermal Suite Access, Mud Rasul, or DIY Spa treatments.

• Key Logic: This setup ensures the system only allows a booking when the specific facility or service area has available capacity.

Note: For any services that require a therapist or team member to be present, please refer to the guide for Creating New Staff Experiences.

Before you start

Before creating a new facility experience, confirm:

• The Experience Category and Analysis Code have already been created in the Administration area.

• You have the final description and pricing ready, as these details will be displayed on your Online Storefront.

• You have already created the Facility where this experience will take place.

Step-by-step: Creating a Facility Experience

1. Open the Administration panel

Click Settings in the navigation menu to open the Administration area.

2. Navigate to Appointments

Select Appointments from the list of available administration options.

3. Add a new Experience

Click + Add New in the top right corner of the screen.

4. Complete the Experience Form

• Name: Enter the Experience Name (e.g. Afternoon Tea).

• Length: Enter the duration of the experience in minutes.

• Interval: Enter your standard diary interval (usually 10 or 15 minutes).

• Category: Select the relevant experience category.

• Analysis Code: Select the relevant code for financial reporting.

• Appointment Type: Select Facility Only.

• Sites: Tick the relevant site(s) where this experience is offered.

5. Save the Experience

Click Save to create the record. You can now complete the additional configuration tabs.

6. Configure Advanced Settings

• Settings: If multi-site, toggle "Same Settings for all sites" if applicable. Tick "Show Online" to make it bookable via the web, and ensure the correct Tax options are set for accurate reporting.
  

• Pricing: Enter the pricing. If you do not use Peak/Off-Peak rates, enter your standard price into all three options (Standard/Peak/Off-Peak).
  

• Facilities: Tick the site to add all facilities, or click + to individually select the specific areas where this experience can be completed. Click Save.
  

• Restrictions: Under the site options, set any Medical Restrictions relevant to the experience to ensure guest safety.

7. Commit Changes

Click Save to commit all configurations. Your experience is now created and ready to be booked in a service area without a staff member.

If you use the Ecommerce Platform, you will need to finalise online configuration and publish your new experience for it to show on the storefront. 

Best practice

• Online Descriptions: Since facility experiences (like Afternoon Tea) often have specific inclusions, ensure the description is very detailed for the end customer reading online. This will need to be added directly into your Ecommerce platform. 

• Capacity Management: Ensure the linked facility has the correct capacity set to prevent overbooking of the physical space.

• Tax Options: Double-check that the tax category aligns with the service type (e.g. Food & Beverage vs Spa Services) for correct financial exports.