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

What you'll learn

• How to set up new staff-led experiences for guests

• How to configure pricing, tax, and online visibility

• How to assign the necessary staff, rooms, and equipment to an experience

When should I use this?

This guide should be used when adding any new treatment or service to your menu that requires a staff member to perform.

• Examples may include: Massages, Facials, Hair Services, or Staff-led outdoor activities like Archery.

• Key Logic: This setup ensures the system only allows a booking when a qualified staff member—and any required room or facility—is available simultaneously.

Note: For bookings that only require a space (and no staff), please refer to the guide for Creating New Facility Experiences.

Before you start

Before creating a new 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 know the exact duration and the specific resources (staff/rooms/equipment) required.

Step-by-step: Creating a Staff 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 to create a new experience record.

4. Complete the Experience Setup Form

• Name: Enter the name (e.g. Hot Stone Full Body Massage).

• Description: Enter a detailed explanation for the customer. This is guest-facing for online bookings.

• 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: Choose the correct requirement:

• Staff Appointment: Staff only (e.g. Hair Services).

• Staff & Room: Requires both a staff member and a room (e.g. Massages).

• Staff & Facility: Requires a staff member and a facility (e.g. Archery).

• 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. Click Save.
  

• 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). Click Save.
  

• Staff: Select the site to add all staff members, or click + to select individuals qualified for this specific experience. Click Save.
  

• Rooms / Facilities: Depending on your Appointment Type, select the specific rooms or facilities where this treatment can be performed. Click Save.
  

• Equipment: If this treatment requires specific limited equipment (e.g. Hot Stones), select the required items here. Click Save.
  

• Restrictions: Under the site options, set any RSI points or Medical Restrictions relevant to the treatment to ensure guest and staff safety.

7. Commit Changes

Click Save to commit all configurations. Your treatment is now created and ready to be booked in the diary and online.

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

• Detailed Descriptions: Use engaging language for descriptions to help drive online sales.

• Tax Accuracy: Always double-check tax settings before saving, as this impacts your financial exports.

• Capability Management: Ensure only qualified staff are ticked in the Staff tab to prevent bookings being assigned to untrained team members.