⏱ Estimated time: 3–5 minutes
👤 Role: Admin / Management

What you'll learn

• How to update descriptions, pricing, and tax for existing experiences

• How to manage staff, room, and equipment allocations

• How to expand an experience to additional sites

When should I use this?

Use this guide to keep your treatment menu up to date. This includes making changes to your service descriptions for the Online Storefront, adjusting pricing, or updating which team members are qualified to perform specific treatments.

• Key Logic: Updates made here will apply to all future bookings. Any bookings already sitting in the diary prior to these changes will retain their original settings (such as the price at the time of booking).

Before you start

Before amending an experience, confirm:

• Naming Policy: It is generally not recommended to rename an existing experience. If a treatment is changing significantly, it is best practice to make the old one inactive and create a new one.

• Online Impact: Remember that the Description and Pricing fields are guest-facing and some changes may need to be manually made via your Ecommerce Admin portal. 

Step-by-step: Managing Staff Experiences

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. Select your Experience

Locate the treatment you wish to amend from the list. Use the search options to narrow down the results if you have a large menu.

4. Update Experience Details

• Name: Update the name if required (note the recommendation in "Before you start").

• Description: Update the explanation. Ensure it is detailed for the end customer to read online.

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

• Category/Analysis Code: Update these if you have restructured your reporting or menu groupings.

• Sites: If you have opened a new property or want to offer this service at an additional location, tick the relevant site(s) here.

Note: The Interval and Appointment Type cannot be changed once an experience has been created.

5. Save Core Details

Click Save to update the primary experience details.

6. Update Additional Configuration

Navigate through the tabs to refine the setup:

• Settings: Update "Show Online" status or adjust Tax options to ensure correct financial reporting.

• Pricing: Update the rates. If you do not use Peak/Off-Peak pricing, ensure the standard price is entered into all three fields.

• Staff: Select the site to add all staff, or click + to individually select qualified team members. Click Save.

• Rooms / Facilities: Add or remove the physical spaces where this experience can take place. Click Save.

• Equipment: Update any specific equipment requirements (e.g. Hot Stone heaters). Click Save.

• Restrictions: Update RSI points or Medical Restrictions as required for safety and health compliance.

7. Commit Changes

Click Save to commit all updates. The experience is now updated for all future bookings.

Best practice

• Audit Pricing: Regularly review Peak and Off-Peak pricing to ensure your revenue strategy is correctly applied.

• Review Descriptions: Periodically refresh your online descriptions to keep your storefront looking professional and engaging.

• Inactive Status: If you stop offering a treatment, rather than deleting it, mark it as inactive to preserve your historical reporting data.

• Check Storefront: Ensure changes have been made on your Storefront for guests booking online.