Hospitality

Massage and Wellness

Built for massage therapy and wellness businesses

You finish a deep tissue session, walk to the front desk, and the phone has six missed calls, two booking enquiries, and a gift voucher question. Every interruption is the cost of doing the admin yourself. We build the website, booking engine, and CRM that quietly handles all of it while your hands stay on the table.

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The owner-operator problem

Your hands belong on the client, not the keyboard

Massage and wellness owners in Australia are almost always solo or running a tight team of two to four. You are the lead therapist, the receptionist, the marketer, the bookkeeper, and the person who chases the gift voucher PDF at 9pm because someone wants to give it as a birthday present tomorrow morning.

The booking page is the first thing that breaks. Generic schedulers cannot handle therapist plus treatment plus duration in a way that protects your room and your back-to-back timing. You end up double-booked, or worse, with a 90 minute slot pencilled in for a 60 minute remedial.

Then there is the paperwork. Health intake forms scribbled on the table just before a session. No-shows that eat a third of your Tuesday. Repeat clients whose history lives in your head because the system you bought never quite saved it. HICAPS receipts that need the right provider number and item code so the client can claim through their health fund.

The usual fix is a stack of disconnected apps held together by your memory. We replace that stack with one website and one CRM, built around the rhythm of a treatment room, and we keep it running on a monthly retainer so you never touch the back end again.

What we build

Massage Therapy Booking Automation, end to end

We build the public website and the private engine that runs the business behind it. One system, one team, one monthly fee. Every piece below is shaped for solo and small team massage and wellness clinics, with the language, compliance, and rebate formatting Australian clients expect at the front desk and in their inbox.

Core build for massage and wellness

+Booking flow with therapist, treatment, and duration logic
+Automated health intake forms sent before the first visit
+SMS reminder sequence calibrated to reduce no-shows
+Repeat client treatment history visible in one timeline
+Membership packages with monthly maintenance billing
+Gift voucher sales, delivery, and redemption tracking
+Post-treatment care emails tailored to treatment type
+HICAPS and health fund rebate receipt formatting
+Therapist availability rules, breaks, and buffer times
+Waitlist capture for cancelled or rescheduled slots
+Mobile-first website designed for thumb booking
+Owner dashboard with daily, weekly, and rebate views

Recurring care

We hold the whole system on a monthly retainer. That means we adjust your treatment menu when you add a new modality, build a new voucher campaign before Mother's Day, update your HICAPS item codes when the schedule changes, and keep the booking engine talking to the CRM without you opening a single admin panel. You message us. We ship it. The clinic keeps running.

Inside the clinic day

How the system behaves between treatments

Monday morning a new client books a 60 minute remedial through the site. They pick you, they pick the treatment, the system shows only the slots that fit a 60 minute session with your 15 minute changeover. The intake form lands in their inbox within a minute, and a soft SMS reminder is scheduled for the morning of the appointment.

They arrive having already filled in their health history, current medications, and the spot between the shoulder blades that has been locking up since the move. You read the summary on your phone in the two minutes before they walk through the door, and the conversation starts where it should, on the table.

After the session the CRM logs the treatment, the pressure notes, and the areas worked. A post-treatment care email goes out that evening with hydration reminders and a gentle prompt to rebook for maintenance. If they are on the monthly membership, the next session is already pencilled in.

Friday afternoon the gift voucher queue from the week has processed itself. Three vouchers sold, two redeemed, one waiting on a delivery date. HICAPS receipts for the Wednesday remedial block are formatted with the right provider number and item codes, ready for clients to claim. The phone barely rang. That is the point.

Common questions

Before you brief us.

Can the booking engine handle multiple therapists with different specialties?

Yes. Each therapist has their own profile, their own treatment list, their own duration options, and their own working hours. A client booking a pregnancy massage will only see therapists qualified to deliver it, in the slots that fit the duration they need. If you run a team of two to four, the system protects each room and each diary independently, and the owner view shows the whole clinic at a glance. You can add or pause a therapist from a single message to us.

How do the SMS reminders actually reduce no-shows?

We build a reminder sequence calibrated for wellness bookings: a friendly confirmation when they book, a gentle nudge 48 hours out with a one-tap reschedule link, and a morning of reminder with the address and arrival notes. The reschedule link is the quiet hero, because clients who would have ghosted now move the slot instead of vanishing, and the empty time goes to the waitlist automatically. You see the no-show rate in your dashboard, not the gut feeling of a bad week.

Will the HICAPS receipts work for all the major Australian health funds?

We format receipts with the provider number, ABN, modality, item code, and date in the structure that funds like Bupa, Medibank, HCF, and NIB expect for member claims. The client receives the receipt by email after the session, ready to upload to their fund app. If you process HICAPS on the day through a terminal, the system still produces a matching record for your books. We update the item codes when the modality schedule changes, as part of the retainer.

What happens with gift vouchers, especially around busy seasons?

Vouchers are sold directly through the website with a custom value or a fixed treatment. The buyer chooses a delivery date, which matters for birthdays and Mother's Day, and the recipient receives a branded PDF with a unique code. When they book, the code applies at checkout and the balance is tracked against the original purchase. Expiry rules follow Australian Consumer Law, and the dashboard shows outstanding voucher liability so you know what is sitting on the books.

I already use a booking tool. Why move to a custom system?

Off the shelf tools are built for the average service business, which is why massage owners end up bending the workflow to fit the software. We build around your treatment menu, your room layout, your modalities, and your rebate paperwork. The website and the CRM are one system, not two that argue with each other. You also get a team holding it for you each month, so when the business shifts, the software shifts the same week, not in the next product release cycle.

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The engine