1. The booking system is divided into two main views: receptionist and staff views and systems.

Receptionist View

2. The receptionist view is concerned with the following functions: assigning clients to rooms, assigning therapists to clients, producing a treatment slip with necessary info (the receipt shown), “skipping” a therapist, adjusting time set if in case therapist and/or client is late for their appointment, set if a therapist has been specially “requested”, and request for back up therapists.

3. Concerning assigning clients to rooms: bed and/or table must be shown on the system as either “occupied” (colored, gray for male, pink for female) or “available” (white). A “common” room of, say, four beds must be of only one gender. So, if there is one male client at present, then the rest of the clients that can be admitted must be male. Exceptions are the following: if a common room is turned into a private room, a VIP room, or the 12-bed room on the third floor, where each row has three beds. For the latter, the rule applies only to each row. Thus, if there is one male client in a particular row, then the rest of the beds in that row must occupy male clients, and vice versa. Lastly, client “locker number” shall be shown on the occupied bed/table in the system (See Q: About the client “locker number” - what does this look like? Give me a sample).

4. Concerning assigning therapists to clients: therapists have designated “shifts” (see diagrams and Excel file). Thus, the day begins at 7:00 AM. A client schedules a massage at 7:00 AM. However, the massage will take place at 7:15 since a 15-minute period is allotted to set up the bed and/or room. This is constant for massage tasks that have ended. Whether there is a succeeding client or not, they must be set in order. Each “shift” is a period of time in which a particular set of therapists is able to render their services. While they are within this period (excluding those absent for various reasons or are in “skip” mode), they will be put in a “lineup” wherein they will be picked based on order afterwards. (Insert OS scheduling algorithms).

5. Concerning whether a therapist has been specifically “requested”. To clarify, when the day begins at 7:00 AM, assuming all therapists are in, and clients come in for their appointments, the receptionist may arbitrarily from the available pool of therapists within that “shift” choose a therapist to serve a client, and can also assign available rooms based on the aforementioned conditions (see #4). However, if a client specifically requests a particular therapist, and if that therapist is available from the pool, then that therapist is directly chosen by the receptionist, and thereby the particular therapist is marked especially for that request (See Q: Is there is special payment (in terms of commission. I know all therapists have commissions) for a therapist who is specifically requested as opposed to the ones arbitrarily chosen?). There are certain categories that shall be included whose function is to distinguish between a therapist who has been arbitrarily chosen and a therapist who was specifically chosen. ¹

6. Concerning skipping a therapist. A therapist can be marked as “skipped” by the receptionist upon finishing a service. The maximum allotted time for a skip is 30 minutes, a break of sorts. However, each therapist is given the option to, as it were, “skip” their “skip”, or to cancel their being skipped by the receptionist, ahead of the 30-minute period.

7. Concerning adjusting the time set in case the therapist and/or client is late for their appointment. It is the receptionist’s duty to adjust the time that is hardcoded into the system regarding appointment start and end times. To clarify, a massage occurs for a duration of time that is predetermined. Thus, a one-hour massage will occur for exactly one hour, and whatever the actual time elapsed or at what time the massage ended, it will be registered in the system as exactly one hour (unless the elapsed time is significant to warrant manually changing the time set in the system). Now, for instance, a client had scheduled an appointment for a massage that will begin at, say, 9:15 AM and end at 10:15 AM (assuming the massage they chose ends at exactly one hour). However, let’s say the client was late for their appointment. In this scenario, it is the duty of the receptionist to adjust the start and end time of the massage that was manually encoded. The point being that the system must admit flexibility and manual modifications of certain “hardcoded” variables.

8. Concerning the duration of massage, there are 14 types of massage that clients can choose from, and they all have varying durations that the system must take into account (see Excel file; See Also Q: Can a female therapist work with a male client, and vice versa?)

9. Concerning extending a massage. A client can request an extension of a massage for an hour or more. When this happens, it is the duty of the receptionist to manually alter this. This could be manually inputted, or a button can be made available to produce the extension. An exception to this is the massage for VIP clients. VIP massage is always for 2 hours (1 hour in the jacuzzi and 1 hour massage).

10. The culmination of the receptionist’s function is to create a treatment slip. That slip has various informations concerning the client and the transaction: their tsn number, name (?), locker number (?), name of the therapist they specifically requested (?), type of massage/package, time of transaction, etc. (See Q: Could you provide the specific details regarding the treatment slip and a sample of the receipt for reference and emulation, along with the cutoff report?). A major function of the booking system is to digitize this process, from stacks of papers to pure digital, exportable Excel sheets.

11. Apart from producing a treatment slip per transaction, the receptionist/manager also produces a report or summary per cutoff, that is, per shift. So, say, after the 7:00 AM to 5 PM shift, a report is produced that contains the commissions made during that shift, massages done, the number of times a therapist was specifically requested for, etc. (see #10). The point of the system is to digitize the creation of this report, which will be used for the “end” as well as the “monthly report”.

12. The culmination of each of the cutoff reports is the “end” report. Despite operating around the clock, Lasema does have an “end” of the day cutoff that usually commences between the end of the last shift and the beginning of the first shift for the next day (there is a space of time where there will be no shifts). Thus, this “end” report summarizes the information for each of the cutoff reports.

13. The monthly report, on the other hand, summarizes all the “end reports” made per day into a monthly all-in-one report.

14. A specific request of the client is to integrate a calendar system of sorts. Holidays are important for Lasema, that is, the days leading up to holidays (precipitating long weekends, for instance). Thus, including the holiday function can be useful for predictive analytics; See Also Q: Though I forget it - about the holiday function for analytics? Calendar system? (Low priority question)).

15. Though unimportant, it shall be noted that the common receptionist and the vip receptionist are distinct and separated. However, the client clarified that, in fact, all VIP requests are going to be made in the common receptionist area, so the POS or the system does not need to be at both receptionist booths at once.

16. Regarding commissions. We will not be taking the pay per hour into account. What will be taken into account in the reports is the commission of the therapist per service, which is also counted per hour. Thus, 100 pesos an hour, for a two-hour service, would net 200 pesos (See Q: What the default commission. Is the commission per hour or the service as a whole? Also, is the commission higher if a therapist is specifically requested?)

17. Regarding “backup” therapists. If the number of therapists within a specific shift (or overlapping shifts) is lacking relative to client demand, then to fill the demand, management will have to request “backup.” These backup therapist are paid by commission as well, and their names are to be recorded accordingly along with the standard staff in the reports. Only with the advent of the system must they be marked specifically as backup *See Q: Do backup therapists have a specific number like regular staff?**. It is important that the backup never appears in the lineup, though they may manually be inputted by the receptionist, thus appearing later on in the reports. (Differentiate the content between the cutoff report, the day report, and vs. monthly report.)

Staff view

18. Moving from the receptionist view, we get to the staff view. The staff’s view will be displayed on a screen (provided by Lasema) on which a list of names can be seen. The names of the staff members who are currently on their shifts are listed. Each display will be installed on the first floor in both the men’s and women’s staff areas. Once a therapist has been assigned to a client, the display will highlight the name, and a voice (AI text-to-speech) will utter a preset line, such as “[Insert name/therapist number] has been assigned to [insert task].” The idea for the voice callout came about since not all staff may be on the first floor, and may be residing on the second floor, which is the idea behind the speaker calling out the staff numbers. After being called, the therapist must acknowledge it by scanning their RFID card at the RFID card reader. If the RFID card fails (or is lost), the therapist can manually input their credentials (provided by management). However, the RFID swiping is the default. ²

Manager View

Admin View

Superadmin View