A bride-to-be's friend is organising a spa day for eight people. She sends an enquiry: "Hi, can we book a spa day for a hen party in June?" The spa replies asking for the date. She replies. The spa asks about treatments. She checks with the group and replies three days later. The spa says the chosen date is now full. The process starts again.
Group spa bookings are valuable, but the back-and-forth can lose them. This playbook sets out how to capture everything at the start.
Step 1: publish group packages
Organisers find it much easier to choose from clear packages. A group package page should show what is included, the minimum and maximum group size, the price per person, what the spa can add, and deposit and cancellation rules. Clear package details for individual guests are covered in spa day enquiries that need answers before booking.
Step 2: know what you need
For a group booking, capture:
- Number of guests
- Preferred date and an alternative
- The occasion, such as a hen party, birthday or corporate day
- Package or treatments of interest
- Whether guests want to be treated at the same time
- Dietary needs for lunch
- Whether anyone is pregnant or has health conditions to discuss
- The organiser's name and contact details
Step 3: ask for an alternative date
A second date avoids a whole round of emails if the first is full. It is the single most useful extra question for group bookings.
Step 4: capture at the moment of interest
Organisers often plan in the evening after checking with friends. SpideyChat for spas and wellness centres answers questions about packages from your own pages at any hour and captures the full group brief for the spa team.
Organiser: Can we book a spa day for eight people for a hen party in June? Assistant: Lovely. The group packages page explains the options for groups of six to twelve. So the team can check availability, could you share your preferred date and an alternative, which package you're interested in and whether anyone has dietary needs?
Step 5: confirm quickly
Group organisers are juggling several people. A quick confirmation, with the deposit request and a summary, lets them lock it in. Restaurants see the same pattern with large groups, described in large group bookings and the details nobody captures.
Step 6: collect individual details
Once confirmed, the spa usually needs each guest's treatment choice and health notes. A simple way for the organiser to share these, and a clear deadline, prevents last-minute chaos.
Step 7: couples bookings
Couples bookings are smaller but have their own questions: whether treatments can be side by side, whether there is a couples' room, and whether packages can be personalised for anniversaries. Answering these on the website helps couples book without emailing.
Step 8: follow up after the day
A thank-you to the organiser, with a note about returning or booking for another occasion, turns one group into repeat business. Salon-style follow-ups are covered in AI receptionist for beauty salons, and service businesses like garages use the same repeat-booking habit, described in AI receptionist for garages and servicing.
Setting up group capture
Write a group packages page, then set the assistant to ask the group questions above. The guides to installing the widget and training your bot explain the setup.