Spa / massage (appointment) software, built around HIPAA, E&O and gift cards & stored-value packages

Arkathos gives a spa a workspace tailored to how the work actually runs — This workspace is built around filling every therapist hour with booked, rebooked, and reviewed treatment appointments. Arkathos tailors a spa workspace around 5 agents: Quartermaster, Sentinel, Treasury, bulletin-board, Herald.

Compliance a spa can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a spa, with renewal cadences and staged reminders so nothing lapses.

• A spa must maintain a Massage Therapist License (LMT/LMBT), through the State Board of Massage Therapy (state licensing authority), which renews every two years.
• The Massage Therapist License (LMT/LMBT) carries a continuing-education requirement of 24 hours every two years (2h Ethics, 22h General massage therapy / clinical).
• A spa must maintain a Board Certification in Therapeutic Massage & Bodywork (BCTMB), through the National Certification Board for Therapeutic Massage & Bodywork (NCBTMB), which renews every two years.
• The Board Certification in Therapeutic Massage & Bodywork (BCTMB) carries a continuing-education requirement of 24 hours every two years (3h Ethics, 21h General massage therapy / clinical).
• A spa must maintain a CAMTC Certification (California), through the California Massage Therapy Council (CAMTC), which renews every two years.
• A spa must maintain a CPR / Basic Life Support (BLS) Certification, through the American Heart Association / American Red Cross, which renews every two years.
• A spa must maintain a Human Trafficking Prevention Training, through the HHSC-approved provider (Texas Health and Human Services Commission) / state-approved provider, which renews every two years.
• A spa must maintain a Massage Establishment License / Permit, through the Local city/county licensing authority (or state board), which renews every year.
• A spa must maintain a Professional Liability / Malpractice Insurance (E&O), through the Private insurer, which renews every year.
• A spa must maintain a General Liability Insurance, through the Private insurer, which renews every year.
• A spa must maintain a Cyber Liability Insurance, through the Private insurer, which renews every year.
• A spa must maintain a Workers' Compensation Insurance, through the State workers' comp system / private insurer, which renews every year.

Everything Arkathos runs for a spa

These are the agents set up first for a spa — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored spa workspace

These are net-new, spa-specific capabilities — not a generic CRM bolted onto your industry.

• Gift cards & stored-value packages (Mint Warden): Sell and redeem gift cards and prepaid spa packages as deferred-revenue liabilities with redemption draw-down, balance lookup, expiry, and low-balance alerts. Gift cards are a massive spa revenue line and Treasury today only books one-off invoices.
• No-show protection / deposit-to-book (Quartermaster): Card-on-file at booking with auto-charge of a cancellation/no-show fee per policy window. A no-showed 90-minute massage is unrecoverable revenue; booking + reminders exist but enforcement does not.
• Prepaid session-package / membership draw-down (Treasury): Sell '5-massage' packages and monthly membership credits, recognize revenue per visit, and show sessions-remaining at check-in. Requires the recurring/membership billing engine.
• Per-client treatment notes + health intake (Sentinel): Attach a per-visit notes record to each client (pressure preference, focus areas, contraindications, allergies, draping consent) plus a first-visit health-intake form. Non-clinical but legally protective for hands-on work.
• Tip-out / tip-pool allocation (Treasury): Distribute collected tips across therapists and front desk per a configurable rule, with FLSA tipped-wage reporting feeding Marshall payroll. Partial tip reference data exists but no allocation flow.
• Service menu / duration-aware price book (Quartermaster): A service catalog where each treatment carries a duration and add-ons (hot stone, aromatherapy, CBD) that auto-set the slot length and the checkout price, so bookings and money stay in sync.

The agents and tabs you get

Quartermaster for a spa surfaces Calendar, Bookings, Availability, Waitlist, Chat. Sentinel for a spa surfaces Overview, Contacts, Chat. Treasury for a spa surfaces Financial sheet, Invoices, Tips, Sales tax, Chat. Herald for a spa surfaces Brief, Compose, Get found, Directories, Replies, ✦Studio, Schedule, Chat, Brand voice.

Frequently asked questions

best software for day spa business

All-in-one spa platforms bundle online booking, POS, client CRM and marketing, typically $24-175/mo (enterprise higher). Match to team size. Arkathos covers booking, CRM, payments, payroll and compliance at flat pricing with no per-seat fees.

how much does spa scheduling software cost per month

Most spa software runs $24-175/mo for small-to-mid shops, plus roughly 2-3% card processing; premium tiers reach $175-400+. Many bill per staff seat. Arkathos uses flat pricing with no per-seat fees.

do massage therapists need soap notes software

If you bill insurance or want defensible client records, yes; software keeps SOAP notes HIPAA-secure with encryption, access controls and audit logs. Arkathos stores client notes and history in encrypted, tenant-isolated records.

how do i reduce no-shows at my day spa

Require a deposit or card-on-file and send automated 48h and 24h text/email reminders; deposits plus reminders cut no-shows sharply. Arkathos automates per-service booking deposits and reminder sequences.

best all-in-one software to run a spa

Pick one system covering 24/7 online booking, POS/payments, client CRM, memberships, gift cards and marketing so data isn't siloed. Arkathos runs finances, CRM, scheduling, payroll, compliance and marketing from a single platform.

how do i pay massage therapists commission and tips

Use payroll supporting hourly, commission, flat-rate or blended pay that records tips separately from service revenue and files taxes. Arkathos handles payroll, commissions, tip tracking and tax compliance in-platform.

how to get repeat clients at a day spa

Memberships and gift cards drive frequency; members visit more often and gift cards bring new clients. Use recurring billing, loyalty and CRM re-marketing. Arkathos includes memberships, gift cards and automated rebooking campaigns.

do i need online booking software for my massage business

If you take appointments, yes; 24/7 self-booking cuts phone tag, fills slots and syncs your calendar, even for solo therapists. Arkathos provides self-service booking synced to your calendar and CRM.

how to get more clients for my day spa

Combine online booking listings, automated email/text campaigns, review requests, and referral or gift-card offers to drive repeat visits. Arkathos includes CRM-triggered marketing, review requests and referral tools.

What licenses and insurance does a spa need?

Arkathos tracks 10 items for a spa, including Massage Therapist License (LMT/LMBT), Board Certification in Therapeutic Massage & Bodywork (BCTMB), CAMTC Certification (California), CPR / Basic Life Support (BLS) Certification. Each renewal and expiration is monitored in Watchtower with staged reminders.

What continuing education is required for a spa?

The Massage Therapist License (LMT/LMBT) carries a continuing-education requirement of 24 hours every two years (2h Ethics, 22h General massage therapy / clinical). The Board Certification in Therapeutic Massage & Bodywork (BCTMB) carries a continuing-education requirement of 24 hours every two years (3h Ethics, 21h General massage therapy / clinical). Watchtower logs hours by category and flags shortfalls before the deadline.

Which Arkathos agents does a spa get?

Arkathos tailors a spa workspace around 5 agents: Quartermaster, Sentinel, Treasury, bulletin-board, Herald.

Related industries