VinaSpa guide

How to use VinaSpa

Everything a salon needs to run on VinaSpa, with real screens: set up your menu and team, take bookings online, run the calendar, check clients out and close the day. Owners and managers start with Set up your salon; front desk and technicians can go straight to Run your day.

Works in any browser on a computer, tablet or phone. No app to install.

Tiếng Việt

Salon settings

The parts of VinaSpa your salon uses, when it is open, how it charges GST, which language everyone reads, and how many branches it runs.

7 features

1.1Switch each module on or off for your own salonWhere:Add-ons

Switch a module off

1
Press Add-ons — the puzzle-piece icon in the left rail.
2
Under Active each module the salon uses has a switch: Consultation forms, Deals, Inventory, Client inbox, Team chat, Reports and Rewards Link.
3
Press the switch on the one you don't use — here Team chat.

Result: Team chat moves down to Switched off and its screens leave the menu, so nobody trips over something the salon doesn't use. If another module still needs it, the switch refuses and names the module in the way.

Switch each module on or off for your own salon — Add-ons — everything switched on — Computer — Add-ons — everything switched on

Switch each module on or off for your own salon — Add-ons — everything switched on — Phone — Add-ons — everything switched on

Switch each module on or off for your own salon — Result — Team chat under Switched off — Computer — Result — Team chat under Switched off

Switch each module on or off for your own salon — Result — Team chat under Switched off — Phone — Result — Team chat under Switched off

Switch it back on

1
Under Switched off, press the switch on the module.
2
Press Done on the page that follows.

Result: A page confirms "Team chat is now on — You will find it in the menu now." and its screens are back in the menu straight away.

Switch each module on or off for your own salon — Result — Team chat is now on — Computer — Result — Team chat is now on

Switch each module on or off for your own salon — Result — Team chat is now on — Phone — Result — Team chat is now on

Tip: The Integrations tab on the same page holds the outside services — Google Analytics, Meta Pixel and the booking link for Facebook and Instagram.

1.2Opening hours per day of the weekWhere:SettingsBusiness setupLocationsActionsEdit

Change a day's hours

1
Press Settings in the left rail, then Business setup, then Locations.
2
On the branch press Actions → Edit. Edit location opens on the right.
3
Under Opening hours each day has a switch (open or closed) and an opening and closing time. Here Sunday's closing time goes from 16:00 to 15:00.
4
Press Save.

Result: The booking page only offers times that finish by closing: a 45-minute Gel manicure on Sunday now offers 10:00 to 14:15 and nothing later. A booking the front desk makes outside the hours is flagged "This time is outside the salon opening hours."

Opening hours per day of the week — Edit location — Sunday now closes at 15:00 — Computer — Edit location — Sunday now closes at 15:00

Opening hours per day of the week — Edit location — Sunday now closes at 15:00 — Phone — Edit location — Sunday now closes at 15:00

Opening hours per day of the week — Result — the booking page stops at 14:15 on Sunday — Computer — Result — the booking page stops at 14:15 on Sunday

Opening hours per day of the week — Result — the booking page stops at 14:15 on Sunday — Phone — Result — the booking page stops at 14:15 on Sunday

Tip: Opening hours are the salon's; each person's working hours are their shifts under Team. The grey hatching on the calendar follows the shifts.

1.3GST: on or off, the number, and printing it on a receiptWhere:SettingsSalesTax rates · Receipts

Register for GST

1
Press Settings → Sales → Tax rates.
2
Turn on Registered for GST and type the GST number.
3
Press Save.

Result: Business details now reads "GST registered · 49-091-850". Standard GST stays at 15% and every price stays GST-inclusive; an extra rate added below applies only to the products you pick it for.

GST: on or off, the number, and printing it on a receipt — Tax rates — registered, with the GST number — Computer — Tax rates — registered, with the GST number

GST: on or off, the number, and printing it on a receipt — Tax rates — registered, with the GST number — Phone — Tax rates — registered, with the GST number

GST: on or off, the number, and printing it on a receipt — Business details — GST registered — Computer — Business details — GST registered

GST: on or off, the number, and printing it on a receipt — Business details — GST registered — Phone — Business details — GST registered

Print it on the receipt

1
Press Settings → Sales → Receipts (or Receipt settings on the Tax rates page).
2
Leave Show GST number on receipts on. Add a Header text or Footer text if you want one.
3
Press Save.

Result: Every receipt — on screen, printed or emailed — carries the salon's name, "GST number: 49-091-850", the GST included and the footer. Here View receipt on sale #1032 ends with "Thank you for visiting Kōwhai — see you soon!".

GST: on or off, the number, and printing it on a receipt — Receipts — GST number on, with a footer — Computer — Receipts — GST number on, with a footer

GST: on or off, the number, and printing it on a receipt — Receipts — GST number on, with a footer — Phone — Receipts — GST number on, with a footer

GST: on or off, the number, and printing it on a receipt — Result — sale #1032's receipt — Computer — Result — sale #1032's receipt

GST: on or off, the number, and printing it on a receipt — Result — sale #1032's receipt — Phone — Result — sale #1032's receipt

Tip: GST appears on receipts only while the salon is registered — turn Registered for GST off and receipts stop showing it.

1.4Three languages: English, Vietnamese, ChineseWhere:top baryour initialsLanguage

Pick your own language

1
Press the circle with your initials at the top right.
2
Under Language press EN, VI or 中文.

Result: Every screen changes language at once — menus, buttons, dates and messages — and it stays that way on any device you sign in on. Your choice only changes your screens; everyone else keeps theirs. Clients' names and the service names the salon typed stay as written.

Three languages: English, Vietnamese, Chinese — Your menu — Language: EN, VI, 中文 — Computer — Your menu — Language: EN, VI, 中文

Three languages: English, Vietnamese, Chinese — Your menu — Language: EN, VI, 中文 — Phone — Your menu — Language: EN, VI, 中文

Three languages: English, Vietnamese, Chinese — Result — the Today board in Chinese — Computer — Result — the Today board in Chinese

Three languages: English, Vietnamese, Chinese — Result — the Today board in Chinese — Phone — Result — the Today board in Chinese

1.5A salon-wide default language each person can overrideWhere:SettingsBusiness setupDefault language for the team

Set the salon's language

1
Press Settings → Business setup → Default language for the team.
2
Click English, Tiếng Việt or 简体中文 — it is saved as soon as you click, and moves the Default mark to it.

Result: Everyone who has not picked their own language reads the default; anyone who has picked one keeps it. A new staff member opens VinaSpa in the salon's language on their first day without doing anything.

A salon-wide default language each person can override — Default language for the team — Computer — Default language for the team

A salon-wide default language each person can override — Default language for the team — Phone — Default language for the team

Tip: Default language for clients under Business details is separate: it is what a new client is noted as speaking when whoever adds them leaves it blank.

1.6Usable on a phone: bottom bar, swipe to change dayWhere:any phone browser

Work from a phone

1
Open the salon's VinaSpa address in the phone's browser and sign in.
2
Use the bar along the bottom: Calendar, Sales, the round + to add a booking or a sale, Clients and More.
3
On the calendar, swipe left or right to go to the next or previous day.
4
More opens everything else — Today, Catalog, Online booking, Marketing, Team, Reports, Add-ons and Settings.

Result: Every screen in this guide works on a phone — each picture in it has a phone version under Phone. Nothing needs installing.

Usable on a phone: bottom bar, swipe to change day — The calendar on a phone, with the bottom bar — Computer — The calendar on a phone, with the bottom bar

Usable on a phone: bottom bar, swipe to change day — The calendar on a phone, with the bottom bar — Phone — The calendar on a phone, with the bottom bar

Usable on a phone: bottom bar, swipe to change day — More — the rest of the menu — Computer — More — the rest of the menu

Usable on a phone: bottom bar, swipe to change day — More — the rest of the menu — Phone — More — the rest of the menu

1.7Managing several branchesWhere:SettingsBusiness setupLocations

Open a second branch

1
Press Settings → Business setup → Locations.
2
Press Add a location.
3
Type the Location name, Address and Phone, and set its Opening hours — every day starts open except Sunday.
4
Press Save.

Result: Kōwhai Beauty Studio Takapuna joins the list under the Ponsonby salon, which stays Primary — the one new bookings default to. As soon as there are two, a Branch picker appears in the top bar beside Workspace: the calendar, the till and the reports show the branch you pick.

Managing several branches — Add a location — Takapuna — Computer — Add a location — Takapuna

Managing several branches — Add a location — Takapuna — Phone — Add a location — Takapuna

Managing several branches — Result — two branches — Computer — Result — two branches

Managing several branches — Result — two branches — Phone — Result — two branches

Managing several branches — The Branch picker in the top bar — Computer — The Branch picker in the top bar

Managing several branches — The Branch picker in the top bar — Phone — The Branch picker in the top bar

Tip: Workspace switches between separate businesses you belong to; Branch switches between the shops of one business.

Not in VinaSpa yet

A phone app downloaded from a store

Team and permissions

Who can sign in, what each role can do, and what a therapist never sees.

7 features

2.1Create accounts and invite staff by emailWhere:TeamTeam membersthe staff member

Give a staff member their own login

1
Press Team in the left rail. Team members lists everyone bookable; the Role column says No login access for anyone who can't sign in yet.
2
Click the person — here Hana Lee. Edit staff member opens.
3
Type their Login email and pick their Role: Technician, Front desk or Manager.
4
Press Save changes.

Result: Hana's row now reads "Invited — awaiting password · Technician · Sent 29 Sept 2026, 9:54 pm". She gets an email with a link to set her own password — nobody else ever knows it — and from then on signs in with her email. Until she does, she stays bookable on the calendar as before.

Create accounts and invite staff by email — Team members — nobody can sign in yet — Computer — Team members — nobody can sign in yet

Create accounts and invite staff by email — Team members — nobody can sign in yet — Phone — Team members — nobody can sign in yet

Create accounts and invite staff by email — Edit staff member — login email and role — Computer — Edit staff member — login email and role

Create accounts and invite staff by email — Edit staff member — login email and role — Phone — Edit staff member — login email and role

Create accounts and invite staff by email — Result — invited, awaiting password — Computer — Result — invited, awaiting password

Create accounts and invite staff by email — Result — invited, awaiting password — Phone — Result — invited, awaiting password

Tip: Someone who already has a VinaSpa login — for another salon — is added from Settings → Workspace access instead, and joins with the login they already have.

2.2Four roles: owner, manager, front desk, therapistWhere:SettingsTeamPermission roles

See what each role can do

1
Press Settings → Team → Permission roles.
2
Read across a row to see which roles may do it: set up services, see client phone numbers and emails, switch features on and off, refund payments, see reports, use the till, manage the team and pay, change workspace settings.

Result: The owner can do everything. A manager can do everything except switch features and change the workspace's settings. Front desk runs the till and the clients. A therapist does none of these — they work their own calendar. To change somebody's role, open them in Team members and change Role.

Four roles: owner, manager, front desk, therapist — Permission roles — what each role can do — Computer — Permission roles — what each role can do

Four roles: owner, manager, front desk, therapist — Permission roles — what each role can do — Phone — Permission roles — what each role can do

2.3Therapists get their own login and see their own diaryWhere:the therapist's loginCalendar

What a therapist sees

1
The therapist signs in with their own email and password. VinaSpa opens on Calendar.
2
The calendar shows their own column only, with their bookings — here Huy Pham's Gel manicure with Ruby Walker at 10:00 on Wednesday 7 October.
3
Clicking a booking shows the client's name, the service, the time and the price. Taking the payment is left to the front desk.

Result: The left rail holds only Calendar and Clients (plus the guide and help). Everything they do is under their own name, so the history always says who did what.

Therapists get their own login and see their own diary — Huy Pham's own diary (therapist login, second test salon) — Computer — Huy Pham's own diary (therapist login, second test salon)

Therapists get their own login and see their own diary — Huy Pham's own diary (therapist login, second test salon) — Phone — Huy Pham's own diary (therapist login, second test salon)

Therapists get their own login and see their own diary — A booking as a therapist sees it — Computer — A booking as a therapist sees it

Therapists get their own login and see their own diary — A booking as a therapist sees it — Phone — A booking as a therapist sees it

2.4Restricted notes a therapist cannot readWhere:Clientsthe clientNotes

Write a note only the front of house can read

1
Open the client and press the Notes tab.
2
Press Add note and type it.
3
Set Visibility to Restricted — hidden from technicians.
4
Press Save note.

Result: The note shows with Restricted. in front of it to the owner, managers and front desk. A therapist is never sent it — opening the same client, they see the name and the booking and nothing of the note.

Restricted notes a therapist cannot read — Adding a restricted note to Aroha Ngata — Computer — Adding a restricted note to Aroha Ngata

Restricted notes a therapist cannot read — Adding a restricted note to Aroha Ngata — Phone — Adding a restricted note to Aroha Ngata

Restricted notes a therapist cannot read — Result — marked Restricted — Computer — Result — marked Restricted

Restricted notes a therapist cannot read — Result — marked Restricted — Phone — Result — marked Restricted

Restricted notes a therapist cannot read — The therapist's view of a client with a restricted note — Computer — The therapist's view of a client with a restricted note

Restricted notes a therapist cannot read — The therapist's view of a client with a restricted note — Phone — The therapist's view of a client with a restricted note

2.5Discount approval by permissionWhere:Salesthe tillAdd discount

Front desk asks for a manual discount

1
At the till, open the cart and press Add discount.
2
Choose the discount type, type the amount and a Reason — "Loyal client goodwill".
3
Because front desk may not discount on its own, the window shows A manager has to approve this. An owner or manager types their Manager email and Manager password and presses Approve.
4
Press Apply discount.

Result: The discount goes on the sale with the reason, and the approver's name sits on the invoice beside the front desk's. Without an approval it cannot be applied. Owners and managers apply discounts straight away; a promo code needs no approval from anyone.

Discount approval by permission — A front-desk login — a manager has to approve this — Computer — A front-desk login — a manager has to approve this

Discount approval by permission — A front-desk login — a manager has to approve this — Phone — A front-desk login — a manager has to approve this

2.6Therapists cannot see revenue or reportsWhere:the therapist's login

What is kept from a therapist

1
Sign in as a therapist: there is no Today board, no Reports and no Quick insights in the top bar.
2
Even typing the Reports address directly does not get in.

Result: The page says "You do not have permission to view this. Ask an owner or manager if you need access to this section." with a link back to the calendar. The salon's takings, other staff's sales and every report stay with the owner and managers.

Therapists cannot see revenue or reports — Reports, opened by a therapist — Computer — Reports, opened by a therapist

Therapists cannot see revenue or reports — Reports, opened by a therapist — Phone — Reports, opened by a therapist

2.7Therapists cannot see client phone numbers or email addressesWhere:the therapist's logina booking

Compare the two views

1
As the owner, open a client: the phone number and email are under the name.
2
As a therapist, open a booking for a client who has both.

Result: The therapist sees Ruby Walker's name, the service and the time — no phone number and no email address, although both are on her record. The server never sends them to a therapist's login, so they cannot be copied from the page either.

Therapists cannot see client phone numbers or email addresses — The owner's view — phone and email under the name — Computer — The owner's view — phone and email under the name

Therapists cannot see client phone numbers or email addresses — The owner's view — phone and email under the name — Phone — The owner's view — phone and email under the name

Therapists cannot see client phone numbers or email addresses — The therapist's view — name only — Computer — The therapist's view — name only

Therapists cannot see client phone numbers or email addresses — The therapist's view — name only — Phone — The therapist's view — name only

Not in VinaSpa yet

Permissions per location
Therapists seeing their own sales and commission

Service menu

What the salon sells, what it costs, how long it takes, who may do it — and the packages clients pay for up front.

7 features

3.1Services, categories, prices and durationsWhere:CatalogService menuAdd service

Add a service

1
Press Catalog — the scissors icon in the left rail. Service menu lists every service by category.
2
Press Add service.
3
Type the Service name, pick its Category (or + New category), and write a short Description — clients read it when they book.
4
Under Pricing and duration set the Price type, the price and the times (see the next two features).
5
Leave Online bookable on if clients may book it themselves, and press Save.

Result: Brow lamination appears in the menu under Lashes & brows as "60 min · From $85.00", in the calendar's service list, at the till, and on the salon's booking page straight away. Press Set order on the menu to change the order clients see.

Services, categories, prices and durations — New service — Brow lamination — Computer — New service — Brow lamination

Services, categories, prices and durations — New service — Brow lamination — Phone — New service — Brow lamination

Services, categories, prices and durations — Result — in the Service menu under Lashes & brows — Computer — Result — in the Service menu under Lashes & brows

Services, categories, prices and durations — Result — in the Service menu under Lashes & brows — Phone — Result — in the Service menu under Lashes & brows

3.2Four separate durations: booked, staff-active, processing, cleanupWhere:Catalogthe servicePricing and duration

Tell VinaSpa how the time is really spent

1
Open the service and find Pricing and duration.
2
Booked time — how long the client is booked for and sees online: 60.
3
Staff active — how long the therapist is actually busy with them: 45.
4
Processing — time the client waits while the product works and the therapist is free: 15. Cleanup buffer — time to reset the station afterwards: 10.
5
Press Save.

Result: On the calendar the booking shows the therapist busy for the hands-on part and a hatched "+ 15 min processing" after it — Ana can start another client in that gap instead of standing idle. Sienna's Brow lamination with a Brow tint shows 1:00–2:00 pm busy and processing to 2:15.

Four separate durations: booked, staff-active, processing, cleanup — Pricing and duration — the four times — Computer — Pricing and duration — the four times

Four separate durations: booked, staff-active, processing, cleanup — Pricing and duration — the four times — Phone — Pricing and duration — the four times

Four separate durations: booked, staff-active, processing, cleanup — Result — busy until 2:00, then 15 min processing — Computer — Result — busy until 2:00, then 15 min processing

Four separate durations: booked, staff-active, processing, cleanup — Result — busy until 2:00, then 15 min processing — Phone — Result — busy until 2:00, then 15 min processing

3.3Extras a client can add onWhere:Catalogthe serviceExtras

Create an extra

1
Open the service and press the Extras tab.
2
Press New extra. Type its Name, Price and Extra time (min) — here Brow tint, $20, 15 minutes.
3
Press Add extra; it is ticked for this service. Press Save.

Result: The extra is offered whenever this service is booked. Tick it in the booking and it adds its price and its time: Brow lamination plus Brow tint comes to $105.00 and 75 minutes, and the calendar block is 15 minutes longer.

Extras a client can add on — Extras — Brow tint, $20, +15 min — Computer — Extras — Brow tint, $20, +15 min

Extras a client can add on — Extras — Brow tint, $20, +15 min — Phone — Extras — Brow tint, $20, +15 min

Extras a client can add on — Result — ticked in a booking: $85.00 + $20.00, +15 min — Computer — Result — ticked in a booking: $85.00 + $20.00, +15 min

Extras a client can add on — Result — ticked in a booking: $85.00 + $20.00, +15 min — Phone — Result — ticked in a booking: $85.00 + $20.00, +15 min

Tip: Extras are added by the salon — in the calendar or at the till. The online booking page does not offer them to clients yet.

3.4Prepaid service packagesWhere:CatalogPackagesNew package

Create a package

1
Press Catalog → Packages → New package.
2
Type the Name — Brow lamination 3-pack.
3
Under What's in it pick the service and the number of Sessions (3). Add another puts a second service in the same package.
4
Set the Price (225.00) and how long it stays valid (4 Months). Tick Sell on the public online shop if clients may buy it online.
5
Press Add package.

Result: The package card shows the price and what the client saves against paying one at a time — "Saves $30.00" — and how long it lasts. It is on sale at the till and in the salon's online shop. Each visit then uses one session, as the Sales chapter shows.

Prepaid service packages — New package — 3 × Brow lamination for $225 — Computer — New package — 3 × Brow lamination for $225

Prepaid service packages — New package — 3 × Brow lamination for $225 — Phone — New package — 3 × Brow lamination for $225

Prepaid service packages — Result — Saves $30.00, valid 4 months — Computer — Result — Saves $30.00, valid 4 months

Prepaid service packages — Result — Saves $30.00, valid 4 months — Phone — Result — Saves $30.00, valid 4 months

Prepaid service packages — In the salon's online shop — Computer — In the salon's online shop

Prepaid service packages — In the salon's online shop — Phone — In the salon's online shop

3.5Skills: only a qualified therapist can take the serviceWhere:Catalogthe serviceTeam

Tie a service to a skill

1
Open the service, press the Team tab and choose the Required skill — Lashes & brows.
2
Give the skill to the people who have it: Team → the staff member → Skills. Ana Kim has Lashes & brows and Skin.
3
Save both.

Result: Only qualified people are offered for the service: the booking page lists Ana Kim and Sophie Martin for Brow lamination and nobody else, and so does the calendar's staff list. A nail technician cannot be booked for it by mistake.

Skills: only a qualified therapist can take the service — Team — Required skill: Lashes & brows — Computer — Team — Required skill: Lashes & brows

Skills: only a qualified therapist can take the service — Team — Required skill: Lashes & brows — Phone — Team — Required skill: Lashes & brows

Skills: only a qualified therapist can take the service — Ana Kim's skills — Computer — Ana Kim's skills

Skills: only a qualified therapist can take the service — Ana Kim's skills — Phone — Ana Kim's skills

Skills: only a qualified therapist can take the service — Result — only the two qualified therapists — Computer — Result — only the two qualified therapists

Skills: only a qualified therapist can take the service — Result — only the two qualified therapists — Phone — Result — only the two qualified therapists

3.6Services that require a signed consultation form firstWhere:Catalogthe serviceBasic detailsRequires consultation

Make a service ask for a consultation

1
Open the service — here Lash lift & tint.
2
Under Basic details turn on Requires consultation (and Requires patch test if it also needs one).
3
Press the Forms tab to see or write the form clients sign for it. Press Save.

Result: The booking cannot be started until a signed consultation is on file for it; the Consultation forms chapter shows the form being signed and what the calendar says until it is.

Services that require a signed consultation form first — Requires consultation — on — Computer — Requires consultation — on

Services that require a signed consultation form first — Requires consultation — on — Phone — Requires consultation — on

Services that require a signed consultation form first — Forms — the form clients sign — Computer — Forms — the form clients sign

Services that require a signed consultation form first — Forms — the form clients sign — Phone — Forms — the form clients sign

3.7A "from" price for services without a fixed oneWhere:Catalogthe servicePrice type

Show a starting price

1
Open the service and set Price type to From (starting price).
2
Type the lowest price in Price (NZ$) — 85.00 — and press Save.

Result: Clients see "From $85.00" on the booking page and in the menu, so nobody is promised a price that depends on the work. The final amount is set at the till. Fixed price and Free are the other two choices.

A "from" price for services without a fixed one — Result — "From $85.00" on the booking page — Computer — Result — "From $85.00" on the booking page

A "from" price for services without a fixed one — Result — "From $85.00" on the booking page — Phone — Result — "From $85.00" on the booking page

Consultation forms

The safety questions a client answers and signs before a treatment that needs them — and a treatment that cannot begin until they have.

4 features

4.1Build your own form, with several question typesWhere:SettingsFormsConsultation forms

Add a question to a service's form

1
Press Settings → Forms → Consultation forms.
2
Pick the Service — here Lash lift & tint. Its current form opens, marked "v1 — active".
3
In a section press Add question. Type the Question, choose its Type — Short text, Long text, Choice, Checkbox, Date or Section heading — and for a Choice type the Options (comma-separated). Tick Required if it must be answered.
4
Add section starts a new group of questions. Press Save as new version.

Result: The form becomes "v2 — active" and every consultation started from now on uses it. Consultations already signed keep the version they were signed on, so an old record never changes because the form did.

Build your own form, with several question types — Adding "Are you pregnant or breastfeeding?" — Choice, required — Computer — Adding "Are you pregnant or breastfeeding?" — Choice, required

Build your own form, with several question types — Adding "Are you pregnant or breastfeeding?" — Choice, required — Phone — Adding "Are you pregnant or breastfeeding?" — Choice, required

Build your own form, with several question types — Result — v2 active — Computer — Result — v2 active

Build your own form, with several question types — Result — v2 active — Phone — Result — v2 active

Tip: Only services with Requires consultation turned on appear here — the switch is on the service's Basic details in the Service menu.

4.2The client signs by hand or types their nameWhere:Calendarthe bookingConsultationStart

Take the client through the form

1
Open the booking on the calendar. Under the service it says Consultation · Not started; press Start.
2
The form opens full screen with the client, the service and the form version at the top. Work through each section on the left — the number beside a section is how many required questions are still unanswered.
3
In Service decision choose Proceed — or Modify, Defer, Refuse or Manager review if the answers call for it.
4
Hand over the screen: the client signs in the box with a finger or the mouse, or presses Type it instead and types their full name.
5
Press Submit.

Result: The booking now says "Signed · Proceed" with a View link, and the consultation appears on the client's Consultations tab with the date, the decision and who took it.

The client signs by hand or types their name — Grace Nguyen's answers — Form v2 — Computer — Grace Nguyen's answers — Form v2

The client signs by hand or types their name — Grace Nguyen's answers — Form v2 — Phone — Grace Nguyen's answers — Form v2

The client signs by hand or types their name — Proceed, and a signature drawn in the box — Computer — Proceed, and a signature drawn in the box

The client signs by hand or types their name — Proceed, and a signature drawn in the box — Phone — Proceed, and a signature drawn in the box

The client signs by hand or types their name — Or: the client types their name instead — Computer — Or: the client types their name instead

The client signs by hand or types their name — Or: the client types their name instead — Phone — Or: the client types their name instead

The client signs by hand or types their name — Result — Signed · Proceed on the booking — Computer — Result — Signed · Proceed on the booking

The client signs by hand or types their name — Result — Signed · Proceed on the booking — Phone — Result — Signed · Proceed on the booking

4.3Unsigned means the service cannot startWhere:Calendarthe bookingstatus

Try to start before it is signed

1
Open a booking for a service that requires a consultation, before one is signed.
2
Press the status and choose Started.

Result: VinaSpa refuses: "Consultation needed first — This visit needs a signed consultation before work can begin." The booking stays at Arrived. Once the consultation is signed, the same step moves it to Started.

Unsigned means the service cannot start — Started refused — consultation needed first — Computer — Started refused — consultation needed first

Unsigned means the service cannot start — Started refused — consultation needed first — Phone — Started refused — consultation needed first

Unsigned means the service cannot start — After signing — Started — Computer — After signing — Started

Unsigned means the service cannot start — After signing — Started — Phone — After signing — Started

4.4A saved form is read-only; a correction means a new oneWhere:the bookingConsultationView

Look at a signed consultation

1
On the booking press View beside the consultation.
2
Or open the client and press the Consultations tab — every consultation they have signed is listed with its date, the decision and who took it.

Result: Every answer, the decision and the signature are shown, and nothing can be changed. The screen says "Submitted. This record is read-only — a correction is a new consultation, not an edit to this one." — so what the client signed is exactly what stays on file.

A saved form is read-only; a correction means a new one — Submitted — read-only — Computer — Submitted — read-only

A saved form is read-only; a correction means a new one — Submitted — read-only — Phone — Submitted — read-only

A saved form is read-only; a correction means a new one — The client's Consultations tab — Computer — The client's Consultations tab

A saved form is read-only; a correction means a new one — The client's Consultations tab — Phone — The client's Consultations tab

Online booking

A booking page under the salon's own name and address, where clients pick the service, the person and the time themselves — and an email the moment they have.

5 features

5.1The salon's own booking pageWhere:Online bookingBooking settings

Switch it on and share the link

1
Press Online booking in the left rail. Booking settings opens.
2
Tick Take bookings online. Until it is ticked the page shows nothing at all, so nobody can find it early.
3
Under Link name choose the end of the address — lowercase letters, numbers and hyphens, e.g. kowhai-beauty-studio — and press Save.
4
Your booking link now shows the full address: Copy it for Instagram, Facebook or Google, or Open it to see what clients see.
5
For a poster or the counter, press Link builder: Link to everything has a QR code under Download QR, and Link to a service or team member makes a link that opens with a service or a person already chosen.

Result: Anyone with the link sees the salon's name, address and phone number, a Buy a gift card or package button and the service menu with each length and price. The page follows the client's language — English, Vietnamese or Chinese from the picker in the corner.

The salon's own booking page — Booking settings — switched on, with the salon's link — Computer — Booking settings — switched on, with the salon's link

The salon's own booking page — Booking settings — switched on, with the salon's link — Phone — Booking settings — switched on, with the salon's link

The salon's own booking page — Link builder — a QR code for every link — Computer — Link builder — a QR code for every link

The salon's own booking page — Link builder — a QR code for every link — Phone — Link builder — a QR code for every link

The salon's own booking page — Result — the page clients see — Computer — Result — the page clients see

The salon's own booking page — Result — the page clients see — Phone — Result — the page clients see

What a client does

1
The client presses a service, then a person (next feature), then a day and a time.
2
They type their First name, Email and, if they like, Last name and Mobile. The price is shown above the form, and a Promo code can be applied there.
3
They press Confirm booking.

Result: "You're booked in" with the day, time, service, person and address, and "A confirmation email was sent to …". The booking is on the calendar and the Today board straight away, and the client is added to Clients — or matched to the record they already have by email or mobile number.

The salon's own booking page — Mia Thompson's details, ready to confirm — Computer — Mia Thompson's details, ready to confirm

The salon's own booking page — Mia Thompson's details, ready to confirm — Phone — Mia Thompson's details, ready to confirm

The salon's own booking page — Result — booked in, with the salon's number to call — Computer — Result — booked in, with the salon's number to call

The salon's own booking page — Result — booked in, with the salon's number to call — Phone — Result — booked in, with the salon's number to call

What your client receives
Your booking at Kōwhai Beauty Studio is confirmed
Sent the moment the booking is made. It is written in the salon's language, and gives the salon's number for changes.

Tip: A booking made with a mobile number the salon already has goes on that client's history, whatever name is typed — the confirmation email goes to the address on that record.

5.2Pick a staff member, or "anyone available"Where:SettingsSchedulingBooking optionsStaff

Choose what clients can see

1
Press Settings → Scheduling → Booking options.
2
Under Staff press Edit and turn on or off: Clients can choose a specific team member, Team member profiles and Staff star ratings.
3
Press Save.

Result: With all three on, a client who picks a service sees Any professional ("Most times to choose from") above everyone who does that service — with their job title, a View profile link and their star rating, e.g. Ana Kim "5.0 out of 5 from 1 review". Only people who do the chosen service are listed.

Pick a staff member, or "anyone available" — Booking options — the three staff switches — Computer — Booking options — the three staff switches

Pick a staff member, or "anyone available" — Booking options — the three staff switches — Phone — Booking options — the three staff switches

Pick a staff member, or "anyone available" — Result — Any professional, Ana Kim and Sophie Martin for Brow shape & tint — Computer — Result — Any professional, Ana Kim and Sophie Martin for Brow shape & tint

Pick a staff member, or "anyone available" — Result — Any professional, Ana Kim and Sophie Martin for Brow shape & tint — Phone — Result — Any professional, Ana Kim and Sophie Martin for Brow shape & tint

The client picks a time

1
After Select beside a person — or Any professional — the client chooses a Date.
2
The free times appear under Morning, Afternoon and Evening, each with its price.

Result: Only times when that person is working and free for the whole service are offered. With Any professional, every free time of everyone who does the service is shown, and VinaSpa assigns someone free at that time when the client confirms.

Pick a staff member, or "anyone available" — Ana Kim's free times on Friday 2 October — Computer — Ana Kim's free times on Friday 2 October

Pick a staff member, or "anyone available" — Ana Kim's free times on Friday 2 October — Phone — Ana Kim's free times on Friday 2 October

5.3Shows only the services the salon allows onlineWhere:CatalogService menuthe serviceBasic details

Keep a service off the booking page

1
Press Catalog → Service menu and open the service — here Gel removal.
2
On Basic details switch Online bookable off.
3
Press Save.

Result: The service disappears from the booking page — the menu goes straight from Gel manicure to Hot stone massage. Switch it back on and it returns at once, in its place on the menu.

Shows only the services the salon allows online — Gel removal — Online bookable off — Computer — Gel removal — Online bookable off

Shows only the services the salon allows online — Gel removal — Online bookable off — Phone — Gel removal — Online bookable off

Shows only the services the salon allows online — Result — the menu goes from Gel manicure straight to Hot stone massage — Computer — Result — the menu goes from Gel manicure straight to Hot stone massage

Shows only the services the salon allows online — Result — the menu goes from Gel manicure straight to Hot stone massage — Phone — Result — the menu goes from Gel manicure straight to Hot stone massage

5.4Limits on booking too soon and too far aheadWhere:SettingsSchedulingAvailability

Set the booking window

1
Press Settings → Scheduling → Availability, then Edit beside the booking times.
2
Under Online booking availability choose Clients can book up to — from 1 to 12 months ahead.
3
Choose Minimum notice for new bookings — from Immediately up to two weeks.
4
Press Save.

Result: The booking page's date picker stops at the last day allowed, and times inside the notice period are not offered. Kōwhai takes bookings 2 months ahead with 2 hours' notice, so on 29 September the last bookable day was 28 November. A client who types a later date is told "That date is further ahead than this salon takes online bookings."

Limits on booking too soon and too far ahead — Booking times — 2 months ahead, 2 hours' notice — Computer — Booking times — 2 months ahead, 2 hours' notice

Limits on booking too soon and too far ahead — Booking times — 2 months ahead, 2 hours' notice — Phone — Booking times — 2 months ahead, 2 hours' notice

Limits on booking too soon and too far ahead — Result — 15 December is refused — Computer — Result — 15 December is refused

Limits on booking too soon and too far ahead — Result — 15 December is refused — Phone — Result — 15 December is refused

5.5A review page a client can open onceWhere:the client's emailLeave a review

The client leaves a review

1
Mark the visit Completed — from the booking's status on the calendar. VinaSpa emails the client "How was your visit to …?" with a Leave a review button.
2
The client presses it. The page shows the salon's name, five stars and Anything you would like to add?; the language picker is at the top.
3
They choose the stars, write a line if they want, and press Send review.

Result: "Thank you — Your review has been sent to the salon." The link then stops working: opened again it says "This review link is no longer valid." One visit gives one link, and a link nobody uses expires after 30 days, so a salon's rating comes only from people who actually came in.

A review page a client can open once — Mia Thompson gives five stars — Computer — Mia Thompson gives five stars

A review page a client can open once — Mia Thompson gives five stars — Phone — Mia Thompson gives five stars

A review page a client can open once — Result — sent to the salon — Computer — Result — sent to the salon

A review page a client can open once — Result — sent to the salon — Phone — Result — sent to the salon

A review page a client can open once — The same link opened again — Computer — The same link opened again

A review page a client can open once — The same link opened again — Phone — The same link opened again

What your client receives
How was your visit to Kōwhai Beauty Studio?
Sent when the visit is marked Completed. One per visit.

Read it in the salon

1
Press Clients → Online reputation.
2
Press All reviews. Filter by stars, by platform or by No reply yet.

Result: The newest review is at the top with the client's name, the stars, the date and the words, and a Reply and a Hide button under it. The Overview tab shows the average, the number of reviews and the share that have a reply.

A review page a client can open once — Mia Thompson's review at the top of All reviews — Computer — Mia Thompson's review at the top of All reviews

A review page a client can open once — Mia Thompson's review at the top of All reviews — Phone — Mia Thompson's review at the top of All reviews

Not in VinaSpa yet

Clients changing or cancelling their own booking online — the confirmation screen and email give the salon's number to call instead
A marketplace for finding salons

Client notifications

The emails VinaSpa sends clients on the salon's behalf — confirmations, reminders, receipts and review invitations — and a record of every one, including those that did not arrive.

7 features

6.1Confirmation email the moment a client books onlineWhere:MarketingAutomationsAppointment updates

1
Press Marketing → Automations and scroll to Appointment updates.
2
Check that New appointment is switched on. It is on from the start.

Result: Every booking — made online by the client or on the calendar by staff — sends the client "Your booking at … is confirmed" straight away, with the day, time, service and address and the salon's phone number for changes. The online booking page then tells the client which address it went to.

Confirmation email the moment a client books online — Appointment updates — New appointment and Thank you for visiting switched on — Computer — Appointment updates — New appointment and Thank you for visiting switched on

Confirmation email the moment a client books online — Appointment updates — New appointment and Thank you for visiting switched on — Phone — Appointment updates — New appointment and Thank you for visiting switched on

Tip: Until you press Edit wording and save your own text, clients get VinaSpa's standard letter — the one in these pictures. The line under each card's name is only where your own wording would start.

6.2Two automatic reminders (24 hours and 2 hours before)Where:MarketingAutomationsReminders

The day before

1
Press Marketing → Automations. Under Reminders, Reminder — 24 hours before and Reminder — 2 hours before are both On.
2
Nothing else to do: VinaSpa checks every ten minutes for bookings that are due one.

Result: Mia Thompson's brow appointment was at 11:00 am on Thursday 1 October; at 11:00 am on Wednesday she got "Reminder: your appointment at Kōwhai Beauty Studio is tomorrow".

Two automatic reminders (24 hours and 2 hours before) — Reminders — 24 hours and 2 hours, both On — Computer — Reminders — 24 hours and 2 hours, both On

Two automatic reminders (24 hours and 2 hours before) — Reminders — 24 hours and 2 hours, both On — Phone — Reminders — 24 hours and 2 hours, both On

What your client receives
Reminder: your appointment at Kōwhai Beauty Studio is tomorrow
The first reminder, 24 hours before.

Shortly before

1
The second reminder goes two hours before the start.
2
A booking made less than 24 hours ahead gets only this one — no late "tomorrow" email.

Result: Mia's gel manicure at 9:00 am on 30 September was booked just after midnight, so she got only "… is coming up shortly", at 7:00 am.

Two automatic reminders (24 hours and 2 hours before) — Message history → Reminders — Mia's two reminders, one for each visit — Computer — Message history → Reminders — Mia's two reminders, one for each visit

Two automatic reminders (24 hours and 2 hours before) — Message history → Reminders — Mia's two reminders, one for each visit — Phone — Message history → Reminders — Mia's two reminders, one for each visit

What your client receives
Reminder: your appointment at Kōwhai Beauty Studio is coming up shortly
The second reminder, 2 hours before.

6.3The salon sets how many hours ahead to remindWhere:SettingsSchedulingTime & calendarAppointment reminders

1
Press Settings → Scheduling → Time & calendar and scroll to Appointment reminders.
2
Type First reminder (hours before) — from 1 to 168 hours, e.g. 48 for two days.
3
Type Second reminder (hours before, 0 to turn off) — 0 sends only one reminder.
4
Press Save.

Result: The times apply to the branch you are working in. Automations now reads "Reminder times: Kōwhai Beauty Studio: 48 hours, 2 hours · Kōwhai Beauty Studio Takapuna: 24 hours, 2 hours", and the first card becomes Reminder — set per location because the two branches differ. (Kōwhai was set back to 24 hours afterwards.)

The salon sets how many hours ahead to remind — Appointment reminders — first reminder changed to 48 hours — Computer — Appointment reminders — first reminder changed to 48 hours

The salon sets how many hours ahead to remind — Appointment reminders — first reminder changed to 48 hours — Phone — Appointment reminders — first reminder changed to 48 hours

The salon sets how many hours ahead to remind — Result — 48 hours for Kōwhai, 24 for Takapuna — Computer — Result — 48 hours for Kōwhai, 24 for Takapuna

The salon sets how many hours ahead to remind — Result — 48 hours for Kōwhai, 24 for Takapuna — Phone — Result — 48 hours for Kōwhai, 24 for Takapuna

6.4Send the client a receipt after paymentWhere:CheckoutTake payment

1
Check out the visit and take payment as in the Sales chapter.
2
When the sale says Sale completed, the receipt has already gone to the client's email address.

Result: "Your receipt from Kōwhai Beauty Studio" lists every line, the total paid and the GST it includes, with the salon's GST number. Receipts cannot be switched off — they are a record of money changing hands, not a marketing message.

Send the client a receipt after payment — Sale completed — the receipt is on its way — Computer — Sale completed — the receipt is on its way

Send the client a receipt after payment — Sale completed — the receipt is on its way — Phone — Sale completed — the receipt is on its way

What your client receives
Your receipt from Kōwhai Beauty Studio
Sent when the sale is completed, if the client has an email address.

Tip: A client who had no email address at checkout can still get one: add the address to their record, open the sale and press Send receipt.

6.5Invite a review after the visitWhere:MarketingAutomationsThank you for visiting

1
Check that Thank you for visiting is switched on under Appointment updates.
2
When the visit is marked Completed, VinaSpa sends the invitation.

Result: "How was your visit to Kōwhai Beauty Studio?" with a Leave a review button. Each visit gets one invitation, and its link works once — the Online booking chapter shows the page the client lands on.

Invite a review after the visit — Thank you for visiting — On — Computer — Thank you for visiting — On

Invite a review after the visit — Thank you for visiting — On — Phone — Thank you for visiting — On

6.6Review everything sent to each client, failed emails includedWhere:MarketingMessage history

Every message, for every client

1
Press Marketing → Message history.
2
Filter with Reminders, Booking confirmations, Receipts, Review invitations or Campaigns; All messages shows everything.

Result: Newest first: the client, the message, the address it went to and whether it was sent. A message that could not be delivered says why in red — Tane Parata's address was typed as gmial.con, so the row reads "Mail cannot reach tane.parata@gmial.con — the domain gmial.con does not accept mail." Fix the address on the client's record and the next message reaches them.

Review everything sent to each client, failed emails included — Message history — a failed confirmation above Mia's sent emails — Computer — Message history — a failed confirmation above Mia's sent emails

Review everything sent to each client, failed emails included — Message history — a failed confirmation above Mia's sent emails — Phone — Message history — a failed confirmation above Mia's sent emails

One client's messages

1
Press Clients → Client list and click the client.
2
Press the Messages tab.

Result: Every email VinaSpa sent that client, together with any conversation the salon has had with them in Messages, in one list.

Review everything sent to each client, failed emails included — Mia Thompson — Messages — Computer — Mia Thompson — Messages

Review everything sent to each client, failed emails included — Mia Thompson — Messages — Phone — Mia Thompson — Messages

6.7Never sends twice, however many times it runs againWhere:MarketingMessage historyReminders

1
Press Marketing → Message history → Reminders.
2
Look down the list for any one visit.

Result: Each visit has at most one "tomorrow" reminder and one "coming up shortly" reminder, however often the reminder check runs. Every message is recorded with the booking and the kind of message before it goes, so a repeat of the same message for the same booking is skipped rather than sent again.

Never sends twice, however many times it runs again — Reminders — one row per reminder per visit — Computer — Reminders — one row per reminder per visit

Never sends twice, however many times it runs again — Reminders — one row per reminder per visit — Phone — Reminders — one row per reminder per visit

Not in VinaSpa yet

Appointment reminders by text message (SMS) — written, but switched off until a provider is signed off, because every text costs the salon money
Appointment reminders by WhatsApp — written, waiting on a WhatsApp business account

Deals and happy hours

Discounts that switch themselves on and off — a quiet afternoon each week, a week-long sale, a code for the newsletter — with limits so they never cost more than the salon meant.

5 features

7.1Happy hours repeating weeklyWhere:MarketingSmart pricingAdd deal

1
Press Marketing → Smart pricing → Add deal.
2
Under Deal type choose Happy hour. Type the Deal name and, if you like, a description. Leave Effect on price on Discount — lower the price, choose Percentage off and type the Discount percent — the preview shows it on a $100 service.
3
Press Applies to and tick what it covers — here the Nails category. Leave a list empty to mean all of it.
4
Press Schedule → Add time window, pick the day — Thu — and the hours, 13:00 to 16:00. Add more windows for other days.
5
Press Channels, switch on Show in store and online, then press Save.

Result: Smart pricing lists "Thursday afternoon nails — Happy hour — Nails · any staff — Thu · 13:00–16:00 — −20%" as Live now. Every Thursday from 13:00 to 16:00 a nail service is 20% off, at the front desk and on the booking page, with nothing to switch on each week.

Happy hours repeating weekly — Happy hour, 20% off — Computer — Happy hour, 20% off

Happy hours repeating weekly — Happy hour, 20% off — Phone — Happy hour, 20% off

Happy hours repeating weekly — Applies to — the Nails category — Computer — Applies to — the Nails category

Happy hours repeating weekly — Applies to — the Nails category — Phone — Applies to — the Nails category

Happy hours repeating weekly — Schedule — Thursday, 13:00–16:00 — Computer — Schedule — Thursday, 13:00–16:00

Happy hours repeating weekly — Schedule — Thursday, 13:00–16:00 — Phone — Schedule — Thursday, 13:00–16:00

Happy hours repeating weekly — Result — in Smart pricing, Live now — Computer — Result — in Smart pricing, Live now

Happy hours repeating weekly — Result — in Smart pricing, Live now — Phone — Result — in Smart pricing, Live now

Tip: If another deal could price the same service at the same time, the top of the editor says so and which of the two wins — here only the two promo codes, which apply to every service.

7.2Flash sales over a date rangeWhere:MarketingSmart pricingAdd deal

1
In Add deal choose Flash sale. Name it — "Spring lash week" — and choose Fixed amount off with the amount, $15.
2
In Applies to tick the service, Lash lift & tint.
3
In Schedule set when it starts and ends — 5 to 11 October — then switch on the channels and press Save.

Result: The list shows it as Scheduled with "−$15 $95→$80" until 5 October, when it goes live by itself; after 11 October it stops. On the booking page every Lash lift & tint time that week is $80.00.

Flash sales over a date range — Flash sale — $15 off — Computer — Flash sale — $15 off

Flash sales over a date range — Flash sale — $15 off — Phone — Flash sale — $15 off

Flash sales over a date range — Schedule — 5 to 11 October — Computer — Schedule — 5 to 11 October

Flash sales over a date range — Schedule — 5 to 11 October — Phone — Schedule — 5 to 11 October

Flash sales over a date range — Result — $80.00 on every time on 6 October — Computer — Result — $80.00 on every time on 6 October

Flash sales over a date range — Result — $80.00 on every time on 6 October — Phone — Result — $80.00 on every time on 6 October

7.4Caps per day and per clientWhere:Marketingthe dealLimits

1
Open the deal and press Limits.
2
Type any of: Total uses (blank = unlimited), Uses per client (blank = unlimited), Slots per day (blank = unlimited). Leave a box empty for no limit. Press Save.

Result: Thursday afternoon nails allows 4 a day — the list shows "0 / 4 today", and once four bookings use it that day it hides until tomorrow. SPRING15 allows 50 in all and one per client: when Mia Thompson tried it a second time the booking page answered "This promo code is invalid, expired, or unavailable." and went back to the full $45.00.

Caps per day and per client — Slots per day — 4 — Computer — Slots per day — 4

Caps per day and per client — Slots per day — 4 — Phone — Slots per day — 4

Caps per day and per client — 50 uses, 1 per client — Computer — 50 uses, 1 per client

Caps per day and per client — 50 uses, 1 per client — Phone — 50 uses, 1 per client

Caps per day and per client — Result — the second use is refused — Computer — Result — the second use is refused

Caps per day and per client — Result — the second use is refused — Phone — Result — the second use is refused

Tip: The message does not say the client has already used the code — the booking page never tells a visitor what it knows about someone's history.

7.5The deal price shows on the calendar before bookingWhere:Online booking pageCalendarNew appointment

On the booking page

1
The client picks a service the deal covers — Gel manicure — and a Thursday.
2
They choose a time inside the deal's hours.

Result: Times from 13:00 to 15:45 show $52.00, the rest $65.00, so the client sees the discount while choosing. The next step shows "$52.00 $65.00 Thursday afternoon nails" above the form.

The deal price shows on the calendar before booking — Thursday 1 October — $52.00 in the afternoon window — Computer — Thursday 1 October — $52.00 in the afternoon window

The deal price shows on the calendar before booking — Thursday 1 October — $52.00 in the afternoon window — Phone — Thursday 1 October — $52.00 in the afternoon window

The deal price shows on the calendar before booking — 14:00 — $52.00, with the deal named — Computer — 14:00 — $52.00, with the deal named

The deal price shows on the calendar before booking — 14:00 — $52.00, with the deal named — Phone — 14:00 — $52.00, with the deal named

At the front desk

1
On the calendar press Add → Appointment, choose Gel manicure and the client.
2
Choose the Staff and a Start time inside the window — 14:00.

Result: The Total reads $52.00 with $65.00 struck through and the deal's name, before Create appointment is pressed.

The deal price shows on the calendar before booking — New appointment — $52.00, Thursday afternoon nails — Computer — New appointment — $52.00, Thursday afternoon nails

The deal price shows on the calendar before booking — New appointment — $52.00, Thursday afternoon nails — Phone — New appointment — $52.00, Thursday afternoon nails

VinaRewards link

What moves between VinaSpa and the VinaRewards (Vina) app: bookings coming in, completed sales and your deals going out — and client health records never.

4 features

8.1Take bookings from the VinaRewards appWhere:SettingsAdd-onsRewards link

Link your own Vina account (once)

1
Press Settings → Add-ons → Rewards link. Every branch is listed with its state — here both Kōwhai branches say Not connected and Branches connected reads 0 / 2.
2
Press a branch. Its Connection tab lists four steps. If step 1 is not done, press Link your Vina account — or open your avatar → My profile → Vina account — and sign in to Vina.

Result: Vina account says "Linked to Paula Tran" — the Vina account the test salon's owner uses — and step 1 on every branch shows a green tick with that name. It is done once for your login, not once per branch.

Take bookings from the VinaRewards app — Rewards Link — 0 of 2 branches connected — Computer — Rewards Link — 0 of 2 branches connected

Take bookings from the VinaRewards app — Rewards Link — 0 of 2 branches connected — Phone — Rewards Link — 0 of 2 branches connected

Take bookings from the VinaRewards app — Vina account — linked to Paula Tran — Computer — Vina account — linked to Paula Tran

Take bookings from the VinaRewards app — Vina account — linked to Paula Tran — Phone — Vina account — linked to Paula Tran

Connect a branch

1
On the branch's Connection tab, step 2 asks for your Current VinaSpa password — the one you log in to VinaSpa with, not your Vina password. Type it and press Connect with Vina.
2
VinaSpa sends you to the Vina website to choose which Vina store this branch is (step 3), then brings you back.
3
Step 4: check both store names and activate the pair.

Result: Until all four steps are done the branch stays Not connected and its Public page tab stays grey with "· after connecting" — which is where both Kōwhai branches are, because steps 3 and 4 need the owner's own Vina sign-in. Only the owner can connect a branch.

Take bookings from the VinaRewards app — Step 2 of 4 — step 1 ticked, password next — Computer — Step 2 of 4 — step 1 ticked, password next

Take bookings from the VinaRewards app — Step 2 of 4 — step 1 ticked, password next — Phone — Step 2 of 4 — step 1 ticked, password next

See the bookings that came from Rewards

1
Press Settings → Add-ons → Rewards link.
2
Under the table, press the Bookings from Rewards tab.

Result: Each booking a client made in the VinaRewards app is listed with the client, service, staff member, start time, status and the deal it used. Kōwhai has no connected branch yet, so the list reads "No bookings from Rewards yet."

Take bookings from the VinaRewards app — Bookings from Rewards — none yet — Computer — Bookings from Rewards — none yet

Take bookings from the VinaRewards app — Bookings from Rewards — none yet — Phone — Bookings from Rewards — none yet

Tip: A booking from Rewards arrives with the client's name and contact details — the first, always-on row of the data table — and goes on the calendar like any other booking.

8.2Push deals and free slots to VinaRewardsWhere:MarketingDealsthe dealChannels

1
Press Marketing → Deals and open the deal — here Tuesday happy hour.
2
Press Channels and switch on Show on Rewards. A preview appears underneath: the deal as clients see it on Rewards, with its discount and "1 time window".
3
Press Save.

Result: The deal is queued for Rewards: on Rewards link the Sync queue goes from 42 to 43 Waiting to send, and All events shows "Deal published" at the time you saved. It goes out to the app once a branch is connected.

Push deals and free slots to VinaRewards — Channels — Show on Rewards, with the preview — Computer — Channels — Show on Rewards, with the preview

Push deals and free slots to VinaRewards — Channels — Show on Rewards, with the preview — Phone — Channels — Show on Rewards, with the preview

Push deals and free slots to VinaRewards — Result — "Deal published", waiting to send — Computer — Result — "Deal published", waiting to send

Push deals and free slots to VinaRewards — Result — "Deal published", waiting to send — Phone — Result — "Deal published", waiting to send

Tip: Rewards has two kinds of card. A happy hour becomes a golden-hour card (its first time window); a flash sale or last-minute deal on one service becomes a hot-deal card showing both prices. Promo codes, and deals aimed at a whole category, are not sent as cards. A last-minute deal also offers the branch's free slots inside its window, and withdraws each slot once it is booked.

8.3Clients get cashback and the salon pays no monthly feeWhere:SettingsAdd-onsRewards linkSync queue

Follow what was sent

1
Complete a sale as usual. VinaSpa queues it for Rewards as "Sale completed", with the subtotal and the reward rate fixed when the booking was made — VinaSpa never works out the cashback itself.
2
Open Rewards link. The Sync queue counts Waiting to send, Sent and Stopped.
3
Press All events to see each one: what it was, when, its state, how many attempts and the last error.

Result: Kōwhai's queue reads 43 waiting, 0 sent, 0 stopped — "Nothing has stopped. 43 events are waiting to send." — because neither branch is connected yet. A branch's own Sync tab shows only that branch's events.

Clients get cashback and the salon pays no monthly fee — Sync queue — each sale as "Sale completed" — Computer — Sync queue — each sale as "Sale completed"

Clients get cashback and the salon pays no monthly fee — Sync queue — each sale as "Sale completed" — Phone — Sync queue — each sale as "Sale completed"

Clients get cashback and the salon pays no monthly fee — One branch's Sync tab — Computer — One branch's Sync tab

Clients get cashback and the salon pays no monthly fee — One branch's Sync tab — Phone — One branch's Sync tab

Check the daily totals

1
Open Rewards link and press the Reconciliation tab.
2
Pick the From and To dates.

Result: Each day and branch gets a row comparing VinaSpa's figure with Rewards', with a status and a reason where they differ. A daily job fills it once a branch is connected; until then it reads "No reconciliation runs yet — the daily job hasn't run."

Clients get cashback and the salon pays no monthly fee — Reconciliation — no runs yet — Computer — Reconciliation — no runs yet

Clients get cashback and the salon pays no monthly fee — Reconciliation — no runs yet — Phone — Reconciliation — no runs yet

8.4Client health data is never sent to RewardsWhere:SettingsAdd-onsRewards link

1
Open Rewards link. The table under the branches lists everything that moves between VinaSpa and Rewards, which way it goes, and whether you can switch it.
2
Read the last row, Consultation notes, photos, health/allergy records.

Result: It says Never sent and Not configurable: consultation answers, photos, allergies and health notes are left out of everything VinaSpa sends, and no setting changes that. What does go is in the rows above — bookings and contact details coming in, completed visits and sales going out, and only the deals you switch on.

Client health data is never sent to Rewards — What goes to Rewards — health records never — Computer — What goes to Rewards — health records never

Client health data is never sent to Rewards — What goes to Rewards — health records never — Phone — What goes to Rewards — health records never

Not in VinaSpa yet

Bookings arriving from the live VinaRewards app — built and tested inside VinaSpa, but the VinaRewards side has not signed off the connection yet
Deals and last-minute slots appearing in the VinaRewards app — VinaSpa queues them (see the sync queue), but delivery to the live app is not verified yet
Cashback paid to clients and the "no monthly fee" terms — both are set and paid by Vina, and neither is confirmed yet

Scheduling

The calendar the whole salon works from: bookings, walk-ins, groups, statuses, breaks, rosters, closed days and the waitlist.

13 features

9.1Book, reschedule and cancel appointmentsWhere:Calendar

Book an appointment

1
Open Calendar and go to the day with the ‹ › arrows beside the date.
2
Click an empty time in the column of the person who will do it, then Add appointment. Or press Add → Appointment at the top right.
3
Pick the service from the list. Each shows its length and price.
4
Under Search clients, type the client's name or phone number and pick them. Someone new? Press + New client and fill in their name and phone.
5
Check Staff and Start time. Only people who do that service are offered. (Opened from an empty time, both are already set.)
6
Press Create appointment.

Result: The drawer turns into the booking: the date and time at the top, status Confirmed, the service with its staff member and price, and Checkout at the bottom. On the calendar it sits in that person's column; the striped strip under it is the clean-up time set on the service. A client with an email address is sent a booking confirmation.

Book, reschedule and cancel appointments — The New appointment form at step 6 — Computer — The New appointment form at step 6

Book, reschedule and cancel appointments — The New appointment form at step 6 — Phone — The New appointment form at step 6

Book, reschedule and cancel appointments — Result — the booking, Confirmed, ready for Checkout — Computer — Result — the booking, Confirmed, ready for Checkout

Book, reschedule and cancel appointments — Result — the booking, Confirmed, ready for Checkout — Phone — Result — the booking, Confirmed, ready for Checkout

Book, reschedule and cancel appointments — On the calendar — Sophie's column at 10:00 am — Computer — On the calendar — Sophie's column at 10:00 am

Book, reschedule and cancel appointments — On the calendar — Sophie's column at 10:00 am — Phone — On the calendar — Sophie's column at 10:00 am

Move it to another time

1
Click the booking on the calendar to open it.
2
Press ⋮ beside Checkout, then Reschedule.
3
Pick the new Date and Start time, then press Reschedule.
4
Quicker on a computer: drag the booking to another time, or into another person's column.

Result: The booking moves to the new time on the calendar and the drawer shows the new time straight away. If that time is already taken, VinaSpa says who or what is in the way and nothing moves. The client is emailed the new time.

Book, reschedule and cancel appointments — Reschedule — new start time 1:00 pm — Computer — Reschedule — new start time 1:00 pm

Book, reschedule and cancel appointments — Reschedule — new start time 1:00 pm — Phone — Reschedule — new start time 1:00 pm

Book, reschedule and cancel appointments — Result — the booking now at 2:00 pm (moved twice) — Computer — Result — the booking now at 2:00 pm (moved twice)

Book, reschedule and cancel appointments — Result — the booking now at 2:00 pm (moved twice) — Phone — Result — the booking now at 2:00 pm (moved twice)

Cancel it

1
Open the booking and press its status at the top — Confirmed.
2
Choose Cancelled.
3
On Appointment settlement, set Money decision. Nothing paid yet: No money to return. If the client paid a deposit or in full, the choices say what happens to that money — refund it or keep it as a fee.
4
Type the Reason (the client sees nothing of it) and press Confirm settlement.

Result: The page shows Completed with the outcome Cancelled. The time is free again on the calendar, and the booking stays in Sales → Appointments marked Cancelled, with who cancelled it, when, and why. The client is emailed that it was cancelled.

Book, reschedule and cancel appointments — Step 1–2 — the status menu — Computer — Step 1–2 — the status menu

Book, reschedule and cancel appointments — Step 1–2 — the status menu — Phone — Step 1–2 — the status menu

Book, reschedule and cancel appointments — Step 3–4 — Appointment settlement — Computer — Step 3–4 — Appointment settlement

Book, reschedule and cancel appointments — Step 3–4 — Appointment settlement — Phone — Step 3–4 — Appointment settlement

Book, reschedule and cancel appointments — Result — settled, outcome Cancelled — Computer — Result — settled, outcome Cancelled

Book, reschedule and cancel appointments — Result — settled, outcome Cancelled — Phone — Result — settled, outcome Cancelled

Tip: Someone without access to Sales (a technician) sees no settlement page: choosing Cancelled asks for the Reason for cancelling in the menu itself.

9.2Calendar views: day, 3 days, week, monthWhere:CalendarDay ▾

1
On Calendar, open the view list at the top right (it says Day).
2
Choose Day, 3 days, Week or Month.
3
Move with ‹ ›; Today brings you back. Scheduled today chooses whose columns the day view shows.
4
Click any day in the week or month view to open it as a day.

Result: Day shows one column per person with every booking and break. 3 days and Week list each day's bookings by time and client; on a phone the days stack one under another. Month shows how many bookings each day has. The calendar remembers the view you left it on.

Calendar views: day, 3 days, week, month — Week view — Computer — Week view

Calendar views: day, 3 days, week, month — Week view — Phone — Week view

Calendar views: day, 3 days, week, month — Month view — the number of bookings each day — Computer — Month view — the number of bookings each day

Calendar views: day, 3 days, week, month — Month view — the number of bookings each day — Phone — Month view — the number of bookings each day

9.3Group bookings (several clients, one time slot)Where:CalendarAddGroup appointment

1
On Calendar, go to the day, then Add → Group appointment.
2
Type a Group name ("Bridal party") and the Time everyone starts.
3
For Person 1: Add client → search and pick the client, then choose the Service and who does it (With).
4
Press Add another person for each extra guest and fill in the same three things.
5
Press Book 2 people (the number follows how many you added).

Result: Everyone is booked at the same time, each with their own booking in their own staff member's column, tagged Group: Bridal party. Each guest can be moved, checked out or cancelled on their own. If one seat clashes, nothing is booked and the drawer says which one.

Group bookings (several clients, one time slot) — Two guests, each with their own service and staff member — Computer — Two guests, each with their own service and staff member

Group bookings (several clients, one time slot) — Two guests, each with their own service and staff member — Phone — Two guests, each with their own service and staff member

Group bookings (several clients, one time slot) — Result — both at 10:00 am, tagged Group: Bridal party — Computer — Result — both at 10:00 am, tagged Group: Bridal party

Group bookings (several clients, one time slot) — Result — both at 10:00 am, tagged Group: Bridal party — Phone — Result — both at 10:00 am, tagged Group: Bridal party

9.4Walk-ins, placed in the next free slotWhere:CalendarAddAppointmentWalk-in

1
On Calendar, press Add → Appointment and pick the service.
2
Switch the tab at the top from Client to Walk-in.
3
Type their Full name and, if they give it, Phone.
4
Leave Staff on Any available…, or pick a person.
5
Check Seats at under the total — the earliest free time today — and press Seat walk-in now.

Result: The walk-in is booked at the time shown, with whoever is free, and becomes a client record you can find again next time. No time to choose and no clash to sort out.

Walk-ins, placed in the next free slot — Seats at 3:45 pm, ends 4:30 pm — Computer — Seats at 3:45 pm, ends 4:30 pm

Walk-ins, placed in the next free slot — Seats at 3:45 pm, ends 4:30 pm — Phone — Seats at 3:45 pm, ends 4:30 pm

Walk-ins, placed in the next free slot — Result — Mia Walker, 3:45 pm with Hana Lee — Computer — Result — Mia Walker, 3:45 pm with Hana Lee

Walk-ins, placed in the next free slot — Result — Mia Walker, 3:45 pm with Hana Lee — Phone — Result — Mia Walker, 3:45 pm with Hana Lee

Tip: A client standing at the desk without a name? Leave the search on the Client tab empty and book — it saves as a walk-in.

9.5Visit status: arrived, started, finished, no-showWhere:Calendarthe bookingstatus

1
Open the booking on the calendar.
2
Press the status at the top of the drawer.
3
Choose the next one: Arrived when the client walks in, Started when the service begins, Completed when it is finished. No-show if they never came.

Result: The status changes on the booking and on the calendar at once — a tick for completed, a play mark for started — so everyone on the floor can see who is waiting and who is in the chair. Checking out a visit marks it completed by itself. No-shows follow your cancellation policy, if you set one.

Visit status: arrived, started, finished, no-show — An arrived client: next is Started — Computer — An arrived client: next is Started

Visit status: arrived, started, finished, no-show — An arrived client: next is Started — Phone — An arrived client: next is Started

Visit status: arrived, started, finished, no-show — Result — completed (✓) and started (▷) on the calendar — Computer — Result — completed (✓) and started (▷) on the calendar

Visit status: arrived, started, finished, no-show — Result — completed (✓) and started (▷) on the calendar — Phone — Result — completed (✓) and started (▷) on the calendar

Tip: If the client has an allergy or alert on file, Started shows it first and asks before going on.

9.6Blocked time (breaks, training, maintenance)Where:CalendarAddBlocked time

1
On Calendar, go to the day, then Add → Blocked time (or click an empty time → Block out time).
2
Choose the Team member and the Type: Break, Training, Leave, Maintenance or Other.
3
Set From and To, add a Reason if you like, and press Block time.

Result: A grey striped block with the type and reason fills that time in the person's column. Nobody can be booked into it — not at the desk and not online.

Blocked time (breaks, training, maintenance) — Training for Sophie, 12:00–1:00 pm — Computer — Training for Sophie, 12:00–1:00 pm

Blocked time (breaks, training, maintenance) — Training for Sophie, 12:00–1:00 pm — Phone — Training for Sophie, 12:00–1:00 pm

Blocked time (breaks, training, maintenance) — Result — the block on the calendar — Computer — Result — the block on the calendar

Blocked time (breaks, training, maintenance) — Result — the block on the calendar — Phone — Result — the block on the calendar

9.7Weekly rosters and salon closing daysWhere:TeamWorking hours

Set each person's week

1
Go to Team → Working hours.
2
Choose the Staff member.
3
Under each day, press Add shift and set start and end, or the pencil to change a shift. Leave a day empty for a day off.

Result: The calendar greys out the hours outside each person's shifts, and online booking only offers times inside them. The same week repeats until you change it.

Weekly rosters and salon closing days — Linh's week — Computer — Linh's week

Weekly rosters and salon closing days — Linh's week — Phone — Linh's week

Close the salon for a day or a stretch

1
Go to Settings → Scheduling → Closed periods and press Add.
2
Set Start date and End date (the same date for one day) and a Description such as "Labour Day".
3
Choose where it applies — the whole business or particular locations — and press Save.

Result: On those days the calendar shows "The salon is closed on this date" with your description, and no new bookings are taken there or online. Bookings already made stay, so you can move them.

Weekly rosters and salon closing days — Labour Day, 26 October — Computer — Labour Day, 26 October

Weekly rosters and salon closing days — Labour Day, 26 October — Phone — Labour Day, 26 October

Weekly rosters and salon closing days — Result — the calendar on 26 October — Computer — Result — the calendar on 26 October

Weekly rosters and salon closing days — Result — the calendar on 26 October — Phone — Result — the calendar on 26 October

Tip: A single day off can also be added at the bottom of Working hours, under Closed dates.

9.8Waitlist, with called and booked statusWhere:CalendarWaitlist

Put a client on the waitlist

1
On Calendar, press the waitlist button (clock with a calendar) at the top, then Add to waitlist.
2
Add client and pick who wants the time.
3
Choose the Service and, if they have one, the Preferred staff.
4
Set the days they can come (From, Until (optional)) and the Part of day.
5
Tick that the client agrees to email offers if they do, add Notes, then press Add.

Result: They appear under Waiting with the service, staff and dates they asked for. Sorting by Best for this date puts first whoever fits the day the calendar is showing.

Waitlist, with called and booked status — Grace wants a Signature facial with Sophie, 1–9 Oct, afternoons — Computer — Grace wants a Signature facial with Sophie, 1–9 Oct, afternoons

Waitlist, with called and booked status — Grace wants a Signature facial with Sophie, 1–9 Oct, afternoons — Phone — Grace wants a Signature facial with Sophie, 1–9 Oct, afternoons

Waitlist, with called and booked status — Result — Grace under Waiting — Computer — Result — Grace under Waiting

Waitlist, with called and booked status — Result — Grace under Waiting — Phone — Result — Grace under Waiting

When a time comes free

1
Rang them? Press the phone button on their row — Mark as called — and they move to Called.
2
To book, press Find a time and book. VinaSpa lists the free times that match what they asked for, with the price.
3
Pick a time and press Book appointment.

Result: The booking is made on the calendar and the request moves to Booked, with View appointment to open it. Offer an appointment instead emails the client a time to accept themselves.

Waitlist, with called and booked status — Free times that match, 1 Oct — Computer — Free times that match, 1 Oct

Waitlist, with called and booked status — Free times that match, 1 Oct — Phone — Free times that match, 1 Oct

Waitlist, with called and booked status — Result — under Booked, and on the calendar at 1:00 pm — Computer — Result — under Booked, and on the calendar at 1:00 pm

Waitlist, with called and booked status — Result — under Booked, and on the calendar at 1:00 pm — Phone — Result — under Booked, and on the calendar at 1:00 pm

9.9Multi-criteria calendar filtersWhere:CalendarFilters

1
On Calendar, press the filter button (sliders) beside the date.
2
Open any group and tick what to show — Appointment status, Type, Booked through, Payment status, Service, creation date, Requested staff, client segment or one client.
3
Press Apply.

Result: Only matching bookings stay on the calendar. The filter button shows how many filters are on, and a line under the staff names says "Filters are hiding some appointments" with Clear filters beside it.

Multi-criteria calendar filters — Showing only Confirmed and Arrived — Computer — Showing only Confirmed and Arrived

Multi-criteria calendar filters — Showing only Confirmed and Arrived — Phone — Showing only Confirmed and Arrived

Multi-criteria calendar filters — Result — finished and started visits hidden — Computer — Result — finished and started visits hidden

Multi-criteria calendar filters — Result — finished and started visits hidden — Phone — Result — finished and started visits hidden

9.10Chairs, rooms and equipment cannot be double-bookedWhere:SettingsSchedulingResources

1
Go to Settings → Scheduling → Resources, press Add → Resource type. Pick an icon, name the kind of thing ("Pedicure chair") and press Add.
2
VinaSpa asks for the first one straight away: a Resource name ("Spa chair 1") and how many bookings it takes at once — usually One appointment at a time. Press Save. Add the others the same way with Add → Resource.
3
Go to Catalog, open a service that needs it, choose Resources on the left, tick the chair and press Save. Do the same for every service that uses it.

Result: A booking for that service takes the chair, and the calendar shows it on the booking ("Spa pedicure · Spa chair 1"). Anyone trying to book another service that needs the same chair at that time is stopped with "This time doesn't work — Spa chair 1 is already booked at this time", at the desk and online.

Chairs, rooms and equipment cannot be double-booked — Two spa chairs under Pedicure chair — Computer — Two spa chairs under Pedicure chair

Chairs, rooms and equipment cannot be double-booked — Two spa chairs under Pedicure chair — Phone — Two spa chairs under Pedicure chair

Chairs, rooms and equipment cannot be double-booked — Step 3 — the service's Resources — Computer — Step 3 — the service's Resources

Chairs, rooms and equipment cannot be double-booked — Step 3 — the service's Resources — Phone — Step 3 — the service's Resources

Chairs, rooms and equipment cannot be double-booked — Result — a second pedicure on the same chair is refused — Computer — Result — a second pedicure on the same chair is refused

Chairs, rooms and equipment cannot be double-booked — Result — a second pedicure on the same chair is refused — Phone — Result — a second pedicure on the same chair is refused

9.11Searchable appointment list with reference codesWhere:SalesAppointments

1
Go to Sales → Appointments.
2
Type a client's name or a reference such as A00571 in Client name or reference.
3
Narrow it with Upcoming, Today, Last 7 days, Last 30 days or All, and with the status list.
4
Click a row to open that booking.

Result: Every booking, past and future, with its reference, time, length, client, service, status and value. A cancelled booking stays in the list marked Cancelled.

Searchable appointment list with reference codes — Upcoming bookings — Computer — Upcoming bookings

Searchable appointment list with reference codes — Upcoming bookings — Phone — Upcoming bookings

Tip: The reference (A + number) is printed on the client's emails, so a client who rings about "A00571" is found in one search.

9.12Export the appointment list to CSVWhere:SalesAppointmentsOptions

1
In Sales → Appointments, set the search, dates and status you want.
2
Press Options → Export as CSV. Excel and PDF are there too.

Result: A file downloads with the bookings you were looking at, one row each, ready for Excel or Google Sheets.

Export the appointment list to CSV — Options — Export as CSV, Excel or PDF — Computer — Options — Export as CSV, Excel or PDF

Export the appointment list to CSV — Options — Export as CSV, Excel or PDF — Phone — Options — Export as CSV, Excel or PDF

9.13Save a filter to reuseWhere:CalendarFilters⋮

1
Set the filters you want (see the previous feature).
2
Press ⋮ at the bottom of the filter panel → Save these filters.
3
Give it a name in Name this view and press Save.
4
Next time, open Saved filters at the top of the panel and pick it.

Result: The saved view is one click away under Saved filters, and picking it puts all its filters back at once.

Save a filter to reuse — Naming the view — Computer — Naming the view

Save a filter to reuse — Naming the view — Phone — Naming the view

Save a filter to reuse — Result — under Saved filters — Computer — Result — under Saved filters

Save a filter to reuse — Result — under Saved filters — Phone — Result — under Saved filters

Not in VinaSpa yet

Price by staff tier (a senior therapist costs more than a junior)

Sales and till

Taking money: checking out a booking, selling over the counter, gift cards, packages and memberships, refunds, fees, and closing the day.

14 features

10.1Counter sales, split across several payment methodsWhere:Calendarthe bookingCheckout

Check out an appointment

1
Open the booking on Calendar and press Checkout at the bottom of the drawer.
2
The till opens with the booked service, its staff member and price, and the client at the top (This sale goes on their record). Add anything else from the Services, Products, Gift cards, Packages and Memberships tabs.
3
Add a discount or a tip here if there is one (see the cards below).
4
Press Take payment.
5
Choose the Payment method — Cash, EFTPOS, Card, Bank transfer or Other. Amount (NZD) is already the full amount due.
6
Press Charge.

Result: The till shows Sale completed and Paid in full: with the amount, and offers New sale and View receipt. The sale appears at the top of Sales → Sales as the next sale number, with the client, the items and the total, and the payment appears in Sales → Payments under its method.

Counter sales, split across several payment methods — The till for Mia Walker's gel manicure — discount and tip already added — Computer — The till for Mia Walker's gel manicure — discount and tip already added

Counter sales, split across several payment methods — The till for Mia Walker's gel manicure — discount and tip already added — Phone — The till for Mia Walker's gel manicure — discount and tip already added

Counter sales, split across several payment methods — Take a payment — $64.50 due — Computer — Take a payment — $64.50 due

Counter sales, split across several payment methods — Take a payment — $64.50 due — Phone — Take a payment — $64.50 due

Counter sales, split across several payment methods — Result — Sale completed, paid in full — Computer — Result — Sale completed, paid in full

Counter sales, split across several payment methods — Result — Sale completed, paid in full — Phone — Result — Sale completed, paid in full

Split the bill across two methods

1
At Take a payment, choose the first method — here Cash — and type only what the client pays that way, e.g. 30.00.
2
Press Charge. The panel stays open and shows Remaining balance: $34.50.
3
Choose the second method — here EFTPOS. The amount is already the remainder.
4
For EFTPOS or a card on a separate terminal, type the number printed on the terminal slip into Terminal reference (optional).
5
Press Charge again.

Result: When the remainder reaches $0.00 the sale is completed. Opening it in Sales → Sales shows Paid $64.50 and Still owing $0.00; Payments lists the two parts separately — #709 Cash $30.00 and #710 EFTPOS $34.50 — so the day's cash count only expects the cash part.

Counter sales, split across several payment methods — Second part — EFTPOS $34.50, the remaining balance — Computer — Second part — EFTPOS $34.50, the remaining balance

Counter sales, split across several payment methods — Second part — EFTPOS $34.50, the remaining balance — Phone — Second part — EFTPOS $34.50, the remaining balance

Counter sales, split across several payment methods — Result — sale #1025, paid $64.50, still owing $0.00 — Computer — Result — sale #1025, paid $64.50, still owing $0.00

Counter sales, split across several payment methods — Result — sale #1025, paid $64.50, still owing $0.00 — Phone — Result — sale #1025, paid $64.50, still owing $0.00

Counter sales, split across several payment methods — Payments — the cash part and the EFTPOS part as two rows — Computer — Payments — the cash part and the EFTPOS part as two rows

Counter sales, split across several payment methods — Payments — the cash part and the EFTPOS part as two rows — Phone — Payments — the cash part and the EFTPOS part as two rows

Tip: A sale left unpaid is not lost: it stays under Sales → Sales → Open carts, and opening it brings back the same cart.

10.2Quick sale, with no invoice attachedWhere:AddSale

Sell to someone who has not booked

1
Press Add → Sale at the top of the calendar (on a phone, the round + at the bottom).
2
Press Add client at the top of the cart and pick the client — or leave it empty for a walk-in.
3
Tap items on the tabs: a product from Products, a card from Gift cards, and so on. Each tap adds one line.
4
Press View cart, check the lines, then Take payment and pay as for any sale.

Result: The sale is completed like a checkout, but with no booking behind it. It is listed in Sales → Sales under the client's name (or as a walk-in), and products sold this way come off stock.

Quick sale, with no invoice attached — A quick sale for Olivia Brown — cuticle oil and a $50 gift card — Computer — A quick sale for Olivia Brown — cuticle oil and a $50 gift card

Quick sale, with no invoice attached — A quick sale for Olivia Brown — cuticle oil and a $50 gift card — Phone — A quick sale for Olivia Brown — cuticle oil and a $50 gift card

Take money for something not on the menu

1
Press Add → Quick payment.
2
The till opens on Products with an empty item ready: type the Item name (e.g. a deposit) and the Price (NZD).
3
Press Add to cart, then View cart → Take payment.

Result: The money is taken against a one-line sale with the name you typed, so it shows up in the day's close like any other sale instead of as money with no explanation.

Quick sale, with no invoice attached — Quick payment — a $50 deposit for a bridal trial — Computer — Quick payment — a $50 deposit for a bridal trial

Quick sale, with no invoice attached — Quick payment — a $50 deposit for a bridal trial — Phone — Quick payment — a $50 deposit for a bridal trial

10.315% GST split out of a tax-inclusive price, the NZ wayWhere:SalesSalesthe saleView receipt

See the GST on a sale

1
Prices in VinaSpa are always GST-inclusive — the price on the menu is what the client pays.
2
Open Sales → Sales and click the sale. GST included shows the GST inside the total.
3
Press View receipt for the tax receipt, or Send receipt to email it to the client.

Result: GST is worked out as 3/23 of the GST-inclusive amount: on sale #1025 the $58.50 after discount holds $7.63 GST, and the $6.00 tip is left out of it. The receipt shows the salon's GST number, each line with its type, Subtotal (excl. GST) $50.87, the GST and the total.

15% GST split out of a tax-inclusive price, the NZ way — GST included $7.63 — the tip is not taxed — Computer — GST included $7.63 — the tip is not taxed

15% GST split out of a tax-inclusive price, the NZ way — GST included $7.63 — the tip is not taxed — Phone — GST included $7.63 — the tip is not taxed

15% GST split out of a tax-inclusive price, the NZ way — View receipt — GST number, lines, subtotal excluding GST — Computer — View receipt — GST number, lines, subtotal excluding GST

15% GST split out of a tax-inclusive price, the NZ way — View receipt — GST number, lines, subtotal excluding GST — Phone — View receipt — GST number, lines, subtotal excluding GST

10.4Discounts, permission-controlled and requiring a reasonWhere:the tillAdd discount

Give a discount

1
In the cart, press Add discount.
2
Have a promo code? Type it in Promo code and press Apply promo code.
3
Otherwise, under Or add a manual discount, choose the Discount type — Percentage (%) or Fixed amount ($) — and type how much.
4
Type the Reason (at least 3 characters). It is required.
5
Press Apply discount.

Result: A discount line with the reason appears in the cart — here −$6.50 for "Regular client, first walk-in" — and the total drops. On the finished sale the line reads Discounted by with the name of whoever gave it, and it is counted in the Discounts row when the day is closed.

Discounts, permission-controlled and requiring a reason — 10% off, with the reason — Computer — 10% off, with the reason

Discounts, permission-controlled and requiring a reason — 10% off, with the reason — Phone — 10% off, with the reason

Discounts, permission-controlled and requiring a reason — Result — the discount line in the cart — Computer — Result — the discount line in the cart

Discounts, permission-controlled and requiring a reason — Result — the discount line in the cart — Phone — Result — the discount line in the cart

Tip: Only an owner or manager can give a discount. Anyone else sees A manager has to approve this: the manager types their Manager email and password and presses Approve, and their name goes on the sale beside yours.

10.5Tips, kept out of revenueWhere:the tillAdd tip

Add a tip

1
In the cart, press Add tip.
2
Press 10%, 15% or 20%, or type the Tip amount (NZD).
3
Under Goes to, choose Staff (the person on the service) or Tip pool (shared).
4
Press Add tip, then take payment as usual — the client pays the tip with the rest.

Result: A Tip line joins the cart and the total. The tip is not a sale: it carries no GST, it is not counted in Sales by item type when the day is closed, and it is shown on its own there as Tips (included above) — so the till count still balances.

Tips, kept out of revenue — 10% tip to the staff member — Computer — 10% tip to the staff member

Tips, kept out of revenue — 10% tip to the staff member — Phone — 10% tip to the staff member

Tips, kept out of revenue — Result — the tip line, outside the GST-inclusive subtotal — Computer — Result — the tip line, outside the GST-inclusive subtotal

Tips, kept out of revenue — Result — the tip line, outside the GST-inclusive subtotal — Phone — Result — the tip line, outside the GST-inclusive subtotal

10.6Sell and redeem gift cardsWhere:the tillGift cards

Sell a gift card

1
At the till, open the Gift cards tab.
2
Tap an amount — $25, $50, $100 or $150 — or type one in Another amount and press Add.
3
Set the buyer in Add client, press View cart, then Take payment.

Result: Once the sale is paid, the card is created with a code and a balance equal to the amount sold. It is listed in Sales → Sold gift cards — code, who bought it, when, what it sold for and what is left — and the total at the top is the money you are still holding for treatments not yet given.

Sell and redeem gift cards — The Gift cards tab — Computer — The Gift cards tab

Sell and redeem gift cards — The Gift cards tab — Phone — The Gift cards tab

Sell and redeem gift cards — Result — card M8H4PT5Z, $50.00 left — Computer — Result — card M8H4PT5Z, $50.00 left

Sell and redeem gift cards — Result — card M8H4PT5Z, $50.00 left — Phone — Result — card M8H4PT5Z, $50.00 left

Pay with a gift card

1
At Take a payment, press Pay by gift card at the top.
2
Type the Gift card code and press Check balance. The Available balance appears.
3
Type the Amount to use (NZD) — anything up to the balance. The client can keep the rest on the card.
4
Press Use gift card. If anything is still owed, take it with another method and press Charge.

Result: The card pays its part of the sale and its balance goes down. In Sold gift cards a card with nothing left is marked used up with $0.00 left, and the outstanding total drops by the amount used.

Sell and redeem gift cards — $50.00 from the card; the other $79.00 in cash — Computer — $50.00 from the card; the other $79.00 in cash

Sell and redeem gift cards — $50.00 from the card; the other $79.00 in cash — Phone — $50.00 from the card; the other $79.00 in cash

Sell and redeem gift cards — Result — M8H4PT5Z used up — Computer — Result — M8H4PT5Z used up

Sell and redeem gift cards — Result — M8H4PT5Z used up — Phone — Result — M8H4PT5Z used up

10.7Sell prepaid packages and spend them at the tillWhere:the tillPackages

Sell a package

1
At the till, set the client at the top — a package is kept on their record.
2
Open the Packages tab. Each package shows its sessions, its price and what it saves.
3
Tap the package, press View cart, then Take payment.

Result: The package belongs to the client from the moment it is paid. Sales → Sold packages lists it with the client, the date sold, when it expires, how many sessions are used and what was paid.

Sell prepaid packages and spend them at the till — The Packages tab — Gel manicure 5-pack, $295, saves $30 — Computer — The Packages tab — Gel manicure 5-pack, $295, saves $30

Sell prepaid packages and spend them at the till — The Packages tab — Gel manicure 5-pack, $295, saves $30 — Phone — The Packages tab — Gel manicure 5-pack, $295, saves $30

Sell prepaid packages and spend them at the till — A 5-pack and a membership in one sale for Poppy Lawson — Computer — A 5-pack and a membership in one sale for Poppy Lawson

Sell prepaid packages and spend them at the till — A 5-pack and a membership in one sale for Poppy Lawson — Phone — A 5-pack and a membership in one sale for Poppy Lawson

Use a session from it

1
Check out the client's booking as usual.
2
Under the service, the till offers Use Gel manicure 5-pack · 5 left. Tap it.
3
The service is covered from the package. Press Take payment — with nothing left to pay, the sale completes at $0.00.

Result: The price is struck through and the cart shows Package covers −$6.00 and Package prepaid −$59.00 — the session was already paid for, at the package's price per session. In Sold packages the package now reads Used 1 of 5, and the number of sessions still owed goes down.

Sell prepaid packages and spend them at the till — The till offers the package under the service — Computer — The till offers the package under the service

Sell prepaid packages and spend them at the till — The till offers the package under the service — Phone — The till offers the package under the service

Sell prepaid packages and spend them at the till — Covered — total due $0.00 — Computer — Covered — total due $0.00

Sell prepaid packages and spend them at the till — Covered — total due $0.00 — Phone — Covered — total due $0.00

Sell prepaid packages and spend them at the till — Result — 1 of 5 used, 4 sessions still owed — Computer — Result — 1 of 5 used, 4 sessions still owed

Sell prepaid packages and spend them at the till — Result — 1 of 5 used, 4 sessions still owed — Phone — Result — 1 of 5 used, 4 sessions still owed

10.8Sell membershipsWhere:the tillMemberships

Sell a membership

1
At the till, set the client at the top.
2
Open the Memberships tab and tap the plan — here Nail Club, $59.00 monthly.
3
Press View cart, then Take payment.

Result: The membership starts when the sale is paid. Sales → Sold memberships lists it as Active, with its price and the date the current period ends; the tabs show paused and cancelled ones, and Cancel ends it. When the member checks out, the till offers the sessions the plan includes (here Use Nail Club · 1 left).

Sell memberships — The Memberships tab — Computer — The Memberships tab

Sell memberships — The Memberships tab — Phone — The Memberships tab

Sell memberships — Result — Poppy Lawson, Nail Club, active until 29 Oct 2026 — Computer — Result — Poppy Lawson, Nail Club, active until 29 Oct 2026

Sell memberships — Result — Poppy Lawson, Nail Club, active until 29 Oct 2026 — Phone — Result — Poppy Lawson, Nail Club, active until 29 Oct 2026

10.9Refunds, reversing all three ledger legsWhere:SalesSalesthe saleRefund

Refund part or all of a sale

1
Open Sales → Sales and click the sale.
2
Press Refund. The dialog shows the Refundable balance:.
3
Type the Refund amount (NZD) and the Reason.
4
Tick I confirm this refund is correct — it will be returned to the client and cannot be undone. and press Confirm refund.

Result: The sale now shows Refunded $15.00 under Paid. The refund comes off the day's takings, the GST and the payment method it was paid with — in Close day it appears in that method's refunded column — and a part-refunded sale is listed under Exceptions for whoever closes the day.

Refunds, reversing all three ledger legs — A $15 goodwill refund on sale #1023 — Computer — A $15 goodwill refund on sale #1023

Refunds, reversing all three ledger legs — A $15 goodwill refund on sale #1023 — Phone — A $15 goodwill refund on sale #1023

Refunds, reversing all three ledger legs — Result — Refunded $15.00 — Computer — Result — Refunded $15.00

Refunds, reversing all three ledger legs — Result — Refunded $15.00 — Phone — Result — Refunded $15.00

10.10Late-cancellation and no-show feesWhere:SettingsSchedulingCancellation reasons

Set the fees

1
Open Settings → Scheduling → Cancellation reasons.
2
Under Cancellation fees, type the No-show fee ($) and the Late cancellation fee ($).
3
Press Save.

Result: Bookings made from now on carry these fees. Bookings already made keep the fee settings they were made with, so changing the amount never surprises a client who booked under the old one.

Late-cancellation and no-show fees — No-show $30, late cancellation $20 — Computer — No-show $30, late cancellation $20

Late-cancellation and no-show fees — No-show $30, late cancellation $20 — Phone — No-show $30, late cancellation $20

Charge the fee

1
Mark the booking No-show from its status. An owner or manager confirms it on Appointment settlement, as for a cancellation.
2
Open it again: the drawer now offers Add no-show fee. (On a booking cancelled late, the same place offers Add late cancellation fee.)
3
Press it. The till opens with the fee as the only line.
4
Press Take payment and charge it.

Result: The fee is a sale of its own, linked to the booking — No-show fee $30.00 — and counted in the No-show fees row when the day is closed.

Late-cancellation and no-show fees — A no-show — Add no-show fee — Computer — A no-show — Add no-show fee

Late-cancellation and no-show fees — A no-show — Add no-show fee — Phone — A no-show — Add no-show fee

Late-cancellation and no-show fees — Result — the $30.00 fee in the till — Computer — Result — the $30.00 fee in the till

Late-cancellation and no-show fees — Result — the $30.00 fee in the till — Phone — Result — the $30.00 fee in the till

10.11Close the day, count the cash, lock the booksWhere:SalesDaily summary

Close the day

1
Open Sales → Daily summary. The page is Close day for today; use ‹ › to pick another date.
2
Read Sales by item type and, below it, what was collected by each method, with Tips (included above).
3
Under Cash count, type the cash actually in the drawer in Counted cash (NZD). If it is off by more than the allowed amount, a reason is required — type it.
4
Press Save cash count.
5
Read Exceptions — anything that needs a look before closing, such as part-refunded sales.
6
Press Close day at the top, tick I have reviewed the totals and the exception queue for this day. and press Confirm close.

Result: The button becomes Day closed and a badge shows when it was closed. Every sale dated that day is locked: none can be edited or completed until an owner or manager reopens the day with a reason. The totals are kept as they stood at closing.

Close the day, count the cash, lock the books — Close day — sales by item type — Computer — Close day — sales by item type

Close the day, count the cash, lock the books — Close day — sales by item type — Phone — Close day — sales by item type

Close the day, count the cash, lock the books — Counted $150 against $157 expected — reason required — Computer — Counted $150 against $157 expected — reason required

Close the day, count the cash, lock the books — Counted $150 against $157 expected — reason required — Phone — Counted $150 against $157 expected — reason required

Close the day, count the cash, lock the books — Confirm close — Computer — Confirm close

Close the day, count the cash, lock the books — Confirm close — Phone — Confirm close

Close the day, count the cash, lock the books — Result — Day closed, 29 Sept 2026, 5:50 pm — Computer — Result — Day closed, 29 Sept 2026, 5:50 pm

Close the day, count the cash, lock the books — Result — Day closed, 29 Sept 2026, 5:50 pm — Phone — Result — Day closed, 29 Sept 2026, 5:50 pm

10.12Reopen a locked day, with a reason and an audit trailWhere:SalesDaily summaryReopen day

Reopen a closed day

1
Open Sales → Daily summary on the closed day.
2
Press Reopen day beside the closed badge.
3
Type the Reason — it is kept for good — and press Reopen day.

Result: The day's sales can be edited and completed again, and Close day is back. Close history at the bottom of the page records who closed it and when, and who reopened it, when and why. Only an owner or manager can reopen.

Reopen a locked day, with a reason and an audit trail — Reopen — forgot to ring up a retail sale — Computer — Reopen — forgot to ring up a retail sale

Reopen a locked day, with a reason and an audit trail — Reopen — forgot to ring up a retail sale — Phone — Reopen — forgot to ring up a retail sale

Reopen a locked day, with a reason and an audit trail — Result — Close history: closed, then reopened with the reason — Computer — Result — Close history: closed, then reopened with the reason

Reopen a locked day, with a reason and an audit trail — Result — Close history: closed, then reopened with the reason — Phone — Result — Close history: closed, then reopened with the reason

10.13Export the day's summaryWhere:SalesDaily summaryExport CSV

Download the day as a spreadsheet

1
Open Sales → Daily summary on the day you want.
2
Pick Based on service date or based on payment date — the file follows the choice.
3
Press Export CSV.

Result: A file named close-day-2026-09-29.csv downloads. It opens in Excel or Google Sheets with the date and basis, sales by item type (sold, refunded, gross), money by payment method (collected, refunded, net) and the exceptions — ready to hand to the bookkeeper.

Export the day's summary — Export CSV, top right of Close day — Computer — Export CSV, top right of Close day

Export the day's summary — Export CSV, top right of Close day — Phone — Export CSV, top right of Close day

10.14Staff commission and payroll (partly)Where:SettingsTeamCommission

Set up commission

1
Open Settings → Team → Commission.
2
Under Commission is calculated on, choose Paid on the full price (a discount comes out of the salon's share) or Paid on what the client actually paid (the discount is shared with the technician).
3
Press New commission rule.
4
Type the Rule name, choose who it Applies to (everyone, or one person), what it is Paid on (everything, services — all or One service only — products or packages), and the Rate — a percentage or a fixed amount per item.
5
Set the Priority if two rules could apply, and press Save rule.

Result: The rule is listed with who it covers and its rate, and it pays from the next sale on — commission already earned is never recalculated. With no rule at all, the page says nobody earns commission.

Staff commission and payroll (partly) — How commission is calculated — Computer — How commission is calculated

Staff commission and payroll (partly) — How commission is calculated — Phone — How commission is calculated

Staff commission and payroll (partly) — A 10% house rate on services — Computer — A 10% house rate on services

Staff commission and payroll (partly) — A 10% house rate on services — Phone — A 10% house rate on services

Staff commission and payroll (partly) — Result — the rule in the list — Computer — Result — the rule in the list

Staff commission and payroll (partly) — Result — the rule in the list — Phone — Result — the rule in the list

Pay runs

1
Open Team → Pay runs and press New pay run.
2
Fill in Period start, Period end and Payday (the day the money lands), and choose the Pay frequency.
3
Press Open run. The run opens as a Draft.
4
Press Calculate.

Result: The run is listed with its payday, period, people, gross, net and status Draft, and its history records who opened it. Calculate answers Payroll calculation and finalisation are disabled until statutory payroll has accountant sign-off. — working out PAYE, approving, and producing the bank file and IRD filing stay off until an accountant has checked the tax rates. Until then, run payroll the way you do today.

Staff commission and payroll (partly) — Pay runs — Computer — Pay runs

Staff commission and payroll (partly) — Pay runs — Phone — Pay runs

Staff commission and payroll (partly) — Result — a draft run; Calculate is switched off for now — Computer — Result — a draft run; Calculate is switched off for now

Staff commission and payroll (partly) — Result — a draft run; Calculate is switched off for now — Phone — Result — a draft run; Calculate is switched off for now

Not in VinaSpa yet

Staff targets
Sending sales to Xero or QuickBooks

Card payments

How money comes in and goes back: the card terminal, the payment methods at the till, refunds, and the payment record nobody can edit.

4 features

11.1Card payment through WindcaveWhere:SettingsPaymentsCard terminals

Connect the card terminal

1
Open Settings → Payments → Card terminals and press Edit.
2
Under Payment provider, choose Manual terminal if you take cards on your own EFTPOS machine and just record them, or Windcave to connect this location to its own Windcave merchant account.
3
For Windcave, type the API username and API key Windcave gave you. The key is typed again every time you save.
4
Press Save.

Result: The page shows Card terminal configured and Ready to use, with the location and the provider. Each location has its own connection, so money from one branch lands in that branch's account.

Card payment through Windcave — Result — configured, manual terminal (the demo salon) — Computer — Result — configured, manual terminal (the demo salon)

Card payment through Windcave — Result — configured, manual terminal (the demo salon) — Phone — Result — configured, manual terminal (the demo salon)

Card payment through Windcave — Windcave chosen — the two fields Windcave supplies — Computer — Windcave chosen — the two fields Windcave supplies

Card payment through Windcave — Windcave chosen — the two fields Windcave supplies — Phone — Windcave chosen — the two fields Windcave supplies

Take a card payment

1
At the till press Take payment and choose Card as the Payment method.
2
With a manual terminal: key the amount into your own card machine, then type the number on its slip into Terminal reference (optional).
3
Press Charge.
4
With Windcave connected, the till hands the payment to Windcave's own card page instead. Keep the panel open until it comes back — do not start a second charge.

Result: Sale completed with Paid in full: appears. The payment is listed in Sales → Payments as Card, and its detail shows the method, the provider (Manual or Windcave), what was charged and the history of the payment.

Card payment through Windcave — Card, $65.00, terminal slip 004512 — Computer — Card, $65.00, terminal slip 004512

Card payment through Windcave — Card, $65.00, terminal slip 004512 — Phone — Card, $65.00, terminal slip 004512

Card payment through Windcave — Sale completed — paid in full — Computer — Sale completed — paid in full

Card payment through Windcave — Sale completed — paid in full — Phone — Sale completed — paid in full

Card payment through Windcave — Payment #717 — Card, provider Manual — Computer — Payment #717 — Card, provider Manual

Card payment through Windcave — Payment #717 — Card, provider Manual — Phone — Payment #717 — Card, provider Manual

Tip: Settings → Sales → Card payments shows the same connection location by location — Card is typed in by hand until a location is connected.

11.2Cash, EFTPOS, bank transfer, recorded by handWhere:the tillTake paymentPayment method

Record a payment taken outside VinaSpa

1
At Take a payment, open Payment method: Cash, EFTPOS, Card, Bank transfer or Other, plus any methods of your own.
2
Check the Amount (NZD) — change it to split the bill.
3
Press Charge.

Result: The payment is recorded under that method straight away — nothing is sent anywhere. Payments lists it, and the day's close adds it up by method, so the cash count only expects the cash.

Cash, EFTPOS, bank transfer, recorded by hand — Cash, $30.00 of $64.50 — Computer — Cash, $30.00 of $64.50

Cash, EFTPOS, bank transfer, recorded by hand — Cash, $30.00 of $64.50 — Phone — Cash, $30.00 of $64.50

Cash, EFTPOS, bank transfer, recorded by hand — Payments — each one under its method — Computer — Payments — each one under its method

Cash, EFTPOS, bank transfer, recorded by hand — Payments — each one under its method — Phone — Payments — each one under its method

Add a payment method of your own

1
Open Settings → Sales → Custom payment methods.
2
Type the name under New payment method — e.g. Account credit, Afterpay — and press Add.

Result: The method is listed on the page and offered at the bottom of Payment method at the till. Money taken that way gets its own line in the takings instead of disappearing into Other.

Cash, EFTPOS, bank transfer, recorded by hand — Result — Account credit added — Computer — Result — Account credit added

Cash, EFTPOS, bank transfer, recorded by hand — Result — Account credit added — Phone — Result — Account credit added

Cash, EFTPOS, bank transfer, recorded by hand — Adding a second one — Computer — Adding a second one

Cash, EFTPOS, bank transfer, recorded by hand — Adding a second one — Phone — Adding a second one

11.3Partial or full refundsWhere:SalesPaymentsthe paymentRefund

Refund from the payment

1
Open Sales → Payments and click the payment.
2
Press Refund at the bottom of its detail.
3
Type the Refund amount (NZD) — anything up to the Refundable balance: — and the Reason.
4
Tick the confirmation and press Confirm refund.

Result: The payment turns Partially refunded (or refunded, for the whole amount) and Net (after refunds) drops — here from $65.00 to $55.00. Its History gains a Refunded line with the time and the reason. Refunding from the sale instead (see Sales and till) does the same.

Partial or full refunds — $10 back on payment #717 — Computer — $10 back on payment #717

Partial or full refunds — $10 back on payment #717 — Phone — $10 back on payment #717

Partial or full refunds — Result — net $55.00, the refund in the history — Computer — Result — net $55.00, the refund in the history

Partial or full refunds — Result — net $55.00, the refund in the history — Phone — Result — net $55.00, the refund in the history

Tip: If the sale included products, VinaSpa then asks which ones are going back on the shelf, so stock is put back only for what really came back.

11.4The payment ledger is append-only, never editedWhere:SalesPayments

Read the payment record

1
Open Sales → Payments. Newest is on top; Filters narrows by method or status.
2
Click any row to see its detail and History.

Result: A refund never changes the original payment: it is a new row of its own — Refund of #717 −$10.00 — above the untouched #717 $65.00. Every step (created, captured, refunded) is kept with its time, so the record always adds up to what really happened.

The payment ledger is append-only, never edited — Refund of #717 as its own row — Computer — Refund of #717 as its own row

The payment ledger is append-only, never edited — Refund of #717 as its own row — Phone — Refund of #717 as its own row

The payment ledger is append-only, never edited — The history of #717 — Computer — The history of #717

The payment ledger is append-only, never edited — The history of #717 — Phone — The history of #717

Stock

Retail products the till sells and the back-bar stock the team works from — counted in, drawn down by every sale, flagged when it runs low and checked with a stocktake.

5 features

12.1Retail products, sellable at the tillWhere:CatalogProducts

Add a product

1
Press Catalog → Products → New product.
2
Type the Name. Pick the Brand — or press + New brand, type it and press Add — and the Supplier.
3
Type the Retail price and Cost price (the form shows the margin), the Size and what it is Sold by — here 12 ml.
4
Type Reorder at — the stock level that counts as low. Reorder quantity is kept on the product as a note; new stock orders do not fill it in yet.
5
Check the switches: Sell at the till on, Use from the back bar off for a retail product, Count this in stocktakes and Tell me when it runs low on. Press Add product.

Result: The product is in the list with its brand and size, at 0 in stock and marked Low stock — nothing is on the shelf until an order is received.

Retail products, sellable at the till — Nail strengthener — Kōwhai Botanics, $26, 12 ml — Computer — Nail strengthener — Kōwhai Botanics, $26, 12 ml

Retail products, sellable at the till — Nail strengthener — Kōwhai Botanics, $26, 12 ml — Phone — Nail strengthener — Kōwhai Botanics, $26, 12 ml

Retail products, sellable at the till — Reorder at 3, and the five switches — Computer — Reorder at 3, and the five switches

Retail products, sellable at the till — Reorder at 3, and the five switches — Phone — Reorder at 3, and the five switches

Bring the stock in

1
Press Catalog → Stock orders → New stock order.
2
Choose the Supplier, type a quantity beside each product you are ordering and press Create order. The order is saved as Draft.
3
Press Place order when it goes to the supplier. It becomes Ordered.
4
When the boxes arrive, press Receive. Change any number that differs from what came, then press Receive stock.

Result: PO-0003 shows Received and Nail strengthener has 12 in stock. Stock only moves when an order is received — anything short stays outstanding on the order.

Retail products, sellable at the till — New stock order — 12 Nail strengthener from Pacific Beauty Supplies — Computer — New stock order — 12 Nail strengthener from Pacific Beauty Supplies

Retail products, sellable at the till — New stock order — 12 Nail strengthener from Pacific Beauty Supplies — Phone — New stock order — 12 Nail strengthener from Pacific Beauty Supplies

Retail products, sellable at the till — Receive PO-0003 — 12 arrived — Computer — Receive PO-0003 — 12 arrived

Retail products, sellable at the till — Receive PO-0003 — 12 arrived — Phone — Receive PO-0003 — 12 arrived

Sell it at the till

1
Press Add → Sale and open the Products tab. Each product shows its price and how many are in stock.
2
Tap a product to add one; tap again for another. Add the client, press View cart, then Take payment.

Result: The till sells only products with Sell at the till switched on — back-bar-only stock such as Massage oil is not offered.

Retail products, sellable at the till — The Products tab — price and stock on every tile — Computer — The Products tab — price and stock on every tile

Retail products, sellable at the till — The Products tab — price and stock on every tile — Phone — The Products tab — price and stock on every tile

12.2Stock drawn down on saleWhere:CatalogProducts

1
Complete a sale with products in it — Mia Thompson bought 1 Nail strengthener and 2 Lash & brow growth serums.
2
Open Catalog → Products, or Reports → Stock movement log for every movement.

Result: Nail strengthener went from 12 to 11 and the serum from 7 to 5 the moment the sale was completed. The Stock movement log has one row per product: the time, the product, Sale and −1 or −2.

Stock drawn down on sale — Products after the sale — Computer — Products after the sale

Stock drawn down on sale — Products after the sale — Phone — Products after the sale

Stock drawn down on sale — Stock movement log — received, sold, used and counted (on a phone, scroll the table sideways) — Computer — Stock movement log — received, sold, used and counted (on a phone, scroll the table sideways)

Stock drawn down on sale — Stock movement log — received, sold, used and counted (on a phone, scroll the table sideways) — Phone — Stock movement log — received, sold, used and counted (on a phone, scroll the table sideways)

Tip: A product refunded in Sales can go back on the shelf: the refund screen asks, and Restock refunded products by default at the top of Products sets what it starts ticked to.

12.3Low-stock warnings at the reorder levelWhere:CatalogProducts

1
Give the product a Reorder at level and switch on Tell me when it runs low.
2
Sell or use it until it reaches that level.

Result: In Products it is marked Low stock beside the number — Lash & brow growth serum at 5 with Reorder at 5, SPF 50 at 3. The bell at the top gets a Low stock notification under Stock: "Lash & brow growth serum — 5/5".

Low-stock warnings at the reorder level — Low stock beside the serum — Computer — Low stock beside the serum

Low-stock warnings at the reorder level — Low stock beside the serum — Phone — Low stock beside the serum

Low-stock warnings at the reorder level — Notifications → Stock — Low stock — Computer — Notifications → Stock — Low stock

Low-stock warnings at the reorder level — Notifications → Stock — Low stock — Phone — Notifications → Stock — Low stock

12.4Back bar: what staff take for professional useWhere:CatalogProductsActionsRecord back-bar use

1
In Catalog → Products, press Actions beside the product — here Massage oil — then Record back-bar use.
2
Type the Quantity used and, in Reason or staff member, who took it or why.
3
Press Record use.

Result: Massage oil went from 6 to 5, and the Stock movement log shows "Salon use −1 — Tama — hot stone massages this week", separately from anything sold to clients.

Back bar: what staff take for professional use — Record back-bar use — 1 bottle, for Tama — Computer — Record back-bar use — 1 bottle, for Tama

Back bar: what staff take for professional use — Record back-bar use — 1 bottle, for Tama — Phone — Record back-bar use — 1 bottle, for Tama

Back bar: what staff take for professional use — Result — Salon use in the Stock movement log — Computer — Result — Salon use in the Stock movement log

Back bar: what staff take for professional use — Result — Salon use in the Stock movement log — Phone — Result — Salon use in the Stock movement log

Tip: Something broken, spilled or out of date is not back-bar use: Actions → Record waste takes it off the count with a reason of its own.

12.5Regular stocktakesWhere:CatalogStocktakes

1
Press Catalog → Stocktakes → Start a stocktake. Every counted product is listed with what VinaSpa expects on the shelf.
2
Type what is actually there in Counted, or scan each barcode into Scan a barcode. The Variance fills in as you go.
3
Interrupted? Pause and come back later — the counts are kept.
4
When everything is counted, press Commit count.

Result: "SC-0001 committed — 1 line adjusted": Cuticle oil was expected at 22 and counted at 21, so it now has 21 and the log shows Adjustment −1, Stocktake SC-0001. The stocktake is then read-only — "Counts cannot be changed after a stocktake is committed."

Regular stocktakes — SC-0001 — 7/7 counted, Cuticle oil −1 — Computer — SC-0001 — 7/7 counted, Cuticle oil −1

Regular stocktakes — SC-0001 — 7/7 counted, Cuticle oil −1 — Phone — SC-0001 — 7/7 counted, Cuticle oil −1

Regular stocktakes — Result — committed and read-only — Computer — Result — committed and read-only

Regular stocktakes — Result — committed and read-only — Phone — Result — committed and read-only

Tip: Nothing moves until you commit, so a stocktake can run over a quiet afternoon while the till keeps selling.

Clients

Everyone who comes in: their details, history, prepaid balance, allergies and patch tests, tags and segments, reviews and loyalty points.

14 features

13.1Find a client by name, email or phoneWhere:ClientsClient list

Search the client list

1
Open Clients → Client list.
2
Type part of a name, an email or a phone number into Name, email or phone.
3
Click the client to open their profile.

Result: The list narrows as you type — "Walker" leaves Mia, Sienna and Ruby Walker — with each client's mobile, rating, what they have spent and when they were added.

Find a client by name, email or phone — "Walker" — three clients — Computer — "Walker" — three clients

Find a client by name, email or phone — "Walker" — three clients — Phone — "Walker" — three clients

Tip: A therapist does not see phone numbers or emails, so for them the box searches names only.

13.2Full client record: date of birth, referral source, address, emergency contactWhere:ClientsClient listAdd client

Add a client

1
On Client list press Add client.
2
Fill in First name (the only required field), Last name, Mobile number and Email.
3
Add Date of birth, gender and the Client source — e.g. Referral — and who referred them if you know.
4
Lower down, fill in the address and the emergency contact: Emergency contact name, Relationship, Emergency contact phone.
5
Press Save at the top.

Result: You are back on the list with the new client at the top. Their profile shows the phone, email and the date they became a client, with the address and emergency contact in cards of their own; the timeline starts with "Client profile created".

Full client record: date of birth, referral source, address, emergency contact — Name, contact details, date of birth, source — Computer — Name, contact details, date of birth, source

Full client record: date of birth, referral source, address, emergency contact — Name, contact details, date of birth, source — Phone — Name, contact details, date of birth, source

Full client record: date of birth, referral source, address, emergency contact — Address and emergency contact — Computer — Address and emergency contact

Full client record: date of birth, referral source, address, emergency contact — Address and emergency contact — Phone — Address and emergency contact

Result — Aroha Ngata's profile

spa.vina.nz

Tip: Edit on the profile changes any of it later.

13.3Client wallet: gift card balance plus remaining sessionsWhere:Clientsthe clientWallet

See what a client has prepaid

1
Open the client's profile.
2
Open the Wallet tab.

Result: Gift card balance and Sessions still owed at the top, then each membership and package with what is left and when it runs out — Poppy has 1 Nail Club session this period (ends 29 Oct 2026) and 4 of her 5-pack (expires 29 Mar 2027). The same summary sits near the top of the profile.

Client wallet: gift card balance plus remaining sessions — Poppy Lawson's wallet — Computer — Poppy Lawson's wallet

Client wallet: gift card balance plus remaining sessions — Poppy Lawson's wallet — Phone — Poppy Lawson's wallet

13.4Treatment history and spending historyWhere:Clientsthe clientAppointments / Sales

Look back at a client's visits and spending

1
Open the client's profile. The cards at the top give Total spent, appointments, cancellations and no-shows.
2
Open Appointments for every booking with its date, status, service and staff member.
3
Open Sales for every sale with what was bought and what was paid.

Result: Each list is newest first. A visit paid from a package or membership is marked as paid from prepaid value and is not counted again in the total spent — the money was counted when the package was sold.

Treatment history and spending history — Appointments — one confirmed, one cancelled — Computer — Appointments — one confirmed, one cancelled

Treatment history and spending history — Appointments — one confirmed, one cancelled — Phone — Appointments — one confirmed, one cancelled

Treatment history and spending history — Sales — the $59 visit paid from prepaid value — Computer — Sales — the $59 visit paid from prepaid value

Treatment history and spending history — Sales — the $59 visit paid from prepaid value — Phone — Sales — the $59 visit paid from prepaid value

13.5Allergy and medical notesWhere:Clientsthe clientRecords

Record an allergy

1
Open the client's profile and the Records tab.
2
Under Allergies press Add an allergy.
3
Type the Substance, choose the Severity and add Notes if they help.
4
Press Save.

Result: The allergy is listed in a yellow card — "PPD (hair dye) · Severe" with the note under it — and it is shown to whoever starts a treatment for this client (see below). General health notes go in Medical notes on the client's Edit form.

Allergy and medical notes — PPD, severe — Computer — PPD, severe

Allergy and medical notes — PPD, severe — Phone — PPD, severe

Allergy and medical notes — Result — the allergy on the Records tab — Computer — Result — the allergy on the Records tab

Allergy and medical notes — Result — the allergy on the Records tab — Phone — Result — the allergy on the Records tab

13.6Patch tests, which read as absent once expiredWhere:Clientsthe clientRecordsPatch tests

Record a patch test

1
On the Records tab, under Patch tests, type the Product tested.
2
Set Tested on and Valid until, and the Result — Passed, Pending or Reacted.
3
Press Record patch test.

Result: Each test is listed with its date and "expires …", and marked Current until that date — then Out of date, which counts the same as no test at all. Here the Tint 6.0 test from March has run out; the lash-lift glue test from today is current. A reaction reads "Reacted — do not perform this service".

Patch tests, which read as absent once expired — A tint test from March, valid until September — Computer — A tint test from March, valid until September

Patch tests, which read as absent once expired — A tint test from March, valid until September — Phone — A tint test from March, valid until September

Patch tests, which read as absent once expired — Result — one current, one out of date — Computer — Result — one current, one out of date

Patch tests, which read as absent once expired — Result — one current, one out of date — Phone — Result — one current, one out of date

13.7Warns the staff member before the treatment startsWhere:Calendarthe bookingstatusStarted

Start a treatment for a client with an alert

1
Open the booking. Once the client is here, set the status to Arrived.
2
When the treatment begins, press the status again and choose Started.

Result: Nothing starts yet: Review these safety alerts before starting: lists the allergy — "PPD (hair dye) · Severe" — and the patch-test check. Cancel leaves the visit as it was; Start anyway starts it, once someone has read it.

Warns the staff member before the treatment starts — The warning before Aroha's gel manicure — Computer — The warning before Aroha's gel manicure

Warns the staff member before the treatment starts — The warning before Aroha's gel manicure — Phone — The warning before Aroha's gel manicure

13.8Block a client, and genuinely block them on the online booking page tooWhere:Clientsthe clientBlock client

Block a client

1
Open the client's profile and press Block client.
2
Type the reason under Why is this client being blocked? — the client never sees it.
3
Press Block client.

Result: A red banner on the profile reads Blocked client with the reason, and the button becomes Unblock client. On the booking page, anyone giving that client's email or phone is refused at the last step with Please call the salon to make this booking. — nothing is booked.

Block a client, and genuinely block them on the online booking page too — The reason stays inside the salon — Computer — The reason stays inside the salon

Block a client, and genuinely block them on the online booking page too — The reason stays inside the salon — Phone — The reason stays inside the salon

Block a client, and genuinely block them on the online booking page too — Result — Jordan Blake, blocked — Computer — Result — Jordan Blake, blocked

Block a client, and genuinely block them on the online booking page too — Result — Jordan Blake, blocked — Phone — Result — Jordan Blake, blocked

Block a client, and genuinely block them on the online booking page too — Jordan trying to book online — Computer — Jordan trying to book online

Block a client, and genuinely block them on the online booking page too — Jordan trying to book online — Phone — Jordan trying to book online

13.9Client tagsWhere:Clientsthe clientAdd tag

Tag a client

1
On the profile, press Add tag under the client's name.
2
Type the Tag name — or pick one already in use — and press Enter.

Result: The tag shows under the name on the profile and in the client list, and segments can pick clients by it (next card).

Client tags — Tagging Aroha VIP — Computer — Tagging Aroha VIP

Client tags — Tagging Aroha VIP — Phone — Tagging Aroha VIP

Client tags — Result — the VIP tag — Computer — Result — the VIP tag

Client tags — Result — the VIP tag — Phone — Result — the VIP tag

13.10Self-updating client segments (new, lapsed, birthdays and so on)Where:ClientsClient segments

Use a ready-made segment

1
Open Clients → Client segments.
2
Read the count beside each segment — they recount themselves.

Result: Eleven segments are ready: new clients, first-time visits, loyal, lapsed, high spenders, never booked, recent, repeat no-shows, reachable by email, books online and upcoming birthdays — each with the number of clients in it right now, ready for marketing.

Self-updating client segments (new, lapsed, birthdays and so on) — The ready-made segments — Computer — The ready-made segments

Self-updating client segments (new, lapsed, birthdays and so on) — The ready-made segments — Phone — The ready-made segments

Make your own

1
Press Create segment and type the Segment name.
2
Choose a rule — here Has tag → VIP. Press Add rule for more; a client has to match all of them.
3
Press Preview clients to see who matches.
4
Press Save segment.

Result: "VIP clients" joins the list with 4 clients in it, and it keeps itself up to date: tag someone else VIP and they are in it the next time the list is read.

Self-updating client segments (new, lapsed, birthdays and so on) — Has tag VIP — the preview under the rules — Computer — Has tag VIP — the preview under the rules

Self-updating client segments (new, lapsed, birthdays and so on) — Has tag VIP — the preview under the rules — Phone — Has tag VIP — the preview under the rules

Self-updating client segments (new, lapsed, birthdays and so on) — Result — VIP clients, 4 — Computer — Result — VIP clients, 4

Self-updating client segments (new, lapsed, birthdays and so on) — Result — VIP clients, 4 — Phone — Result — VIP clients, 4

13.11Client reviews, with salon repliesWhere:ClientsOnline reputation

Read and answer reviews

1
Open Clients → Online reputation. Overview gives the rating, the number of reviews and how many you have answered.
2
Open All reviews. Filter by stars, platform or No reply yet.
3
Press Reply under a review, write the answer and press Post reply.

Result: The answer appears under the review as You replied, and the response rate on Overview goes up.

Client reviews, with salon replies — Overview — 4.8 from 4 reviews — Computer — Overview — 4.8 from 4 reviews

Client reviews, with salon replies — Overview — 4.8 from 4 reviews — Phone — Overview — 4.8 from 4 reviews

Client reviews, with salon replies — Answering Nina Kowalski — Computer — Answering Nina Kowalski

Client reviews, with salon replies — Answering Nina Kowalski — Phone — Answering Nina Kowalski

Client reviews, with salon replies — Result — You replied — Computer — Result — You replied

Client reviews, with salon replies — Result — You replied — Phone — Result — You replied

Tip: Google reviews show beside VinaSpa's once they are switched on with Connect; the demo salon has not connected Google.

13.12Duplicate detection when adding a clientWhere:ClientsAdd clientSave

Add someone who is already on file

1
Add a client as usual and press Save.
2
If the name, phone or email matches someone already on file, VinaSpa stops and shows Possible existing client with that record.
3
Press Use existing client to keep one record, or Create anyway if they really are two people.

Result: Nothing is saved until you choose, so the same person does not end up with two histories. Here Poppy Lawson's email found the Poppy Lawson already on file.

Duplicate detection when adding a client — Possible existing client — Computer — Possible existing client

Duplicate detection when adding a client — Possible existing client — Phone — Possible existing client

Tip: Options → Review possible duplicates on the client list lists pairs that came in through an import.

13.13Export the client list to CSVWhere:ClientsClient listOptions

Download the client list

1
On Client list, search or filter first if you only want some clients.
2
Press Options → Export as CSV.

Result: A file named clients- and today's date downloads, holding the clients you were looking at: name, mobile, email, date of birth, gender, source, city, marketing consent, whether blocked, rating, total spent, number of sales and the date added.

Export the client list to CSV — Options → Export as CSV — Computer — Options → Export as CSV

Export the client list to CSV — Options → Export as CSV — Phone — Options → Export as CSV

13.14Loyalty pointsWhere:ClientsLoyalty

Set up the programme

1
Open Clients → Loyalty and switch the programme on.
2
Set Spend per point and, if you want, Points expire after (months).
3
Set the bonus points — for a review, for booking online, for a run of visits, for a referral (paid when the friend pays for their first visit).
4
Add Tiers (e.g. Silver at $500 spend, 5% off) and Rewards (e.g. $10 off for 200 points, or a free service).

Result: Every sale to a known client earns points from then on. Right now shows how many members there are and how many points are outstanding.

See or adjust a client's points

1
Open the client's profile and the Rewards tab.
2
To add or take away points, press Adjust points, type the number (negative takes away) and the reason.

Result: The tab shows the Points balance, the tier and the spend to the next one, and Points history — here +59 earned on sale #1029 and +150 "Goodwill after a late start", 209 in all.

Spend points at the till

1
With the client on the sale, press Use points in the cart.
2
Rewards the client can afford have Use; the others are listed under Not enough points yet.
3
Press Use, then take payment as usual.

Result: The reward comes off the bill as its own line — "$10 off any treatment −$10.00" — and the points come off when the sale is completed: Poppy went from 209 to 9, then earned 51 on what she paid.

Client inbox

Everything a client has been sent or has said — by email, on the phone, by text — in one thread per client.

3 features

14.1One conversation thread per clientWhere:top barMessagesConnect

Open a client's thread

1
Press the speech-bubble Messages icon at the top right. Connect opens.
2
The left column lists one conversation per client, newest first, with what was last sent — a receipt, a reminder, a reply. Search by name at the top.
3
Click a client to read their thread.

Result: The thread holds everything that client has been sent automatically — booking confirmations, reminders, receipts — and every reply and logged call, each with its time and whether it was sent. Open conversations are under Open 35; closing one moves it to Closed.

One conversation thread per client — Connect — one row per client — Computer — Connect — one row per client

One conversation thread per client — Connect — one row per client — Phone — Connect — one row per client

One conversation thread per client — Poppy Lawson's thread — Computer — Poppy Lawson's thread

One conversation thread per client — Poppy Lawson's thread — Phone — Poppy Lawson's thread

14.2Reply by email from inside the threadWhere:Connectthe clientYour reply

Answer a client

1
Open the client's thread.
2
Type in Your reply at the bottom — the box grows as you write. Attach a file or add an emoji if you want.
3
Press Send.

Result: The reply goes to the client's email address with the subject "Message from" and the salon's name, and appears in the thread marked Sent. If it cannot be delivered it is still kept, marked Not delivered with the reason under it, so nobody has to retype it.

Reply by email from inside the thread — A reply to Poppy about her Nail Club session — Computer — A reply to Poppy about her Nail Club session

Reply by email from inside the thread — A reply to Poppy about her Nail Club session — Phone — A reply to Poppy about her Nail Club session

Reply by email from inside the thread — Result — Sent, 8:17 pm — Computer — Result — Sent, 8:17 pm

Reply by email from inside the thread — Result — Sent, 8:17 pm — Phone — Result — Sent, 8:17 pm

Tip: A client without an email address can't be replied to from here — the thread says so, and you can still log what they said.

14.3Log what a client said on the phoneWhere:Connectthe clientLog what the client said

Log a call or a text

1
Open the client's thread.
2
Tick Log what the client said (phone or text) instead of sending.
3
Type what they said and press Send — nothing is sent to the client.

Result: The note appears on the client's side of the thread marked logged and received, with the time — so whoever takes the next call can see that Poppy already said Friday at 10:00 suits her.

Log what a client said on the phone — Logging Poppy's call — Computer — Logging Poppy's call

Log what a client said on the phone — Logging Poppy's call — Phone — Logging Poppy's call

Log what a client said on the phone — Result — logged · Received, 8:19 pm — Computer — Result — logged · Received, 8:19 pm

Log what a client said on the phone — Result — logged · Received, 8:19 pm — Phone — Result — logged · Received, 8:19 pm

Not in VinaSpa yet

Two-way SMS messaging

Today board and reports

What the salon has taken, what is coming up and what needs doing — on one board, with the detailed reports one click away.

7 features

15.1Today board: takings, what is next, what needs attentionWhere:Today

Read the board

1
Press Today — the house icon at the top of the left rail. It is also the first screen after signing in.
2
Revenue shows what the window earned, with Takings (money actually taken), the number of Sales and the Average sale underneath, and a day-by-day chart.
3
Upcoming appointments lists who is coming next, with the day, the time, the service, the staff member and the status.
4
Scroll down for Needs attention, Recent activity and Next appointment today.

Result: Revenue and takings are different on purpose: a gift card or a package sold today is money in the till, so it counts in Takings straight away, but it only becomes Revenue when the treatment is done. In the picture the week earned $2,715.25 from 37 sales while $3,240.25 was taken.

Today board: takings, what is next, what needs attention — The Today board — Revenue and Upcoming appointments — Computer — The Today board — Revenue and Upcoming appointments

Today board: takings, what is next, what needs attention — The Today board — Revenue and Upcoming appointments — Phone — The Today board — Revenue and Upcoming appointments

Clear what needs attention

1
Look at Needs attention on the Today board.
2
Each line is something left undone: a sale not fully paid, a cart left open from an earlier day, a trading day never closed, or a booking today nobody confirmed.
3
Click a line to go where it is fixed — Day never closed opens Close day, an unpaid sale or open cart opens the sale, an unconfirmed booking opens the calendar.

Result: Here 28 September had been reopened and not closed again, so the card shows "Day never closed · 28 Sept 2026 · 19 sales". Once the day is closed the line disappears; when nothing is left the card says "Nothing needs attention right now."

Today board: takings, what is next, what needs attention — Needs attention — a day never closed, with Recent activity below — Computer — Needs attention — a day never closed, with Recent activity below

Today board: takings, what is next, what needs attention — Needs attention — a day never closed, with Recent activity below — Phone — Needs attention — a day never closed, with Recent activity below

Tip: Unpaid sales, open carts and unclosed days show only to logins that can use Sales; a technician sees only their own unconfirmed bookings.

15.2Revenue for the last 7, 14, 30 or 90 daysWhere:TodayRevenue⋮

Change the window

1
On the Revenue card press ⋮ at the top right.
2
Pick a Date range — Last 7 days, Last 14 days, Last 30 days or Last 90 days.
3
Press Apply changes.

Result: The dates under the title, the four figures and the chart all move to the new window at once. View all sales in the same menu — or clicking the big figure — lists every sale in the window with its date, client and what was collected.

Revenue for the last 7, 14, 30 or 90 days — Revenue options — date range and View all sales — Computer — Revenue options — date range and View all sales

Revenue for the last 7, 14, 30 or 90 days — Revenue options — date range and View all sales — Phone — Revenue options — date range and View all sales

Revenue for the last 7, 14, 30 or 90 days — Result — 23 to 29 September — Computer — Result — 23 to 29 September

Revenue for the last 7, 14, 30 or 90 days — Result — 23 to 29 September — Phone — Result — 23 to 29 September

Tip: For today, this week or this month to date, use the Quick insights panel in the top bar — see the next feature.

15.3Performance at a glance in the top barWhere:top barQuick insights

Open Quick insights from any screen

1
Press the bar-chart icon in the top bar (its name is Quick insights). It works from any screen — the calendar, the till, a client.
2
Performance insights slides in from the right. Choose Yesterday, Today, Week or Month.
3
Press View beside a figure to open the full report behind it.

Result: The panel shows Total sales with a chart, Sales by channel, Appointments and Average sales for the period you picked, without leaving what you were doing. In the picture today's total sales are $1,194.25.

Performance at a glance in the top bar — Performance insights — Today — Computer — Performance insights — Today

Performance at a glance in the top bar — Performance insights — Today — Phone — Performance insights — Today

15.4Compared with the same period beforeWhere:top barQuick insightsToday · Week · Month

Read the comparison

1
Open Quick insights.
2
Pick a period. The line under the summary says what it is compared with — Today against the same day last week, Month against last month.
3
Read the percentage beside each figure.

Result: Each figure shows how far it is up or down on the period it is compared with, which is always the same length as the one you are reading. Where the earlier period had nothing to compare — as in this demo salon, which opened this week — it says N/A rather than an invented percentage.

Compared with the same period before — Month to date, compared with last month — Computer — Month to date, compared with last month

Compared with the same period before — Month to date, compared with last month — Phone — Month to date, compared with last month

15.5Sales by channelWhere:top barQuick insightsSales by channel

See where the sales came from

1
Open Quick insights and pick a period.
2
Read Sales by channel under the chart.

Result: Each sale is counted once, under the channel it came through: Direct, Book now link (the salon's own online booking page) and VinaRewards marketplace, each with its amount and its change on the period before. Social media and Marketing say Unavailable until those sources are tracked. Today everything came in Direct — $1,194.25.

Sales by channel — Sales by channel — Direct, Book now link, VinaRewards marketplace — Computer — Sales by channel — Direct, Book now link, VinaRewards marketplace

Sales by channel — Sales by channel — Direct, Book now link, VinaRewards marketplace — Phone — Sales by channel — Direct, Book now link, VinaRewards marketplace

15.6Top services and top staffWhere:TodayTop services · Top staff

See what sells and who sells it

1
Scroll to the bottom of the Today board.
2
Top services ranks services by revenue, with how many were Booked.
3
Top staff ranks the team by revenue, with how many Services each did.

Result: Both lists follow the Revenue card's date range. This week Gel manicure leads services (9 booked, $579.00) and Linh Tran leads the team ($685.00 from 9 services). Long names wrap onto two lines on a phone instead of being cut off.

Top services and top staff — Top services and Top staff — Computer — Top services and Top staff

Top services and top staff — Top services and Top staff — Phone — Top services and Top staff

15.7Reports read from the payment ledger, so a refund subtracts correctlyWhere:ReportsPayment summary

Open a report

1
Press Reports in the left rail. Every report is listed, grouped by Sales, Finance, Appointments, Team, Clients and Inventory — or type in Search reports….
2
Press the star on a report to keep it under Favourites.
3
Open Payment summary.
4
Pick Last 7 days, Last 30 days, Last 90 days or set From and To. Press Export CSV to take the table to a spreadsheet.

Result: Payment summary shows each way clients paid — EFTPOS, card, cash, package, gift card — with what was Collected, what was Refunded and the Net. Figures come from the payment ledger, not from the sales, so the $30 EFTPOS refund and the $10 card refund from the Payments chapter are taken off: EFTPOS nets $1,532.50 and card $1,135.00.

Reports read from the payment ledger, so a refund subtracts correctly — Reports — every report, by group — Computer — Reports — every report, by group

Reports read from the payment ledger, so a refund subtracts correctly — Reports — every report, by group — Phone — Reports — every report, by group

Reports read from the payment ledger, so a refund subtracts correctly — Payment summary, 28–29 September — Computer — Payment summary, 28–29 September

Reports read from the payment ledger, so a refund subtracts correctly — Payment summary, 28–29 September — Phone — Payment summary, 28–29 September

Not in VinaSpa yet

Comparing performance between locations

Using VinaSpa on your phone

VinaSpa is a website, so every screen in this guide works in your phone's browser — no app store, no updates.

No app needed

Open spa.vina.nz in Safari or Chrome and sign in. It is the same account on every device.

Add to Home Screen — iPhone & iPad

In Safari, tap Share, then Add to Home Screen. VinaSpa opens full screen, like an app.

Add to Home Screen — Android

In Chrome, open the ⋮ menu and choose Add to Home screen.

The bottom bar

Calendar, Sales, the + button, Clients and More. The + opens Appointment, Group appointment, Blocked time, Sale and Quick payment.

Frequently asked questions

Do I need to install anything?

No. VinaSpa runs in the browser on a computer, tablet or phone. Add it to your phone's home screen if you want it one tap away.

Can I use VinaSpa in Vietnamese?

Yes. Each person chooses English, Tiếng Việt or 中文 in Personal settings, and the salon sets a default for everyone else. Your online booking page has a language switch for clients too.

Are my prices GST-inclusive?

Yes. The price you type is the price the client pays. If your salon is GST-registered, VinaSpa works out the GST inside that price; if not, it adds none.

How much does it cost?

Every new salon starts with a 14-day free trial and no card. After that, plans are priced per bookable team member each month — the plans and prices are on the sign-up page.

Can clients book online?

Yes. Switch on online booking, share your link or QR code, and clients book themselves into the times that are really free. Bookings appear on your calendar straight away.

Can I bring my client list from another system?

Yes. Clients → Options → Import clients takes a spreadsheet, shows you a preview, and only adds them when you confirm.

Who can see the money?

Roles decide it. Owners see everything; managers run the day, the team and reports; front desk books and takes payment; technicians see only their own calendar and clients.

Can I run more than one branch?

Yes. Add a location in Settings → Business setup → Locations and switch between branches from the top bar. Each branch has its own calendar, team and takings.

How does Vina Cash Back work with my salon?

Connect your branch in Settings → Rewards Link. Your deals can then appear on vina.nz and clients earn Cash Back into their vina.nz wallet when they pay you. It is separate from your own loyalty points.

Where do I get help inside the app?

Help, at the bottom of the left-hand menu, has short articles on everyday jobs — booking, checkout, refunds and closing the day.

New to VinaSpa?

Create your workspace in a few minutes. The first 14 days are free, and no card is needed.

Start your free trial

How to use VinaSpa

01Salon settings

Switch a module off

Switch it back on

Change a day's hours

Register for GST

Print it on the receipt

Pick your own language

Set the salon's language

Work from a phone

Open a second branch

02Team and permissions

Give a staff member their own login

See what each role can do

What a therapist sees

Write a note only the front of house can read

Front desk asks for a manual discount

What is kept from a therapist

Compare the two views

03Service menu

Add a service

Tell VinaSpa how the time is really spent

Create an extra

Create a package

Tie a service to a skill

Make a service ask for a consultation

Show a starting price

04Consultation forms

Add a question to a service's form

Take the client through the form

Try to start before it is signed

Look at a signed consultation

05Online booking

Switch it on and share the link

What a client does

Choose what clients can see

The client picks a time

Keep a service off the booking page

Set the booking window

The client leaves a review

Read it in the salon

06Client notifications

The day before

Shortly before

Every message, for every client

One client's messages

07Deals and happy hours

Make the code

The client uses it

On the booking page

At the front desk

08VinaRewards link

Link your own Vina account (once)

Connect a branch

See the bookings that came from Rewards

Follow what was sent

Check the daily totals

09Scheduling

Book an appointment

Move it to another time

Cancel it

Set each person's week

Close the salon for a day or a stretch

Put a client on the waitlist

When a time comes free

10Sales and till

Check out an appointment

Split the bill across two methods

Sell to someone who has not booked

Take money for something not on the menu

See the GST on a sale

Give a discount

Add a tip

Sell a gift card

Pay with a gift card

Sell a package

Use a session from it

Sell a membership

Refund part or all of a sale

Set the fees

Salon settings

Team and permissions

Service menu

Consultation forms

Online booking

Client notifications

Deals and happy hours

VinaRewards link

Scheduling

Sales and till

Card payments

Stock

Clients

Client inbox

Today board and reports