Booking & Scheduling System

SunMule's intelligent booking and scheduling system provides real-time availability tracking, automated queue management, and seamless customer experience across all salon locations. The system optimizes equipment utilization while ensuring customer satisfaction through accurate wait time predictions and flexible scheduling options.

Overview

The booking and scheduling system handles all aspects of customer session management:

Real-time equipment availability and status tracking
Intelligent queue management with dynamic wait time calculations
Location-based booking with GPS verification
Automated session flow from check-in to completion
Multi-location availability comparison and optimization

The booking system operates in real-time, automatically updating availability as customers check in, sessions begin, and equipment becomes available. All wait times are dynamically calculated based on current queue status and historical session data.

Real-Time Availability System

Equipment Status Tracking

The system continuously monitors equipment status across all salon locations:

Live Status Types:

Available: Equipment is ready for immediate use with no queue
In Use: Currently occupied with active tanning session
Delay Period: Customer checked in, waiting for delay timer to complete
Cleaning/Maintenance: Equipment temporarily unavailable for service
Out of Order: Equipment disabled due to technical issues

Dynamic Updates:

Status changes propagate instantly across all customer interfaces
Staff actions (manual disable, maintenance mode) immediately update availability
Honey Badger IoT system provides real-time equipment connectivity status
Session completion automatically triggers availability updates

Intelligent Wait Time Calculation

The system uses advanced algorithms to predict accurate wait times:

Calculation Factors:

Current queue length and customer positions
Average session durations by equipment type
Historical usage patterns and peak time adjustments
Cooling period requirements between sessions
Equipment preparation time (cleaning, setup)

Dynamic Adjustments:

Real-time recalculation as sessions progress
Automatic updates when customers cancel or no-show
Equipment-specific timing based on model capabilities
Salon-specific adjustment factors for local patterns

Queue Management System

Automated Queue Processing

The system maintains separate queues for each piece of equipment:

Queue Features:

First-in-first-out processing with VIP override capabilities
Automatic advancement when equipment becomes available
Real-time position updates for customers and staff
No-show detection and automatic queue cleanup

Queue States:

Waiting: Customer checked in and waiting for equipment availability
Ready: Equipment available, customer notified to begin session
Delayed: Customer assigned to equipment, delay period active
Active: Session in progress
Completed: Session finished, equipment entering cool-down

Staff Queue Controls

Salon staff have comprehensive queue management capabilities:

Manual Queue Operations:

Add customers directly to specific equipment queues
Remove customers from queues (cancellations, no-shows)
Reorder queue positions for VIP members or special circumstances
Transfer customers between equipment queues

Emergency Overrides:

Priority check-in for VIP members or medical accommodations
Emergency equipment reallocation during malfunctions
Bulk queue management during system maintenance
Override safety timers for special circumstances (staff supervision required)

Customer Booking Experience

Customers can book sessions through multiple pathways:

Location-First Booking:

Browse nearby salons with GPS-based distance calculation
View real-time availability at selected salon
Choose from available equipment with wait time display
Confirm booking and receive queue position

Equipment-First Booking:

Browse preferred equipment types across all locations
Compare availability and wait times at multiple salons
Select optimal location based on availability and distance
Complete booking with automatic GPS verification

Check-In Process

Streamlined check-in ensures smooth customer experience:

Proximity Verification:

GPS verification requires customer within 1-mile radius of salon
Location services automatically detect nearest salon location
Manual location override available for accuracy issues
Alternative verification methods for GPS-disabled devices

Session Configuration:

Equipment selection from available options
Session duration selection (within plan limits and equipment maximums)
Special accommodation requests (skin sensitivity, medical considerations)
Payment method confirmation for session packages

Queue Entry:

Automatic addition to equipment-specific queue
Real-time position and wait time updates
Push notification setup for room ready alerts
Option to modify or cancel booking before session start

Advanced Scheduling Features

Recurring Session Scheduling

For customers with regular tanning routines:

Repeat Booking Options:

Weekly recurring sessions with preferred time slots
Flexible scheduling with availability-based optimization
Automatic rebooking with smart conflict detection
Season-based scheduling adjustments

Smart Recommendations:

Optimal session frequency based on skin type and tanning goals
Equipment rotation suggestions for varied tanning experience
Peak time avoidance recommendations for shorter wait times
Location suggestions based on travel patterns

Group Booking Management

Coordinate sessions for multiple customers:

Family/Group Features:

Simultaneous booking for multiple family members
Adjacent time slot reservations for couples
Group pricing application and payment splitting
Synchronized session start times across multiple equipment

Corporate/Event Booking:

Bulk session scheduling for corporate events
Special event coordination with salon management
Group rate negotiations and payment processing
Dedicated staff support for large bookings

Equipment-Specific Scheduling

Equipment Type Optimization

Different tanning equipment requires specialized scheduling logic:

UV Tanning Beds:

Session duration limits based on equipment power and customer skin type
Mandatory cooling periods between sessions for equipment longevity
Bulb usage tracking and replacement scheduling
Safety protocol enforcement for maximum exposure limits

Spray Tanning Booths:

Appointment-based scheduling with longer preparation times
Solution inventory management and booth availability
Specialized cleaning requirements between customers
Consultation scheduling for first-time spray tan customers

Spa Services (Red Light Therapy):

Extended session durations with relaxation-focused scheduling
Ambient environment optimization (temperature, lighting, music)
Add-on service coordination (aromatherapy, meditation sessions)
Wellness package scheduling with multiple service types

Model-Specific Features

Each equipment model has unique scheduling parameters:

High-End Equipment:

Premium pricing tiers with priority booking access
Extended maximum session durations
Enhanced comfort features and amenities
VIP member exclusive access during peak hours

Standard Equipment:

Regular pricing and availability for all membership levels
Standard session durations and cooling periods
Basic amenities and comfort features
Open access scheduling for all customers

Integration with Business Operations

Revenue Optimization

The scheduling system maximizes salon revenue through intelligent booking:

Dynamic Pricing:

Peak hour pricing adjustments based on demand
Equipment-specific pricing tiers for premium models
Member vs. guest pricing differentiation
Promotional pricing for off-peak time slots

Utilization Analytics:

Equipment usage tracking and optimization recommendations
Peak time identification and staffing adjustments
Revenue per equipment hour analysis
Customer satisfaction correlation with booking patterns

Staff Workflow Integration

Seamless integration with daily salon operations:

Staff Scheduling:

Automatic staff alerts for customer arrivals and session completions
Equipment maintenance scheduling during low-demand periods
Cleaning protocol reminders between customer sessions
Emergency notification system for equipment malfunctions

Operational Efficiency:

Automated session tracking and billing integration
Equipment utilization reports for management decision-making
Customer flow optimization to reduce lobby congestion
Inventory management integration for tanning products and supplies

Safety and Compliance Features

Health and Safety Protocols

Built-in safety measures protect customers and ensure compliance:

UV Exposure Monitoring:

Skin type-based session limit enforcement
Cooling period requirements between UV sessions
Cumulative exposure tracking across multiple visits
Automatic safety alerts for overexposure risk

Equipment Safety Checks:

Pre-session equipment functionality verification
Temperature monitoring and safety shutoffs
Emergency stop capabilities accessible to customers and staff
Regular maintenance scheduling and compliance tracking

Regulatory Compliance

Ensure adherence to local and federal tanning regulations:

Age Verification:

Parental consent requirements for minors
Age-appropriate equipment restrictions
Documentation storage for compliance audits
Special protocols for under-18 customers

Health Department Regulations:

Sanitation protocol compliance between customers
Equipment inspection scheduling and documentation
Staff certification tracking and renewal alerts
Incident reporting and documentation procedures

Mobile and Technology Integration

Mobile App Features

Native mobile app provides optimal booking experience:

One-Touch Booking:

GPS-based automatic salon detection
Favorite equipment quick booking
Voice command booking for hands-free operation
Apple Watch and smartwatch integration

Real-Time Notifications:

Push notifications for booking confirmations and updates
Room ready alerts with customizable lead time
Session completion reminders and post-tan care tips
Emergency notifications for equipment issues or schedule changes

API Integration

Robust API enables third-party integrations:

Partner Applications:

Fitness app integration for wellness tracking
Calendar app synchronization for appointment management
Payment platform integration for seamless transactions
Social media sharing for check-ins and progress updates

Business System Integration:

POS system synchronization for transaction processing
Inventory management system connectivity
Customer relationship management (CRM) platform integration
Analytics platform data export for business intelligence

Analytics and Optimization

Performance Metrics

Comprehensive analytics drive continuous system improvement:

Booking Analytics:

Conversion rates from browsing to booking
Cancellation and no-show rate tracking
Average wait time accuracy analysis
Customer satisfaction correlation with booking experience

Operational Metrics:

Equipment utilization rates and optimization opportunities
Peak time analysis and capacity planning
Staff efficiency metrics and workflow optimization
Revenue per booking and profitability analysis

Predictive Analytics

Machine learning algorithms improve booking accuracy:

Demand Forecasting:

Seasonal demand pattern recognition
Weather-based booking prediction
Special event impact on scheduling
Customer behavior pattern analysis

Optimization Recommendations:

Optimal staffing levels for predicted demand
Equipment maintenance scheduling for minimal disruption
Pricing optimization for revenue maximization
Customer retention strategies based on booking patterns

Troubleshooting and Support

Common Booking Issues

Quick resolution guides for typical problems:

Customer Issues:

GPS location not detecting correctly - manual location override procedures
App not showing real-time availability - cache clearing and refresh instructions
Booking confirmation not received - notification settings and delivery verification
Unable to check in due to distance requirements - staff override procedures

Staff Resolution Procedures:

Equipment not updating availability status - Honey Badger connectivity check
Customer stuck in queue with no progress - manual queue advancement procedures
Overbooking situations during high demand - customer accommodation protocols
System-wide booking disruptions - emergency manual operation procedures

Emergency Procedures

Protocols for system failures or emergencies:

System Outage Response:

Manual booking procedures using paper logs
Customer notification and rebooking protocols
Revenue protection during system downtime
Data recovery and synchronization procedures

Equipment Emergency Response:

Immediate customer safety protocols for equipment malfunctions
Emergency queue reallocation to alternative equipment
Customer compensation and rebooking procedures
Incident documentation and reporting requirements

The SunMule booking and scheduling system transforms the customer experience while optimizing salon operations through intelligent automation, real-time updates, and comprehensive safety protocols.