Session Management

SunMule provides detailed session management capabilities that track every aspect of customer tanning sessions from check-in to completion, ensuring safety, efficiency, and customer satisfaction.

Session Overview

What is a Session?

A session represents a complete customer tanning experience from the moment they check in until they complete their service. SunMule tracks every stage of this process to ensure optimal operations and customer safety.

Session Lifecycle:

Check-In - Customer arrives and enters the queue
Delay Period - Pre-tanning preparation time
Active Session - Actual tanning time in the equipment
Dirty Time - Post-session equipment cleaning period
Cool Down - Equipment cooling period (if applicable)
Completion - Session fully completed and room ready

Real-Time Session Tracking

SunMule provides live monitoring of all active sessions across your salon, giving staff complete visibility into operations and helping ensure customer safety and satisfaction.

Live Updates

All session data updates in real-time, providing instant visibility into session progress without manual refreshes or status checks.

Comprehensive Session Data

Customer Information

Customer Details:

Customer Name - Full customer identification with direct profile link
Customer Plan/Session Type - Membership plan or individual session package
Customer History - Quick access to previous sessions and preferences

Service Preferences:

Preferred equipment types and settings
Previous session durations and patterns
Safety considerations and restrictions

Staff Information

Session Management:

Started By - Which employee initiated the session
Staff Member Profile - Direct link to staff member details
Authorization Level - Staff permissions for session modifications

Operational Notes:

Staff observations and customer interactions
Special accommodations or requests
Customer service notes and follow-ups

Equipment and Room Details

Room Assignment:

Room Name - Specific room identification
Equipment Model - Tanning bed or equipment type and specifications
Equipment Serial Number - Unique equipment identifier for tracking
Service Type - Specific service being provided (UV tanning, spray tan, red light, etc.)

Equipment Status:

Current operational status
Equipment health and performance metrics
Maintenance requirements and schedules

Session Settings and Configuration

Time Settings:

Delay Time - Pre-session preparation duration (e.g., "5 minutes")
Session Time - Actual tanning duration (e.g., "20 minutes")
Custom Timing - Any modifications to standard session lengths

Safety Parameters:

Maximum session time enforcement
Skin type compatibility verification
Safety waiting periods between sessions
Emergency stop capabilities

Session Timeline Tracking

Detailed Time Stamps

SunMule captures precise timestamps for every stage of the session process:

Check-In Time:

Exact date and time customer entered the queue
Queue position and estimated wait time
Customer arrival method (appointment vs. walk-in)

Delay Start Time:

When pre-session preparation began
Actual vs. scheduled start time variance
Room preparation completion status

Session Start Time:

Exact moment tanning equipment activated
Equipment warm-up completion
Customer safety briefing confirmation

Session End/Dirty Time:

When active tanning session concluded
Equipment automatic shut-off activation
Begin room cleaning and preparation phase

Cool Down Time:

Equipment cooling period initiation (when applicable)
Temperature monitoring during cool-down
Equipment safety status verification

Completion Time:

Final session completion timestamp
Room availability for next customer
Customer checkout and departure

Duration Calculations

Wait Duration:

Time between check-in and session start
Queue efficiency metrics
Customer satisfaction indicators

Customer Time:

Actual time spent in tanning equipment
Comparison to scheduled session duration
Service delivery accuracy

Cleaning/Preparation Time:

Room turnover efficiency
Equipment cleaning duration
Staff productivity metrics

Total Session Time:

Complete customer experience duration
Operational efficiency analysis
Resource utilization tracking

Safety Monitoring

All session timing includes automatic safety monitoring to ensure customers never exceed safe exposure limits, with automatic equipment shutdown if necessary.

Session Status Management

Real-Time Status Updates

Active Session Monitoring:

Current session progress and remaining time
Equipment status and performance
Customer safety monitoring
Emergency response capabilities

Queue Management:

Upcoming customers and wait times
Room assignment optimization
Service scheduling coordination
Walk-in accommodation

Session Controls

Staff Controls:

Start/Stop Sessions - Manual session control capabilities
Extend/Reduce Time - Modify session duration as needed
Emergency Stop - Immediate session termination for safety
Customer Communication - Intercom and notification systems

Automated Controls:

Automatic session termination at preset times
Safety system monitoring and intervention
Equipment malfunction detection and response
Customer notification and alert systems

Historical Session Data

Session History Tracking

Individual Session Records:

Complete documentation of every session
Customer feedback and satisfaction ratings
Equipment performance during sessions
Any incidents or special circumstances

Customer Session Patterns:

Visit frequency and consistency
Preferred times and equipment
Session duration preferences
Seasonal usage patterns

Reporting and Analytics

Session Performance Metrics:

Average session durations by service type
Equipment utilization rates
Customer wait times and satisfaction
Staff efficiency and productivity

Operational Analytics:

Peak usage periods and capacity planning
Equipment performance and reliability
Revenue per session analysis
Customer retention and engagement metrics

Safety and Compliance:

Session safety compliance tracking
Equipment safety performance
Incident reporting and analysis
Regulatory compliance documentation

Session Management Tools

Staff Dashboard

Daily Session Overview:

All active and scheduled sessions
Real-time equipment status
Customer queue and wait times
Staff task prioritization

Session Details Panel:

Expanded view of individual sessions
Complete customer and equipment information
Historical context and preferences
Action buttons for session management

Customer Self-Service

Session Booking:

Online appointment scheduling
Real-time availability viewing
Preferred equipment selection
Session customization options

Session Tracking:

Real-time session progress updates
Estimated completion times
Queue position monitoring
Mobile notifications and alerts

Advanced Session Features

Multi-Session Management

Package Sessions:

Series of related sessions for single customer
Sequential session scheduling and tracking
Package balance and remaining session monitoring
Automatic progression through session series

Group Sessions:

Multiple customers in coordinated sessions
Synchronized timing and coordination
Group pricing and billing management
Special event and party accommodations

Integration Features

Equipment Integration:

Seamless Honey Badger IoT control
Automatic equipment parameter adjustment
Real-time equipment health monitoring
Predictive maintenance integration

Customer Service Integration:

POS system integration for payments
Loyalty program point accumulation
Membership usage tracking
Customer feedback collection

Safety and Compliance

Session Safety Monitoring

Real-Time Safety:

Continuous equipment safety monitoring
Customer exposure limit enforcement
Emergency response system integration
Staff safety protocol compliance

Regulatory Compliance:

FDA tanning session regulations
State and local safety requirements
Industry best practice adherence
Documentation for inspections

Incident Management

Session Incident Tracking:

Equipment malfunction documentation
Customer safety incident recording
Staff response and resolution tracking
Follow-up action and prevention measures

Quality Assurance:

Session quality monitoring and improvement
Customer satisfaction tracking
Staff performance evaluation
Continuous process optimization

Best Practices

Efficient Session Management

Pre-Session Preparation - Ensure rooms and equipment are ready before customer arrival
Clear Communication - Keep customers informed of wait times and session progress
Safety First - Always prioritize customer safety over operational efficiency
Documentation - Maintain detailed records for compliance and improvement

Customer Experience Optimization

Minimize Wait Times - Use queue management and scheduling optimization
Personalized Service - Utilize customer history and preferences
Clear Expectations - Communicate session times and procedures clearly
Follow-Up Care - Provide post-session care instructions and support

Staff Training

System Proficiency - Ensure staff understand all session management features
Safety Protocols - Regular training on safety procedures and emergency response
Customer Service - Focus on creating positive customer experiences
Equipment Operation - Proper equipment operation and troubleshooting skills

Session Management Excellence

Effective session management is the heart of successful salon operations. SunMule's comprehensive tracking and management tools help ensure every customer receives safe, efficient, and satisfying service.