How to Set Up Service Calendars for a MedSpa

Service Calendars in Sparkforge handle MedSpa scheduling without overbooking treatment rooms or sharing a single laser between two providers. This walkthrough sets up microneedling, laser therapy, and injectables end to end.

What a Service Calendar does

A Service Calendar pairs a treatment with a provider, a treatment room, and the devices or supplies it needs. Clients book the treatment they want and the right resources lock automatically.

Why MedSpas use them

• Self-serve booking: Clients book treatments without calling the front desk.
• Resource locks: Laser devices, microneedling pens, and numbing supplies reserve per appointment.
• Provider schedules: Each provider's hours drive what slots open.
• Service groups: Bundle as Laser & Skin Treatments or Injectables & Facials.
• Multi-service bookings: Add a consult to a treatment in one flow.
• Branding: Logo and brand colors on the public booking page.

Add staff and availability

1. From the subaccount, go to Settings → My Staff → Add User.
2. Enter the provider's name, email, and extension. Set permissions if needed.
3. Define working hours (e.g., Mark: Mon/Wed/Fri 9am-5pm; Henry: Tue-Sat 11am-7pm) and click Save.

Create groups for your treatments

1. Open Calendars → Calendar Settings.
2. Under Preferences → Account Preference, toggle Service Menu on.
3. In the Calendars tab, click + New Group.
4. Enter group name, description, and URL slug. Pick Classic or Neo, then click Create.

Build the service calendar

1. Select the group and click Create Calendar, then choose Service Booking.
2. Fill in service name, assigned staff, custom URL, duration, and availability. Open Advanced Settings for full config.
3. Service Details: Upload a logo, set the name (Microneedling, Laser Therapy, Injectables), write a clear description (e.g., "60-minute microneedling session with topical numbing"), assign a group, and set a custom URL like /microneedling-booking.
4. Appointment & staff: Set the invite title with placeholders like {{contact.name}}, assign qualified providers, set the meeting location (clinic, treatment room, or video link for consults), and pick a meeting color.
5. Rooms: Assign treatment rooms such as Room 1 for laser and Room 2 for injectables. Booking that service reserves the room.
6. Equipment: Link laser devices, microneedling pens, and numbing supplies with quantities. Sparkforge reserves them per booking so the same device is never on two appointments at once.

Edit an existing calendar

Open Meetings → Service Calendars (v1), find the calendar, and click the pencil under Actions to update without rebuilding.

Publish a Service Menu

1. Open Meetings → Service Calendars (v1) → Service Menu and click + Create Service Menu.
2. Enter menu name, description, and URL slug. Pick a form and toggle consent if needed.
3. Under Additional Options, toggle Add Guests, Multiple Service Selection, and Staff Selection as needed.
4. Click Select Services and pick the groups or calendars to include.
5. Open Arrange your services and drag your top-converting treatments to the top.

Share the menu URL on your site, in confirmation texts, and in post-treatment follow-ups so clients can rebook in one tap.