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The AI assistant for spas and wellness centres, on WhatsApp

Spa sessions to book, massages to fit around treatment rooms and therapists, gift vouchers to prepare for the weekend. Ugo answers requests from your WhatsApp Business, keeps your diary and drafts messages and documents, while you look after your guests. It asks you to confirm before every action.

Try UgoWorking with the AI assistant for spas and wellness centres

An app for spas has to work while reception is busy with guests. That’s why Ugo works on WhatsApp: type or send a voice note, and it uses the diary, email, contacts and folders you’ve connected. It suits the city day spa, the wellness centre with a pool and sauna, and the spa at a small hotel.

Guests book on WhatsApp more and more: a spa session for two on Saturday, a couples massage, a gift voucher to pick up by tomorrow. Meanwhile there are treatment rooms and therapists to organise, packages to keep track of, opening hours that change with the season and bank holidays. The messages are short, but they all arrive at peak times.

Ugo doesn’t give health advice and doesn’t say whether a treatment is suitable for someone: for pregnancy, health conditions or contraindications it refers guests to their doctor and to your staff. It looks after the organising: it books, moves, reminds, fills in gift vouchers from your template and tells you which packages are about to expire. Everything it sends or creates goes out after your “Confirm”, or automatically only where you’ve decided.

What takes time away from a spa

Welcoming guests is the heart of the job. Bookings often interrupt it.

Bookings at peak times

On Friday afternoon reception is welcoming guests, answering the phone, and meanwhile WhatsApp fills up with requests for the weekend. Anyone who doesn’t get a quick reply books somewhere else.

Treatment rooms and therapists to juggle

A couples massage needs the double room and two therapists free at the same time. Every change risks throwing out the rest of the day.

Gift vouchers and packages

Around the holidays gift vouchers have to be prepared quickly, with the right name and code. Treatment packages expire without the guest remembering, and then come the arguments.

The same questions, every day

Opening times, spa session prices, what to bring, whether a swimming cap is needed. You’ve already put it all on your website, but someone has to answer every time.

Working with the AI assistant for spas and wellness centres

Bookings, vouchers and expiry dates, without taking time from your guests.

Booking with buttons, from your number

With Automations, when a guest messages your WhatsApp Business, Ugo asks what they’d like with three buttons: “Spa session”, “Massage” or “Gift voucher”. For spa sessions and massages it asks for the day and number of people, checks your diary and confirms the booking; for gift vouchers it alerts you.

Skills used

Ugoonline

  1. What came in on the spa number this morning?

  2. Three requests from the “Bookings” automation: • Georgia Farrow: spa session for two, Saturday at 15:00. Booked in the diary. • Matthew Reynolds: couples massage on Sunday at 11:00. Booked in the diary in the double room. • Sophie Rivers: chose “Gift voucher” and is waiting for you for the details.

The gift voucher, filled in from your template

A guest asks for a spa day voucher as a present. You dictate the details to Ugo: it fills in your template on Drive with name, package, expiry date and code, saves it as a PDF and emails it after your OK.

Skills used

Ugoonline

  1. Gift voucher for Sophie Rivers: spa day for two with a massage, a present for Paula, valid 6 months

  2. I’ve filled in the “Gift voucher” template with: • To: Paula • From: Sophie • Spa day for two with a massage • Valid until 13 April 2027 • Code GV-2026-148 Shall I save it as a PDF in “Gift vouchers/2026” and email it to Sophie?

Packages about to expire

You keep packages and remaining sessions in an Excel sheet on OneDrive. Ugo tells you who has treatments to use before they expire and drafts a friendly reminder for each one, to send from your number.

Skills used

Ugoonline

  1. Who has a package expiring by the end of November?

  2. In the file “Packages.xlsx”, these expire by 30 November: 1. Laura Black – 2 of 5 massages left 2. Freya Nash – 3 of 10 spa sessions left 3. David Cole – 1 of 4 facials left Shall I write to each of them with the treatments left and the expiry date?

Holiday opening hours, sent to everyone

Over the holidays the spa changes its hours. Dictate the notice to Ugo: it rewrites it clearly and emails it to your customer list, after your OK. With Company websites, it then answers staff on the hours and prices published on your website.

Skills used

Ugoonline

  1. Tell customers we close at 4pm on 24 and 31 December

  2. Here’s the message: “Hello! On 24 and 31 December the spa closes at 4pm. On the other days over the holidays, our usual hours apply. We look forward to seeing you for some time to relax!” Shall I email it to the customer list?

A day at the spa with Ugo

Guests, treatment rooms and bookings, with an assistant that never gets distracted.

  1. 8:30

    Ugo sends you the day’s bookings, room by room and therapist by therapist.

  2. 10:00

    The automation on your WhatsApp Business answers spa session requests and books free slots.

  3. 12:30

    A therapist is off sick: Ugo shows you the afternoon massages to reassign and drafts messages for the guests to move.

  4. 15:00

    A customer on the phone wants a gift voucher: Ugo fills it in from your template and emails it after your OK.

  5. 18:00

    A member of staff asks the price of the new spa package: Ugo answers from the price list published on your website.

  6. 20:00

    On the first of the month, a scheduled task lists the packages expiring in the coming weeks.

What to connect to the AI assistant for spas and wellness centres

Your spa management software stays. Ugo works on diary, files and messages.

Your WhatsApp Business

With Automations Ugo answers booking requests with buttons and lists, from the number your guests already know. When you reply yourself from the app, it stops for that conversation.

One calendar per room and therapist

Google Calendar or Outlook, with a calendar for each treatment room or therapist. If your booking software doesn’t sync with one of these, Ugo doesn’t connect to it.

Templates and sheets on Drive or OneDrive

The gift voucher template, the price list, the sheet of packages and remaining sessions. Ugo reads them, fills them in and updates rows after you confirm.

Your spa’s website

With Company websites, Ugo reads the pages of your website and answers you and your staff on the packages, opening times and prices published there, pointing to the page the information comes from.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

Ugo for every specialisation

Every sector has different clients, products and rhythms: choose yours.

FAQ for spas and wellness centres

What’s the best software for spas and wellness centres?

For tills, stock and loyalty schemes there’s your spa management software. Ugo covers the front-desk admin: it answers bookings from your WhatsApp Business, keeps the diary for rooms and therapists, fills in gift vouchers and reminds you of packages and expiry dates, all from WhatsApp.

Can Ugo take bookings on its own, without my confirmation?

Yes, if you decide so. In each automation you choose whether an action, such as booking a spa session in the diary, happens straight away or waits for your “Confirm”. Automations only reply to people who messaged you, and when you reply yourself from your phone they stop for that conversation.

What does Ugo say if a guest asks whether they can use the sauna while pregnant?

No opinion: Ugo gives no health guidance and doesn’t assess contraindications. Questions like this take the “Other” branch of the automation and come to you or your staff, who will tell the guest to check with their own doctor or midwife.

Does it connect to my booking software?

Not to spa-specific software. Ugo works with Google Calendar or Outlook, with Drive or OneDrive and with your WhatsApp Business. Many systems export or sync bookings to a calendar, and Ugo works on that.

Does it work for a hotel spa too?

Yes: everyone on reception or in the spa can have their own Ugo in the same team, with the shared treatment room diary and shared folders for price lists and templates.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

The guests are yours, the bookings are Ugo’s

Connect your diary, folders and WhatsApp Business in a few minutes. Weekend requests get a reply even when reception is full.

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