The problem
Chair massage days at offices are good work, but organizing them by email eats time: the office contact collects names, the therapist builds a rota, people swap and forget. At 2 hours of back-and-forth per day booked and 2 days a month, that's 4 hours a month of admin, and empty slots make the company less likely to book again.
What the AI does
Bookwhen is a booking system for classes, courses and events. Its free plan allows 50 bookings a month for free events, which suits a workplace day where the employer pays you a day rate and staff book at no charge. Create the day as an event with 15-minute sessions of one place each, send the link to the office contact to share, and staff pick their own slot. The Standard plan, at €19 (about $21£16€19A$31C$30) a month plus VAT, adds reminder emails and a waiting list if you want them. Keep the booking form to name and email: ask each person your usual health questions in person at the chair, and record answers in your own treatment records, not in Bookwhen.
A worked example
A massage therapist in Reading runs chair massage days for 2 local offices each month, 20 slots of 15 minutes per day. Each office used to send a spreadsheet of names that changed all week. Now staff book their own slot from a Bookwhen link shared on the office's internal chat.
Before
About 2 hours of email and rota admin per workplace day, 2 days a month
After
Staff book 40 slots a month themselves, inside the free plan's 50; about 30 minutes of admin per day
What it's worth
About $120£90€107A$173C$169 a month in time saved: 1.5 hours saved on each of 2 workplace days is 3 hours, worth $120£90€107A$173C$169 at $40£30€36A$58C$56 an hour. Bookwhen's free plan covers 40 free bookings a month; Standard at €19 (about $21£16€19A$31C$30) plus VAT adds reminder emails and a waiting list, shown in local currency on Bookwhen's page.
How to set it up
- Create a free Bookwhen account and set up the workplace day as an event with 15-minute sessions of one place each.
- Keep the booking form short: name and email only.
- Send the booking link to the office contact to share with staff a week or two ahead.
- On the day, ask each person your usual health questions before you start, and record answers in your treatment records.
- Invoice the employer for the agreed day rate as usual.
What goes wrong
- The free plan is for free events and 50 bookings a month. A third office day, or charging staff directly, needs a paid plan.
- The free plan has no reminder emails; ask the office contact to remind staff the day before, or move to Standard.
- Never collect health information through the booking page. It's special category data under UK GDPR and belongs in your treatment records.