Hapana is our primary booking and management system for all client reservations and memberships.

What it’s used for:

• Managing client bookings and session schedules
• Processing membership sign-ups and renewals
• Checking client details and booking history
• Handling cancellations and rescheduling
• Viewing daily session capacity and availability

When to use it:

Access Hapana whenever you need to check bookings, help clients with their reservations, process walk-ins, or manage the daily schedule. This is your go-to tool for all booking-related tasks.

Note: Your login credentials should have been provided during onboarding. Contact management if you need access.

This form helps you quickly process phone bookings when clients call to reserve sessions.

What it’s used for:

• Recording phone booking requests
• Capturing client contact details and preferences
• Noting special requests or requirements
• Creating a record for follow-up confirmation

When to use it:

Use this form whenever a client calls to make a booking. After completing the form, enter the booking into Hapana and confirm with the client via phone or email.

Tip: Have the form open during phone shifts to ensure you capture all necessary details efficiently.

A Todoist board for tracking non-Hapana bookings and matching them with kiosk payments.

What it’s used for:

• Member’s Buddy Bookings: Track guests booked by members on behalf of friends/family
• Phone Reservations: Track bookings made via phone
• Kiosk Payments: Match incoming kiosk payments with the above bookings

How it works:

All member buddy bookings and phone reservations must be processed through our kiosk for payment. Use this board to match kiosk payments with their corresponding bookings and tick them off once confirmed.

When to use it:

Check this board regularly throughout your shift to ensure all buddy bookings and phone reservations have been paid at the kiosk. Move tasks between sections as they progress through the payment workflow.

Tip: Keep this tab open during busy periods to stay on top of payment matching in real-time.

This form processes private venue hire requests for groups, events, or exclusive bookings.

What it’s used for:

• Booking the entire facility for private groups
• Corporate wellness events and team building
• Special occasions and celebrations
• Exclusive access outside regular hours

When to use it:

Direct clients to this form when they inquire about private bookings for groups of 8+ people or when they need exclusive access to the venue.

Note: Private hire requests typically require management approval. Forward completed forms to the management team for review and pricing.

Critical safety tool for documenting any incidents, injuries, or safety concerns that occur on the premises.

What it’s used for:

• Documenting client injuries or medical incidents
• Recording equipment malfunctions or hazards
• Noting any unsafe behavior or violations
• Creating an official record for insurance and legal purposes

When to use it:

Complete immediately after any incident occurs, no matter how minor. Include all details while they’re fresh. This protects both the client and the business.

Important: Always notify management immediately after any incident, even if you’ve completed the form. Time-sensitive incidents may require additional action.

Legal waiver that all new clients must complete before their first session at Tribe.

What it’s used for:

• Collecting health and medical information
• Ensuring clients understand risks of sauna and ice therapy
• Legal liability protection for the business
• Confirming clients meet participation requirements

When to use it:

Every first-time client must complete this waiver before participating in any session. Direct new clients to complete it online prior to arrival, or have them fill it out when they arrive for their first visit.

Important: No client can participate without a signed waiver on file. Check Hapana to verify if a returning client has completed their waiver.

Role: Management

Phone: 0422 981 339

When to contact:

• Equipment failures or emergencies
• Client incidents or complaints
• Operational questions during your shift
• Booking or system issues

Role: Management

Phone: 0421 428 861

When to contact:

• Equipment failures or emergencies
• Client incidents or complaints
• Operational questions during your shift
• Booking or system issues

Role: Cleaner

Phone: 0423 380 600

When to contact:

• Urgent cleaning needs
• Cleaning supply shortages
• Scheduling questions for cleaning shifts
• Reporting areas needing deep cleaning

Role: Cleaner

Phone: 0433 814 220

When to contact:

• Urgent cleaning needs
• Cleaning supply shortages
• Scheduling questions for cleaning shifts
• Reporting areas needing deep cleaning

Role: Landowner

Phone: 0422 555 566

When to contact:

• Property-related issues
• Building or facility concerns
• Lease or tenancy questions
• Maintenance affecting the property