Sanatorium Queue and Registration Management System
A fully automated management solution for Naftalan sanatoriums, thermal resorts, rehabilitation centers and SPA complexes. Every process — from guest registration to procedure queues, from cash reports to WhatsApp notifications — on one platform.
Before vs Now
- Before: Patients wait in line at reception, registration is on paper, they forget procedure times, and rooms stay empty or get double-booked.
- Now: Registration at reception in 1 minute → the guest books their own slot on a tablet → automatic WhatsApp notification → real-time queue on the room display → management sees all reports on their phone.
4 Core Components
- Web Admin Panel — a fully functional panel for reception and management: registration, queue, cash desk, reports.
- Tablet Self-Service — guests book their own slots without going to reception; large touch targets, an interface that is easy for elderly users.
- Room Display — a real-time queue panel for a TV/monitor; the operator changes the status with "Start / Finish / No-show" buttons.
- WhatsApp Integration — registration code, booking confirmation, a reminder 30 minutes before, course completion notice — all automatic.
Core Modules
- Role Management — 5 roles: Superadmin, Admin, Reception, Room Operator, Manager. Each role sees only the sections within its permissions. Audit log — who did what, and when.
- Sanatorium Configuration — working hours, lunch break, slot interval, cleanup time. Multi-tenant architecture — several sanatoriums on one server.
- Procedure Catalog — Naftalan bath, massage, physiotherapy, etc. Duration, capacity, price, category. Unlimited procedures can be added.
- Room Management — room name, floor, working schedule, status. Several procedures can be assigned to one room (e.g. massage + physio in Room No. 3).
- Guest Registration — name, FIN (personal ID code), phone, block/room number, allergy notes. Automatic unique code (NQ-2026-0042). The code is sent to WhatsApp immediately after registration.
- Procedure Course Assignment — package assignment by the doctor/reception (e.g. 10 baths + 5 massages). Visual progress bar — how many sessions taken, how many remaining. Guests can only book procedures included in their own course.
- Slot Engine — automatically calculates free time slots. Room capacity, cleanup time and the guest's other bookings are taken into account. Race condition protection — two guests cannot take the same slot at the same moment.
- Queue Management — Statuses: Queued → In progress → Done / No-show / Cancelled. Automatic WhatsApp reminder 30 minutes before. The booking source is recorded (reception/tablet/manager).
- Cash Desk Module — when a procedure is completed, its price is posted to the cash desk automatically. Cash/Card/Bank transfer methods. Daily/monthly reports, Excel export.
- Reports (for Management) — daily summary, room utilization rate, procedure statistics, no-show analysis. Dashboard: today's guests, bookings and revenue cards.
- User Management — add/edit/delete staff, role assignment, last login time, unlimited staff.
Tablet Self-Service Flow
- Code entry — the guest code (received via WhatsApp) entered on a large numpad.
- My procedures — procedures in the course, number of sessions taken/remaining.
- Slot selection — a date is chosen, and free times are shown grouped by room.
- Confirmation screen — procedure, room, time and duration are shown.
- Ticket + WhatsApp — time + room number in large digits, instant WhatsApp confirmation.
Automatic WhatsApp Notifications
- Registration — welcome message + unique guest code.
- Booking — confirmation of room number, time and procedure name.
- 30-min reminder — automatic, scheduled via cron.
- Course completed — feedback survey.
- Outbox system — failed messages are retried 5 times; if WhatsApp goes down, the system keeps running.
Who is it for?
- Naftalan sanatoriums — a dedicated slot engine for oil bath procedures.
- Thermal resort complexes — leisure centers in the Gabala, Shamakhi and Ismayilli regions.
- Rehabilitation centers — ideal for managing multi-procedure courses.
- SPA and wellness centers — customer satisfaction increases with the self-service tablet.
- Physiotherapy clinics — doctor's prescription + procedure course + cash desk in one place.
System results
- Staff workload drops by 60–70% — tablet self-service lightens the load on reception.
- No-shows drop by 80% — WhatsApp reminders reduce missed appointments to a minimum.
- Room utilization rises by 25–40% — thanks to real-time slot optimization.
- 100% cash transparency — every procedure is posted to the cash desk automatically, with no manual entries.
Schedule a demo meeting for your sanatorium
Try the system live with your own data. Setup takes 1–2 business days.
Frequently asked questions
What does a sanatorium queue and registration system cover?
The system combines guest registration, the procedure queue, tablet self-service, WhatsApp notifications, the cash desk and the room display on one platform. Reception, room operators and management each work within their own role, and every action is recorded in the audit log.
Can guests book a procedure themselves?
Yes. The guest enters the code received via WhatsApp on the tablet, sees the procedures in their course and the remaining sessions, then picks and confirms a free time. The interface has large buttons and is easy for elderly users, and two people are prevented from taking the same slot at the same moment.
How do WhatsApp notifications work, and what happens if WhatsApp goes down?
The registration code, booking confirmation, a reminder 30 minutes before the procedure and a feedback survey at the end of the course are sent automatically. Failed messages are retried up to 5 times, and the system keeps working even if WhatsApp goes down.
Who is the system for, and how do we get started?
It is designed for Naftalan sanatoriums, thermal resorts, rehabilitation centers, SPA and physiotherapy clinics. First, in a demo meeting, you try the system live with your own data; setup takes 1–2 business days.
