SPARRC Kinesiohealth

Slot Management
System

Complete Guide

Why we built it. How it works.
What changes for you.

21+ Branches 130+ Therapists 2200+ Bookings

The Problem

Paper registers
are killing us.

Before (Paper)

Registers lost or damaged
No real-time visibility
Can't track load across branches
No-shows go untracked
Session balance? Guesswork
Double-booking happens silently
Evaluation is subjective
HR has zero data

Now (Software)

Every booking is permanent
MD checks any branch, live
Therapist load at a glance
No-shows protect client sessions
Session credits coming — paid 20, used 6, balance 14 auto-tracked
Capacity limits prevent overbooking
Real data for appraisals
Branch-wise dashboards

The Impact

What SPARRC
gains from this

⏱️

Time Saved

Booking + attendance in seconds. No manual tallying.

🔒

Leakage Stopped

Only paid services bookable. Every slot accounted for.

📊

Data-Driven

Real numbers — utilization, attendance %, no-show patterns.

👥

Fair Evaluation

CM and HR evaluate by actual data, not perception.

🏥

Centre Comparison

MD compares branches side by side. Underutilized? Overloaded?

🧾

Client Protection

Session credits ensure clients get what they paid for.

What the Dashboard looks like:

Mar 26

Mar 27

Mar 28 (Sat)

Mar 29

Mar 30

Manage ShiftsTherapist ManagerGuide

📊 Adyar — Booking Log (click to view) ▼

Therapist	Slot 1	Slot 2	Slot 3	Slot 4	Slot 5
Manish ⭐⭐⭐ 09:00–17:00	T 1/1	R 2/5	☕	T 0/1	R 3/5
Priya ⭐⭐ 06:00–14:00	T 1/1	T 1/1	R 1/5	T 0/1	☕
Arun 🏋️ 10:00–18:00	F 2/5	F 0/5	F 3/5	☕	F 1/5

The Dashboard

The actual screen.

◀

Mar 24 (Mon)

Mar 25 (Tue)

Mar 26 (Wed)

Mar 27 (Thu)

Mar 28 (Sat) TODAY

Mar 29 (Sun)

Mar 30 (Mon)

▶

📊 Adyar — Booking Log (click to view) ▼

Adyar — Daily Log — Mar 28 (Sat) T = 12 R = 8 F = 4 | Total: 24 Attended: 18 No Show: 2 ⚠ Unmarked: 4 📋

Therapist	Slot 1	Slot 2	Slot 3	Slot 4	Slot 5	Slot 6
Manish ⭐⭐⭐ 09:00–17:00	09:00 T 1/1	09:40 R 3/5	10:20 ☕	11:00 T 0/1	11:40 R 2/5	12:20 T 1/1
Priya ⭐⭐ 06:00–14:00	T 1/1	T 1/1	R 1/5	T 0/1	☕	R 4/5
Arun 🏋️ 10:00–18:00	F 2/5	F 0/5	F 3/5	☕	F 1/5	F 4/5
Deepa ⭐⭐ No shift assigned	No shift assigned — Assign Shift →

Branch dropdown (top left)
Each branch sees only their therapists. Front desk selects their branch here.
Date tabs (top)
Full week visible. Today highlighted in blue. Use ◀ ▶ arrows to navigate weeks. Past dates show in grey dashed style.
Booking Log bar
Click to expand. Shows T / R / F counts, Total, Attended, No Show, and Unmarked. Updates live throughout the day. Each line has its own 📋 copy button — one tap, paste to WhatsApp. Daily report done in 2 seconds.
The Grid
Rows = therapists. Columns = slot times (40 min each). Each cell shows care mode + count. Green = available. Red = full. Amber = break. Purple = on-duty.
Click any therapist name
Opens their 7-day view — see all their slots across the full week. With their own daily/weekly/monthly log.
"No shift assigned" row
If a therapist shows this, their shift hasn't been set. Click "Assign Shift" or inform your CM to do it in the Shift Scheduler.

Understanding the Grid

How to read
the slot grid.

Therapist	09:20 Slot 1	10:00 Slot 2	10:40 Slot 3	11:20 Slot 4	12:00 Slot 5
Manish ⭐⭐⭐ 09:00–17:00	T 0/1	R 2/5	T 1/1	☕ Break	R 1/5
Priya ⭐⭐ 06:00–14:00	T 1/1	T 0/1	R 0/5	📋 On Duty	T 0/1
Arun 🏋️ 10:00–18:00	F 0/5	F 3/5	F 5/5	F 1/5	☕ Break

🟢

Available
Can book here

🔴

Full
Cannot book — max reached

☕

Break
Cannot book — break time

📋

On Duty
Home visit / workshop

Each ROW = one therapist.
Name, role (stars), and shift time shown. Click the name to see their 7-day view.
Each COLUMN = one 40-minute slot.
Times shown on top — 09:20, 10:00, 10:40, and so on. Fixed blocks throughout the day.
T, R, F = Therapy, Rehab, Fitness.
The number shows booked / max. T 0/1 = empty, book here. T 1/1 = full. R 2/5 = 2 of 5 slots used.
Stars = seniority level.
⭐⭐ Junior | ⭐⭐⭐ Mid Level | ⭐⭐⭐⭐⭐ Senior | 🏋️ Trainer (Fitness only — cannot take Therapy or Rehab).

How It Works

The Booking Flow

From payment to session — one connected chain

1

Client pays at front desk — receipt generated

↓

2

Front desk opens Dashboard — searches by MID or Receipt

↓

3

Picks therapist + slot + mode (Therapy / Rehab / Fitness)

↓

4

Books 1–15 days — skip Sundays, alternate days

↓

5

You mark attendance — Attended or No Show from your phone

↓

6

Management reviews — logs, compliance, utilization

Booking a Client

Search. Tap. Book.

Three steps — that's it.

Click on a green T, R, or F button on any therapist's slot.
This opens the booking popup for that therapist, time, and mode.

REHAB | Mar 28 (Sat)

Manish — 10:00–10:40

2 / 5 filled — 3 slots available

Current Bookings

Aswathy Nair
TL1/24/11/18/11/36/20

AttendNo-Show

Rajesh Kumar
AN1/25/01/15/10/22/30

ATTENDED

Book for

1 day (today only) ▾

Search Client

🔍 AN1/25...

Results

Nandhini Krishnan

AN1/25/10/06/14/30/22 | Mobile: 98412XXXXX

Paid: Feb 15, 2026

Exercise Rehabilitation (MC)

Anand Subramanian

AN1/25/03/12/09/15/44 | Mobile: 99621XXXXX

Paid: Mar 12, 2026

Physiotherapy (Individual)

Search by MID, Receipt No, or Mobile number.
Results appear automatically. Each result shows: Client name, MID, last payment date, and package name in purple — this tells you what they paid for.
Tap the client → Confirm → Booked!
Green success popup appears. The grid updates — count goes up, color may change.

✅

Booked Successfully!

Nandhini Krishnan
AN1/25/10/06/14/30/22
REHAB | Manish | 10:00–10:40

OK

BEFORE

R 2/5

→

AFTER

R 3/5

That's it. Search → Tap → Book.
Takes less than 10 seconds per client.

Multi-Day Booking

Book 5, 10, or 15 days
in one go.

Same therapist. Same slot. Same mode. Every day.

REHAB | Mar 28 (Sat)

Manish — 10:00–10:40

Book for

5 days ▾

✓ Skip Sundays Alternate days

Dates to be booked

Mon Mar 30 Tue Mar 31 Wed Apr 1 Thu Apr 2 Fri Apr 3

Sunday Apr 6 — automatically skipped

With "Alternate days" checked:

✓ Skip Sundays ✓ Alternate days

Dates to be booked (every other day)

Mon Mar 30 Tue Mar 31 Wed Apr 1 Thu Apr 2 Fri Apr 3 Sat Apr 4 Mon Apr 7 Tue Apr 8 Wed Apr 9 Thu Apr 10

5 days selected (green) — skipped days shown strikethrough

Same slot, same therapist, all days.
If you book 10:00 AM for 5 days, the client gets 10:00 AM every day with the same therapist.
Sundays automatically skipped when "Skip Sun" is checked.
Useful for weekday-only treatment plans.
Alternate days = every other day.
Doctor prescribes alternate day therapy? Check this box.
If any day is already full, the system skips that day and tells you.
Example: "Booked 4 of 5 days. Skipped: Wed Apr 1 (full)."

⚠️

Partially Booked

Booked 4 of 5 days.

Skipped: Wed Apr 1 (slot full)

OK

Special Views

Two quick shortcuts.

1. Click a therapist's NAME → 7-Day View

"When is my next appointment with Manish?" — This view answers that instantly.

Manish (09:00–17:00)

← Back

📊 Manish's Booking Log (click to view)

Slot	Mon 24	Tue 25	Wed 26	Thu 27	Fri 28	Sat 29	Mon 31
09:00	T 1/1	T 0/1	T 1/1	T 1/1	T 0/1	T 1/1	T 0/1
09:40	R 3/5	R 2/5	R 4/5	R 1/5	R 2/5	R 0/5	R 3/5
10:20	☕ Break
11:00	T 1/1	T 0/1	T 1/1	T 0/1	T 1/1	T 0/1	T 0/1

Rows = slot times. Columns = days. Today's column is highlighted in blue. You can see the entire week at a glance — which slots are free, which are full.

2. Click a slot TIME → All Therapists at That Time

"I want a 09:20 appointment — who's available?" — This view answers that.

All Therapists at 09:20–10:00

Adyar | Mar 28 (Sat)

← Back

Therapist	T	R	F
Manish ⭐⭐⭐	0/1	2/5	—
Priya ⭐⭐	1/1	0/5	—
Arun 🏋️	—	—	1/5

Green = available, Red = full, — = not applicable (e.g., Trainers can't take Therapy). Click any available cell to book directly.

For Centre Managers Only

The Shift Scheduler.

If you don't assign shifts, your therapists won't appear on the dashboard.

Shift Scheduler — Adyar

Mar 24 – Apr 6 (2 weeks)

💾 Save All Changes

Therapist	Mon 24	Tue 25	Wed 26	Thu 27	Fri 28	Sun 30	Mon 31
Manish ⭐⭐⭐ ☕ Breaks 📋 On-Duty	SHIFT-1 (9–5) ▾	SHIFT-1 (9–5) ▾	SHIFT-1 (9–5) ▾	SHIFT-1 (9–5) ▾	SHIFT-1 (9–5) ▾	—	SHIFT-1 (9–5) ▾
Priya ⭐⭐	SHIFT-3 (6–2) ▾	SHIFT-3 (6–2) ▾	✓ LEAVE	SHIFT-3 (6–2) ▾	SHIFT-3 (6–2) ▾	—	SHIFT-3 (6–2) ▾
Arun 🏋️	SHIFT-2 (10–6) ▾	SHIFT-2 (10–6) ▾	SHIFT-2 (10–6) ▾	SHIFT-2 (10–6) ▾	SHIFT-2 (10–6) ▾	—	SHIFT-2 (10–6) ▾

Select a shift from the dropdown for each therapist.
SHIFT-1 (9–5), SHIFT-2 (10–6), SHIFT-3 (6–2), Split shifts, Part-time — pick the right one.
Click "Apply All Days" — fills the same shift for all 14 days.
Sundays are automatically skipped. Saves you from setting each day manually.
Leave? Check the Leave box for that day.
The therapist shows "On leave" in the dashboard — no bookings possible.
Breaks? Click the coffee cup icon → select break slots.
Breaks apply to all days with the same shift — weekly pattern.
On-Duty? Click the clipboard icon → select on-duty slots.
On-Duty applies to that day only — for home visits, workshops, events.
Click "Save All Changes" when done.
Do this every 2 weeks. Unsaved changes are lost if you leave the page.

No shift assigned = therapist invisible.
Front desk cannot book clients for a therapist who has no shift. This is the #1 reason a therapist doesn't appear on the grid.

For Centre Managers

Centre Closed.

Election? Local holiday? Bandh? Mark the centre as closed and handle bookings.

Open Shift Scheduler for your branch.
Click the red "Centre Closed" button in the top bar.
Select the date, reason, and optional remarks.
System shows all active bookings on that date.
Choose "Cancel All Bookings" or handle them manually.

Step 1 — Click "Centre Closed" in the Shift Scheduler:

Centre Closed + Cross-Branch Therapist

Step 2 — Fill in the closure details:

Centre Closed

Date

Mon Apr 14

Reason

Election

Remarks

Tamil Nadu local body election

Mark Closed

Step 3 — System shows affected bookings:

3 active booking(s) found:

Manish 09:20 — Vijayalatha (THERAPY)

Manish 10:00 — Mrs Pushpa (REHAB)

Priya 11:20 — S Vatsala (THERAPY)

Cancel All Bookings

Handle Manually

What the dashboard shows on a closed date:

Centre Closed — ELECTION

Adyar is closed on Apr 14 (Mon) — Tamil Nadu local body election

New bookings blocked for this date.

Reasons available: Election, Local Holiday, Bandh, Natural Disaster, Other.

For Admins

Management Roles.

Each staff member has a clinical role AND an optional management role.

Clinical Role

Junior Therapist
Mid Level Therapist
Senior Therapist
Trainer (Fitness only)
Dietician (Diet only)

Management Role

Staff (default — no admin access)
Centre Manager — manages one branch
Regional Manager — oversees multiple branches
General Manager — system-wide access

Edit — Suganya

Name

Suganya

Branch

Adyar

Clinical Role

SENIOR THERAPIST

Management Role

Centre Manager ▾

Select branches this manager can oversee:

Adyar (home) Porur T Nagar Anna Nagar ECR RS Puram

Home branch is auto-selected when switching from Staff to a manager role.

How it appears on the therapist card:

Suganya ACTIVE

SENIOR THERAPIST · CENTRE MANAGER (Adyar, Porur) · ID: 26

Action needed: Go to Therapist Manager, edit each staff member, and set their Management Role. This will be used for login access control.

Critical

Marking attendance
is non-negotiable.

If you don't mark it, the system assumes nothing happened.
The booking sits as "Unmarked" — the client's session is wasted.

Attended — Client came. Session used from their package.
No Show — Client didn't come. Protects their remaining sessions.
Unmarked — Worst case. Counts as used in the credit system. Client loses a session.

0

Should be your Unmarked count — every day

Your Phone

Your Attendance App

One-time setup. Then just fingerprint + tap.

SPARRC Attendance

👋

Welcome

Register your device to start
marking attendance.

Select Branch

Adyar

Select Your Name

Manish (MID LEVEL THERAPIST)

Register My Device

Step 1: Register

SPARRC Attendance

⏳

Waiting for Approval

Your registration has been submitted.
IT will approve it shortly.

Checking automatically...

Step 2: Wait for IT

SPARRC Attendance

🔐

Setup Fingerprint

Your device is approved!
Set up fingerprint for secure login.

👆 Register Fingerprint

Step 3: Fingerprint

Daily Use

This is what you
see every day.

Open app. Fingerprint. Mark attendance. Done.

Good morning, Manish ⭐⭐⭐

Adyar | Mar 28 (Sat) | 09:00–17:00

🔄

Today: 6 bookings

✅ 2 ❌ 0 ⏳ 4

09:20 – 10:00THERAPY

Rajesh Kumar

AN1/25/01/15/10/22/30

✅ Attended

10:00 – 10:40REHAB

Aswathy Nair

TL1/24/11/18/11/36/20

✅ Attended

❌ No Show

10:40 – 11:20

☕ Break

11:20 – 12:00

— No booking —

📋 Today

📊 My Stats

Today's Attendance

Manish's Performance

Adyar

Today — Mar 28 (Sat)

T 3 R 2 F 0

Total Bookings5

✅ Attended3

❌ No Show0

⏳ Unmarked2

This Month — March 2026

Total125

✅ Attended110

❌ No Show8

⏳ Unmarked7

94%

Excellent!

Monthly compliance score

📋 Today

📊 My Stats

Your Stats

Coming Soon

Client Session Credits

Work in progress — this changes everything

20K package = 20 sessions.
Paid 10K as installment? Only 10 slots can be booked.
Balance 10 unlock only after remaining payment.

No over-servicing — System blocks booking beyond paid sessions
Unmarked = used — If you don't mark No Show, the client loses that session from their balance
No Show saves sessions — Client didn't come? Mark it. Their balance stays intact.
Strict gate — Cannot add slots for consultations, reviews, or future assessments. Only paid treatment services.

If you fail to mark No Show, it will be counted as one used session — blocking the client's ability to use their remaining sessions.

Visibility

Who sees what?

👩‍💼

MD / Management

All branches at once. Centre comparison. Unmarked alerts. Random checks happen.

🏥

Centre Manager

Own branch. Assign shifts. Daily/weekly/monthly logs. Push team compliance.

🖥️

Front Desk

Book clients. Search by MID/Receipt. Multi-day booking. Capacity view.

🧑‍⚕️

Therapist (You)

Your clients only. Tap to mark. Personal compliance score. No other therapist data.

👔

HR

Attendance patterns. Leave tracking. Transfer lifecycle. Appraisal inputs.

Rules

6 rules
to remember.

Mark attendance same day.
From April — only today and past 2 days allowed. System locks older dates. (e.g., On Monday you can still mark Saturday.)

What you'll see if a booking is older than 2 days:

Vijayalatha (AL1/26/01/22)

THERAPY BOOKED
🔒 Attendance locked — contact admin

Admin can override via Attendance Override page (password required).
Zero unmarked is the goal.
Every booking = Attended or No Show by end of day.
No Show is not bad for you.
It means the client didn't come. It protects them. Not marking it is what's bad.
Once marked, can't undo.
Mistake? Tell your CM. IT can correct through admin tool.
Only paid services in search.
No consultations, reviews, assessments. Prevents leakage.
March = grace period.
Clear all backlogs now. April 1st — strict enforcement.

FAQs

Frequently Asked
Questions

Why can't I find a client's MID? ▼

Only paid services appear — Therapy, Rehab, Fitness, Aquatherapy, Combo. Consultations, reviews, and future assessments are not bookable. This strict gate prevents unbilled sessions from being booked — stopping revenue leakage.

Client paid but still not showing in search? ▼

Search covers last 9 months (T/R) and 19 months (Fitness). Very old payments won't appear. If genuine, CM can request IT to add the MID to the whitelist — a one-time approved exception.

What is the whitelist? ▼

For genuine cases where a paid client doesn't appear in search (very old payment, special arrangement). IT adds the MID as a controlled, tracked exception — not a bypass. Each entry logged with who and why.

Accidentally marked wrong? ▼

Cannot be undone from your phone. Tell your CM immediately. IT can correct it through an admin tool. This is rare and logged.

Why can't I mark last week's attendance? ▼

From April 1st — only today and past 2 days (e.g., on Monday you can mark Saturday). After that, older corrections only through admin override.

Why does No Show matter so much? ▼

No Show = client's attendance. With credits: marking No Show preserves their session balance. Leaving it unmarked = system counts it as used = client loses a session they paid for.

Can management see my performance? ▼

Yes. CM, HR, and MD see your booking count, attendance rate, no-show rate, and compliance score. Used for appraisals and incentives.

How does the credit system work? ▼

20K package = 20 sessions. Pay 10K = 10 slots released. Once used (attended or unmarked), no more bookings until balance paid. Protects company and client.

Changed my phone? ▼

Open the link on new phone → register again → IT approves. One therapist = one active device.

Therapist not showing on the grid? ▼

Their shift hasn't been assigned for that day. Inform your Centre Manager — they need to assign the therapist's shift in the Shift Scheduler. Once a shift is assigned, the therapist will appear on the grid with their slot times.

What about home visits (SDSM)? ▼

Select SDSM from the branch dropdown. It shows a different view — a log where you add visit details (client, time, duration). The system automatically marks those slots as On-Duty in the therapist's home branch, so no one else books clients in those time slots.

My shift starts at 7:30 AM but there's no exact 7:30 shift? ▼

The slot grid runs on a fixed 40-minute cycle starting from 6:00 AM:

6:00 6:40 7:20 8:00 8:40 9:20 10:00 ...and so on till 10:00 PM

If your actual time falls between two grid times, we pick the nearest matching shift. For example:

Your time is 7:30 AM? → Use SHIFT 7:30–3:30 (starts at 7:20 slot, which is the closest). The system has this shift ready — your CM just needs to select it.

Here are all available shift types:

NORMAL SHIFTS (full day, continuous)

6:00 AM – 2:00 PM 6:40 AM – 2:40 PM 7:00 AM – 3:00 PM 7:30 AM – 3:30 PM 8:00 AM – 4:00 PM 9:00 AM – 5:00 PM 9:20 AM – 5:20 PM 10:00 AM – 6:00 PM 10:30 AM – 6:30 PM 11:00 AM – 7:00 PM 12:00 PM – 8:00 PM 2:00 PM – 10:00 PM

SPLIT SHIFTS (morning + evening with a gap)

Therapist works two blocks with a break in between. Both blocks show as bookable on the grid — the gap in between does not.

6 AM–10 AM + 4 PM–8 PM 6 AM–11 AM + 4 PM–7 PM 6 AM–12 PM + 5 PM–7 PM 7 AM–11 AM + 3 PM–7 PM 7 AM–12 PM + 4 PM–7 PM 6 AM–11 AM + 5 PM–8 PM

PART-TIME SHIFTS (shorter hours)

For part-time therapists or half-day coverage. Fewer slots visible on the grid.

6:40 AM – 11:20 AM 9:20 AM – 2:40 PM 10:00 AM – 3:00 PM 11:00 AM – 3:00 PM 3:00 PM – 7:00 PM

How breaks work: Within any shift, the CM can mark specific 40-min slots as break. For example, in a 9–5 shift, slot 10:40–11:20 can be set as break. This applies to all days with the same shift — set once, works all week.

Don't see your exact time? Inform IT — new shift timings can be added to the system if needed.

Let's Go

This is not just a tool.

It's how we
grow as a company.

Every slot booked = a service promised.
Every attendance marked = accountability.
Every no-show recorded = a client protected.

Your compliance score is
your professional signature.

Incentives will be processed based on actual logs.
Please pay attention to your bookings and attendance marking.

Questions? Reach out to:

🏥 Centre Manager — shifts, bookings 💻 IT — device approval, tech issues

SPARRC Kinesiohealth Pvt Ltd
Slot Management System v2.0 — Complete Guide — March 2026

Slot ManagementSystem

Complete Guide

Paper registersare killing us.

Before (Paper)

Now (Software)

What SPARRCgains from this

Time Saved

Leakage Stopped

Data-Driven

Fair Evaluation

Centre Comparison

Client Protection

What the Dashboard looks like:

The actual screen.

How to readthe slot grid.

The Booking Flow

From payment to session — one connected chain

Search. Tap. Book.

Three steps — that's it.

Book 5, 10, or 15 daysin one go.

Same therapist. Same slot. Same mode. Every day.

With "Alternate days" checked:

Two quick shortcuts.

1. Click a therapist's NAME → 7-Day View

2. Click a slot TIME → All Therapists at That Time

The Shift Scheduler.

If you don't assign shifts, your therapists won't appear on the dashboard.

Centre Closed.

Election? Local holiday? Bandh? Mark the centre as closed and handle bookings.

Management Roles.

Each staff member has a clinical role AND an optional management role.

Clinical Role

Management Role

Marking attendanceis non-negotiable.

Your Attendance App

One-time setup. Then just fingerprint + tap.

SPARRC Attendance

Welcome

SPARRC Attendance

Waiting for Approval

SPARRC Attendance

Setup Fingerprint

This is what yousee every day.

Open app. Fingerprint. Mark attendance. Done.

Good morning, Manish ⭐⭐⭐

Manish's Performance

Today — Mar 28 (Sat)

This Month — March 2026

Client Session Credits

Work in progress — this changes everything

Who sees what?

MD / Management

Centre Manager

Front Desk

Therapist (You)

HR

6 rulesto remember.

Frequently AskedQuestions

This is not just a tool.

It's how wegrow as a company.

Slot Management
System

Paper registers
are killing us.

What SPARRC
gains from this

How to read
the slot grid.

Book 5, 10, or 15 days
in one go.

Marking attendance
is non-negotiable.

This is what you
see every day.

6 rules
to remember.

Frequently Asked
Questions

It's how we
grow as a company.