📝Overview
Whether you're a new user or looking for a refresher, this guide is designed to get you up and running swiftly. In just a few simple steps, we'll walk you through the essential features and functions of your DaySmart account, empowering you to make the most of your experience. Let's dive in and explore the tools that will streamline your tasks and enhance your productivity!
Getting Started
Just enter your username and password to unlock instant access to all your personalized content and features!
Login
Click the arrow to view how to login
Click the arrow to view how to login
Open your web browser.
Google Chrome is the web browser we recommend for using our software.
Enter your Email and Password.
Click Login.
Set Up Business Hours
Click the arrow to learn how to set up business hours
Click the arrow to learn how to set up business hours
Log in to the cloud software. The Appointment Book will appear by default.
Click the Settings tab. The Calendar Options screen will open automatically.
Set your Start Time and End Time to match your business hours.
(Optional) Adjust the Time Interval and Refresh Rate to customize how your Appointment Book displays and updates.
Click Save to apply your changes.
Configure Taxes
Click the arrow to learn how to configure Taxes
Click the arrow to learn how to configure Taxes
From the cloud website, navigate to Settings through the More dropdown
From the left sidebar under Management, click Taxes
At the top, select the correct region so that your taxes will be calculated correctly.
Click the Enable button next to a tax item. Enter the Name and Rate. Do this for each of the possible taxes that may apply to products and/or services in your region.
Once you have set up a tax, you will be able to then Modify or Disable the taxes at any time.
When adding a new product or service, check the box next to each tax that will apply to that item. You can also go back and adjust these settings for existing products and services.
Setting Up Reminders
⛔️Disclaimer:
The following feature goes through a verification process through our partners at Twilio. Until this process is completed and customers opt-in for text messages, you will not be able to send text reminders.
For any questions, feel free to chat with our support team or email us at beauty-support@daysmart.com
Connecting with your clients is easier than ever with e-mail and text message reminders.
Verification Steps
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
From the cloud software, click More > Settings
Select E-mail & Texting > Reminders And Notifications.
Click the Get Started button
Enter company information.
The Business Email will appear as the sender on your clients’ emails.
The Primary Email will receive all email replies from clients.
All fields must be completed for reminders to send properly.
Click Save Company Info when finished.
⚠️Please Note:
This completes Twilio’s verification process. After this, if clients have not opted in for text messaging, only email reminders will be sent.
Enable Email & Text Notifications
Click the arrow to learn how to enable appointment notifications
Click the arrow to learn how to enable appointment notifications
After saving, you’ll be taken to the Company Contact Info screen.
Click Reminders and Notifications again to open the Appointment Notifications screen.
Go through each tab to choose which message types (e.g., reminders, scheduled, changed, canceled) you'd like clients to receive.
Move the slider to On for any message type you want to enable.
(Optional)Turn on text confirmations and cancellations:
These are Off by default and can only be activated after your Twilio number is verified.
To enable them, switch the slider On under the Confirmations and Cancellations tabs.
Once enabled:
Confirmation ON: Adds "Reply C to confirm" at the end of the message.
If a client replies C, their appointment will be automatically marked as confirmed.
Cancellation ON: Adds "Reply X to cancel".
If a client replies X, the appointment will be canceled.
(Recommended) Turn on employee notifications for cancellations. This ensures staff are alerted if a client replies with X.
Employees
Adding someone to the team is exciting and adding them to your software is easy!
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Employees icon at the top of the screen.
Select the + in the bottom right corner.
Enter employee's information. You must add at least the employee's first name, last name, and email address before you can move on to the next step. Then, press Next.
Selecting Yes for the Create Cloud Account option will add your new employee to the software. This will also allow them to login to the software from the website or a mobile app.
Check the boxes for Email Address and Text Message in the Appt. Notifications sections to allow the employee to receive notifications about their appointments.
If applicable, set Booth Renter status and Service Limitations.
Select the access level for this employee. Employee Access levels can be edited from the Settings tab of the Employees screen.
Press Save.
The employee will now get an e-mail to that address asking them to complete the setup, including a link to click to create their account password. Once they complete their password set up, their account will be activated and added to the business’ billing account.
Services and Products
Providing excellent services and products leaves a lasting impact and ensures customer satisfaction!
Adding a Service
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Services Icon at the top of the page.
Click the + button.
Add service details:
Service Name: Enter the name of the service (e.g., Haircut, Manicure, Massage).
ID: This is meant to be a faster way to pull up your service, so you don’t have to type out the service name. This can be shorthand for the service name, numbers, or a combination of letters and numbers.
Service Duration: Specify the number of minutes the service takes to complete on average. You are able to edit this information on the appointment ticket.
Service Price: Enter the average cost of the service. You are able to edit this information on the appointment ticket.
Service Category: This option is not required. To add, simply type the name of the category you'd like to create in the box. After saving, this category will be available for future selection. Add/select the category that best fits the service. Examples: Hair, Nails, Skincare.
Sales Tax: Don’t forget to click the box for Sales Tax if this service should be taxed.
Click the Save button.
If you ever need to make changes to the service details, return to the Services page and use the search bar at the top of your screen to pull up the service. Simply click on the service name to edit the service.
Adding a Product
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Products Icon at the top of the screen. This icon may be under the More button, which is also at the top of the screen.
Click the + button.
Add product details:
Product Name: Enter the name of the product. Examples: Shampoo, Lipstick, Lotion.
Product Category: Add/select the appropriate category that the product falls under. Examples: Hair Care, Skincare, Makeup. This option is not required.
Product Brand: To add, simply type the name of the brand you'd like to create in the box. After saving, this brand will be available for future selection. This option is not required.
Product Size: Enter the size of the product. This option is not required.
Product SKU: If your products have barcodes, you can enter them here for easy scanning. This option is not required.
Product Price: Enter the retail price of the product. You can also add the wholesale price. Retail = the amount the client pays. Wholesale = the price you purchased this product for.
Stock Count: Input the current amount of the product you have in stock. Remember to update this number each time you get more stock in.
Product Supplier: Enter the supplier or vendor name for the product.
Sales Tax: Don’t forget to click the box for Sales Tax if this product should be taxed.
Click the Save button.
If you ever need to modify product details, return to the Products page, and use the search bar at the top to pull up the product. Simply click on the product name to edit the product.
Managing Clients
Successfully managing clients builds trust, fosters strong relationships, and drives satisfaction!
Adding a Client
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Click the Clients icon at the top of the page.
Click on the + button in the lower right-hand corner.
Fill out the client’s information:
First and Last Name: Enter the client's full name. These two fields are required in order to save the client.
Contact Information: Provide their mobile phone number (this is their primary number), alternate phone number, and email address.
Client Category: Use this to sort your clients into groups for marketing and discounts.
Birthday: Enter the client's birthdate for marketing or discounts.
Notifications: Choose what appointment notifications and marketing campaigns this client would like to receive by checking or unchecking the appropriate boxes.
Address: Input the client's address if necessary.
Marketing referral: If you would like to record how this client came to know about your business, fill out this option.
Click on the Save button.
Editing a Client
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Click the Clients icon at the top of the page.
Search for the client you wish to edit and click on their name.
Access the client's detailed profile to edit information.
Overview: See the client’s most recent and upcoming appointments, see and add cards on file, and see messages sent to the client. Messages sent include reminders.
Personal Info: see and edit client information.
History: See the client’s Visit Summary, Upcoming Appointments, Previous Services, Purchased Products, Cancelled Appointments (this includes cancelled and voided appointments), and Other Purchases.
Points & Balance: View and edit Loyalty Points. Leave a comment if you edit the loyalty point amount. View and edit Client Balances. Leave a comment if you add to or subtract from a client’s balance.
Forms: View the client's Pending Forms and Completed Forms. You can also manually send forms manually using the Complete Now button.
Notes: View and add client notes. Examples: Color formulas, haircut length, etc.
Photos: View and add before/after photos of the client, or what the client wants to look like. You can also upload pictures of paper documents. Pictures must be saved to your computer to upload from your computer.
Client Notes
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Click the Clients icon at the top of the page.
Search for the client you wish to edit and click on their name.
Click the Notes tab at the top right.
Enter, view, or edit notes.
If you wish to have the note pop up when creating an appointment, check the box Show note as Pop-up.
If you have selected to have a note pop-up, it will pop-up when adding this client to an appointment from the appointment book.
Viewing Notes from an Appointment
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Open an existing appointment on the appointment book.
Click Appt Details.
Click Notes under the client's email line.
Enter, view, or edit notes.
Managing Your Appointment Book
Mastering the appointment book keeps schedules smooth and efficient!
Scheduling an Appointment
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Appt Book icon at the top of the page to navigate to the appointment book screen.
Click the desired start time under the employee's column.
In the Which Client? field, enter client's name and select client from the list.
In the What Services? field, enter the service, and select service from the list.
Repeat this step for any additional services you wish to schedule for the client.
Click Schedule to save the appointment.
Edit an Appointment
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Click on the Appointment Book icon at the top of the page.
Click on the appointment to edit, then select Appointment Details.
Modify appointment details as needed.
Click the Save button.
Cancel an Appointment
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Click on the Appointment Book Icon at the top of the page.
Click on the appointment you wish to cancel, then select the Appointment Details button.
Click on the Actions button in the upper right corner of the appointment and select the appropriate option.
Cancel: Provide reason for cancellation, then click Cancel Appointment to confirm.
If this is a no show customer, check the box for the Mark as No Show option before confirming the cancellation.
Void: Provide reason for cancellation, uncheck the void payment option if this was a credit card transaction that you do not wish to fully refund, then click Void to confirm.
Checking Out Clients
Efficiently checking out clients ensures a smooth, seamless end to their experience!
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Appointment Book icon at the top of the page.
Click on an existing appointment.
If checked-in, click Check Out. Otherwise, go to Appt Details, select Actions, then choose Check Out.
After clicking Check Out, confirm the information is correct on this screen. Clicking on the shopping cart icon at the top of the screen will give you a list of appointments for the day. Selecting one of these appointments will take you to the same screen. You can change prices or add services, products, packages, memberships, and gift cards on this screen.
Click Proceed to Payments.
Select payment type, add amount, any comments and select add payment.
Pay Later: When pay later is selected you can select an amount to be added to the clients profile. This can be paid off later through the checkout as well.
Custom: This option allows you to pick from a handful of payment options that you can add to and adjust as necessary.
Credit: If you are using DaySmart Payments and you select Credit, the software will connect to your card device that has been entered in the software. Once you find the device and see connected, select Process Card and follow the prompts on the card device. If you use DaySmart Payments but are not using a card device, you will see an option to Enter Card Information for manual transactions.
Once you have selected the payment type and confirmed the amount to be paid select Close Ticket.
Checking Out Clients Without an Appointment
Click the arrow to view step-by-step instructions
Click the arrow to view step-by-step instructions
Select the Checkout shopping cart at the top of the page.
Choose + New Transaction tab for new tickets. If you select this tab, you can search for a client via the search bar and create a new ticket. This is a great way to check out a ticket containing just products.
Follow steps 5-7 in the How to Checkout section.