📝 Overview

Whether you're looking to streamline your email marketing efforts, sync Appointments to external calendars, manage Customer documents, track Staff Member work hours, automate re-engagement emails, or calculate compensation, this guide will walk you through everything you need to get each plugin up and running. Each section below is dedicated to a specific plugin and includes enabling instructions, key features, and steps for disabling the plugin if needed.

⚠️ Please note: Only Headquarter Administrators can enable plugins from the Marketplace. Terms for Appointment, Service, Staff Member, etc. may be different within your account's configuration. Locate these terms within Settings tab > Terms Preferences.

📧 MailChimp

Click here to learn more

Overview

The MailChimp integration offers a dynamic new way of creating, distributing, and managing your Customer e-marketing campaigns and messages. MailChimp subscribers have full access to all of MailChimp's newsletter templates, email messaging tools, tracking and reporting features, social media integration, and other features necessary for successful and accurate customer marketing and outreach efforts.

The integration between the two services can help businesses keep their Appointment calendars full with the following benefits:

Effortlessly pass your Customer information to MailChimp and accurately manage your Customer lists using MailChimp's tools. Once uploaded, MailChimp will automatically manage any "unsubscribed" or "opt-out" email addresses. It also eliminates the need to manage two separate email databases for e-marketing campaigns.
Quickly add the Book Now or Schedule Now button to your newsletters, email messages, and other e-marketing materials. Make it easier for Customers, clients, patients, and students to schedule their Appointments or book their reservations by allowing them to access your scheduling system right from the MailChimp e-marketing piece. They will not need to manually open a new browser window or type in a URL — they simply click the Book Now or Schedule Now button to instantly access your scheduler.
Easily track Customer activity and success with MailChimp's analytics tools. You can quickly access important statistics such as the number of opens, click-throughs, bounce rates, and unsubscribes. These figures would be difficult — if not almost impossible — to decipher, sort, and analyze if done manually.
Low Cost. MailChimp offers tremendous flexibility, functionality, and legal compliance for your email marketing and newsletter campaigns at a very low cost. Pricing starts as low as FREE.

🛠️ How To Enable MailChimp

The MailChimp plugin is available for all accounts from the Marketplace. To enable it:

Visit The Marketplace (in the header).
Click Email Marketing and locate the MailChimp listing.
Click Enable or Get It Now!
Choose the Locations where you want to offer this feature, then click Enable.
Once enabled, a new Settings tab will appear. Click this tab and review the options:
- If you are a current MailChimp subscriber, click Add Settings.
- If you are not yet a MailChimp subscriber, you can Sign Up for your own account.
Enter your Username and Password into the designated fields and click Log In.
To authorize your integration, you will be prompted to Send Verification Code from MailChimp. Once the code is received at the phone number associated with your MailChimp account, enter it on the Two-Factor Authentication page. You can choose to skip verification for two weeks — this is only required during the initial login.

⚠️ Warning: If you are unable to enter your login and password because the page appears disabled, this may be caused by a browser setting. From your browser's preferences, go to the Privacy section and look for the Prevent Cross-Site Tracking option, which is enabled by default in some browsers. Disabling this option will allow you to continue connecting your account with MailChimp.

📊 How To Export Customer Records to MailChimp

The plugin enables you to easily export your Customer information from your scheduling system directly to MailChimp. Using the Customer Report, you can use the filter options to identify the Customers to export.

💡 Please Note: The system only exports the Customer's first name, last name, and email address.

Click the Reports tab.
Click the Customer Report link on the left.
Use the available filter options to define your customer data set.
Under Format Options, select MailChimp.
Click Run Report.
On the following screen, review the Customers being exported, then choose to export into an existing list or log in to create a new list.
When that step is complete, click Export List.

Once Customer information is imported, you will receive a confirmation of the action. The number of unique contacts will be listed along with the contact mailing list they were entered in and the next steps you can take. From there, you will be able to go to your MailChimp account, use your Customer View link for a MailChimp newsletter, or close the window.

💡 Please Note: When merging into your MailChimp email list, only unique contacts (based on email address) will be added.

Creating Mailing Lists in MailChimp

💡 Please Note: If you need help adding a list in your MailChimp account, please contact support.

From the export page, you can review the details of the export and merge it into your MailChimp list. Here are the options available to you:

Click the arrow to learn more about mailing list options

Customers with an Email Address Click the Show List button to display the list of Customers with an email address to be exported.

Merge with an Existing List Select the Select existing list radio button. A drop-down list will appear with your current MailChimp email lists. Select the list you would like to merge with and then click Export List.

Create a New MailChimp List Click the Login to MailChimp button to create a new email list within your MailChimp account.

🧑‍💻 Adding a Book Now or Schedule Now Button to E-Marketing Materials

Adding a Book Now or Schedule Now button to your emails is easy. After you have created a new email list or merged your Customer data into an existing list:

Select the option: Use my Customer View link with a MailChimp newsletter.
Your Customer View link will be displayed.
Copy and paste the link anywhere in your MailChimp newsletter as a standalone link or associated with a Book Now button.

How To Disable MailChimp

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

📨 Constant Contact

Click here to learn more

Overview

The integration between Constant Contact and your scheduling system offers a dynamic new way of creating, distributing, and managing your customer e-marketing campaigns and messages. Subscribers have full access to all of Constant Contact's newsletter templates, email messaging tools, tracking and reporting features, APIs, and other features necessary for successful and accurate customer marketing and outreach efforts.

The integration between the two services can help businesses keep their Appointment and reservation calendars full with the following benefits:

Effortlessly pass your Customer lists to Constant Contact and accurately manage your customer lists using Constant Contact's tools. Once uploaded, Constant Contact will automatically manage any "unsubscribed" or "opt-out" email addresses. It also eliminates the need to manage two separate email databases for e-marketing campaigns.
Quickly add the Book Now or Schedule Now button to your newsletters, email messages, and other e-marketing materials. Make it easier for customers, clients, patients, and students to schedule their Appointments or book their reservations by allowing them to access your scheduling system right from the Constant Contact e-marketing piece. They will not need to manually open a new browser window or type in a URL — they simply click the Book Now or Schedule Now button to instantly access your scheduler.
Easily track customer activity and success with Constant Contact's analytics tools. You can quickly access important statistics such as the number of opens, click-throughs, bounce rates, and unsubscribes. These figures would be difficult — if not almost impossible — to decipher, sort, and analyze if done manually.
Low Cost. Constant Contact offers tremendous flexibility, functionality, and legal compliance for your email marketing and newsletter campaigns at a very low cost. Prices start as low as $15/month.

🛠️ How To Enable Constant Contact

Constant Contact is a plugin available from The Marketplace.

Click The Marketplace in the header of your administrative view.
Select the Email Marketing category.
Click Get It Now! for the Constant Contact Integration plugin.
Select whether you want Constant Contact enabled for All Locations or just the Headquarters Location.
Click the Enable button.
From the plugin integration page, click the Settings tab to complete setup by entering your Constant Contact login credentials.

💡 Please Note: If you have not yet created a Constant Contact account, you will be directed to a signup page.

How To Access Constant Contact

After enabling the plugin, you can access Constant Contact from the Reports tab.

Click the Reports tab.
Click the Customer Report link on the left.
The Constant Contact logo will appear at the bottom of the page under the Format Options heading.
Select the Constant Contact radio button and click Run Report to run the report and upload your email mailing list into your Constant Contact account.

Linking Constant Contact with Your Account

The system will prompt you for your Constant Contact account information the first time you run the report and select the Constant Contact format option — if you have not already completed this in the Settings tab of the Constant Contact Integration page in The Marketplace.

If you do not have an existing Constant Contact account, you will have the option to sign up for a trial account.

Once your Constant Contact account is set up, enter your login credentials from the Export Customer Data to Constant Contact List page. After entering your username and password, you can then export your Customer data (name, email address, and phone number) to your Constant Contact account.

📊 Uploading a Customer List

Once the Customer Report is run, a predefined report of the following information will be exported:

Customer first names
Customer last names
Customer email addresses
Customer phone numbers

💡 Please Note: These are the only fields you can export to your Constant Contact account. Once you run the report, you will be able to review the customer list and decide whether to export it to your account.

From the export page, you can review the details of the export and set up your Constant Contact list. Here are the options available to you:

Click the arrow to learn more about list options

Confirm Import List Click the Show List button to display the list of Customers with an email address to be exported.

Merge with an Existing List Select the Select existing list button. A drop-down list will appear with your current Constant Contact email lists. Select the list you would like to merge with and then click Export List.

Create a New Constant Contact List Select the Create a new Constant Contact list button. Enter a new email list name in the text box provided and then click Export List.

💡 Please Note: When adding a new contact list or merging into an existing contact list, only unique contacts (based on email address) will be added.

After initiating a new contact list or merging into an existing one, you will receive a confirmation message. The number of unique contacts will be listed along with the contact mailing list they were entered in and the next steps you can take. From there, you will be able to go to your Constant Contact account, use your Customer View link for your Constant Contact newsletter, or close the window.

🧑‍💻 Adding a Book Now Button to E-Marketing Materials

Adding a Book Now button to your emails is easy. After you have created a new email list or merged your Customer data into an existing list:

Select the option: Use my Customer View link with a Constant Contact newsletter.
Your Customer View Preview link will be displayed.
Copy and paste the link anywhere in your Constant Contact newsletter as a standalone link or associated with a Book Now button.

How To Disable Constant Contact

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

📬 VerticalResponse

Click here to learn more

Overview

The VerticalResponse integration offers a dynamic new way of creating, distributing, and managing your customer e-marketing campaigns and messages. Subscribers have full access to all of VerticalResponse's flexible pay-as-you-go pricing, social media integration, 500+ professional email templates, 98%+ inbox delivery, and other features necessary for successful and accurate customer marketing and outreach efforts.

The integration between the two services can help businesses keep their Appointment and reservation calendars full with the following benefits:

Effortlessly pass your customer lists to VerticalResponse and accurately manage your customer lists using VerticalResponse's tools. Once uploaded, VerticalResponse will automatically manage any "unsubscribed" or "opt-out" email addresses. It also eliminates the need to manage two separate email databases for e-marketing campaigns.
Quickly add the Book Now or Schedule Now button or link to your newsletters, email messages, and other e-marketing materials. Make it easier for customers, clients, patients, and students to schedule their Appointments or book their reservations by allowing them to access your scheduling system right from the VerticalResponse e-marketing piece. They will not need to manually open a new browser window or type in a URL — they simply click the Book Now or Schedule Now button or link to instantly access your scheduler.
Easily track customer activity and success with VerticalResponse's tools. You can quickly access important statistics such as the number of opens, click-throughs, bounce rates, and unsubscribes. These figures would be difficult — if not almost impossible — to decipher, sort, and analyze if done manually.
Low Cost. VerticalResponse offers tremendous flexibility, functionality, and legal compliance for your email marketing and newsletter campaigns at a very low cost. Prices start as low as $8.50/month or pay as you go.

🛠️ How To Enable VerticalResponse

VerticalResponse is a plugin available from The Marketplace.

Click The Marketplace in the header of your administrative view.
Select the Email Marketing category.
Click Get It Now! for the VerticalResponse Integration plugin.
Select whether you want VerticalResponse enabled for All Locations or just the Headquarters Location.
Click the Enable button.
From the plugin integration page, click the Settings tab to complete setup by entering your VerticalResponse login credentials.

💡 Please Note: If you have not yet created a VerticalResponse account, you will be directed to a signup page.

How To Access VerticalResponse

VerticalResponse is accessible directly from your account.

Click the Reports tab.
Click the Customer Reports link on the left.
The VerticalResponse logo will appear at the bottom of the page.
Select the VerticalResponse radio button and click Run Report.

⛔️ Stop: Before you can run an export to your VerticalResponse account, you must contact VerticalResponse to have them activate their API to allow a connection to your account. Please reach out to support to have this enabled.

Linking VerticalResponse with Your Account

The system will prompt you for your VerticalResponse account information the first time you run the report and select the VerticalResponse format option. If you do not have an existing VerticalResponse account, you will have the option to sign up for a trial account.

Once your VerticalResponse account is set up, enter your login credentials from the Export Customer Data to VerticalResponse List page. After entering your username and password, you can begin exporting your customer data (name, email address, and phone number) to your VerticalResponse account.

📊 Uploading a Customer List

Once the Customer Report is run, a predefined report of the following information will be exported:

Customer's first name
Customer's last name
Customer's email address
Customer's phone number (Day Phone)

💡 Please Note: These are the only fields you can export to your VerticalResponse account. Once you run the report, you will be able to review the customer list and decide whether to export it to your account.

From the export page, you can review the details of the export and set up your VerticalResponse list. Here are the options available to you:

Click the arrow to learn more about list options

Confirm Import List Click the Show List button to display the list of Customers with an email address to be exported.

Merge with an Existing List Select the Select existing list radio button. A drop-down list will appear with your current VerticalResponse email lists. Select the list you would like to merge with and then click Export List.

Create a New VerticalResponse List Select the Create a new VerticalResponse list radio button. Enter a new email list name in the text box provided and then click Export List.

💡 Please Note: When adding a new contact list or merging into an existing contact list, only unique contacts (based on email address) will be added.

After initiating a new contact list or merging into an existing one, you will receive a confirmation message. The number of unique contacts will be listed along with the contact mailing list they were entered in and the next steps you can take. From there, you will be able to go to your VerticalResponse account, use your Customer View link for your VerticalResponse newsletter, or close the window.

🧑‍💻 Adding a Book Now or Schedule Now Button to E-Marketing Materials

Adding a Book Now or Schedule Now button to your emails is easy. After you have created a new email list or merged your Customer data into an existing list:

Select the option: Use my Customer View link with a VerticalResponse newsletter.
Your Customer View link will be displayed.
Copy and paste the link anywhere in your VerticalResponse newsletter as a standalone link or associated with a Book Now button.

How To Disable VerticalResponse

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

💌 iContact

Overview

The iContact integration offers a dynamic new way of creating, distributing, and managing your customer e-marketing campaigns and messages. Subscribers have full access to all of iContact's newsletter templates, email messaging tools, surveys, analytics, and other features necessary for successful and accurate customer marketing and outreach efforts.

The integration between the two services can help businesses keep their Appointment and reservation calendars full with the following benefits:

Effortlessly pass your customer lists to iContact and accurately manage your customer lists using iContact's tools. Once uploaded, iContact will automatically manage any "unsubscribed" or "opt-out" email addresses. It also eliminates the need to manage two separate email databases for e-marketing campaigns.
Quickly add the Book Now or Schedule Now button to your newsletters, email messages, and other e-marketing materials. Make it easier for customers, clients, patients, and students to schedule their Appointments or book their reservations by allowing them to access your scheduling system right from the iContact e-marketing piece. They will not need to manually open a new browser window or type in a URL — they simply click the Book Now or Schedule Now button to instantly access your scheduler.
Easily track customer activity and success with iContact's analytics tools. You can quickly access important statistics such as the number of opens, click-throughs, bounce rates, and unsubscribes. These figures would be difficult — if not almost impossible — to decipher, sort, and analyze if done manually.
Low Cost. iContact offers tremendous flexibility, functionality, and legal compliance for your email marketing and newsletter campaigns at a very low cost. Prices start at less than $10/month.

🛠️ How To Access iContact

iContact is available directly from your account.

Click the Reports tab.
Click the Customer Reports link on the left.
The iContact logo will appear at the bottom right of the page.
Select the iContact radio button and click Run Report to run your Customer report and upload your email mailing list into your iContact account.

Setting Up an iContact Account

The system will prompt you for your iContact account information the first time you run the report and select the iContact format option. If you do not have an existing iContact account, you will have the option to learn more or sign up for a trial account.

Once your iContact account is set up, enter your login credentials from the Export Customer Data to iContact List page. After entering your username and password, you can begin exporting your customer data (name, email address, and phone number) to your iContact account.

📊 Uploading a Customer List

Once the Customer Report is run, a predefined report of the following information will be exported:

Customer's first name
Customer's last name
Customer's email address
Customer's phone number

💡 Please Note: These are the only fields you can export to your iContact account. Once you run the report, you will be able to review the customer list and decide whether to export it to your account.

From the export page, you can review the details of the export and set up your iContact list. Here are the options available to you:

Click the arrow to learn more about list options

Customers with an Email Address Click the # customers link to display the list of Customers with an email address to be exported.

Customers without an Email Address Click the # customers link to display a list of Customers without an email address who will not be exported.

Create a New iContact List Select the Create a new iContact list using X customers radio button. A text box will appear where you can enter the name of your customer list. Enter your list name and then click Create New iContact List.

Merge with a Current List Select the Merge these X customers into an existing iContact list radio button. A drop-down list will appear with your current contact lists. Select the list you would like to merge with and then click Merge Into iContact List.

💡 Please Note: When adding a new contact list or merging into an existing contact list, only unique contacts (based on email address) will be added.

After initiating a new contact list or merging into an existing one, you will receive a confirmation message. The number of unique contacts will be listed along with the contact mailing list they were entered in and the next steps you can take. From there, you will be able to go to your iContact account, create a Book Now button, or close the window.

🧑‍💻 Adding a Book Now or Schedule Now Button to E-Marketing Materials

Adding a Book Now or Schedule Now button to your emails is easy. After you have created a new email list or merged your Customer data into an existing list:

Select the option: Use my Customer View link with an iContact newsletter.
Your Customer View link will be displayed.
Copy and paste the link anywhere in your iContact newsletter as a standalone link or associated with a Book Now button.

How To Disable iContact

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

📆 Calendar Export - How To

Overview

The Calendar Export plugin allows you, your Staff Members, and your Customers to export Appointments to other calendar systems such as Microsoft Outlook, Google Calendar, or Apple iCal. Appointments can be exported one at a time and can adjust for any timezone differences, if applicable.

Once enabled, you will notice calendar attachments within email notifications as well as export icons and links within Site Administration and the Customer View. There are currently four places Appointments can be exported from:

Exporting Multiple Appointments for a Staff Member
Exporting from the Appointment Summary
Saving the Calendar Attachment from an Email
Exporting from Customer View

🛠️ How To Enable Calendar Export

Click The Marketplace.
Click Calendar Sync.
Click Enable.
Select each Location to enable the plugin for using the drop-down menu.
Click the Enable button.

Exporting Multiple Appointments for a Staff Member

The Calendar Export Plugin link will appear when mousing over the gear icon to the left of each Staff Member's name on the Appointment grid.

Click the Calendar Export icon next to the Staff Member's name.
A pop-up window will open. The Staff Member's name will already be selected in the drop-down field.
Choose the amount of days to export (selected date or all) and click Find Appointments to Export.
The returned results will display all exportable Appointments. Click the Export link for each Appointment you would like to export.
A new pop-up will present the file in ical (.ics) or vcal (.vcs) format. Ensure the Open with option is selected along with Outlook or your equivalent email client. Click OK — the calendar event window will open. Save from this window to add the Appointment to your calendar.

⛔️ Please Note: You will need to have pop-up blockers disabled or allow pop-ups from the current Location. If pop-up blockers are enabled, you will see an option to allow them at the top of your browser.

⚠️ Warning: If you are attempting to export all future Appointments at once, you may experience performance issues. It is recommended to export in batches — at the beginning or end of each day, or at the time Appointments are created.

Exporting from the Appointment Summary

When you finalize a new Appointment, a calendar export option will display in the lower-left corner, next to Print. Clicking this link will create the calendar export for that single Appointment.

For existing future Appointments, click on the specific Appointment to open the summary page. Locate the export link in the lower-left corner and click it to download the meeting invite.

Saving the Calendar Attachment from an Email

By default, when Calendar Export is enabled, attachments will be sent in ical (.ics) or vcal (.vcs) format and included in all Customer and Staff Member email notifications.

Depending on your email program, double-click the attachment or right-click and select Open. The Appointment will be saved automatically, or you will be prompted to select a calendar to save it to.

🧑‍💻 Exporting from Customer View

When your Customers log into the Customer View, they will see an Account Activity section listing all their future Appointments with an Export to Calendar link. Once clicked, a pop-up will open with a .ics or .vcs attachment.

How To Disable Calendar Export

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

📁 Document Upload - How To

Overview

The Document Upload plugin allows you or your Customers to upload documents into the scheduling system. Documents can be linked to a Customer's profile or a specific Appointment for future review.

Three ways to use the Document Upload plugin:

Upload documents for Customers via Site Administration.
Allow Customers to upload documents themselves via the Customer View.
Upload internal documents that can then be attached to email notifications.

Supported document types (maximum size of 25MB):

Microsoft Word (.doc, .docx)
Excel (.xls, .xlsx)
PowerPoint (.ppt, .pptx)
Portable Document Format (.pdf)
Rich Text Format (.rtf)
Images (.png, .jpg, .jpeg, .gif)
Text files (.txt)
Comma-separated documents (.csv)
Compressed files (.zip)

💰 Pricing

This plugin is available as a supplemental feature from The Marketplace. When added to your subscription, you will be charged an additional $20/month, providing up to 10GB of file storage. Once you exceed this amount, you will be charged an additional $20/month. You can monitor or adjust stored documents using the Document Monitor in Settings.

🛠️ How To Enable Document Upload

Click The Marketplace in the top right corner of your account.
Select the Appointments category.
Click Enable for the Document Upload plugin.
Select each Location to enable the plugin for using the drop-down menu.
Click the Enable button.

Once enabled, you can immediately begin uploading documents. You will also have access to preferences that control how the plugin is used in your account, including whether Customers can upload documents.

When To Use Document Uploads

Click the arrow to learn more about common use cases

Customers filling out forms prior to their Appointment In many situations, such as with massage therapy, new Customers are required to fill out intake forms. Many other professions also require initial documentation. With this plugin, Customers can upload their document while making their Appointment. The document can then be accessed via the Customer's profile or when viewing the Appointment.

Customers uploading a document for review Some writing centers and tutoring companies have students submit papers to be reviewed during the Appointment session. Uploading when booking ensures the paper is associated with the Appointment and saved in the system. Staff Members can then access and download the paper for review at their convenience.

Organizing Customer documentation Uploading key Customer documentation keeps all important forms in one place and ensures they do not get lost. Documents associated with any Customer can be accessed at any time.

Sending documents via email notifications You can attach any internal document to any automated email. For example, attach a form to the Appointment Confirmation Email so that when a Customer books and receives their confirmation, the form they need to fill out is included.

💡 Please Note: Customers cannot view or make changes to documents after they have been uploaded.

Uploading Documents via Site Administration

Staff Members can upload documents associated with Customers or an Appointment through Site Administration — either from the Customers section or while creating or viewing an Appointment.

Uploading with a New Appointment:

After selecting or entering a Customer in Make Appointment, click Next to move to the Appointment details page.
Click Documents — the page will update to show the document upload area.
If the Customer has previously uploaded documents, those will display here. For new Customers, you will see an empty panel with No documents have been attached.
From this panel, you can view, edit, or delete existing documents, or click Browse to upload a new one.
When uploading, include a document title (required) and an optional description to help identify the document.

Uploading via the Customers Tab:

From the Customer Search page under the Customers tab, look up a Customer and click their name. You will see a Document Upload link with the same upload options described above.

Viewing Documents for Existing Appointments

Click on the Appointment from the calendar to open the summary window.
Next to the Edit Details and Profile links, click the document icon (which also shows how many documents are associated with the Customer).
The subsequent window will display the Customer's profile info and all available documents for the Appointment.

Pets or Children

Similar to Customers, when you access the details of a Pet or Child via the Customer Search page, or when making or viewing an Appointment, you will be able to maintain documents for the Pet or Child in the same way as standard Customer documents.

🧑‍💻 Uploading Documents Through the Customer View

If you enable Customer document uploads, Customers will be prompted to upload a document during the Appointment-setting process.

💡 Please Note: Customers can only upload documents when logged into the Customer View. We do not recommend enabling Customer uploads unless you require Customers to log in prior to creating Appointments.

You can control the text that displays during the upload prompt. It defaults to: "If you would like to upload a document, please click on the Document Upload button below." To edit this text, go to the Pages/Text tab in Site Administration and click the Document Upload Instructions link.

⛔️ Please Note: If you do not see the Document Upload Instructions link after clicking the Pages/Text tab, please contact Support to have this feature enabled.

Uploading Internal Documents

Internal documents can be uploaded to the server and attached to any automatic email sent by the system. You can also access these documents for viewing or downloading at any time.

To upload internal documents, click the Internal Documents link in the Settings section of Site Administration.

⛔️ Please Note: If you do not see the Internal Documents link after clicking the Settings tab, please contact Support to have this feature enabled.

Attaching an Internal Document to an Email:

Go to Settings → Notifications.
Click on any notification in the list.
At the bottom of the notification, locate the section to attach internal documents.
When attached, documents display in the email as clickable links — not true file attachments. This helps reduce the likelihood of emails being flagged as spam.

⚙️ Document Upload Settings

The following preferences can be controlled via the Document Upload section in Preferences or the Marketplace in Site Administration:

Allow documents to be uploaded via Site Administration.
Allow documents to be uploaded by Customers via the Customer View.
Maximum number of documents Customers can upload via the Customer View (specific limit or unlimited).
Maximum number of documents users can upload per Customer via Site Administration (specific limit or unlimited).
Only allow Headquarters Administrators to delete documents.

🔍 Monitoring Documents

The Document Monitor page allows you to view any documents uploaded to your account and edit or delete internal documents. This functionality is limited to Headquarters and Location Administrators.

From the Document Monitor page, you can search by date and view who uploaded each document — including whether it was a Staff Member or Customer — along with the date of upload.

📊 Reporting on Appointments with Documents

Administrators running the Appointment Report can include document information:

Click Reports.
Click Appointment Report.
Choose and configure the report as needed.
In the Include in Report section, find and check the box for # of Documents.
Choose the desired View Option.
Save or run the report.

The executed report will contain a column displaying the number of documents uploaded to each Appointment.

💡 Please Note: If using the HTML view option, document information will display as a hyperlink. Clicking it will open and display the list of documents associated with that Appointment.

How To Disable Document Upload

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

🕐 Time Clock - How To

Overview

The Time Clock plugin allows your Staff Members to clock in and clock out after logging into Site Administration. It automatically records work times and includes reporting options to run end-of-day or end-of-week reports and calculate totals.

Why should I use the Time Clock plugin?

Allow employees to clock in and out with the click of a button.
Run reports to show total work time.
Eliminate the need for an additional, costly time clock program.

⛔️ Please Note: Time Clock entries can only be edited by Staff Members with the following Access Types:

Headquarters Administrator
Location Administrator

Need to change a Staff Member's Access Type? Click Here

🛠️ How To Enable Time Clock

Click The Marketplace.
Click Staff and Customer Management.
Locate the plugin and click Enable.
Choose the applicable Locations from the drop-down menu.
Click Enable to finish the activation.

Adding New Time Clock Entries

Select the Time Clock tab at the top of the page in Site Administration.
Select Clock In/Out on the left side of the page.
Select a Staff Member's name from the drop-down menu.
Click the Clock In button.
After the Staff Member's work shift is completed, click the Clock Out button.

Adding Time Clock Entries for Past Dates

Select the Time Clock tab at the top of the page in Site Administration.
Select Clock In/Out on the left side of the page.
Select a Staff Member's name from the drop-down menu.
Click the Clock In button, then the Clock Out button.
Select Edit Entries from the left side of the page.
Click the Find Entries button.
Click the Edit button to change the date and time, then click Update to save your changes.

How To Disable Time Clock

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

🔔 Repeat Customer Reminders - How To

Overview

The Repeat Customer Reminder Email plugin automatically sends an email notification to Customers who have not made an Appointment in a specified number of days. This automated notification is a great way to remind inactive Customers to make another Appointment. You can set up the timing of this email and whether or not it should be sent multiple times.

🛠️ How To Enable Repeat Customer Reminders

Click The Marketplace at the top of your account.
Select the Email Marketing category.
Click Enable for the Repeat Customer Reminders plugin.
Select each Location to enable the plugin for using the drop-down menu.
Click the Enable button.

Configuring Repeat Reminder Email Settings

In order to ensure reminders are set to send at the appropriate time, you will need to activate and configure this separate email notification.

Click Settings.
Click Notifications.
Locate and click Repeat Customers Reminder Email.

From the top of the Repeat Customers Reminder Email page, you can activate the email and define the settings below.

Status Setting the status to Active will turn on your repeat email reminders. When set to Inactive, the emails will not be sent.

Days after last Appointment to send Set this to determine when reminder emails begin sending. The countdown starts when the Customer's last Appointment has passed. For example, if set to 30 days and the last Appointment occurred 30 days ago with no future Appointment on record, the system will automatically send the reminder email.

💡 Please Note: When a new Appointment is scheduled, the countdown resets and will not restart until that Appointment has also passed the set number of days.

Keep sending every If you would like the reminder email sent multiple times, set the duration for subsequent emails here. Repeat reminder emails will only be sent a maximum of 5 times to each Customer.

Send a copy to Enter an email address to receive a copy of each repeat reminder email sent.

Send sent emails report to Enter a delivery email address to receive a consolidated repeat reminder email report. A report email will be sent each time any repeat reminder emails are sent.

From Any text entered here will display in the header of the email notification.

Reply-To When a Customer replies to a repeat reminder, those replies will be delivered to the email address entered in this field.

Bcc Set the email address to receive a Blind Carbon Copy (Bcc) of the notification.

Subject Enter the text that will appear in the subject line when the email is received by the Customer.

How To Disable Repeat Customer Reminders

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

💼 Compensation Calculator - How To

Overview

The Compensation Calculator automatically calculates compensation based on either a percentage or a flat rate. Compensation rates can be added for each Service offered. This plugin makes it easy to calculate compensation and commission with a built-in report.

You can use the plugin to:

Automatically calculate compensation based on a specified percentage or flat rate.
Create robust compensation reports.
Eliminate the hassle of manually managing Staff Member compensation.

⛔️ Important Notes:

Compensation rates can only be applied to Services — not Events.
The compensation rate is not automatically applied to Appointments with start dates before the date the rate was changed.
The Compensation Report is only available to users with the access type of Headquarters Administrator or Location Administrator.
The compensation rate does not multiply when using the Number in Group feature.

🛠️ How To Enable the Compensation Calculator

Click The Marketplace link.
Select Staff and Customer Management.
Under Compensation Calculator, click Enable.
Check at least one Location from the Select Locations drop-down field.
Click the Enable button.

How It Works

The Compensation Calculator is easy to set up and has no preference settings. The only setup required is updating your Service and Staff Member profiles.

The compensation rate will begin once a rate is entered for a Staff Member and will only apply to Appointments scheduled on or after the date the rate was entered. If the rate or compensation type is changed, the date of the change is saved and applied going forward.

🧠 Example:

The Compensation Calculator is enabled with a flat rate of $10 for each Staff Member starting 10/20/2011.
All Appointments scheduled for 10/20/2011 and after are assigned this compensation rate.
On 11/1/2011, the rate is changed to 8% for each Staff Member.
All Appointments from 10/20/2011 to 10/31/2011 are calculated at the $10 flat rate, while all Appointments from 11/1/2011 forward reflect the 8% rate.

Services

For each Service, go into the profile and add the Compensation Type and Rate. When adding or updating this information, you can also indicate whether to update the compensation for all Staff Members offering that Service. The compensation settings are located below the Cost field within the Service profile.

💡 Please Note: A percentage compensation type is not available for Services with a $0 cost. When using the percentage compensation type, compensation is calculated based on the default Service price assigned to the Service.

Staff Members

For each user, you can keep the same compensation rate set up within the Service profile, or customize it for each individual. To customize a compensation rate, go into the user's profile and select the Services Offered link. Within the Services Offered page, the Compensation Rate will appear between the days offered and cost.

📊 Reporting on Compensation

The Compensation Report can be found in the Reports tab. From this report, you can filter by Location, Staff Member, Service, Dates, and Appointment Status types. The report can be exported in HTML or Excel format.

How To Disable the Compensation Calculator

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.

Click Marketplace.
In the left-hand column, find the plugin.
On the plugin's first tab, click the Locations drop-down field.
Uncheck individual Locations or click None.
Click Update.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions