iPad App - User - Central Desk

This application puts your SalonBiz appointment book and point of sale at your fingertips, so you are free to greet and assist your clients.

Log In

Download the SalonBiz app from the iOS App Store.
Enter your username and password and click the Log In button.
If you need to set up a merchant account to process credit card transactions, tap the link and complete the form.
- Central Admin, click the menu button in the upper left corner, and tap the Edit Payment Info option to save your PaySimple Merchant ID and Password. This is required to process credit card transactions.

Simple Navigation

The service staff bar stays fixed in place as you scroll up and down. The timeline on the left and the red time line help you keep your place.

Only working staff will be displayed on the selected day.
The Staff Filter lets you view your staff by your SalonBiz schedule groups. The default is the same default in SalonBiz.
Tap the time where you wish to book an appointment.
Search for existing clients, or add new ones.
Tap the calendar icon to switch your view to another day.
Use the Today button to return to the current day.

Menu Button

The 3-line (hamburger) icon in the upper left corner of the app is the menu.

Admins: manage merchant account credentials and staff access.
Managers: void processed credit card payments if needed.
All users will tap this button to start new consultations for clients, or to log out of the app.

Color Scheme

The app displays checked in clients in grey, and checked out clients in black. Clients who have not arrived are in one of the two color options:

The Hide Colors view displays new clients in red, and returning clients in blue.
The Show Colors view displays services according to their request reason colors set in SalonBiz.
- The color wheel button displays the color legend.

Zoom View

Use the zoom button to view the book in 1x or 2x zoom. You can also use your fingers to pinch in and out to adjust the view.

Tickets Button

This button will be visible to users with access to the point of sale feature. Use this button to create a new ticket.

Refresh Button

Use the circle with arrow button to refresh your book’s view, especially if it’s been a few minutes since your last action.

Managing Staff Access

Central Admins can tap the menu button, and then tap Manage Staff Access. This screen will list staff for the location*, and their current access to the app.

Access can be managed by individual or for all staff at once, by using the options at the top of the Staff Access screen.
- You can enable or disable log in access by tapping the Enabled button to the On (green) or Off (grey) position.
- You can give full access by selecting the All mode for the Edit option. This is typically the way it would be used in the salon. It does not restrict any of the features that are available.
- You can limit staff access by selecting the Mine mode for the Edit option. This is typically the way it would be used outside of the salon or when you want to limit booking functions. In Edit Mine mode, the user would be able to view all staff, but only access features on their own book.
- If your location is using the Point of Sale feature of the app, you can turn access on or off by selecting the appropriate mode for the POS option.
  - Central Admins and staff with the role of Manager are not shown in this screen so that their access will not be affected by selections made for all staff.

Blocking and Un-Blocking

From the book, tap the time on the day to block.
Tap the Create Block button.
Select the block reason, confirm the block duration, and add a note if needed. Tap the Create button.
Select Cancel to cancel the create block and go back to the appointment book.
To delete a block, tap on a block, and tap the Delete Block option.
- If you do not see the Create or Delete Block button, your system administrator has restricted access to this function.

Client Flow

Send Message from Appointments

Tap the appointment to bring up the details menu.
Tap the Send Message button.
- If you do not see the Send Message button, your system administrator has restricted access to this function.
Type your message. Use the “characters remaining” hint as a guide.
Tap the Send button to send the message to the client’s mobile number on file.
- This is a one-way message. Replies will not be received. Your client’s received text message will include that information.

Completing a Consultation from the Menu

Tap the Menu button in the upper left corner, and tap Start Consultation.
To start a consultation for a new client, tap the Create button.
To start a consultation for an existing client, tap the Search button.
Tap the New Consultation button next to the form that you’d like to complete today.
Have the client complete the form and save the consultation.
You can email the completed form to the client if you’d like.

Check In

From the appointment book, tap the appointment to check in.
Tap the Check In button.
- A shift must be open on the designated iPad workstation to check in an appointment.
- Only appointments for the current day can be checked in.

Viewing and Completing Consultations from Appointments

Tap an appointment, and tap the Consultations button.
Tap View all history to view all completed consultations for the client. The history will be displayed on the right with the date and time of completion. Tap a row to view the completed form.
Tap a form’s name to view the history for a specific form. The history will be displayed on the right.
Tap the New Consultation button next to the form that you’d like to complete today.
Have the client complete the form and save the consultation.
You can email the completed form to the client if you’d like.

Update Client Info

The client’s information may be updated at any time during the service cycle. Updating the information on your iPad automatically updates the client’s SalonBiz file.

Tap the appointment, and tap the pencil next to the client’s name.
- If you do not see the Edit option, your system administrator has restricted access to this function.
Hand the iPad to the client to update all of their details.
The client taps the Save button to update their SalonBiz file.

Add Formulas

Tap the appointment and then tap the Add Formula button. The formula screen is displayed.
Choose the formula type from the drop down list. This list is pulled from SalonBiz.
Tap in the large box, and type the formula notes you wish to enter.
Tap the Save button.
The notes will be added to the client’s file in SalonBiz, and can be accessed on the iPad under the History button.

View Notes and History

Adding a Note

Tap the appointment to bring up the details menu and tap the Add Note button.
Select the Type from the drop-down menu.
Ticket notes can only be added once the client has been checked in.
Type the note in the space provided.
Click the Save button.

Notes

From the book, tap the yellow note icon in the upper right corner of an appointment to view Appointment and Customer notes.
From the ticket, tap the ticket note icon in the upper left corner of the ticket to view Ticket Notes

History

From the book, tap the appointment of the client you wish to view.
Tap the History button.
Review the history for Formulas, Service and Product purchases.
- History is displayed for the last six months.
Tap the Back arrow in the upper left corner to return to the Appointment Details.

Future Appointments

From the book, tap the appointment of the client you wish to view.
Tap the Appointments button.
Review the client’s future appointments.
Tap the Back arrow in the upper left corner to return to the Appointment Details.

Recommend Products

From the book, tap the appointment of the checked in client receiving the recommendation.
Tap the Recommend button and select the products by tapping their name. You will see a check mark when properly selected.
Tap and hold the item for the “must have” product. This places a star next to the product that is most important for the client.
To search for a product, tap the Search icon (magnifying glass) in the upper right corner, and type in all or part of the product’s name. Tap the Search button.
- Results will be added to the bottom of the list.
Use the Back arrow in the upper left corner to return to the Appointment Details without saving.
Tap the Save button in the upper right corner to save the product recommendations.
- Recommended products will appear in the client’s ticket note, and can be added to the ticket via the Recommended Products button.
- If a formula type has been selected for recommendations in Admin Settings, the recommendations will also be sent to the client’s formula history with today’s date.

Booking Appointments

Booking New Clients

From the appointment book, tap the time on the day you wish to book an appointment.
Select the Create option and enter the client’s complete information, as this will be saved to their client file in SalonBiz.
- The system default for “require email address” will apply when adding a new client from the mobile checkout.
Enter the first few letters of the service name you wish to book, and tap the Find Service button.
Select the service you wish to book from the list.
Select the request reason, confirm the duration, and tap Create.
- The default request reason is chosen by your system administrator, as is the requirement to select a reason.

Booking Existing Clients

From the appointment book, tap the time on the day you wish to book an appointment.
Select the Search option.
Enter the first few letters of the client’s first and last name, and tap the Search button.
Select the correct client from the list.
Select the service you wish to book from the list.
Select the request reason, confirm the duration, and tap Create.
- The default request reason is chosen by your system administrator, as is the requirement to select a reason.

Booking Multi-Service Appointments

From the appointment book, tap the time on the day you wish to book an appointment.
Select the Search option.
Enter the first few letters of the client’s first and last name, and tap the Search button.
Select the correct client from the list.
Select the service you wish to book from the list.
Select the request reason and confirm the duration.
Select the Add Service option to add an additional service to this appointment.
From the appointment book, tap the time you wish to book the next service in the appointment.
- There will be a blue bar across the top of the appointment book indicating that you are adding a service for your client.
Select the service you wish to book from the list.
Select the request reason and confirm the duration.
If you are done, tap the Create button.
Tap the View Services button to view the services already added to the appointment. Tap the X to delete them from your appointment.
Tap the Cancel button to leave the appointment as is without adding additional services.

Rebooking from a current appointment

From the book, tap the appointment of the client to rebook.
Tap the Rebook button and select a preset number of weeks in the future, or select the future date from the calendar.
The current appointment’s service provider’s column will be highlighted. Tap the time you wish to book. You may choose another service provider if they perform the service; just select a time on their book.
- Tap the Cancel Rebooking button in the upper right corner at any time to cancel the rebook action.
If the client wishes to book the same service as today’s, tap the Same Service option. Select the request reason, confirm the duration, and tap the Create button.
If the client wishes to book a different service than today’s, tap the Change Service. Select the service, the request reason, confirm the duration, and tap the Create button.
- The list of services is determined by your system administrator in Service Regimens. You can search any service by typing in the part of the service name.
Tap the Today button to return to today’s book.

Booking from History

From the book, tap the time on the day you wish to book.
Tap the Search option and enter the first few letters of the client’s first and last name, and tap the Search button.
Tap the client’s name from the list, or tap the Back arrow button to search again.
The client’s last 6 months of service history will be displayed. Tap the Rebook button next to the service to rebook.
Use the Back arrow to select a different service.
Select the request reason, confirm the duration, and tap Create.
- The default request reason is chosen by your system administrator, as is the requirement to select a reason.
Tap the Today button to return to today’s book.

Booking Additional Services

If a client has an appointment on the book already for the day of a new appointment, the user will be notified during the Create Appointment process.

The appointment made will be joined with the existing appointment for the same day for streamlined check in and check out.

Booking Services with Finishes

Follow the steps to book an appointment that includes a finish time, such as color services.

After selecting a request reason, and confirming the duration of the main service, select a service provider to perform the service before tapping the Create button.
- The selection defaults to the staff performing the service.
- Choose the No Finish option to book the service without a finish.
- All working staff are listed in the list below the above options.

Editing Appointments

Follow the steps below to edit a Request Reason or Service Duration.

From the appointment book, tab the appointment you wish to edit and then tap the Edit Appt button.
If the request reason needs to be edited, select a new request reason from the Request Reason drop down.
If the service duration needs to be edited, click in the Service Duration field and change the time length.
Click the Save button to save changes made.
Click the Cancel button to return to the appointment book.

Moving Appointments

Follow the steps below to move an appointment to a different time, day, or service provider.

Tap the appointment to move, and tap the Move Appt button.
- You can also tap and hold the appointment for moment longer to enter move mode.
A blue bar is displayed at the top of your screen that holds the service information. Tap the Cancel button on the blue bar to cancel the move.
The selected appointment will have a border around it, making it pop out. Other appointments on the book will appear a lighter color for the same effect.
Select the time on the day you wish to move the service to by tapping the book at that time.
If the service cannot be moved to the selected time, a red bar will be displayed with an explanation. Tap the x to close this message, or wait for it to go away after a few seconds.
You will remain in move mode until you successfully move the service, or cancel the move.
When a time is selected that will allow the move, a green bar will be displayed with a message that the appointment has been moved.
- Services must be moved separately. For example, a color service will need to be moved, and then its following cut will need to be moved.
Tap the Today button to return to today’s book.

Deleting Appointments

Your system administrator determines the ability to delete appointments.

From the book, tap the appointment you wish to delete and then tap the Delete button.
Select the Delete reason from the list. If you change your mind, tap the Cancel button to return to the Appointment Details.
- Services will be deleted separately. The only exception is services with finishes attached to them. The finish will be deleted when the service is.

Service Checkout

Follow these steps to engage the ticket from the book on your iPad.

From the book, touch the appointment you’d like to check out.
- Make sure the appointment has already been checked in.
Touch the Check Out button.
You will see the ticket with the service(s) booked for the client.
If applicable, the ticket note will appear at the top of the ticket.
To add services to the ticket, touch the Add Service button.
- Enter the service name in the smart search field.
- Select the Request Reason from the drop down menu.
  - This is required if your SalonBiz setting, “Request Type – Require retention/request type?” is set to Yes.
- Select the service provider from the Search services for: drop down menu. The service staff will default to the logged in user.
  - As you select your provider, the prices of the services will be adjusted to your selected provider’s price.
  - Select a second service provider if more than one staff helped perform the service.
- Touch the Add Service button to add the service to the ticket.
To add products to the ticket, touch the Add Product button.
- Type the product name /serial number or tap the barcode to scan in a product.
- Select the staff receiving credit for the sale from the menu.
  - The product staff will default to the logged in user.
- Adjust the quantity if the client is purchasing more than one.
- Touch the Add Product button to add the product to the ticket
To add products that were recommended during the visit, touch the Recommended Products button.
- Select the staff receiving credit for the sale from the menu.
  - The product staff will default to the logged in user.
- Adjust the quantity if the client is purchasing more than one.
- Touch the Add Product button to add the product to the ticket.
To add a gratuity amount, touch the Add Tip button.
- The client will also have an opportunity to add a tip after their credit card is swiped.
- Touch one of the pre-set amounts or touch Other to enter a custom tip.
- Enter the amount or percent.
- Touch to Split the amount between the service providers listed on the ticket. This will divide the tip amount according to the service total for each staff.
- Touch Staff Member to enter an amount by staff associated with the ticket.
- Touch the Add Tip button.
If at anytime you need to remove an item from a ticket you can simply touch the garbage can icon.
- Users will not be able to remove services from a ticket that are on the appointment book.
To raise the price of a service already on a ticket or to add staff2, click on the pencil next to the service you want to edit.
- Select a Staff 2 if needed from the Staff 2 drop down menu.
- Click in the Raise Price field and type in the new service price.
  - Your system administrator determines access to Raise Prices on tickets.
- Click Create to save the changes made to this line item.
- Click Cancel to return to the ticket.
To add a discount to a line item, touch the Discount button.
- Enter the name of the discount in the smart search field.
  - Only the applicable discounts will appear in the list.
- Touch the Add Discount button.
- To remove a discount, touch the ‘red x’ icon next to the discount amount.

Adding Gift Cards

Follow these steps to add a gift card to a ticket.

From the ticket, touch the Add Gift Card button.
Type the gift certificate number, or tap the barcode to scan it.
- This is optional. If you are not issuing a physical card, once you create a gift card, the system will generate a unique number.
Select the gift type from the drop down menu.
Determine if and when the gift card will expire.
Type in the amount of the gift card.
Enter a message (optional).
Search for the recipient name to register the card under their account (optional step).
- If left blank, the card will be found under the purchaser’s name.
Touch the Add Gift Card button.
You’ll see the gift card listed on your ticket.
Continue to process the ticket as usual.

Creating a new ticket

Creating new tickets will be mostly used for product only tickets or gift card sales. It is a best practice to reserve service appointments on the book so that staff productivity is properly calculated.

From appointment book screen, touch the Tickets button.
Touch New Customer Ticket to create a ticket for a specific client. Use the search, or click the Create button to add a customer.
Touch the New Walk-in Ticket button to create a ticket.
Continue to add items to the ticket and process as usual.

Viewing Tickets

These steps will show you how to view open and closed mobile tickets.

From the appointment book screen, touch the Tickets icon.
Touch View Mobile Tickets to see open and closed mobile tickets.
- A mobile ticket is one that was created using the Tickets button, or processed on the iPad. Checking in an appointment on the iPad does not make it a mobile ticket.
- Open mobile tickets will be displayed by default. To view closed mobile tickets, touch the Closed button.
Touch View next to the ticket you wish to view.

Processing a ticket

These steps will show you how to process a ticket.

From a ticket, choose the payment type.
Touch Gift Card to pay with a Gift Card
- Search by serial number - type or scan the number.
- Search by name - tap the Same as Ticket button, or enter the name the card is registered to.
- Touch Select when you have located the correct name.
- Select the gift card by touching the Apply button. You may see more than one.
Touch Promo Credit to pay with a promo credit.
- Search by serial number -type the number and tap Search.
- Search by name - tap the Same as Ticket button, or enter the name the promo credit is registered to.
- Touch Select when you have located the correct name.
- Select the promo credit by touching the Apply button. You may see more than one.
Touch Series to pay with a series.
- Search by serial number - type the number and tap Search.
- Search by name - tap the Same as Ticket button, or enter the name the series is registered to.
- Touch Select when you have located the correct name.
- Select the series by touching the Apply button. You may see more than one.
- Applying the series payment will apply the applicable series discount to the eligible service.
- An administrator may have set up series to be allowed to be applied to other services. If this is the case, the series payment will be applied at its face value. Any change due to the customer will be displayed.
Touch Store Credit to pay with store credit (you will only see this option if the client has a positive balance on file).
- Enter the amount of the store credit and tap the Apply button.
Touch See More, and then Other to pay with a special payment configured by an administrator.
- Enter the amount and click the Apply button.
  - You cannot use the ‘Other’ type in excess of amount due.
Touch Cash to pay with cash.
- Using the keypad, enter the amount of the cash payment.
- The change amount will be displayed when you are done.
Touch See More, then Check to pay with a Check.
- Using the keypad, enter the amount of the check payment.
- Enter the check number for your reference.
- The change amount will be displayed when you are done.
Touch Credit Card to pay with a credit card.
- Swipe the credit card and hand the iPad to the client to complete the transaction.
- The client can add gratuity, review the details of the ticket and sign with their finger, then touch the Accept button.
  - If Credit Card payment button is greyed out, please contact SalonBiz Support to enable your credit card payments.
When there is no amount owed on an open ticket, touch the Complete Transaction button.
Select to email the receipt by touching the Email Receipt button.
If the client does not have an email address on file, you can enter an email address and save it to their file and send the email by clicking the Send button.
Or simply touch the Home button in the upper left corner to return to the appointment book.

Voiding a Credit Card Transaction

Tap the button in the upper right corner of the home page.
Tap the Void Payments option.
- Only Managers and Central Administrators will see this option.
All processed payments from the current day will be displayed.
Tap the Void button to void that payment.
When the order has been voided, tap ok on the confirmation.
- The ticket in SalonBiz will still need to be voided.

Self Check-in Kiosk

Log in to the SalonBiz App on your iPad and tap the menu in the upper left corner.
Proceed into the kiosk.
The logo, welcome text, and check-in messages that were setup by your company Administrator will be displayed.
Search for today's guests by typing a few letters of their last name.
Tap the guest's name on the right to check them in.
- If you do not see the name listed, tap the "I'm not listed" button for further instructions.
To exit the kiosk, or refresh today's appointments before the scheduled 5 min refresh, tap the menu and enter your PIN. Select your desired option from the menu.

Daily Operations

Viewing the Mobile POS report daily is a best practice so that you can check your mobile transactions against your tickets in SalonBiz.

From SalonBiz Central, click Reports.
Select Mobile POS Activity (Apps) report from your system reports.
Click the Run button.
Click the link to view and resend receipts.
Clink the link to view the signature.

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