iPad App - Admin

 Settings

1. Log in to Central, and go to the Admin menu and click iPad Admin.
2. Click Settings and then select the Location from the list to set up with the iPad.
3. From the Workstation drop down menu, select the workstation (cash drawer) to link the iPad to.  
   • No matter how many iPads you have, you only have to link the workstation once.
4. Determine your courtesy email delivery, this is the email that can be sent after booking.
   • Do not send – will not send any emails.
   • For new appointments – will send an email to those clients who booked a new appointment on the iPad.
   • For product recommendations – will send an email to those clients who received a product recommendation from their service provider.
   • For all – will send for all appointments and product recommendations. 
     • Appointment emails will not be sent if there is already an enabled feature that sends appointment confirmation emails for the location. 
5. In the Sender Email Address field, type in the business email address. This is the address that the courtesy emails are from.
   • If you are currently using alternate methods of email communication and do not wish to utilize the SalonBiz iPad courtesy emails, make sure Do Not Send is selected.
   • Activity emails will not be sent if Digital Alchemy, Demandforce, and/or SalonBiz Reminders and Confirmations are enabled.
6. Place a check in the Allow users to edit client information box if you would like your staff to have the ability to access and update client contact information on the iPad including phone and email.
   • Leaving this box un-checked will prevent the ability to edit and view client contact details from the iPad for users without Admin access. 
7. Determine whether or not you would like to mask or hide the first part of the client’s phone number by clicking the Mask Phone Number in the Client Search box. 
   • Admin users will always see the client’s phone number. 
8. Check if you would like to disable the delete appointment function.
   • This feature is un-checked by default, meaning that users will be able to delete appointments. If you place a check in the box, users will not be allowed to remove appointments.
   • Admins will be able to delete appointments even if the box is checked. This only prevents users from deleting appointments.
9. Check if you would like to disable the send message function. 
   • This feature is checked by default, meaning users will not be able to send a message to a client from the appointment book.
   • Admins will be able to send messages regardless of the setting.
10. Check the Use SalonBiz Block Time Access box if you would like to allow service providers with Edit access to create and delete blocks. 
    • Users must have access to block time in SalonBiz Security settings.
    • Admins, Front Desk and Managers will always be allowed to block, provided they have access to the feature in SalonBiz Security settings. 
11.  If you’d like Product Recommendations to be saved to the client’s formula for future reference, select a formula type from the list.
12.  Select your Default Request Reason from the list. You can also select None if you would like the users to select one each time they make an appointment.
    • Users will be required to select a request reason when booking appointments if the SalonBiz Blueprint setting is set to Yes. You can check by viewing the default setting under Blueprints – Staff & Book – Request Type – Require retention/request type.
13. The remaining settings should be saved if you wish to offer a self-check in kiosk on your iPad for your clients. 
14. Enter a PIN to prevent your guests from exiting the kiosk and viewing your appointment book. 
15. Enter Welcome Text to display on the kiosk to welcome your guests and guide them on how to find their name. 
16. Enter Successful Check-In Text to display on the kiosk when a guest checks in to let them know what happens next. 
17. Enter Unsuccessful Check-In Text to display when the guest is unable to find their appointment, or the check-in fails for any reason to let them know how to get assistance. 
18. Upload your logo to display on your kiosk. We recommend a size of 1200x400. 
19. Click the Create Settings button or Save Changes.
    • You can make changes by accessing the iPad Settings and clicking the location name.

Creating Recommendation Lists

Service Categories

 Configuring your service categories will determine the services displayed on the iPad.

1. From the Central Admin menu, go to Performance and then click on Service Categories.
2. Click Edit and check the service categories that are Hair, Color and Skin.
   • Department columns are used for Online Booking.
3. Click the Save Changes button when finished.

 Product Recommendations

Product recommendations support the services you provide, you do not need to create regimens for services you do not offer.

1. From the iPad Admin screen click on Regimens.
2. Click on the Add Hair Products button.
3. Select the Location from the Location drop down menu.
4. Type in the name of the regimen in the Name field.
5. Select up to a maximum of 12 (twelve) products for each of the 6 product areas.
   • It’s a best practice to select your top 12 products for ease and speed of use. You have the option to search your entire product list from the app.
6. Click the Create Hair Products button.
7. Follow the same steps to create your skin/Spa products list.

 Service List

The service list presents the list of alternate services to choose from when rebooking.

1. From the iPad Admin screen click on Regimens.
2. Click the Add Services button.
3. Choose the Location from the drop down list.
4. Type in the name of the regimen in the Name field. 
   • We recommend naming it with the word ‘Service’ for easy differentiation.
5. Select the services for each of the 5 types of services. There are an unlimited number of services you can select for each regimen.
6. Click the Save button.

Access

 Set up access for your staff for booking appointments and checkout.

1. From the Admin menu, go to iPad Admin and click Checkout.
2. From the Checkout Settings Screen, click the Staff Settings link under Staff Privileges.
   • You can enable or disable all users’ access with one click by clicking the On/Off button in the All location iPad access in the upper right corner of the screen. 
   • You can deny access to specific staff members by clicking on a staff’s photo. They will then be “greyed” out. Click them again to grant access. 
   • You can give full access to the appointment book by putting staff in the Edit All mode. This is typically the way it would be used in the salon. It does not restrict any of the booking features available.
   • You can limit staff booking access by selecting the Edit Mine mode; 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 create and delete appointments for themselves.
   • To enable a staff’s ability to use iPad checkout, select POS On. They will then be able to process tickets using the iPad.
   • To prevent a staff from using checkout, select POS Off under their name.
3. Your changes are automatically saved.

 Individual Access

This allows you to grant access to individual users.  

1. From the Central Admin drop down menu, click Employees.
2. Select the employee you wish to grant access.
3. Scroll down to the SalonBiz Central Privileges section and place a check in the iPad User box to enable the staff member.
4. Then select their privileges, either to Edit or View.
5. Click the Save Changes button.

 Checkout Settings

1. On your Central dashboard, from the Admin menu, go to iPad Admin and click Checkout.
2. Place a check in the box if you would like to accept tips.
3. Enter the ‘from’ email address. This is the address that the iPad checkout receipts will be from.
4. Enter your receipt header and footer text.
5. Select the iPad Checkout Void reason from the drop down menu. 
   • Tickets that are created, and then abandoned without any products or services added, will automatically be voided with this reason. Voided tickets and their reasons can be viewed on the Voided Ticket List report. 
6. If your location utilizes a promotional or special payment type, check to enable the payment type, and then select it from the Promotion Pay Type drop down menu. 
   • Selecting this payment type will enable a ‘Promotion’ button on the iPad ticket allowing use of an additional payment type up to the value of the ticket. 
7. To select a receipt image, click the Choose file button and locate the file from your computer making sure it is within the specifications listed on the screen.
8. Click the Save Changes button.

 Gift Card Settings

These settings will determine your gift card expiration settings.

1. From the iPad Checkout Settings screen, click on Giftcard settings (you’ll see it in the navigation bar on the left-hand side).
2. Select the Expiration Default and Years before expiration.
   • Giftcards never expire: Users will not be able to set the giftcard to expire when selling it on an iPad ticket. 
   • Giftcards can expire, default to never expire: Users will be able to set the giftcard to expire when selling it on an iPad ticket. 
   • Giftcards can expire, default to expire: Users will be able to set the giftcard to not expire when selling it on an iPad ticket. 
   • Giftcards always expire: Users will not be able to set the giftcard to never expire. 
3. Click the Save Changes button.

Pure Privilege Settings (if applicable)

These settings are for those locations who participate in the Aveda Pure Privilege program. If you do not participate, you will not see these settings in your iPad Checkout settings. 

• Our team will complete this section for you with your Pure Privilege information. 

 Consultation Forms

Create customized consultation forms to be completed on the iPad prior to the service.

1. From the Admin menu, go to iPad Admin and click Consultations.
2. To create a new consultation form, click the New Consultation Form button at the top of the screen.
3. Enter in the name and a brief introduction for your form.
4. Click the Add Question button to populate the questions for your form. Use the controls to change the order of questions listed.
5. Click the Save button when you are finished.
6. You can edit or disable forms anytime by accessing the Consultations settings page.

 Confirming the Results

The system will send an email to the clients with their product recommendations and appointment info based on what is selected in the admin settings. In order to do this, a few things must be in place.

1. Client must have a valid email address in their client file.
   • When a client’s email address is updated during the service visit, the system is automatically updated and will send the client their email for that day. 
2. For New appointments, For product recommendations or For all is selected in the Send emails section of the Admin settings.
3. You have a business email account in the iPad Admin section.

 Email Report

View a log of emails that were sent thru the iPad App.

1. From the iPad Admin menu, click on Report.
2. The location’s report will be displayed.
3. To change locations or change dates of the report, click the corresponding links.

 iPad Checkout Report

Use this report to view a summary of iPad checkout activity as well as view and/or email receipts and void transactions if necessary.

1. Click Reports, click on the Apps version of the Mobile POS Activity report located under your system reports.
2. Select a location and enter a date range, and click the Run button.
3. Click the link to view and resend receipts.
4. Clink the link to view the signature.

The following SalonBiz settings will impact checking out on your iPad.

Creating Walk-in Tickets

Limits or prevents the ‘type’ of walk-in tickets that can be created. 

1. From the main menu, go to Blueprints and click Ticket.
2. Click Default settings and find the question ‘Process Ticket - Require a customer?’
   • Do not Require: Tickets can be created without a customer for services and products. 
   • For Services Only: Walk-in tickets can only be created for product sales.  
   • For Products Only: Walk-in tickets can only be created for service sales. 
   • For Both: This option will prevent walk-in tickets from being created on your iPad.
3. Select the answer and click the Save Answer button.

Professional Items Sale

Determines the sale of the products in your inventory marked as professional items (backbar) by excluding them from the search results. 

1. From the main menu, go to Blueprints and click Ticket.
2. Click Default settings and find the question ‘Professional - Allow sale of professional products?’ Click Yes or No, and Save Answer.

Rewards

Determines if the reward points earned and reward balances are visible on the emailed receipt.

1. From the main menu, go to Blueprints and click Ticket.
2. Click Default settings and find the question ‘Rewards - Print rewards on receipt?’ Click Yes or No, and Save Answer.

Request Reason

Determines whether the selection of a request reason is required when adding a service to a ticket. 

1. From the main menu, go to Blueprints and click Staff & Book.
2. Click Default settings and find the question ‘Request Type – Require retention/request type?’ Click Yes or No, and Save Answer.

Discounts

When creating or editing discount types, the different options will make a difference on if or how they will be used on the iPad ticket. 

• A discount will not appear in discount search results on iPad:
  • If you have it set to Entire ticket only
  • If you have it set to Both $ or %
  • If you have it set with 0.00 in the amount field (regardless of % or $)
• A discount will function on a iPad ticket:
  • For Anywhere on the Ticket, or Ticket Line Only
  • If you have a set amount (not zero)
  • If it is set to either % or $. Cannot be ‘both’