With your Simple Salon account, you get your very own Online Booking mini-site. This great feature allows clients to seamlessly book in with you whenever they please.
Rather than being constrained by opening hours and phone calls, your business can take countless bookings at any moment—reducing the workload for your staff and optimising customer service.
The world is online now, and having an online presence for your business is essential. If you don't, it's likely you're missing out on some great opportunities. Utilising your Online Booking mini-site is an easy way to maximise sales and find new clients.
We've created the following overview to help guide you through the many features that are available to you. Feel free to jump ahead, we'll be covering the following:
- Online Availability Based on Roster, Resources and Existing Appointments
- How Clients Pay For Online Bookings
- Selling Gift Vouchers Online
- What Clients Can Do in Their Online Profile
- Auto Approve or Manually Approve Bookings
- Showing Services and Operators Online
- Customise Online Business Hours and Location Details
- Customise Notification Settings—Approval Alert & Booking Confirmation
When clients are booking in online, your mini-site will show them your salons availability for the services they want to book in. This is based on a couple different factors:
Roster i.e Opening Hours and Rostered On Staff
Online Bookings is reliant on the Roster—this is to ensure that appointments are made when you're open and when your staff is actually working. Otherwise, clients will be unable to book in with you.
For a full overview on the rostering system and further set-up articles, please check out this article.
This refers to treatment rooms or specialised equipment/machines that services or treatments will require. If your resource room for a particular service is fully booked, clients will be unable to book in for that service.
If you are yet to set up your Resources, this article will provide more information.
Your online booking site is synced with your Simple Salon account, therefore availability is accurately updated with each booking that is processed.
Since your booking site automatically knows when there are existing appointments—it can't double book. This helps to minimise booking errors and unnecessary complications for your clients and staff.
You have the following options when it comes to the booking payment method:
- Pay In Person
- Pay Full Amount
- Require Deposit
Pay at Salon
This option means clients can make their appointments whenever it suits them, without them needing to make payment upfront.
You can set the minimum cancellation period to either 24, 48 or 72 hours before their appointment. Clients will be unable to cancel through their Online Booking account if it is within your set cancellation period. This means clients will need to contact the salon instead, making it easier for you to reschedule their appointment rather than losing the booking completely.
Both of these settings are located in Online > Admin > General Settings.
You'll also have 2 chances to confirm client appointments via SMS through the 1-Touch Marketing System in your Simple Salon account. For more information on appointment reminders, please click here.
Pay Full Amount
Enabling this option means clients have to pay at the time of their booking.
Before you can use Pay Full Amount, you will need to create a Stripe account for transactions to process. Please click here to learn how to set this up
Once a client has paid for their booking online, the appointment will be greyed out on your Appointments page.
When Require Deposit is active, clients will be required to pay a percentage of their service price, based on your choosing. The following article will go in depth on our Online Booking Deposits system:
Note: You will also need to connect to the payment gateway Stripe. Click here to learn how to connect to Stripe.
With your Online Booking mini-site, you can also sell Gift Vouchers online. Utilising this can create a new sales channel for your business. Revenue earned in advance from a voucher sale can provide a boost for your business’ cash flow—it also makes gift giving a breeze for your clients!
If you aren't currently utilising gift vouchers within your Simple Salon account, click here to view our Gift Voucher Overview for a comprehensive look at the voucher system.
If you're just looking to get started on setting up vouchers for online purchase, please checkout the following article:
There are a few things clients can do once they've made an account for Online Bookings. Any changes made in their online account will be reflected in your Simple Salon account.
You can access this page at anytime for testing purposes by clicking the View Bookings Site button in Online.
Once clients have verified their mobile number, they can select the icon on the top right to make changes to their profile, bookings, gift vouchers and packages.
From here your clients will be able to update their name, email address, contact number, as well select how they would like to receive notifications for online bookings.
Any changes here will be updated in your Simple Salon account. Keep this in mind if you plan to add anything extra to their name for staff purposes, as they will be able to remove this from this page.
When clients first sign up to Online Bookings, they are required to verify their mobile number. The client will be notified once this has been verified.
After the client has confirmed their mobile, they will be able to continue and make the booking. Although they are required to enter an email when signing up, they don't need verify it until after they've made their booking.
Client's can access the Update Profile link to verify their email. They'll immediately be asked to verify their email address before they can edit any other settings:
A link will be sent to their email that they can click to confirm it's them. The system will notify the client if they have successfully verified their email address.
If a new client hasn't yet verified their email address, it won't be automatically connected to their Simple Salon account—only their mobile number will be. The client simply needs to go to their Online Booking account details to verify their email. Their email will then be linked to their Simple Salon account.
View Bookings and Re-Book from Previous Bookings
From the My Bookings tab, clients can view the status of an upcoming booking. i.e. Pending/Rejected, as well as rebook any past appointments.
View Gift Vouchers
From the My Vouchers tab, clients can view any gift vouchers they have purchased, either online or in store. This means any gift vouchers purchased in Simple Salon will also display here. It won't display the actual voucher number however.
Once a gift voucher has been sent to a recipient, clients can view the voucher value and expiration date. They also have the ability to re-send the voucher.
View Purchased Packages
If a client has purchased a package that contains services—and these services are enabled for online bookings—clients can book these services in their online account.
This is accessed from the My Packages tab.
After you have accepted the booking, clicking on their name on the Appointments Page will bring up Visit Details.
When viewing the booking, the star indicates that this service is apart of a package. You will also see the note that indicates the service is apart of a package.
With your Online Booking mini-site, you get the option to either confirm every booking that is made—or enable the auto approval of all online appointments.
When a customer books online, you'll be notified in your Simple Salon account. You have 2 hours to approve the appointment, then a booking confirmation will be sent to the client. If online appointments are made outside of business hours, you have 2 hours from the start your next business day to approve it.
All approved or rejected appointments will appear in the Booking Activities section of your Dashboard. Selecting the square icon will bring up Booking Details (such as reference number, date and time of the appointment, service purchased, price and status).
For further information on accepting online bookings, please click here.
When this setting is enabled (located under General Settings in your Online tab), clients who successfully place a booking will automatically receive a notification letting them know their booking has been confirmed.
An important thing to note is by default, you will no longer receive a notification letting you know a booking has been made in your salon, as there is no action required on your behalf.
If you wish to set it up so you do receive a notification, you'll need to setup or change your Operator Appointment Notifications to send you media when an appointment for Online Bookings has been made. Click here to learn how.
Otherwise if you would like further help with setting Auto Approval, please click here.
When it comes to showing your services and operators online—you don't need to have them all available for booking. You can be selective with which staff and services you have enabled to appear online.
These details can always be changed at anytime in your Simple Salon account once the appointment has been confirmed.
For help with setting up your services and operators for display online, please check out this article.
In your online mini-site, clients can see your opening hours, as well as your business location:
This information is taken directly from your Simple Salon account, so ensure this information is always accurate, to save confusion for your customers.
It is possible to have your hours for Online Bookings display differently to your Opening Hours in your Roster.
This is accessed via Online > Setup > Edit Online Opening Hours:
Note: When you change your "Online Booking Hours" as shown above, please keep in mind it only changes the text and doesn't affect availability. This just allows you to have different displayed hours for clients to see, if in the event your Roster Opening Hours are different.
The Online Booking system will still look at your Appointments Page and Roster to know when clients can book in, e.g. lets say your Online Booking Hours are set to 9:00am to 5:00pm, but your operators are Rostered On from 8:00am to 6:00pm. This means you need to ensure that there is a Task or Service inserted in at 8:00am to 9:00am, and 5:00pm to 6:00pm to block those time slots off, e.g. you might have a 'Cleaning' Task inserted. If you haven't used the Tasks feature yet, please click here to learn.
Your location details are accessed in Account Details via Account.
You can choose to be notified via SMS or Email whenever someone books in with you. Please note that this only applies you when you are manually approving appointments.
If Auto Approval is activated you will no longer receive these approval notifications. Instead, you will need to turn on Operator Notifications in 1 Touch Marketing.
Click here to learn how to setup Operator Notifications.
Booking Confirmation Settings
From here, you can choose whether clients will be notified via Email and/or SMS once their booking has been confirmed.
If you would like to change the message that clients receive, you'll need to either create your own, or edit the default message as per the following article:
The default email template is 'Default Email Confirmation' & the default SMS template is 'Default SMS Confirmation'. These are the templates you would be editing for the 'Booking Confirmation Settings' section.
Once you've created your own confirmation message (or edited the default), you'll need to come back to Notification Settings in Online to select your new template from the drop-down menu/s.
If you need any other help with Online Bookings, please feel free to click here and check-out some other helpful articles in your Knowledge Base. Otherwise, if you have any specific questions, please send them to us via the Submit a Request option in your Help & Support page.