Create a Service

July 26, 2023 20:02 Updated

Login to your Online Portal

Go to Services in the side menu
Click Add to create a service

Set Service Name, Category, Price and Assigned Locations (Required)

Enter the Service Name (this is the service name that clients will see in your Online Booking and Booking App)
Select the Assigned Locations (these are the Locations that offer this service. If a Location is not selected, clients will not be able to book this service at that location)
Select or Add the Category that this service belongs in (Clients will view Categories before Services)
- For example:
  - Category: Hair
  - Service: Haircut

Set Service Length, Padding Time & Loyalty Points

Enter the Service Length in Hours and Minutes for this service (Required)
- This is the Service Length that clients will see
- For example: 1 hour 30 min service will display to clients as 1 hour 30 mins
Enter the Padding Time for this service (Optional)
- Padding Time is additional time you require as a break after this service
- For example: 10 minute padding time will leave a 10-minute break after this service before your next appointment
Enter the Points for this service (Optional)
- This is how many Loyalty Points a client will receive once they complete this service. (For subscriptions with a Loyalty Program Only)

Enter Description, Photo and Service Colour (Optional)

Enter the Short Description for this service
- This is the Description Preview that clients will see in your booking app and online booking underneath the service name
Enter the Full Description for this service
- This is the Full Description that clients will see in your booking app and online booking when they click on the service to learn more
Upload a Service Photo (Optional)
- This photo will display next to the service and on the service details screen in your booking app and online booking.
- Tip: It is recommended to only add service photos to EVERY service OR have no photos at all, for visual consistency.
Select your Calendar Colour (Optional)
- This is the colour that this service will be in your Business App Calendar

Special Requests

Turn ON Special Requests to allow clients to add a special request message and upload photos when booking this service

Enter your Special Requests Instructions
- These are the instructions your clients will see. Explain clearly what you would like them to include and upload
- Example Instruction Text: Please upload the desired look you wish to achieve at this appointment, as well as photos of your current hair today. Include all hair history of: bleach, box dye, etc.
Turn Photos Required ON to require clients to upload a photo
Set the number of photos the client must upload
- If Photos Required is turned Off, Photos will be Optional and clients will be able to skip adding photos

In-Store Consultation Required or Optional

Turn ON Consultation if an in-store consultation is suggested before booking this service

Select Required if an in-store consultation is required before booking this service.
- Clients will be re-directed to book an In-Store Consultation
- Clients will be unable to book this service on the App or Online until an In-Store Consultation has been completed.
- Once an In-Store Consultation has been completed, the client will be able to book this service

Select Optional if an in-store consultation is optional before booking this service
- The client will have the choice to book a consultation instead or continue booking this service

Select the in-store Consultation that the client should be re-directed to book in the dropdown list
- If you do not have any Consultations created, the drop-down will be blank
Click Update to save your changes, and create a consultation service

Enter the Message to Clients message
- This is the message your clients will see, explaining why an in-store consultation is required or suggested first.

Deposit Required

Turn ON Payment Required if a deposit is required in order to book this service

Select Pay in full upon booking if you would like the full-service amount charged upon booking
- If the service is $223, the client will be charged $223 upon booking

Select Deposit Required if you would like a deposit to be charged upon booking
- If the service is $223, and the deposit is $25, the client will be charged $25 upon booking

Toggle the $ radio button to set a Deposit amount in $ Dollars
Toggle the % radio button for the Deposit to be a Percentage of the service price
- If the service is $150, and the Deposit % is set to 25%, the client will be charged $37.50 upon booking. (25% Deposit of $150 = $37.50)

Confirmation Required

Turn ON Confirmation Required to make this service require Admin Confirmation before the appointment is confirmed
- When the client books, the appointment will display as a Request in their app
- Once the appointment is confirmed on the Business App or Online Calendar, the client will be notified (through push notification and email) that their appointment has been confirmed
- The client will now view this appointment as a Confirmed Appointment and not a Pending Request
Click Update to save your changes and for the rest of the Service Details sections to appear

The rest of the Service Details sections will now appear:

You will see that the service is inactive (will not be visible or bookable to your clients) until at least 1 staff member is assigned to the service

Assign Staff to this service

Click the Resources Tab
- You will see your Staff Members in the Staff Table, and they will all be default Unassigned to this service

Toggle the switch ON to Assign a Staff Member to this service.
Click Update to save these changes

You will receive a Success Message and you will now be able to Activate this service by clicking the green Activate button.
- Once you click Activate, clients will be able to see this service and book this service Online and in the App.

To Skip Staff Selection during booking, toggle the Hide Staff Selection list during booking switch to ON
- This will SKIP the "Choose Staff" step in the booking process. Clients will not select a staff member during booking. They will be directed from "Choose Service" to the "Choose Date & Time" step

Assign Equipment to this service

In the Resources Tab, go to the Equipment Section above Staff. All created Equipment will be default Unassigned to this service

Toggle the switch ON to Assign Equipment to this service.
Click Update to save these changes.

Set the Availability of this service

Go to the Availability Tab

Standard Hours of Operation will be default selected. This means the service will be available for booking during the Location Hours.
- For example: If the Location the service is assigned to is open 9am - 5pm, then clients will be able to book this service between 9am - 5pm.

Set Recurring Availability if you want the service to only be available on certain days of the week during certain times
- For example: Mondays - Fridays, 9 AM - 12 PM)

Under the Availability Tab, select the Recurring Availability radio button
Toggle ON for Available Days (the days clients will be able to book this service)
Define the recurring hours this service is available:
- Enter your From (Start) time for this service (the earliest time your clients will be able to book this service on that day)
- Example: If your location is open 7 days a week 9am-5pm, but only want to offer this service on Monday, Wednesday and Friday from 10am-3pm
Enter your To (End) time for this service (the last time your clients will be able to book this service until on that day)
Click Update

Set Custom Availability on a service if you want the service to only be available for certain dates
- For example: December 23rd 9 AM - 12 PM
- Under the Availability tab, click the Custom Availability radio button
- Click Add a date
- In the Add a Date:
  - Enter the date for this service
  - Enter your from (start) time for this service (the start time of your service)
  - Enter your to (end) time for this service (the end time of your service)
- Click Add to List to add this service
- Click Update to save your availability

Set Mobile Availability

Turn on Mobile Availability if this service is available as a Mobile Service (your staff travel to the client). This will allow a client to book this appointment as Mobile, and enter their address to see if they qualify for your Mobile Travel Distance Rules.

Switch Mobile Availability to ON. The Mobile Service Details will appear below.

Set Price, Free Distance, Distance Maximum, Additional Charge, and Message to Clients

Set a Price for the Mobile Service
- This is optional: If left blank, the client will be charged the Service Price (entered in General Section above) for Mobile
Set your Free Distance for this service
- This is the Distance (in KMs) that you will travel to the client
- For example: You will travel 25KM from your Location for this Service
Set your Distance Maximum
- This is optional: This is if you will travel outside of your Free Distance for an additional charge
- For example: Your free distance is 25KM, but you will travel UP TO 50KM at an additional cost. You would enter 50KM in your Distance Maximum.
Set the additional charge Per KM or as a Fixed Cost
- Per KM: Will charge that amount per additional KM
- Fixed Cost: Will charge the fixed cost no matter how many additional KMs the client's address is outside of your Free Distance
Enter your Notes - This is the message the client will see to notify them of the Additional Distance Charge.
- For example: Your note could be: Our travel distance for mobile appointments is 25km from our location. You are outside this location and will be charged an additional $1/km. Your total price will be calculated at checkout

Set the Mobile Availability

Define the hours this service is available mobile:
- Toggle switch ON for Available Days (the days clients will be able to book this service)
Enter your From (Start) time for this service (the earliest time your clients will be able to book this service on that day).
Enter your To (End) time for this service (the last time your clients will be able to book this service until on that day).
Click Update to save the mobile availability for this service.

Set Pre-Requisites, Recurrence & Follow-Ups

Go to the Recurrence and Linked Services Tab

If this service has a Pre-Requisite (a service that must be completed before the client can book this service) toggle the switch ON

Select the Pre-Requisite service in the list of services
- Example in this scenario: Classic Full Set is the defined Pre-Requisite for a Classic Fill
Define the time frame that this Pre-Requisite is valid for
- Example in this scenario: Clients can book this service within 21 Days of completing a Classic Full Set (Pre-Requisite)
Add your message to the client explaining why they must complete the pre-requisite before they can book this service.
- Example Message to clients in this scenario: "A Classic Full Set is required to be completed before this service can be booked. Once you have completed your Classic Full Set, you have 21 days to qualify to book this service."
- Optional: You may add an extended time frame for clients to qualify, with a penalty price, in this section

Define the Penalty Price (what the client will be charged for booking in this extended time frame)
- Example in this scenario: $25 Charge will be added if they book within the penalty timeframe
Define the additional time frame that this Pre-Requisite is valid for
- Example in this scenario: 21 Days is the Pre-Requisite time frame, but 5 additional days will be allowed (26 days total). If a client books 22-26 days after the Pre-Requisite, they will be charged an additional $25
Add your Message to the client explaining why they are being charged the penalty charge
- Example Message to clients in this scenario: "It has been longer than 21 Days since you completed your Pre-Requisite Service (Classic Full Set). You may still book this service, but a $25.00 deadline penalty charge will be added."
Click Update to save the pre-requisite rules for this service.

Set Service as Recurring

Toggle ON for Service is Recurring if you would like clients to be reminded to re-book this service every x days/weeks/months.

Set the Recurring Timeframe in Days, Weeks or Months. This is how often the service should be repeated
Select how many times this service can be booked once the pre-requisite has been completed
NEW! The Force Recurrence setting will not allow the client to rebook the service if it has been longer than the set recurring time:
1. Force Recurrence ON: Clients will not be able to book this service if it's been longer than 4 Weeks since the last time they had this service done.
2. Force Recurrence OFF: Clients will still be able to book this service if it's been longer than 4 Weeks since the last time they had this service done.

In this example, this service will be suggested to the client to be re-booked every 4 weeks
- Clients will receive a Push Notification "Remember to book your ______ service" to keep them on track
- Clients will see a Reminder Banner on their App Home Screen to keep them on track
Click Update to save your Recurring settings for this service

Assign a Follow-Up Service

Toggle ON for Follow-Up / Re-Fill Service if you would like clients to be reminded to book a follow-up service after this service

Select the Follow-Up Service in your list of services
- This will remind clients to book this follow-up service
Define the Time frame for this Follow-Up Service
- This is when the clients will be suggested to book this service after service completion date.
  - Example: If Classic Mini-Refill is the followup for Classic Fill, clients will be reminded to book their Classic Mini-Refill within 2 weeks after their Classic Fill being completed.
Click Update to save the Follow-Up Service settings for this service.

Set a Cancellation Policy

Go to the Cancellation Tab

Set your Cancellation Policy Time-frame from the drop-down list of options
Enter your Cancellation Policy Message for your clients to view and accept when booking
Toggle ON Credit Card Required to set an amount to charge clients when they cancel
Enter the Cancellation Charge Amount $

Click Update to save your Cancellation Policy for this service

Assign a Form and Aftercare Instructions to this service

Go to the Forms and Aftercare Tab

To assign a Form to this service, select it in your Medical Form Dropdown
- If you do not have any forms built yet, contact a Cojilio Sales Representative at 1-833-COJILIO to have a custom form built & added to your subscription
To assign Aftercare Instructions, select it in your Aftercare Dropdown
- Select an existing document in your dropdown list
Click Update to Save

Or click Add Aftercare to create new aftercare instructions for this service

The Add Aftercare popup will appear
Enter your Title and Content of your Aftercare Instructions
Once filled out, click Add to List to save and assign this Aftercare

Click Update to Save and Assign this aftercare

Assign an In-App Consultation for this service

Go to the In-App Consultation Tab

Select a radio button to define if the In-App Consultation is Required or Optional
- If Required, Clients will have to submit an In-App Consultation before they can book this service
- If Optional, Clients will have the option to submit an In-App Consultation before they book this service, but they will still be able to Skip the In-App Consultation and book.

Once you select Required or Optional, the In-App Consultation Details section will appear
Enter your Consultation Message (The message clients will see when it is Suggested or Required for them to submit an In-App Consultation)
Enter how long the Approved In-App Consultation is valid for (this is how long a client will have to book this service after their consultation is approved)
- Example: If this is set to 3 months, once 3 months has passed and the client has not booked, they will be required to submit another In-App Consultation
Enter the number of Consultation Photos that are required from the client
Assign which Staff members can approve, reject or edit an in-app consultation.
- Consultations will be randomly assigned to assigned staff members.

Click Update to save the In-App Consultation for this service.

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