TABLE OF CONTENTS

• Step 1: Customizing the Booking Page
• Step 2: Setting Opening Hours & Days Off
• Step 3: Appointment Reminders
• Step 4: Entering Services and Service Categories
• ‼️NEW‼️ Step 5: Creating Service Steps
• Step 6: Staff Settings (Optional)
• Step 7: Creating a Shift Plan (Optional)
• Step 8: Additional Settings
• Step 9: Appointment Calendar for Your Business
• Step 10: Booking Page for Your Customers

Step 1: Customizing the Booking Page

To make changes to your booking page, first open the Settings section in the dashboard. You will automatically be redirected to the general settings, where you can select Appointment Booking.

1. Enable the booking page link by activating the toggle.
2. Add your company logo by dragging and dropping an image or uploading it from your computer.
3. Choose a color scheme for your reservation page.
4. Define the booking frequency to determine the time intervals in which customers can book appointments.
5. Select the minimum and maximum advance notice within which appointments can be booked.
6. Set a time limit for cancellations.
7. Decide how many services can be selected per appointment.
8. Enable employee selection if you want customers to choose a specific staff member to perform the service. 
   

 Tip: Base service category names on your product groups. Example: Women’s haircut, etc.

Services

1. Within Appointment Booking, navigate to the Services section.
 2. Click the “+ New” button in the top-right corner.
 3. Enter a name for the service. This will be displayed to both customers and staff when selecting in the appointment calendar.
 4. Assign the service to a service category.
 5. Define the duration of the service in minutes.
 6. Write a short description of the service.
 7. Link the service to a product or service.
8. Click “Create” in the bottom-right corner.

Tip: Base service names on your product and service names.
Example: Wash–Cut–Blow-dry.

 

‼️NEW‼️ Step 5: Creating Service Steps

What are service steps?

Service steps let you break a service down into individual work steps so that it is mapped accurately when appointments are booked.

1. Prerequisite: Check whether the feature is enabled

Before you can use service steps, please check the following:

1. Log in to the dashboard.
2. Open the menu item Appointment Booking.
3. Check whether the sub-item Service Steps is displayed.

If you don’t see Service Steps, the feature has not yet been enabled for your account. In that case, please contact our support team. We will be happy to enable it for you.

2. Creating service steps

In the dashboard, open the menu item “Service Steps” and click “+ New” to create a new service step.

Define the steps your services consist of one after another, for example washing, coloring, processing time, rinsing, and blow-drying.

Then assign a duration to each of these steps. For example, you can set 40 minutes for the coloring step. You can create several service steps in advance and reuse them later for different services. A step like “Washing” therefore doesn’t have to be created from scratch every time.

Important: The system does not assume any times automatically. This applies especially to waiting and processing times. You must create these as a separate service step with their own duration so that the time is correctly taken into account when booking appointments.

3. Creating a service with service steps

In the dashboard, switch to the “Services” tab. There you can either create a new service or edit an existing one.

Then add the service steps you created earlier to the service in the correct order. This order represents the sequence of the treatment.

Example: Hair coloring service (total duration 140 minutes)

A hair coloring could consist of five service steps. In the first step, washing, the preparatory hair wash takes place before the treatment. In the second step, the color is applied, i.e. the actual coloring is carried out.

The third step is the processing time, and it deserves special attention. This is the waiting time during which the color takes effect. It is not taken into account automatically and must therefore be explicitly created as a separate service step, for example with 40 minutes.

For the processing time, you can also set that you are available for bookings during this period. In that case, another appointment can be booked online during the processing time, and you can work on a different service in the meantime instead of waiting.

In the fourth step, the color is rinsed out. The fifth step concludes with a finish, for example blow-drying or styling.

The duration of all service steps together gives the total duration of the service, in this example 140 minutes.

4. How the duration is calculated

The system automatically adds up the duration of all service steps and uses this to calculate the total duration of the service. You therefore don’t have to calculate or enter the total duration yourself.

Using the hair coloring example, it looks like this:

The calculated total duration is displayed automatically after the service is saved. It results solely from the sum of all stored service steps.

Important notes on the duration calculation

The total duration is calculated entirely by the system. For this reason, you cannot edit it directly. If you want to change the total duration, adjust the duration of the individual service steps, or add or remove steps.

Please also note that processing or waiting times are only taken into account if they were created as a separate service step. If this step is missing, the time is missing from the total duration, and appointments will be scheduled too short.

5. Saving and checking the service

Once you have added all service steps, save the service. Afterwards, check whether the total duration is calculated and displayed correctly. Also check whether all necessary steps are really included. Pay particular attention to waiting and processing times, as they are easy to forget.

6. Booking process (customer’s view)

This is how booking works for your customers: They open the online appointment booking and select the service you created. The automatically calculated total duration is displayed right away. They then choose the date and time for the appointment and enter the required customer details. Finally, they confirm the reservation. With the confirmation, the booking is created and becomes binding.

7. Checking the calendar

Open the reservation calendar and refresh it. The booked appointment appears there in the calendar. Within the appointment, the system also shows the breakdown of the individual service steps, so you can see which steps the booked service consists of. This allows your staff to do other work during the processing time and, for example, cut another customer’s hair.

8. Important limitations

The duration of a service cannot be edited manually. If you want to change the total duration, adjust the stored service steps or their duration. This applies in both directions, whether a service should become longer or shorter. The displayed total duration is then recalculated automatically.

Alternatively, you can select all services by clicking “Perform all services” at the bottom-right of the list.

Setting Availability

1. Activate the “Individual booking times” toggle.
2. Select a weekday from the list and click “+”.
3. Define the staff member’s availability. You can set or delete multiple time slots.
4. If no additional settings are needed, click the disk icon on the right side of the booking times.
5. Click “Save.”

 

Setting the Color Scheme

1. Click on the color block below the availability settings.
2. Choose a preset or custom color for the staff member.
3. Confirm your selection with “OK."
4. Click “Save” in the bottom-right corner of the staff profile card. 

Step 7: Creating a Shift Plan (Optional)

Create a shift plan for your staff for one week or longer. The booking page will automatically display staff availability based on this plan. Shift plan settings take priority over staff and basic settings.
1. In the dashboard, go to Staff and switch to Shift Plan.
2. Activate the Shift Plan toggle.
3. The view refers to the selected week, which you can define using the date selector.
4. Set the availability for each staff member.
5. Confirm the settings by clicking “Save” in the bottom-right corner.

 Note: To use the shift plan, it must first be activated in Resources. 

Step 8: Additional Settings

Next, switch to the additional settings in Resources. Open the relevant branch and scroll down to Opening Hours. There you can define individual opening hours and closing days. Make sure appointment booking is activated. Then activate the Shift Plan and save the settings.
 

Step 9: Appointment Calendar for Your Business

Using the appointment calendar, you can manage customer appointments and individual staff availability.

 Access the appointment calendar via the following link:
https://appointment-calendar.tillhub.com/auth/login 
 Log in using your dashboard credentials. 

Managing Customer Appointments

Here’s how to use your appointment calendar effectively. With this tool, you can create new customer appointments, manage existing ones, and even add new customers to your database.

 

Creating a New Customer Appointment

1. Click the blue “+” icon in the top-right corner.

2. Select “Create appointment.”
3. Link the appointment to an existing customer or create a new customer. The “Walk-in customer” option is optional.
4. Select the service for the appointment. If the planned duration differs from the preset time, you can adjust it.
5. Choose the staff member who will handle the appointment.
6. Edit the date as needed and optionally add a note.
7. Click “Create.” 

Editing a Customer Appointment

1. Click on the desired appointment in the calendar.

2. You can either delete it using the red trash icon or edit it using the blue pencil icon.
3. Change the service by clicking on it and selecting another service from the list. You can also enter a new service duration.
4. Select a different staff member by clicking on the name.
5. Adjust the date by clicking on it and selecting a new date and time via the pop-up calendar.
6. Click “Save.” 

Creating Customers

1. Click the blue “+” icon in the top-right corner.
 2. Select “Create customer.”
 3. Enter the required information, including first name, last name, and a unique customer number.
 4. Add additional details such as contact information, gender, birthday, and optional comments.
     5.    Click “Create.”