Let’s start off about the one-man shop account, which will be interesting for most of you.

Point 1: Did you ever face the fact that you are all set up and ready to start your tattoo.. but.. the customer does not show up. Oh yes, we’ve all been there. Excuses like ‘I forgot to come’, ‘I forgot to call to cancel on time’ or ‘I thought it was tomorrow’ and ‘my dog ate the appointmentcard’ are now history! And even better, no more disscussions about losing deposits or not! Exactly!

Tattoo Agenda has the possibility to send out a summary email automatically (if you have switched this function on, 0,01€ per email) after you have created the booking in the system. The client gets an email with all the dates, hours, address, … and as important: your personal rules about when they lose deposit. This means you don’t have to write those businescards manualy anymore, so no more mistakes with copying dates from the screen on the card. Besides receiving the summary email in their mailbox, they can also receive an automatic SMS or email (if you have switched this functionality on) 24h before their actual appointment. You can choose how many hours before exactly that text gets send.

For example: You choose to say on the summary email: ‘cancelations have to be minimum 48h before your actual appointment. Any cancelations later, or noshows will lose their deposit’ You can set your reminder sms at 24h before, with the message: ‘Don’t forget your appointment with tattooshop X tomorrow 25/2/2016 at 15h00. Adress is ….. ‘ They can not respond to this SMS, so you will not be bothered on your own cellphone by customers! The automatic reminder SMS is realy a reminder and not a trigger to cancel, because they are already too late to cancel without loosing deposit. And they still have some time to reschedule with work etc.. if they’ve realy forgot about it.

This system absolutely reduces noshows up to 50%.

If you have one appointment saved per month by using this automatic system, that will already cover the costs of the automatic SMS’ and mails (0,20€ per sms, 0,01€ per email). These are the only costs connected to this one-man shop system, if you disable these options it is 100% free to use. Ofcourse the paying accounts have more functionalities available. Which you can read in the section about shops with more artists.

other common situation is:

customer books 9 appointments for a full sleeve. 3 days after appointment 3 he phones you to say that he won’t make it to appointment 7, so you cancel that date and you make an extra 9th date after the current last date. The system also resends a summary email with all his appointments now automatically. So he can not suddenly be there anyway on 7th and claiming he has appointment, because it’s on his card with dates he got from you in the beginning. This last extra date that is not on his original businesscard he got from you is also not an excuse why not showing up. They got their update in their mailbox, and you can see on the appointment the date when it got changed because that is automatically logged.

Point 2: your new customers walks into your shop, you are fuly concentrated on the tattoo you are placing at the moment, but you have to stop anyway to help them further. For the ones who are in a little better position already, and I hope many of you are, .. somebody else is doing reception in your shop and speaking to your customers while you continue your masterpiece of the day. Either you are in a rush, or your shopmanager is.. trying his best.. 4 months later you check your agenda for tomorrow, (or in most cases for within an hour), and you realize you don’t know if you have to make it black n grey or color. Or if it has to be small for on the lowerarm, or big for on the calf.

The inputform to create appointments for your new clients asks for all this stuff, so it’s a good reminder of all info you need to ask. For example: place on the body, size, color or black n grey or mix, description, cover-up or not, customers name and email and phone, deposit info, is the customer open for sugestions of the artist or does it has to be exact as their example, where to find the sourcematerials the customer gave you: on paper, usb drive mailbox mail with date, does the client want to be contacted in case of a cancelation so he can come earlier, … Attachments are only uploadable when you have a more advanced (paying) account. This way people don’t have to be bothered with your question like ‘where is that coming again?’ while they already told you.. 4 months ago.. You can make them feel you know all about their request. BUT, when you think it is realy necessary to bother them anyway, you can, because you did not forget to ask their phonenumber. In case you are sick, or you want to do a convention, or you forgot you had to go dining at your mother in law.

Point 3: "All good? Let’s go!" ..you try to comfort your client while you are going through the first minutes of their tattoo.. "still ok?" "Is it your first tattoo?" "no, you made my first one 10 months ago, an infinity sign on my wrist" …oeps. You don’t always recognize your customer, or remember what his previous tattoo was. You also don’t know from everybody if they nicely followed up all their appointments from their previous tattoo or if they were the one not showing up 2 times out of 5. Tattoogenda offers Customer Database Management, this means you can request all possible data per customer and manage it. If your system is open, and your customer enters the room, you open the appointment and the customer info. There you see a detailed list of what appointments they have had in the past with you. So it appears this one already had a full sleeve and spent 1000’s of € at your place in the past, let’s give this guy some credit and charge a little less then if it was a walk-in you’ve never seen before. Customers realy appreciate it if they think you remind them and know what their last tattoo was. You can inform about how it healed, etc. It makes them feel welcome and personal.

Point 4: Customers often choose to pay their deposit by bankwire, because they don’t have cash with them, or because they are booking over the phone or through email. So you book their appointment for with 3 months in your paper or digital agenda you are used to, and you mention they will pay deposit by bankwire. A week later you go over your digital deposits and you see she actualy payed, so you adjust your appointment details with this information. Or they bring in the cash deposit one day later, so you also add this info to your appointment. Chances are you forget about that appointment until the actual day. But in case that customer did NOT wire you his deposit ..and he doesn’t show.. you wonder why.. you open your appointment and you see there was no deposit payed ever.. so now you have an open day and it’s a little bit your own fault to.

Our system provides a button, and when you click on it it goes over all the booked appointments. If that process comes to an appointment where the deposit is not payed for over a week after booking in, it can send out a first reminder email to that customer with all info about how to pay. If the process comes to an appointment which already received a first reminder, and has again a week passed, it can send an automatic email to say their appointment got cancelled.

You can choose how long the interval is between each reminder email (in this example 1 week). You get notified of each reminder email that has been sent. Appointments without deposit look different on the day- week- or monthcalendar, so you can easily pick them out without having to open each one. This process only starts when you manualy click the button, so in most cases you click it after you have checked all the deposits on your digital bankaccount.

The removed appointments are not permanently removed but stay available in a seperate list. So if they appear on the day of their appointments and they wonder why they are not booked in, you can check that agenda and still find allt heir info, you can say them they’ve got an email on this and that date. Also if they come in 4 weeks after booking in to pay deposit, you can still get their info you typed last time out of that removed calendar and rebook it if that date is possible. Keeps you from doing double work.

So all of these previously described functionalities are available in the free one-man-shop accounts. If you are working with more then 1 artist in your shop, you might need a paying Multiple Artists Shop-account. So you are a shop that works with more then 1 artist, well done!

Let’s see what more advanced features we have for you. Please read the one-man shop explanation first, because what is coming is an addition to it.

Point 1: You can create multiple artist profiles. You can input the name, FB, IG, website, description of the style of that artist, price, picture, comments, starthour in the morning, max 1 client per day?, nationality, comments, guest or resident, ... When you login in the morning before rushour, you will see all the different artists on the general agenda. You can open all their apointments for today if you want to know info, in order to welcome your customers soon. Later that day you or your receptionist is receiving customers who want to book a new appointment. The booker sees a screen with all possible available artists, their picture, their style, price and earliest possible date to book. According to what info your customer is giving you, you can choose for who this project is fit. If they want to earliest date possible, you see who has the first free date, you choose that artist by clicking on it, and you come in his agenda only. Which is a clearer view then all the artists together in 1 calendar. If the customer wants the cheapest, then you can click on the artist with the lowest rate. If they want something Japanese style, you can see in your listed artists who prefers Japaneese, … etc. In short: easily switching between general calendar with everybody, or to the calendar of only 1 artist. + screen to choose your artist from.

Point 2: When you create a new appointment, you can now also upload an attachment. For example if you do bookings through email for a guestartist, you can attach the picture your customer emailed you to the digital appointment your guestartist can check from a distance.

Point 3: All your artists you do bookings for can also have their own account through where they can follow their agenda. Easy to keep artists on a distance updated.

Point 4: Extra functionality: button ‘copy’ on a tattooappointment. So you can easily copy all the info about one artist to the agenda of an other artist. In case for example you are working with 3 artists on the same leg, or when the customer is a collector that wants a sleeve by al different guestartists.

Point 5: mailinglists. For each artists the system keeps a list of all the emails of his customers. Also for the whole shop there is a list of all customers together. That way you can send out mailings to them. For example you had 20 customers with guestartist A in 2015. In march 2016 he’s coming back and you want to inform his older customers: easy done with this mailinglist. Or your shop has won a few conventions, you have new merchandise and new artists to announce, so you want to send this out to all your previous customers of all artists, it’s possible!

Point 6: When it does come to a point where a customer does not show up, or cancels last-minute, we have some last options for you. You can request a list of customers from the same artists that are marked as ‘contact when cancelation on same day’ or ‘contact when cancelation 1 day before’. Because the group of people who can jump whenever you phone them is rather small, you don’t want to start contacting whole of your waitinglist. Chances are big most people are already at their dayjob or their boss doesn’t allow short notice holidays. So when your customers mentions at booking that you can contact them in case they can come earlier you mark them as ‘contact when cancelation on same day’ or ‘contact when cancelation 1 day before’. It’s a good habbit of making your shopmanager ask this to the client when he’s booking them. And then later they will appear in your list when you ask for it.

Point 7: You book a customer for a full sleeve. Let’s say it takes you 9 sessions. You ask him a 100€ deposit. The deposit gets substracted on their last appointment, in case they always showed up correctly. If a customer does not show up or cancels too late on the 4th appointment out of 9, you mark him as ‘did not show up’ or ‘canceled to late’. That means he lost his deposit. So the amount mentioned at the deposit field for that project will say ‘0€’. Close to that you will find a log of the deposit, which in this case will look like: - Payed 100€ deposit on 30/3/2015 - Lost deposit because of not showing up at 16/6/2015 Now it’s up to you.. are you gonna be strict for everybody with these rules? Or do you think you can cut him some slack because he has spent a lot of money on you already, and he sounded realy realy ill on the phone this morning. In the last case you can simply re-enter a 100€ deposit, and the log will be extended by: -Payed 100€ deposit on 16/6/2015

Point 8: extra functionality: /

Point 9: More info later