1. What is tattoogenda.com?
  2. TattooGenda.com is the best management software for your Tattoo business. Designed especially for professional tattoo artists, our software eases the process of managing your works and bookings. You can keep track of your customers, keep record of your bookings, automatically send SMS to your clients and can even get help with deposits management. Overall Tattoo Agenda software gives you a wide range of easy to use features and can be a perfect choice for you. Just explore our website to know more about its features and get it today!

    Thanks for choosing TattooGenda, the best studio management software for your tattoo business. This document helps you to understand the TattooGenda application and makes you aware regarding the ways of using this software. This is mainly designed for people like you who wish to explore their artistic capabilities more then to spend time on their shop management.

  3. How to use first time?
  4. Initially you will have to signup in system to get started, please follow the steps below for sign up.

    1. Sign up process
      1. Click on Try Page
        • This takes you to the 'Try before you buy' page, which has different options for selecting.
        • This gives you information regarding the different kinds of packages available for you as a shop owner or an artist.
        • All packages offer all the same features. Only the amount of artists you can add differs.
        • There are 4 options available for you select from: -
          • One Man Shop - FREE
          • Up to 4 artists
          • Up to 10 artists
          • More than 10 artists
        • Click on any option you like as for the first month, all the options are free. It will take you to the Sign Up page.
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      2. How to signup?
    2. Login and Set Details
      1. Login
      2. Set Basic Details
        • Once you click on Login, you will have an Administration page which will look like below.
        • You will be able to edit the account details of the shop Administrator as well as the data of the shop.
        • The following information should be entered to ensure full capabilities: Company name, Street and number, Zipcode, City, Appointment notification time, Time advance reminder, Time advance due
        • Shop Administrator-You will have to decide a suitable name of the Administrator who would be managing this software in your shop.
        • Company Name-Can be your Studio's name, or can be your registration name on paper.
        • Appointment notification time: The number of hours before an appointment to send an automatic reminder to the customer.
        • Time advance reminder: The number of days they get to pay their deposit after creating a project, before they get a reminder notification.
        • Time advance due: The number of extra days they get to pay their deposit after the reminder has been sent, before their appointments get cancelled.
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      3. Set More Details
        • Tattooshop-section: allows you to set adress info, shop timings and shop open days, from which you can finalize a suitable working culture for your shop.
        • Notifications-section: Here you allow tattoogenda to send different kinds of notifications, SMS and/or email, to your clients for their upcoming appointments:
          • There are two check boxes, Send Email Notifications and Send SMS Notifications.
          • If you wish to send email or sms notifications, you will have to click on the check boxes. The service is billed per email or per sms if you have ticked it, so you may untick the check boxes, if you don't wish to send the notifications.
        • Notification time-section: we discussed these one in previous item 'Set Basic details': allows you to set the timings of notifications which needs to be sent to the client before the appointment, or in case of deposit reminders.
        • Subscription-section: allows you to change or modify the current free subscription. If you added more artists in your shop, here you have to upgrade to a subscription which allows more artists to be created.
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    3. Add Artists
    4. Once you click on save and close on the shop page, you will see a menu on the left hand side which has Administration > Artists button and that can be clicked from the top menu (in case you're using a smartphone) as well.

      1. Create new artist
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        • You will have to click on New Artist button which will take you to the screen below.
        • The artists page will allow you to add the artists to your shop.
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      2. Artist Basic Details
        • Backgroundcolor - You may select a background color for your artist's page. Once your artist logs in with the ID and Password you have set, they will be able to see the color which you have set for them. Also in your own master account, you will keep one artist from the other because of their different colors.
        • Guest Artist - If you have an artist who is part time or guest, then you will have to click on the check box of Guest Artist. For resident artists you don't check this checkbox. In case this is a guest, you will be able to input a guestperiod on the bottom of this page. In case of a resident artist, you will be able to input his holiday on the bottom of this page. Guestperiods will appear in the artists color as a horizontal bar in the main calendar. Holidays will appear as an apointment in the color of the artist, but with a different stripe pattern all over it. You have to save the artist first, before you add holidays/guestperiods. More details you can find in title 'C iv Add artist holidays'.
        • Full Access - Do not untick the check box for Full Access, this allows your artist to have full access for the software. If they don't have full access, they will only be able to see their appointment details, but they can not add/edit. They will also not be able to see customer details. For example if you don't want to artist to run away with his customer details. Or for guests.
        • Hour Rate - You may set the hourly rate which you charge for the artist to the customer. This way it gets prefilled in his appointments.
        • Language - You are allowed to select from 8 different languages for your artist. The language which you will select will be set as the artist's language for his/her login.
        • Notification Email/SMS - Set the email address and mobile number on which you wish to send the notifications to the artist.
        • Facebook - The software allows you to write the Facebook ID of the artist. The link will appear in 'artist selection', so you can easily click on it to show their works to the customer who is standing in front of you to book in.
        • Instagram - You will have an option to mention the Instagram ID of the artist. The link will appear in 'artist selection', so you can easily click on it to show their works to the customer who is standing in front of you to book in.
        • Login ID and Password - The login ID and Password which you have set for the artist, will be the only option for the artist to login onto the software of TattooGenda.
        • You will have to click on Save and Close to save the new artist in the system and return to the artist list.
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      3. Summary of Artists
        • You get here after Save And Close on artist details page. Or by hitting Administration > Artists in the menu.
        • This summary lists all artists.
        • The list can be narrowed down by using a filter.
        • Note: As you are registered with a certain account subscription type, the number of artists you can add is limited or not.
        • Our subscriptions are: 1-man artist (free), up to 4 artists, up to 10 artists, unlimited/more then 10 artists.
        • Get registered with our, "MORE THAN 10 ARTISTS" option and get a benefits of uploading as many artist as you want.
        • You can upgrade your subscription any time by clicking on the credit card logo, in top right corner of our system.
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      4. Add Artist Holidays
        • Once you click on the Edit button as shown in the above screen, you will have an option to select the date and time for the artist to be on the holiday.
        • (In case you did not return to the artists list yet: Your artist has to be saved first, before you can add a holiday)
        • In the Edit Artist screen, you will have to scroll down and at the bottom of the screen you will find an option to apply for holidays of the artists.
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        • You have to select the startdate and enddate from the date drop down. And give it a name, fe 'Christmass holiday'.
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        • Once you click on Add button, as shown in the screen above, you will see the period in red in the monthcalendar on top of it, as displayed below.
        • Click on Save And Close to save these holidays.
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      5. Add Guestartist Guestspot
        • Once you click on the Edit button as shown in the above screen, you will have an option to select the date and time for the artist to be here for his guestspot.
        • (In case you did not return to the artists list yet: Your artist has to be saved first, before you can add a guestperiod)
        • In the Edit Artist screen, you will have to scroll down and at the bottom of the screen you will find an option to enter the guestspot of the artist.
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        • You have to select the startdate and enddate from the date drop down. And give it a name, fe 'Guestspot Artist xxx'
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        • Once you click on Add button, as shown in the screen above, you will see the period in green in the monthcalendar on top of it, as displayed below.
        • Click on Save And Close to save these periods.
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  5. Add/Edit Customers
    1. Add customer
      • Once you click on the Customers Tab it will take you to Summary customers screen, where you will find a command button of New Customer. Click on that.
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      • By clicking on the New Customer button, below screen will get displayed in which you will have to add the details of the customer. 4 fields are mandatory to be filled and rest you can fill in later on.
      • You have 2 checkboxes, Contact on no-show and Contact on cancel.
        • Contact on No-Show: Means this customer is interested in getting contacted in case an other customer doesn't show up for his appointment. Later, when a no-show really happens, you can easily draw a list of clients interested in taking his place.
        • Contact on Cancel: Means this customer is interested in getting contacted in case an other customer cancels his earlier date. Later, when there is really a cancellation, you can easily draw a list of people who wanted to come earlier if someone cancelled.
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      • Click on Save once you fill in the details of the customer. So the customer will be added in the Summary customers screen.
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    2. Edit customer
      • Once you click on the Customers Tab it will take you to Summary customers screen, where you will find a command button of Edit.
      • All the customers which you have created will be displayed as shown in the snap below. It is a list and you will be able to delete or edit the customer as well.
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      • By clicking on the Edit button, you will have option to edit the details of the customer which you have already created.
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      • Few options are very interesting in edit customer.
      • An option called Worksituation, shows for example that the customer is working from 5h to 13h, so if you are going to call someone who wanted to be contacted in case of cancelation, but the cancelation is during morning hours, then you know not to contact this one anyway.
      • Two more options, like Contact on no-show and Contact on cancel are also important.
      • Contact on no-show: Means this customer is interested in getting contacted in case an other customer doesn't show up for his appointment. Later, when a no-show realy happens, you can easily draw a list of clients interested in taking his place.
      • Contact on cancel: Means this customer is interested in getting contacted in case an other customer cancels his earlier date. Later, when there is really a cancellation, you can easily draw a list of people who wanted to come earlier if someone canceled.
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  6. Add/Edit project
    1. Add project
      • Once you click on the Project menu it will take you to Summary projects screen, where you will find a command button of New project. Click on that.
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      • By clicking on the New project button, below screen will get displayed in which you will have to add the details of the project.
        • You can enter the title of your project, for example 'sleeve with flowers'. You can add more details in Remarks, for example 'clients likes these and these flowers'. Fill in the size of the tattoo, if it's black 'n' grey or color, where on the body, where to find source material, etc..
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        • On the right hand side you will see a smaller version of the calender. Existing appointments of other projects will show light grey, so you know not to overbook them. In this calendar you can select the timeframe for each appointment you want to make for this project. Per timeframe you create, you will get an apointment popup, in which you can fill specific details about this date only. For example 'checking design'.
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        • Be carefull! Description in the apointment popup: this field is shown in the automatic email to your client with the list of his booked dates.
        • Also the Description of the project can be displayed in the automatic notifications to your clients.
        • Most important: 1 project has 1 client, 1 artist and 1 or multiple appointments!. If you understand this, you understand most of TattooGenda!
    2. Edit project
      • Click on the Projects button on the left hand side and the Summary projects screen gets displayed.
      • The created projects will be displayed on the bottom from which you can Edit the project.
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      • You can save, delete and copy the project. On the right hand side you will have all your appointments listed. Days with an appointment appear with orange background in month images.
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  7. Add/Edit Appointments
    1. Create first Appointment
      • Once you login to the software, you will get a screen as displayed below.
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      • Once you click on any timing in the Calendar table, like 11:00 AM, you will be popped up with New Appointment screen.
      • This is the same appointment popup as we described in previous chapter.
      • In the new appointment screen you will have options to create or select a Customer: you can select one you just created, or you can create a new one here. If you see the red warning sign next to your customer you just selected, it means his email and/or phone number are still missing.
      • Now you have to select or create a new project. IMPORTANT: 1 project has 1 client, 1 artist, and 1 or multiple appointments! if you understand this, you understand everything of TattooGenda.
      • So here you click on New next to project. It will take you to a new screen in which you can fill in all details about the tattoo, fe the location on the body, color or black n grey, .. More details about this in the previous title of this help document.
      • Select an Artist available in the drop down list. If you already chosen an artist while creating the project, then your artist will be automaticaly preselected.
      • Write a Description, select the date and time. Pay attention! This description will be visible in the automatic email the client receives with his lists of dates! Don't write here 'asshole client', but rather 'comes to check design'.
      • In the Calendar you will have to click on the date for which the appointment has to be set. Date is most probably already correct, since you clicked on that date in the main calendar to open this screen.
      • The timings i.e. the Start and the End time is mandatory. You will see your appointment whill show as a colored block taking in these hours, once you return to the main calendar page.
      • Write your remarks. This will not be visible in the automatic notifications! You can write whatever you like.
      • Save and Close the appointment.
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    2. Created Appointments
      • Congratulations!! Your first appointment has been created in the software. You can edit or delete the appointment. You can view your appointment from the Calendar option as displayed below.
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      • To Edit an appointment, just click on the appointment and below screen will get displayed.
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    3. Summary of Appointments
      • CLick on the left hand menuitem 'Appointments'.
      • The screen below will give you details of the appointments which you have created.
      • You can search your appointments by Artist, Customer, Project or Appointment details.
      • There is an option of clear filter, which helps you to clear the filters which you might have applied for searching the appointment.
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  8. Explore My shop section
    • Click on the My Shop option on the left hand panel and you will be guided to a screen which has a Calendar Tab to set an appointment of the client who will visit your shop for Tattoo.
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    • Click on the My Shop option on the left hand panel and you will be guided to a screen which has a Scheduler Tab to set a schedule of the client who will visit your shop for Tattoo.
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    • You can also choose to see bookings for one day, one week, or per month, by toggling the tabpages on the righthand side.
  9. Subscribe and purchase credits for new month
    • On the top menu, you will have an option on the right hand corner. This option helps you to Subscribe further and purchase more credits for emails and sms. It also helps to renew your software for # of months which you are interested in.
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    • As soon as you click on that button, you will be taken to Order Subscription and credits screen as shown below.
    • It has options to enter Promo Code, if you have got one, Choose your Subscription, Email Credits, SMS Credits and Total.
    • Promo Codes are getting distributed. Kindly contact us to get one for your software.
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    • Click on the drop down of Requested Subscription and it will show you 4 options.
      1. Up to 4 Artists.
        • This option is for only 10 pounds per month. You will be allowed to add upto 4 artists and improve your shop's performance
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      2. Up to 10 Artists.
        • This option is for only 22 pounds per month. It is majorly for people who have good amount less then 10 artists working for them.
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      3. More than 10 artists.
        • This option is for 49 pounds per month. This options is used by shop owners who have excellent artist base, with this subscription it's unlimited.
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      4. Email Credits & SMS Credits.
        • Write the count of Emails which you will like to request in the Requested email credits text box.
        • The page will calculate the Total amount and will display it in the Total's text box.
        • Write the count of SMS which you will like to request in the Requested SMS credits text box.
        • The page will calculate the Total amount and will display it in the Total's text box.
        • Then you will have to click on the Order Button for finalising your subscription order.
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        • Below screen will get displayed which gives you an option to update few other required details which are mandatory.
        • Once you click on Confirm, you will be directed to the payments page, where you will have to make the payment for the subscription which you have selected.
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  10. Notifications
    • On the menu to your left, there is an option called Notifications. This option helps you to send notifications to your clients i.e. customers or your artists.
    • This notifications can be managed as shown in all the snaps with details, below.
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    • You will get 9 different notifications, from which you may select any, and set a predefined email or sms, which will be sent to your clients or artists when applicable.
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      1. Advance Due Reminder:
        • With this notification you are asking the client to pay the deposit within a specified number of days, else f.e. you can tell them all the appointments will be cancelled if the advance is not received by that date.
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        • For this notification to trigger, you need to go to the 'Project Advances' page, by clicking on the envelope icon in top right corner. On that page you will see a list of all projects which don't have a deposit payed yet. Select from the list the customers you want to send this notification to, and hit 'send notification'.
        • Now all the checked customers will receive this mail.
        • #Shop.Name#, #Customer.CallingName#, #Project.Advance#, #Shop.TimeAdvanceDue# and #Project.AdvanceDueDate# are derived directly from the customer details to whom the notification on email or sms is being sent.
        • You can use these as variables inside your email message.
        • #Shop.TimeAdvanceDue# means how many days does the customer get after this email to pay his deposit. This parameter can be set on the Administration > Shop page.
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      2. Advance Lost Reminder:
        • With this notification you are informing the client that his appointments now are canceled since he did not pay his deposit, despite earlier reminder 7 days ago. (How many days exact ago you can set in Administration > Shop.) The date is becomming available for other clients.
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        • For this notification to trigger, you need to go to the 'Project Advances' page, by clicking on the bell icon in top right corner. On that page you will see a list of all projects which don't have a deposit payed yet but did get a reminder already x-amount of days ago. (How many days: to be set on Administration > Shop). Select from the list the customers you want to send this notification to, and hit 'send notification'.
        • Now all the checked customers will receive this mail.
        • #Shop.Name#, #Customer.CallingName# and #Project.Advance# are derived directly from the customer details to whom the notification on email is being sent.
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      3. Appointment List:
        • This notification is automaticaly send to your clients after you made a booking for them in the system. There is no manual trigger, it's all automated.
        • In this email you can inform the client about his new dates, you can give the link to your artists IG or FB, you can inform them about parking, .. anything you like.
        • #Shop.Name#, #Customer.CallingName#, #Project.Artistname#, #Project.Appointment#, #Project.Artist.fb#, #Project.Artist.ig# and #Project.Description# are derived directly from the customer details to whom the notification on email or sms is being sent.
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      4. Advance Reveived:
        • With this notification you are notifying the customer that you have received his deposit..
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        • For this notification to trigger, you need to fill in a value in the projects field 'advance received' which is minimum the same as 'advance requested'. For example a client transfers his deposit to your bankaccount. Once a week you go over your bankaccount, you see the transfer, you look up the matching project, and you fill in the value you received on your bankaccount into 'advance received'. Now the customer automaticaly get's an email to confirm this.
        • #Shop.Name#, #Customer.CallingName#, #Project.AdvanceReceived#, #Project.NextAppointment# and #Project.Description# are derived directly from the customer details to whom the notification on email or sms is being sent.
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      5. Customer Appointment Notification:
        • With this notification you are reminding the customer for their next tattoo appointment and informing them again about exact date and hour, and about whatever more you want to tell them.
        • This notification is triggered automatically. How many hours exactly before the appointment you want people to receive this notification, can be set on the Administration > Shop page.
        • #Shop.Name#, #Customer.CallingName#, #Project.Description#, #Appointment.Date#, #Appointment.StartTime# and #Appointment.EndTime# are derived directly from the customer details to whom the notification on email or sms is being sent.
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      6. Artist Appointment Notification:
        • With this notification you are reminding the artist for the next tattoo appointment with a customer.
        • This notification is triggered automatically. How many hours exactly before the appointment you want artists to receive this notification, can be set on the Administration > Shop page.
        • #Shop.Name#, #Customer.CallingName#, #Artist.CallingName#, #Appointment.Date#, #Appointment.StartTime# and #Appointment.EndTime# are derived directly from the customer details and sent to the artist on email or sms.
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      7. Customer Mailing:
        • With this notification you can write a general mailing to all your clients. You can use it to send out latest news, promotions, if you won a convention, ..
        • The content you set for this email will show up if you go to Administration > Customer Mailing. From there you can send the mailing out to everyone by clicking 'send'.
        • #Shop.Name# and #Customer.CallingName# are derived directly from the customer details.
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      8. Artist Mailing:
        • This functionality does not work yet.
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      9. After Care:
        • You will have to write the details of the care or precautions a customer needs to take after the tattoo is created. You may also write what lotions to apply in case of side effects or what medicines to be consumed in case of rashes.
        • The after care option is available when you try to create an appointment. From there you will be able to send the messages to clients as well as artists.
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        • Scroll down on the same screen and you will get the After Card Message button. If you click the send aftercare button, the 'aftercare' notification gets send to the clients of who the appointment popup is.
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        • So in that notification you can add details about how to take care of your tattoo in the next days/weeks after getting it done.
        • The 'Message sent to client' should show a date in case the client has received the 'appointment reminder' notification.
        • Just so the receptionist can see the reminder has already been sent or not.
        • #Shop.Name# and #Customer.CallingName# are derived directly from the customer details.
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