Online Scheduling System

Simplifythis provides bi-directional integration with Google calendar.  Using the Google calendar sync capability, the Simplifythis calendar of each staff can be synced with their Google calendar.  Follow these steps to enable sync for a staff:

1. Edit the staff whose calendar you want to sync.
2. Select the option to sync with Google calendar.
3. Enter Google credentials for the staff and wait for a couple of seconds.  If you are not the staff yourself, have the staff enter the credentials.
4. You’ll see a list of all the calendars that this staff has.  Select the calendar you would want to sync with, and save.

From here on, Simplifythis will automatically create an event for all the new appointments that are created for this staff.  A few things to note about this integration:

1.  Appointments that were created before establishing sync will not sync with Google calendar.

2. All appointments created for this staff after establishing sync will also be created on Google calendar.

3. While showing availability of the staff to clients during booking process, Simplifythis will check with both Google calendar as well as Simplifythis calendar, and only show those slots that are available on both calendars.

4.  If you create an event directly on Google calendar, it will not show up on Simplifythis calendar. However, it will still block staff availability when a client looks for slots during the booking process.  In other words, a client will not be able to book an appointment for the time that is blocked on Google calendar.

“How do I schedule a person for a package of three when they have already had one session of that three session package? How do i convert one session that is already past to a multi-session package?”

Among others, this is the question I got in mail which I thought I should make a quick post about, as it is not very obvious. I am sure this situation frequently arises with many of the businesses.  All you need to do is

(i) Select the package and click on ‘Edit’ icon.

(ii) Click on ‘Sales History’ tab to see the list of clients who have bought this package.

(iii) Then from the ‘Action’ column, click on the icon to ‘View History’.  This will show all the usage of the package by that client.  In the same form, you’ll notice a list of unpaid appointments/classes scheduled by this client but have not been marked against the package use.  Click on  ‘Add Usage’ which will let you add the appointment/class that you want to use the package for retroactively.

I understand that it is cumbersome.  We’ll look into streamlining this soon.

A quick feature update : Now you can group your services and classes and order them within a group so that it is easier for your clients to look for them.  This also allows you to promote certain services by moving them at the top of the list. Another use is to keep the most frequently booked services at the top.  I’m sure you’ll find many reasons to use this feature. Here are a few things to note while using this feature.

1. To group and order services (or classes), go to the corresponding tab and click on the orange group icon.  You can simply order your services by moving them up and down.
2. If you would like to group services, simply add a group and drag and drop services into that group. Once you have grouped your services, your client(s) will have to first select a group and then they will see the services within that group.
3. If you have not added a group yet, all services will appear in a ‘Default’ group. If ‘Default’ is the only group that you have, your clients will not have to select a group. If you have added other groups and then you still have services that belong to ‘Default’, they will appear in a group called ‘All Others’ on your booking page.
4. When you add a new service, you can create a new group by typing in the name in group selector. You can also add the item to an existing group by selecting the group, or you can leave the group filed blank, in which case it will be added to the ‘Default’ group.
5. All new items are added to the top of their group by default.

We hope this feature will prove useful to you.  Please drop us a note if you have any suggestion or feedback.

We recently added the capability to customize the graphic of ‘Book Now’ and ‘View Account’ button. So far, you only had the option to use our stock button or link.  While the button does look nice, we understand that it may not blend well with many websites. If you have a graphic to launch the appointment booking page, you can use the following code to display the button on your site.

<script type=”text/javascript” src=”https://app.simplifythis.com/Scripts/BookingButton.js”></script>
<script>showBookButton({
“url”:”https://xxxx”, // — URL of the booking page, get it from your Simplifythis account, MANDATORY
“btnImgUrl”:”http://xxxx”,  // -URL of your custom graphic, MANDATORY
“imgCls” : “clsClass”  // Any css class that you would additionally like to apply on the graphic, OPTIONAL
})
</script>

Just add this code to your web page where you would like to show the button.  Of course, you would have to host the image and css file that contains the definition of css class you would like to apply.

As the title suggests, here are some frequently asked (and some anticipated) questions about packages along with their answers.

1. How do I sell Packages?
   You can add a ‘Buy Now’ button for a package on your website.  Your clients can then click on this button to buy the package.  You can get the code for the button by clicking on a package and then selecting the  ’Generate Buy Button’ option.  You can also directly sell the package by clicking on package and selecting ‘Add Subscription’ option.  This will open up a form where you can select the client to sell the package to and optionally create a charge for the package in order to invoice the client for the package.
2. Why does the appointment scheduling page not show a list of packages?
   We have purposefully chosen not to show the packages in front of appointment scheduling page because it could be confusing to your clients.  However,  you have the option to show them the packages and have them purchase one during the booking process itself after they have selected a time slot.   Simplifythis will only show the packages that have the item/class that the client is booking.  This gives you a good up-sell opportunity.
3. I only take booking from prepaid packages. How do I set it up?
   To require your clients to book from packages only, go to ‘Settings’->’Appointment Preferences’->’Rules for Website Appointments’ and select the option to require clients to book from packages only. If this option is selected, Simplifythis will require your clients to either select an already purchased package, or to buy a new package.  Please ensure that you do have active packages that include all items/classes you take appointments for.  Otherwise, your clients will not be able to book them.
4. My client is getting an error indicating that there are no packages available to book.  What am I doing wrong?
   What is happening is that you are requiring your clients to book using package only.  However, you don’t have a package to sell that contains the service/class s/he is trying  to book.
5. I have created a seasonal package and I want to stop selling it after two weeks.  What do I need to do?
   All you need to do is edit the package and adjust the ‘Sale Ends’ date.  The package will not be available for sale after that.  Do not forget to remove the ‘Buy Now’ button for this package if you have one your website.
6. I have an insanely priced package, but I want to sell only 100 units of the package.  How should I configure it?
   Unfortunately this feature is not available now. However, you can track how many units are sold and then deactivate the package once it reaches 100.  
7. How do I count a previously booked appointment towards a newly purchased package?
   Select the package that you want to use, locate the account name in purchase history, and then click on ‘View Usage’.  Here you’ll see a link to ‘Add Usage’.  Clicking on this link  will let you select the contact and the appointment/class that you want to add to the package usage. Once you click on ‘Save’, the class/appointment will be added to package usage and will be mark as charged.
8. How do I bill my client for a package?
   While selling the package to a client, select the option to ‘Create a charge’.  This will automatically create an unbilled charge to the account.  Then you can invoice the account.
9. Why can I not charge an appointment/class that has been booked using a package?
   Once a class/appointment is booked using a package, the client has already paid for it by buying the package.  So there is no reason to charge for that class/appointment again. 
10. I still have some questions that is not answered here.  What do I do?
    Drop us a note at support@simplifythis.com and we’ll be happy to answer  your questions.

Buy a 3 pack massage and save 10%, or 12 yoga classes for the price of 10, or a  Welcome Package that includes a basketball, a t-shirt and 5 group basketball lessons – you get the idea behind packages.  This functionality lets you create and sell a bundle of services, items, and classes, and then track as clients use packages to book appointments and classes.  This post goes over the key features of packages and explains how they can be used.

Key Features

The package functionality allows you to create a bundle of services, classes, and items and sell them together as a package.  Clients can then use the package to book future appointments and classes, and you can track their usage.  Following are the main features:

1. Stuff in a package: A package can include more than one service, class, item, or a combination thereof.  For example, a gym can create an introductory package that includes 3 month membership, a fitness check exam, and two 30 minute personal training sessions.  To specify what goes in a package, while creating  a package, select the items and classes, and specify the number of units for each of them.
2. Expiration: A package can expire. You can choose the number of days that a package expires after the date of purchase. Your clients will not be able to use the package once it expires.  Select the expiration period in Valid for field while creating a package.  You can also choose to keep a package valid for ever, as if it never expires.
3. Duration of Sale: You can decide how long is a package available for sale.  This lets you create special seasonal or event packages that are not available after the season or event.
4. Track Package Sales: Once you have a package for sale, you would want to then track the clients who have bought the package, and view how much have they used.  To do so, all you need to do is click on a package, and you’ll see the purchase history below, including account name, date of purchase, available/used, and a link to view the usage history.

Selling Packages

Now that you know the features of Package, and perhaps have created a package, let’s look into the more interesting part of selling it and having your clients use it.

There are several ways to sell a package. You can place a ‘Buy Now’ button on your website for each package, subtly let a client see  a package when s/he is booking an appointment or a class, or sell directly from the admin console while seeing the client face to face or placing a phone order.

‘Buy Now’ buttons: What better way to promote a package than to put a nice ‘Buy Now’ button.  Click on a package and select the option ‘Generate Buy Button’ to get the code for ‘Buy Now’ button that you can place on your website to sell the package.  Your website visitors can then click on this button, enter their information, and pay for the package to buy it.

Sell package when clients schedule appointment: As a business person, you always try to provide the best value to your clients.  If you are in massage business and a client comes to buy a single massage, you would probably suggest the saving of a 5 pack  and in turn secure a bigger sale for yourself.  Why not let clients what packages you are offering while they are booking.  To do so, all you need to do is go to ‘Settings’ -> ‘Appointment Preferences’ -> ‘Rules for Website Appointments’ and select the option to show packages to clients.  Now, whenever your clients book an appointment, they’ll see the packages that have the service/class they are booking for, along with the money saving benefits of the package.  They also have the option to either select a package and use it for booking, or directly proceed with the booking without buying a package.  Of course, if you also select the option to require clients to book from package only, they would have to either select a package that they have already bought or buy a new one.

Sell package directly: In addition to selling from the website, you can also sell packages directly to the clients.  Click on the package that you want to sell, and choose the option to ‘Add Subscription’. Select the client you are selling the package, and also select the option to create a charge if you want to invoice the package and get paid for it.  Selecting the option to charge will automatically create a line item for the package that will be included in the subsequent statement or invoice.

Using a Package

Once your client buys a package, they can use it for booking subsequent appointments and classes from your website.  In addition, if you directly book an appointment for your client or enroll them for a class, you can always mark the appointment or class to be counted towards the package.

Use package while booking appointment/class: When your clients book an appointment/class, and they already have an unused packages that includes that class/appointment, the package will automatically be used for the booking.  If the client has more than one unexpired package for the item, all the packages will be shown and the client will be able to pick the one s/he wants to use.

Use package for an already booked appointment/class: So, what if you book an appointment/class over phone or using the admin screen, or the client purchased a package after booking the appointment, and you would let the client use the package retroactively.  All you need to do is select the package, and then click on ‘View Usage’ -’Add Usage’, and select the item that you want to include in the package.

That is all for now as far as packages go. We’ll be publishing a post on FAQs about packages as soon as we get some questions from you.

Over last few months, we have released many features and made several improvements to Simplifythis. However, we forgot to write about them, since they were easily visible and so commonly used.  In November 2010, we launched packages – the capability to sell a bundle of services and classes, and for clients to book appointments by using the pre-purchased packages.  In December 2010, we provided the option to require clients to register and sign-in to book appointments. While January 2011 was fairly dull in terms of new features, there was a good reason behind it.  We had been working feverishly bring a huge update to Simplifythis with the following major new features in addition numerous bug fixes and minor updates.

1. Multiple Schedules with Effective Dates : Ever had a situation where you needed to change business hours in future, or perhaps shift lunch break to a different time?  To accommodate these common scenarios, we have introduced a notion of schedule.  You can create multiple schedules with effective dates in future.  We have added two tabs in appointment book, availability and schedule, which give you a quick view at  availability and schedule hours for any staff for any day.  This will make your schedule management much much easier.  No more juggling of vacations and dummy appointments to block schedules.  A small paragraph cannot do justice to this feature.  Here is a more detailed post on how to effectively manage schedules.
2. Staff Schedules: In addition to multiple  business schedules, we have also added the capability to specify separate schedule for each staff.   Just like the main business schedule, you can specify multiple schedules with future effective dates.
3. Availability Check:
   download hd tron: legacy

   Want to take a quick glance at who is available when?  Try the new availability tab on you appointment book. You can clearly see availability of each staff, one week at a time.  This will be of significant help in balancing schedule across multiple staff members, and quickly finding availability to schedule appointments over phone.

4. New and Improved Slot Selection: We are sure you are going to love the new availability view and slot selection screens.  It is blazing fast, looks elegant, and shows available slots for one whole week at a time, with a quick slider to back and forth to previous and next weeks.  Your clients are going to love the simplicity of scheduling appointments with you.
5. Appointment Visibility for Clients: Do you get interrupted by client calls asking you when their next appointment is (despite all the email confirmations !).  Well, with this update, your clients can securely sign in to view their past and future appointments, check payment status, and also cancel appointments if you set the option to do so.
6. Staff Specific Services:
   download movie grown ups hq

   While we all aspire to be jack of all trades ( and master of all), the reality is that not every staff can perform every service that your business offers.  With this release, you can pick who can perform what service.  When your clients select a service, they will only see those staff who can perform that service.  If you choose not to show them the list of staff, then Simplifythis will automatically assign the appointment to one of the staffs who can perform the selected service.

We believe these additions will make Simplifythis ever more useful for your business.  We have a very full schedule in coming months with even more useful product additions.  As always, feedback is welcome.  Please drop us a note and let us know what you think about these features.

Simplifythis provides an easy to manage and yet very flexible schedule system.  This is a quick and dry overview of features of schedule.

Who’s Schedule : You can create  separate schedule for the whole business,( referred to as ‘Main Schedule’) , for a location, or for a staff.  If a staff follows the same schedule as that of a location, you don’t need to create a separate schedule for this staff.  Simplifythis will automatically use the schedule of the location that the staff belongs  to in case there is no schedule for this staff.  Extending the same notion, if a location follows the same schedule as that of the main business, then there is no need to create a separate schedule for the location.

Schedule Effective From : While creating a schedule, you’ll notice that you need to specify ‘Effective From’ date.  This is the date that the schedule becomes effective from.  You can create several schedules in advance with separate ‘Effective From’ dates.  This works well if you have separate schedule for spring, or summer, or holidays etc.  Now, given so many schedules, you must be wondering which one is going to be used on any particular date.  Simplifythis will pick the latest schedule that starts prior to any give date.  Another way to look at it  is that a schedule expires when it finds another schedule starting.

Let’s go through an example to understand this better.  Say you have 3 schedules, one starting Jan 1, 2011, another one starting May 1, 2011, and the third one starting on Sep. 1, 2011.  Then for all the days between Jan 1 and April 30 (both inclusive), Simplifythis will use the first schedule. All days between May 1 and August 31 (both inclusive), will use the second schedule and so on.

Repeating Schedules : While most people keep a weekly repeating schedule, we have also come across businesses with schedules that repeat every two week or every three week.  When you create a schedule (be it for a staff, location, or main business), it defaults to repeating every week.  However, you have an option to add additional week(s).  So, if you want a schedule that repeats itself every 2 weeks, just specify the hours for each of the two weeks, select an effective from date, and save the schedule.

To further illustrate the use of schedules, let’s look at some of the common scenarios.

I run a solo massage therapy practice.  I work 5 days a week (Tue  - Sat) from 10 to 8 with a 1 hour lunch break from 2 PM to 3  PM.

Add a main schedule that repeats every week. Un-check Sunday and Monday, and for remaining days of the week, specify two blocks of hours : 10:00 AM to 2:00 PM and 3:00 PM to 8:00 PM.

I plan on taking a dance class from 6 to 8 on Wednesdays and will need to close early.
Add a new schedule and modify hours for Wednesday such that it looks like 10:00 AM to 2:00 PM and 3:00 PM to 6:00 PM.

I have just hired another therapist.  She will be working on Tuesdays, Thursdays, and Saturdays and will have her own hours.
Add the new therapist as a staff member. Create a schedule for her that is effective from her date of joining. Un-check Monday, Wednesday, Friday, and Saturday.  Specify hours for Tuesday, Thursday, and Saturday.

I want to take every other Saturday off.
Create a new schedule for yourself from the Staff section.  Make this schedule repeat every two week. Edit the schedule for second week and un-check Saturday.

I will be closing early during holidays.
Create a new schedule with the appropriate ‘Effective From’ date near the holidays.  Select desired hours for each of the weekday.

Last month I wrote about some of Google’s interesting and enticing programs and incentives for small businesses and startup companies. This month I have come across (albeit somewhat late) Google’s momentous segue into the universe of the operating system. “Chromium,” an outgrowth of Google’s browser Chrome, is to hit the monitors soon, and in order to ensure that it lives up to the hype such a project creates, Google has been giving away 60,000 netbooks since the beginning of December that are exclusively serviced with Google’s beta operating system. The select lucky group that receives these CR-48s sign up and agree to provide Google with helpful feedback and responses concerning the potential glitches and bugs within the system.

Intended for the user who can accomplish most of their work online, Google Chromium is an internet based operating system that should be familiar to the Gmail users who have taken advantage of services such as Google Docs and Google Calendar. Therefore, to make sure the Beta testers can make full time use of Chromium’s capabilities, the CR-48s will come equipped with a built-in 3G hardware that will be serviced by Verizon for a two year, 100mb/month contract. (So not only is Google giving out free netbooks, they are also giving out free internet service—quite enticing).

In the case that you are a small business owner or entrepreneur, and particularly if you rely on many internet services to perform these roles, your might very easily manage to earn yourself a CR-48 since Google intends to make as many useful open source Google business tools as possible and would love feedback from businesspeople regarding them.

I recently wrote about what online resources are available for those looking for a little intellectual stimulation. One website that I failed to mention, much to my own negligence, would be the TED Talks located at http://www.ted.com/index.php/talks. TED (Technology Entertainment and Design) describes itself as a “small nonprofit devoted to Ideas Worth Spreading”—a noble enterprise endeavored by inviting the most engaging and innovative thinkers, movers, and shakers to contribute their accumulated knowledge—generally in the form of eighteen minute time slots. Since the emphases of the project are stated as Technology, Entertainment, and Design, many of the themes and topics are applicable to those looking for new ideas and energies to provide a boost to their business.

One of the Ted Talks I gave a listen to while preparing my dinner was delivered by Jason Fried, the co-founder 37signals, and bore the intriguing title “Why work doesn’t happen at work” (http://www.ted.com/talks/jason_fried_why_work_doesn_t_happen_at_work.html). The causes for non-productivity serve as the premise of the lecture and can be most simply reduced to M & Ms: meetings and managers. According to Fried, the places where people do their most effective work are wherever they can avoid distractions; whether it is on the porch or at a desk at home, at a coffee shop or library, on a plane or on a train, or even at a certain time, say, in the morning; all of these places have in common that they are free of potential distracting outside invasions. Just as a  a good night’s sleep depends on an interruption-free environment, so does a good day’s work. Counterintuitively, Fried suggests, the office which signifies work on the one hand and a host of bureaucratic interferences on the other, has been so constructed that disruptions are an integral feature of the working day that cannot be avoided: manager check-ins, pop-ins, alerts and announcements, and even breaks. What distinguishes these disruptions from those that managers worry most about, such as Twitter, Facebook, TV, and smoke breaks, are that they can be chosen on the workers’ own terms. You cannot ignore your boss asking for an update in the same way you can choose to avoid going to your Facebook account when you find yourself in a rhythm making forward progress.

Fried makes three suggestions for transforming an office into a more productive work environment. He first proposes to initiate “No Talk Thursdays” every once in a while which would entail at least four hours of uninterrupted work time and provides the worker with the best day possible. Secondly Fried suggests relying on passive models of communication such as email and instant messengers to check-in because these will allow the worker to respond on her own time and not in the middle of his workflow. The third suggestion offered is to cancel meetings—all together. They will quickly become unnecessary.

Whether or not you find that Fried’s ideas are worth spreading, some of the ideas expounded on TED should be worth ruminating on for those looking to see the world and their enterprise in a wholly new way.