Author: Full Slate Team

Client Registration Not Required

by Full Slate TeamTips & TricksLeave a Comment on Client Registration Not Required

Did you know your clients don’t have to create a Full Slate account to book an appointment but you can still maintain a full history on each client?

Though there are compelling reasons for your clients to register for a Full Slate account (more on that in a future blog post), some clients prefer not to. And what will these clients do if they’re required to register? They’ll pick up the phone and call you, starting the inevitable game of phone tag…or worse yet, decide not to book an appointment after all. That’s why Full Slate does not require client registration; we don’t place barriers in front of your clients that might discourage them scheduling online.

“But won’t that result in a new client record every time my clients book an appointment?” you say. No, because Full Slate employs sophisticated logic to match client bookings with existing client records. As a general rule, if there’s a match on client email and a close match on client name, Full Slate will match the client booking with the client record. For example, if you have client Dan Fowler with email [email protected] in your client list, and Dan books (without registering) as Daniel Fowler at [email protected], Full Slate will match them up.

And in cases where a duplicate client record is created, you can easily merge the two records using the handy client merge feature!

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Merge Duplicate Client Records

by Full Slate TeamNew & ImprovedLeave a Comment on Merge Duplicate Client Records

You can now merge duplicate client records to more effectively maintain contact information and track client history. Although Full Slate generally matches client-booked appointments with existing client records, duplicate client records are sometimes created. Now it’s easy to merge those duplicates into a single record to maintain contact information, past and upcoming appointments, and message history in one place.

To merge client records, go to the Clients > List tab, select the client records you want to merge (up to a total of five) and click Merge. Conflicting information will be highlighted so you can select what you want in the merged record. Click OK and you’re done!

Please note this operation cannot be undone, so review the information carefully before finishing.

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Find Openings on Mobile with Ease

by Full Slate TeamNew & Improved / Tips & TricksLeave a Comment on Find Openings on Mobile with Ease

You can easily find openings for a selected service when scheduling appointments on your mobile phone. You know the scenario: A client calls when you’re away from your computer and wants to know what times you have available. Now you can see at a glance all your openings for the service your client wants and know with confidence you can book it without disrupting your schedule.

To use the ‘Find Openings’ feature on Full Slate Mobile, go to the Schedule tab on your iPhone or Android and press ‘+’ for a new appointment. Select the desired service and press ‘Find Opening’. Just like that, you have a list of all the openings that meet the duration, setup/cleanup time and other booking parameters you’ve set. Select the opening that works best for the client and you’re done!

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Add a 'CC' on Emails to Clients

by Full Slate TeamTips & TricksLeave a Comment on Add a 'CC' on Emails to Clients

Did you know you can add a ‘cc’ on reminder emails to a client?  That’s right, you can ‘cc’ a child’s parent or a client’s spouse so that both parties receive reminder emails in advance of appointments. You can even add more than one ‘cc’ so you can carbon copy mom and dad.

To add a ‘cc’ to a client record, just go to Clients > Details, find the client record you want and add the ‘cc’ email address to the ‘Email Cc’ field. That’s it!

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Building a Profitable Practice with Online Scheduling

by Full Slate TeamBuild Your Business / Case StudiesLeave a Comment on Building a Profitable Practice with Online Scheduling

Clinton Power, an online marketing coach and social media consultant in Sydney, makes a compelling case for online appointment scheduling in his article, “How an Online Appointment Scheduler Helps You Build a Profitable Private Practice.” Clinton uses Full Slate in his counseling practice and regularly recommends Full Slate to health care professionals he advises.

Here’s a great excerpt from the article with myths and facts about online scheduling:

Myth: You will lose control of your diary as clients book appointments whenever it suits them.

Fact: I have total control over my online diary. I only offer the best times that suit me, I don’t let clients book less than 24 hours in advance. I don’t let clients book more than 2 weeks in advance. I can block out all days and weeks when I don’t want to work or will be on holidays in the future.

Myth: Clients don’t want to book online.

Fact: 90%+ of my new clients now book online through Full Slate for the first appointment.

Myth: You won’t have control over which clients you see.

Fact: All appointments go into moderation and I only confirm an appointment online after speaking with the client and screening them for suitability.

Myth: Online appointment schedulers are expensive and you shouldn’t need to pay when you can book clients for free.

Fact: Full Slate paid for itself for 2 years in advance after I came back from 6 weeks holiday and 7 new clients were waiting in moderation for me to confirm. (Best post-holiday present EVER).

Myth: It’s time consuming to have to add times to an online appointment scheduler as well as your main diary

Truth: I have the client’s next appointment booked in and confirmation email sent before they get to my front gate after leaving my office.

Myth: Online appointment schedulers don’t reduce no shows.

Fact: I’ve had not one no-show for an appointment in the last 2 years thanks to the automated email and SMS reminders that are sent 24 hours before the appointment.

Myth: Online appointment schedulers are not secure or confidential.

Fact: Full Slate actually uses the highest level of encryption commonly available on the Internet today.

Myth: An online scheduler doesn’t really add value to your business.

Fact: Research suggests that businesses that take online bookings can increase their growth by 30%. I found that my business increased by 46% in the first 12 months of using an online appointment scheduler.

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Hide Client Names to Maintain Privacy

by Full Slate TeamNew & Improved / Tips & TricksLeave a Comment on Hide Client Names to Maintain Privacy

Do clients sometimes look over your shoulder when you’re scheduling their next appointment? Now you can maintain client privacy by hiding client names on your Schedule tab.

After wrapping up a session, a natural way to find an opening for the next appointment is to view your schedule in Full Slate. But if client privacy is critical to your business, then letting clients see your schedule — and therefore your other clients’ names — is not an option. With ‘Hide client names’, now it is.

All it takes is a couple of quick clicks. Just click ‘More’ on the Schedule tab and then ‘Hide client names’. Poof, client names are hidden and you can share your schedule with your client to find the best time for their next appointment.

So whether you’re a counselor, physician, massage therapist, chiropractor, or anyone else striving to maintain complete client privacy, give it a try today!

Split Appointments Turn Downtime into Double Time

by Full Slate TeamNew & ImprovedLeave a Comment on Split Appointments Turn Downtime into Double Time

With ‘split appointments’ you can turn downtime during a client session into double-time by letting clients book the idle time. Do any of your services have an “intermission” when the client can be left unattended? If so, you can now open up that time as available so clients can schedule appointments online during the downtime.

If you’re a hairstylist that offers coloring services, you’ll love this feature. Now you can open up time in the middle of those long appointments when the client’s color is processing, so another client can book a short haircut or trim.

Or if you’re an acupuncturist, this feature is perfect for you. For example, if clients schedule 60-minute sessions, but you only need to be with the client for the first 30 minutes, you can open up the second half of the session for another client to book, resulting in overlapping appointments every 30 minutes.

To set up a service as a ‘split appointment’, click on the service under Setup > Services and click ‘split’. This presents three fields which represent the lengths of time you’re busy with the client, then free, then busy again. So, if you have a 2 1/2 hour service where you work with the client for an hour, then have an idle hour, then 30 minutes to wrap up with the client…you’d set the three fields to “1h | 1h | 30m”.

Set up split appointments today…and turn that downtime into double time!

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Online Scheduling in a Hair Salon

by Full Slate TeamCase StudiesLeave a Comment on Online Scheduling in a Hair Salon

Jake Gravbrot, owner of Mars Hair/Art/Life salon in Seattle, has always had an eye for cutting-edge hair – and technology. He was the very first stylist to sign up for online appointment scheduling with Full Slate three years ago.  He was renting a booth at the time, and has since opened the doors of his own salon.

Before Full Slate: Pulling His Hair Out

We asked Jake if he could remember what it was like before he started using online scheduling.  His answer: “A lot more stressful.”  He was already using Google Calendar and text messaging, but “that required a lot of work.  I was trying to book appointments on top of doing hair, and often found myself returning phone calls in the evening. Despite my best efforts, I know I missed opportunities.  I definitely had more last-minute cancellations and no-shows.”

Once he started using Full Slate, “My workload decreased dramatically,” reports Jake.  He can’t imagine how hair salons get by without online scheduling nowadays.

More Connected With Clients

Over half his appointments are booked through Jake’s online scheduler now. He says clients appreciate having appointment availability at their finger tips 24/7, automated reminders, and the “cool factor” of the latest technology.  “They love using Full Slate.  THEY. LOVE. IT.”

Not only is online scheduling a huge timesaver for Jake and his clients, he believes clients respect appointment times more because they pick the time themselves instead of going through a receptionist.  “Clients have little to no excuse anymore if they can’t make it in, unless it’s a family emergency or a sick day.”  He says, “No-shows have been truly cut back.”

At any given time, Jake and his team can tap into a breadth of information about their clients, including appointment history, email correspondence, and special service notes.  It helps them feel more in tune and build stronger relationships with their client base.

“Having access to my clients’ information at the touch of a button is insanely helpful,” says Jake.

“At a moment’s notice, we can be in touch to inform a client if we’re running late or have a spot open up.”

Social Media + Online Scheduling = More Appointments

Jake also uses social media to connect with clients and always tries to work in a link to his scheduling page. “I blog constantly,” he says.  He added an “Appointments” tab to his Facebook page too, and has even used Twitter to fill last minute openings (see screenshot).  “When I post a link to make an appointment, it’s going to get viewed hundreds of times.”

He’s coupled online scheduling with blogging, Facebook, Twitter and Yelp to build his business and grow his client base, and encourages others to do the same. “Clients are going online already to find out about your business, read reviews, and see who works at your salon,” Jake points out. “Why not allow them to book appointments during this process?”

Owning It

Without question, Jake is a huge proponent of technology.  There’s even a tab devoted to it on his website.  His philosophy: “Be ahead of the curve instead of behind it.  It’s just like with hair – if you own the style, you’ll attract positive attention.  The same goes for technology.”

We asked Jake if he had any advice for other salon owners and hair stylists.  Here it is:

“Full Slate cuts overhead costs drastically and helps us all work more efficiently. In this industry, time is money.  Why not give yourself and your salon the opportunity to turn the best profits you can?”

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Unlock Your Data for Reporting and Analysis

by Full Slate TeamNew & ImprovedLeave a Comment on Unlock Your Data for Reporting and Analysis

You now have greater access to your operating data so you can track how your business is performing and make key business decisions. Interested in learning who your most active clients are, what services are your most popular or which employees are generating the most revenue? Need last week’s appointment information for billing, or last year’s activity for tax reporting? Now you can easily export your data into a CSV (“comma separated value”) file and open it in Excel to report, filter, sort and otherwise analyze the data any way you want.

Everything you need is there: date and time of the appointment, client, service, provider, price, no-show status, and more. Just go to the Schedule tab, click ‘More’ > ‘Sync, Import & Export’ > ‘Export appointments’ > ‘Download .csv file’. Choose the date range you want, including past and upcoming appointments. And then select which providers you want and whether or not to include canceled appointments. Click OK and in seconds you’ll have your data.

So go ahead…unlock your operating data to track performance and make informed business decisions!

Tracking Clients: Active and Opt-In

by Full Slate TeamNew & ImprovedLeave a Comment on Tracking Clients: Active and Opt-In

You can now track and filter clients based on their active/inactive and opt-in status. You may have noticed two new checkboxes on each of your client records: ‘Active’, and ‘Mass email opt-in’.

By default, all of your clients are marked as Active. You can uncheck the box to mark inactive clients and hide them in your Clients > List without having to permanently delete their records. That way you can filter out your inactive clients when sending bulk emails.

‘Mass email opt-in’ is a custom field you can add under Setup > Booking Details to the form your clients fill out when scheduling appointments. It lets your clients indicate whether they’d like to receive promotional messages from you. Then when you send a mass message from Clients > List, you can filter to only those clients who have explicitly opted-in.

In general, it’s a good practice to ask permission before sending someone bulk email. But if you haven’t added the opt-in field to your booking form or a client hasn’t made an appointment with it in place, they wouldn’t have had a chance to opt-in and the box will be unchecked. Note that you can also ask clients in person and then check the opt-in box yourself.

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