Services and prices

Services are what customers choose on the booking page. You edit them in the Services menu (in your admin it may have another name, e.g. "Treatments"). Only the owner edits services and prices.

Suggestions for your business

When we set up your business, we usually add services from the template for your type of business, with typical durations and prices. Change them as you like or add new ones. The Add suggestions for your business button adds the suggestions that are not on the list yet (it recognises them by name).

What you enter

• Name and description, as customers see them.
• Category (optional). On the booking page, services of the same category are shown together.
• Duration in minutes.
• Buffer after: time after an appointment during which no new one can start, e.g. for cleaning or getting the room ready. Customers don't see it as part of their appointment, but it is kept free.
• Price in euros. An empty field means price on request.
• Needs: the rooms or devices its appointments take. The field shows once you enter them, see Rooms and equipment.
• How it is booked: One at a time, when each booking is an appointment of its own, or Group, for several people in one session, see Group sessions.
• Can be booked online. When off, only you enter this service in the admin, e.g. for services that need to be agreed first.

Who provides the service

For each service, tick the staff members who provide it. On the booking page, customers see only them.

If someone takes longer or less time, or charges a different price, enter their own duration and price. Empty fields mean the service's own duration and price.

A pause in a service

In some services there is only waiting in the middle, e.g. while the colour develops. That time doesn't have to stay empty. In the service's form, under More options, switch on Pause in the middle and enter after how many minutes of work the pause starts (Starts after) and how long it lasts (Lasts). For example, a colouring takes 100 minutes, and the pause starts after 30 minutes and lasts 40:

• 10:00–10:30 applying the colour: the staff member works;
• 10:30–11:10 the colour develops: the staff member is free;
• 11:10–11:40 washing and blow-dry: the staff member works again.

Another appointment that fits in the pause entirely, buffer after included, can be entered in it, e.g. a haircut from 10:30 to 11:00. Such a time is also offered on the booking page, like any other free time. With Fit appointments without gaps, times right at the start of the pause and times that end, buffer included, exactly at its end are offered too.

The customer with the colouring still has one appointment, from 10:00 to 11:40, and sees it that way on the booking page, in emails and in reminders. In the calendar, an appointment with a pause is drawn as two parts of work with a dashed outline between them, and a click in the pause opens a new appointment, as on an empty spot. On the Today page and in the utilization in analytics, the pause counts as free time. Revenue and the number of appointments don't change.

What else applies:

• A service has at most one pause. If you need two, enter it as two services.
• The work before the pause and the pause itself take at least 5 minutes each, and some work must be left after the pause.
• An appointment with a pause is offered only when all of it, the pause included, is within working hours and outside time off.
• The pause counts from the start of the service. With a staff member's own duration it stays at the same place. If no work is left after the pause with their duration, the service has no pause for them (they are busy all the time), and the form warns about it.
• In an appointment with several services, each one keeps its own pause, in its place.
• A change to the pause applies to new appointments. Appointments already entered keep the pause they were entered with.

Several services in one appointment

In Settings → Booking rules you can switch on Several items in one appointment and set how many a customer may choose (from 2 to 5). A customer can then choose e.g. a haircut and a beard trim together and gets one appointment:

• the same person provides both, one after the other, with no gap between them (a service's pause stays inside it);
• only staff members who provide every chosen service are offered;
• the duration is the sum of the durations, and the buffer counts once, at the end (the longest of the chosen ones);
• the price is the sum of the prices. If any of the services is on request, the whole price is on request.

This holds while Different people may do the items is off. Once you switch it on, different staff members can also do the services, one after another (see Services with different staff members).

In the admin you can always put an appointment together from several services, even when this setting is off.

Services with different staff members

Sometimes a customer wants services that different people do: a manicure with one beautician and right after it a pedicure with another, or colour with the colourist and then a cut with a stylist. In Settings → Booking rules, under Several items in one appointment, switch on Different people may do the items. The customer then books such services at once, as one booking (in the admin: a visit). New beauty and hair salons have this setting on from the start.

How the customer books:

• When one staff member does all the chosen services, choosing a staff member looks as usual, with the link Choose a staff member for each service below. When nobody does them all, the customer chooses a staff member for each service straight away.
• For each service they can choose a staff member or Any staff member. The same staff member for two services in a row gives one appointment with both services.
• The services follow the order of your price list (the Order field in the service form), one after another, with no gap: the next one starts exactly when the previous one ends. The buffer after a service is the staff member's time, so the next staff member does not wait for it.
• With Any staff member, the system first looks for one staff member for all the services. Only when nobody has time for all of them does it split them between staff members. That way the customer sees more free times.
• Below the chosen time and in the summary before confirming, the page shows who does what ("10:00 Manicure · Ana, 10:45 Pedicure · Maja, until 11:35").

The customer gets one confirmation, one reminder (before the first appointment), one calendar event and one My appointment page. There they cancel or change the whole booking: a change moves all the appointments together, and the services stay the same. The deadline for cancelling and changing and the most changes count from the first appointment. The review request comes only after the last one.

In the admin, each part of the booking is an ordinary appointment in its staff member's calendar, with its own services, price and status. A link icon beside the appointment means it is part of a visit, and the calendar's panel and the appointment's page show the other appointments under Same visit. You change, cancel and mark each appointment of a visit on its own:

• moving one appointment does not move the others;
• when cancelling, you can tick Also cancel the other appointments of this visit (when you may cancel them all);
• the email to the customer about a change shows the whole booking: what changed and what stays.

You can also enter a visit yourself, in the admin, even while Different people may do the items is off: that setting is only for the booking page. The owner and the front desk enter one in two ways:

• Add an appointment right after, on the appointment's page: the customer is having a manicure with Ana and asks whether they could have a pedicure right after it. Choose the service and the staff member; the customer stays the same. The new appointment is on the same day and starts when the one before ends or later (for example when Maja is free only at 10:50). Beside each staff member's name it says "busy" or "not working then". The button is offered on a confirmed or completed appointment, and in a visit only on its last appointment. For the same staff member, add a service to the existing appointment instead (Add a service to this appointment).
• New appointment, for example for a booking by phone: choose two or more services, switch on Different people do the items and choose a staff member for each service. The services follow one another in the order of the form, and the schedule is shown below ("10:00–10:45 Manicure · Ana, 10:45–11:35 Pedicure · Maja"). Rooms are picked automatically, and you change them on each appointment's page. When any of the appointments does not fit, none is saved.

With Send an email with the whole visit (in a new appointment Send a confirmation by email) the customer gets one email with the whole visit. When a visit grows out of an appointment already booked, the event in the customer's calendar gets longer, and they do not get a second one. From then on everything works as for a visit booked online: one reminder and one My appointment page. An online booking you added an appointment to thus becomes a visit the customer cancels and changes only as a whole, and a change puts the appointments right after one another, so a gap you left goes away. A staff member does not enter visits, as a visit always has a colleague's appointment too.

Also good to know:

• The waiting list is offered only when the same staff member does all the services.
• For the limit on upcoming appointments a visit counts as one booking, and one code from the email is valid for the whole visit.
• In analytics each part is an appointment of its own, with its staff member's revenue.
• A staff member who sees only their own calendar sees only their own appointments of a visit, and "an appointment with a colleague" for the others.

The price and duration of one appointment

Sometimes one appointment costs or takes something other than the price list says: a regular gets a discount, the price of a service on request is known only once it is done, and colouring long hair takes longer. In the appointment form, click the pencil next to the service (Change) and enter the Duration (min) and Price for this appointment. The price list stays as it is.

• A changed value says set by hand, with the price list's values under it ("price list 45 min · €30.00"). Back to the price list restores both.
• Discount below the services recalculates the price list's prices by the chosen percentage (5 to 50 %), for each service on its own. You can still change each price afterwards. The appointment's price then shows the discount too ("€54.00 · discount €6.00"), on the appointment's page and in the calendar.
• A longer or shorter duration moves the end of the appointment. As with a change of time, it can never overlap another appointment or a taken room, outside working hours it needs Save anyway, and the customer gets an email only if you tick it. If no work is left after a pause, the appointment has none.
• The duration changes while the appointment is confirmed. You can also enter the price once it is completed, e.g. for a service on request. A no-show or a cancelled appointment takes no change of price.
• A changed price counts in the revenue in analytics. A change of the price alone sends no email, and the appointment's history shows who changed the price and from what to what.
• The owner and the front desk change an appointment's price. Staff members can change the duration of their own appointments, but not the price, and a price the front desk entered stays.
• When another staff member takes the appointment over, a price and duration set by hand stay, and their price list applies to the rest. Through the link in the email, a customer can move an appointment with a duration set by hand only with the same staff member.

Services in several languages

You enter the name and description in the business's default language. If the booking page offers other languages, you can add a translation for each service. Until there is one, customers see the default language's text, and the list of services says Translation missing.

Switching off and deleting

Switch off a service you don't offer for a while. It then can't be booked or added to a new appointment, and its history stays.

If you delete a service that has appointments in its history, it is only deactivated, so the history and analytics stay correct. Entries on the waiting list for that service are deleted.