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Getting started with Timely

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Welcome to Timely, it's great to have you here! 

Navigating a new system can be a bit overwhelming, that’s why we’re here to help!

What is Timely? Timely is software designed specifically for spas and salons. We help you take care of everything from managing appointments, online bookings, raising sales and applying payments, to automated reminders, SMS and email marketing and business reporting!  Find out more about our features.

We have loads of guides that cover anything you may want to do with Timely, but let's start with the basics.

In this guide, we'll cover:

  1. Finding your way around the Calendar.
  2. Adding a new appointment to the calendar.
  3. Raising a sale and applying a payment.
  4. Getting around the Timely account.

 

Finding your way around the Calendar

The calendar is probably where you'll be spending most of your time in Timely, keeping track of appointments.

We're in the process of giving our calendar an upgrade! 

This means there are two slightly different versions of the calendar that you might encounter:

Our improved calendar looks like this:

New calendar intro.png

 

Our older calendar looks like this:

You can switch between the old and new calendar by clicking on your profile button in the top right-hand corner of the calendar and sliding the toggle over.

Learn more about our calendar upgrade here.

  1. If you are a multi-location business, use the location selector in the top left to switch between different locations:

    New calendar:
    new calendar date select.png

    Old calendar:
    Old calendar location select.png
  2. Use the staff selector to view the calendar for another staff member:

    New calendar:
    New calendar staff select.png

    Old calendar:
    old calendar staff select.png

  3. Switch between Day, Week and Month view:
    New calendar: using the drop down menu at the top right-hand corner
    New calendar view select.png

    Old calendar: using the buttons in the top right corner 

    old calendar view select.png

  4. Click on today's date and use the left and right arrows to move between months, or click on it to select the date you want to jump to. 

    New calendar: If you wish to jump forward by a preferred number of weeks, use the options on the right of the pop up month view.
    new calendar date picker.png

    Old calendar: If you wish to jump forward by a preferred number of weeks, use the double arrows.

    old calendar date picker.png

  5. Click the menu button on the top right of the new calendar to get a few more calendar options. 
    • Print calendar view - allows you to get a print out of the current view of the calendar
    • Edit staff roster - navigates you to the staff roster set-up page to make changes to the roster
    • Calendar settings - navigates you to the calendar settings page
    • Keyboard shortcuts - gives you a snapshot of all the keyboard shortcuts that can simplify the way you navigate your calendar 
      new calendar dotted menu.png

Want to find out more? Check out the following guides to learn more about making appointments in Timely:

 

Adding a new appointment to the Calendar

There are a number of ways to add a booking to the calendar, but let's get started with the basics:

  1. Click on a free slot in the calendar and choose Add appointment: 

    13.png

  2. Or, click the booking icon from anywhere in the account and click on a free time in the calendar: 

  3. Start typing in any of the Customer fields, you can select an existing customer by clicking on their name in the list, or add a new customer to the appointment. You can search for a customer based on their first and last name, as well as their email address or SMS number: 

  4. You can then add services to the appointment using the Select a Service field. To add more than one service to the appointment, use the Add Another Service Button to add another service line. You can add as many as you'd like! 

  5. You can then add other important information to the appointment, like the customers' Address and any booking Notes in the tabs provided: 

  6. Click Save when you're done to create the appointment. We'll record the booking in the calendar and make a note of when you added it. You can make any changes to the booking, as needed.

 Want to find out more? Check out the following guides to learn more about making appointments in Timely:

 

Raising a sale and applying a payment

When it's time to process the sale for a customer, you can raise a sale directly from the appointment. You can add retail products, additional services or a client's other appointments to the invoice.  
    1. Click Checkout from the appointment, this will load the sale with the appointment items included. The location, customer, staff member and the default prices will be loaded, but you can change these as required. 

    2. You can use the buttons on the sale to add Products, Services, Other appointments or Packages. Make sure to assign staff member's to each item, so that your staff performance is correctly recorded: 

      14.png

    3. Click Checkout when you're ready to raise the sale. You can then apply a payment by clicking one of the payment types on the screen. You can choose to apply a partial payment by updating the Enter amount field and backdate the payment to another date: 

      15.png

    4. Once the payment has been applied, you are given the option to View, Email or Print a copy of the receipt. You'll also be prompted to Book next appointment for the client: 

      16.png

    5. Once you click Close you will see that the booking has now changed to white with a tick to show that it is completed and an invoice with a tick to show it has been paid in full.17.png

 

Want to find out more? Check out the following guides to learn more about processing sales in Timely:

 

Getting around the Timely account

There are a whole host of features and functions in Timely to help you to manage your working day. We've identified some that will be handy for you to know. 
You may find that you don't have access to some of these features, or areas in the account. Permissions can only be granted/updated by the account holder, so make sure to ask them directly, if appropriate.

 

Customer records

To check out a customer's record and view their full appointment history, contact details, notes, products, packages or documents, head to the Customers tab in the main menu: 

Customer Messages

To view any SMS or email messages sent to customers, you can click on Messages in the main menu.

That will allow you to view either Sent messages or SMS replies (Customer email replies will be sent to the business owner directly):

Manage account

In the top-right corner you'll see some icons; a bell, a question mark and your initials:

From these options you'll be able to view any important notifications, find your refer a friend link, log out of your account, or get help with using Timely.

Download the iOS app

To take your work/life balance to the next level, you can download the Timely iOS app.

This allows you to view your calendar, make and edit bookings, view client records and messages and process payments on the go.

You can find us on the Apple App Store here:  https://itunes.apple.com/app/timely-smart-booking-software/id993500668?&mt=8

 Want to find out more? Check out the following guides to learn more about Timely:

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