High-level overview of Allie Marie Tattoos new scheduling system and process

Below you will find an overview of the different sections put in place to help schedule and manage your clients! Please do not hesitate to reach out with any questions as this can be a lot of information to process!

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Hello,

* If you are inquiring about being TATTOOED by Allie Marie Tattoos PLEASE READ BELOW *

Thank you for your interest in Allie Marie Tattoos! Allie will *ONLY* be booking new appointments via the *Tattoo Request Form* below so please do not DM her for appointments as these messages may be missed.

IF YOU WOULD LIKE TO BOOK AN APPOINTMENT PLEASE FILL OUT THE FORM BELOW:

Tattoo Request Form

Allie Marie Tattoos requires a deposit to book an appointment. This deposit is *NON-REFUNDABLE* and is valid for the initial idea agreed upon. Your deposit is to be paid via Zelle or PayPal within *48 hours* of confirming your appointment date and time. You have a 72-hour window after making your appointment to reschedule. After that window, deposits will be forfeited if you cancel your appointment. The deposit is applied on the day of your appointment.

Please be as detailed as possible when submitting your request. Allie does most of her consultations via email but if a stencil is required we will need to book an in-person consult. If there are any questions about your idea they will be asked when scheduling your date. We *DO NOT* share designs ahead of time on smaller pieces but we will on bigger pieces to make sure any necessary changes can be made prior to your appointment.

Allie works out of Goodkind Tattoo in Chicago, IL.

Thank you so much!!

@alliemarietattoos

Tattoo Request Form

This is the form that people will fill out to submit a tattoo request.

A copy of this request is sent to the client for their records.

The request is then loading into your application under the New Request Section.

Review form here:

http://allie.thespot.ink/

Copy of request sent to client after they submit their request:

Hi <<Client Name>>,

Thank you for your interest in being tattooed by Allie Marie. A copy of your submission is attached. Please do NOT reply to this email. Forward any additional information to alliemarietattoos@gmail.com.

Love,

Your Allie Marie Team

xoxo

<<PDF COPY OF SUBMITTION Attached>>

New Request loaded into application under the New Requests tab:

Application Overview

Your application is hosted in a program called AppSheet. Please download this app from the App Store and login with your Gmail account.

To give you an overview of the application you can visualize it as a filing cabinet. At the top of the filing cabinet, there are a bunch of folders that contain requests. An artist reviews each of the folder requests and then once reviewed they get filed. Each client's waitlist info gets added to the top Waitlist drawer and then they get their own drawer in the filing cabinet and inside that drawer, they have a folder for Appointments that hold information about the deposits, confirmations, and covid responses for that specific appointment.

Application Sections

The main sections of your app are:

New Requests - This is where new requests come in from your Tattoo Request form. This is where the artist can review and approve/reject projects.

Clients to Book - This is where requests that have been reviewed are sent to. From here the person booking appointments can start scheduling.

Calendar - This is where all appointments that are in the following status are displayed: Awaiting Confirmation, Waiting for Deposit, Confirmed, Personal.

Booked - This is where all Confirmed appointments are displayed in a list. All icons related to confirmations, set rate, and covid rules are displayed.

New Requests

An overview of the New Requests tab and how to view it and approved it.

Booking Appointments

Booking appointments go through a set of different statuses.

The main appt status flow items are:

Awaiting Confirmation - This means we have reached out to the client with an appointment date and we’re waiting for confirmation.

Waiting for Deposit - Client has approved the date and we’re now waiting for the deposit to confirm the appt.

Confirmed - Client has approved the date and has sent in the deposit.

These different status values are shown on the calendar, and are color coded.

Awaiting Confirmation is green
Waiting for Deposit is pink
Confirmed is blue
Personal is yellow

You will also see a little pencil next to the appointments that are set as New Tattoo.

You can see 4 appointments with 4 different statuses shown here.

Cofirmed Appointments

Confirmed appointments can be viewed on the Calendar tab and the Booked tab.

The Calendar view will only show appointments in Personal, Awaiting Confirmation, Waiting for Deposit or Confirm statuses as shown in the previous section.

The Booked view shown here will only show Confirmed appointments. This view also displays various icons related to the appointment.

Icons will be displayed for Set Rate, Confirmations, Confirmation Notes and Covid Response.

After an appointment is Confirmed

Five days before an upcoming Confirmed appointment a confirmation text message is sent to the client.

You can see the confirmation form by going here:

https://tinyurl.com/allieconfirm

Once the client has submitted their response it is sent to the application and is saved into the client record.

Confirmation Text Message

Confirmation form sent to clients to fill out:

Confirmation info in app:

Confirmation Email

If the client hasn’t confirmed their appointment after 24 hours a follow-up email will be sent to them.

If the appointment still isn’t confirmed within 3 days of the appointment an auto text message will be sent out to myself/the personal assistant letting them know there is an unconfirmed appt. At this point, the personal assistant will reach out to the client to confirm the appt.