Unless otherwise noted, your scheduler will check emails once a day (at no set time), Monday through Friday (unless otherwise discussed). Your scheduler is available typically between the hours of 9am-5pm (MST), give or take. If your emails have already been done for the day any incoming requests from you are put on the Schedulers to-do list for the next business day. If something is urgent and cannot wait please let your scheduler know.

You are always welcome to text your Scheduler at any time and they will get back to you as soon as they are available.

Your Scheduler will give you plenty of notice for any upcoming vacations they may be planning and will put together a plan on what’s needed in their absence. If needed, a backup Scheduler can be available to help manage emails and your calendar during this time. If you need your emails continuously monitored throughout the day vs just checked once a day please make sure to discuss this with your scheduler.

While our Schedulers are very responsive they are not available 24-7 so it is important that you know how to contact a client at the last minute or after-hours if needed. For example, if you are running 30 minutes behind and you need to have your next client come in 30 minutes later you will want to know how to send via “Send Client Msg” from the app or how to get the client's phone number to send them a text message or call them. If you do not know how to send a message via “Send Client Msg” or how to access client information through your application please contact your Scheduler for instructions. We have found this to be the most efficient vs texting your scheduler to text the client to then text you back in this scenario.

If you are finding that you don’t have time to reach out to a client you can reach out to your Scheduler and see if they can contact the client.

If you are needing to reschedule an appointment last minute (the night before or over the weekend) please use the “Cancel Appt” button in the app. You would use this if you were maybe sick at night, need more time to draw for a piece the next day or have any kind of emergency. You would also use this if it’s the weekend and you have an appointment on a Monday you want to reschedule. If the appointment is a couple of days away and not on a Monday you can text your scheduler and get them to reach out to reschedule.

The system flags all appointments that are rescheduled via the “Cancel Appt” button so your scheduler will reschedule the client on the next business day.

There may be very limited circumstances in which we advise you to check your non-personal folder emails. This is usually if you have an appointment booked and the client hasn’t shown up yet. It is recommended that you check your email and see if the client has emailed you that they will be late or if they’re lost, etc. If you don’t see any email, and it has been over 20 minutes let your scheduler know that your client was a no-show so that they can follow up and make notes in the appointment. Thankfully we have great processes in place and this is a very rare occurrence!

In general, your Scheduler is ultimately responsible for your overall calendar and email so it is best if they add/move/delete items from your calendar and respond to most emails. Artists aren’t typically trained on all of the details/duties of a Scheduler. If you need to move around a future appointment please reach out to your Scheduler to do this for you or for them to review the change that you have made. This helps to keep a “paper trail” of all scheduling changes. This process might take a bit to get used to if you are used to managing your own books but this helps to make sure mistakes are not made and that you and your Scheduler are aware of all changes. There could be certain scenarios where your Scheduler might ask for you to reply to specific emails but this doesn’t tend to happen very often (i.e. related to questions about healing).

Please, try not to let too much time go by when responding to questions from your Scheduler unless you have notified them that you will be unavailable. This is to help avoid your Scheduler having to send messages, multiple times which can be time-consuming and cause things to be missed.

If you are planning on going out of town or if you will not be able to respond to messages within 24 hours please let your Scheduler know. It’s also recommended to post on Instagram if you will be away and will be answering any outstanding questions/requests when you return. This helps set expectations with the clients.

We discourage the use of DM’s for scheduling appointments or giving out available dates. There are a couple of scenarios in which you “could” use DM related to scheduling. One is if trying to fill a last-minute appointment. If you post a last-minute spot on IG and someone DM’s you and says they are available for a last-minute spot you can either put in a “placeholder” appt in the calendar or you can send the client the request form to fill out and let your Scheduler know that you will be approving X person for X date and time. Having client appointments is nice to have in the system as a formal record because then you can see the user history but if there isn’t a lot of time a “placeholder” is required so that both the Artist and Scheduler are aware that the spot is filled. However, I recommend if you have a last-minute spot to fill that’s more than 1-2 days away and you are posting the spot on Instagram it is just as easy to post a link to your request form and ask that people fill it out if they are available for that last-minute spot and just make sure you review the New Requests.

When you approve a new request, your Scheduler automatically receives a text message. I have seen multiple times where conversations were started on DM and then an Artist forgets to go back to it or it just gets lost and clients get upset so I strongly encourage all of my clients to direct all scheduling-related conversations to their request form and/or email.

Another reason you might use DM is if someone wants to chat about an idea. If you have discussed the idea and the client is ready to book PLEASE have them fill out the request form and reiterate to them to put all of the details into the request so that you don’t have to search your DM’s down the road. Often in this scenario, the client doesn’t put any details into the request and says “refer to DMs” which is exactly what we do not want. So, it’s almost always best to have someone fill out the form FIRST and go from there. Having communications in email and the request details is ideal as it’s easy to search and reference down the road if need be.

If you absolutely must give out a date via DM PLEASE put a placeholder appointment into the application blocking off that date/time. Your Scheduler may have certain things on the go for certain dates and it is imperative that the Scheduler knows what’s happening for dates so dates don’t get double-booked. The best thing to do for when someone is ready to book an appt is to put a placeholder in the app, send the client a link to your request form and send a message to your Scheduler saying to book "so and so” on a particular date if you want someone filled on a particular date/time. If you are unsure of how to add a “placeholder” appt in the application please contact your Scheduler for instructions.

All invoices are emailed and are due upon receipt and are for the previous month’s work. If you are unable to pay your invoice within 5 days of receiving the invoice please reach out to Jessica as soon as possible. Invoices are typically paid via e-transfer, Wise or PayPal and instructions will be listed on your invoice.

Please, make sure to let your Scheduler know of any date-related info (books opening, flash days, guest spots, etc) ahead of time. If you post this info on your Instagram please make sure to also let your Scheduler know as it is better to confirm details through you and Schedulers don’t always check Instagram for updates. For example, this is to make sure your Scheduler can plan for an increase in activity or if someone emails for details about guest spots your Scheduler will have that info.