Recommended - Email Auto Reply

This is an auto email that gets sent out to anyone that emails you. This is a sample template

Hello,

If you are inquiring about booking an appointment, please read below for all of the information you will need. 

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

Tattoo Request Form

Please note that appointments will only be scheduled once the Tattoo Request Form has been received.

I require a $100 deposit to book an appointment. This deposit is *NON-REFUNDABLE* and will be taken off the final cost of your session. Please note if you require more than one session, your deposit will be taken off your final session only. Deposits are to be paid via e-transfer within *24 hours* of confirming your appointment date and time. Canceling with *less than 3 days* notice of your appointment OR rescheduling your appointment more than twice will forfeit your deposit.

Please be as detailed as possible when submitting your request. I do most of my consultations via email, but we can schedule one if you require an in-person consultation. If there are any questions about your idea, please feel free to email your inquiry over. Please note I DO NOT SHARE DESIGNS ahead of time, you will see your drawing when you arrive for your appointment, and I am happy to make tweaks if necessary. 

I work out of [Sample Shop] located at [Address here]. 

Thank you so much for your interest in my work!!

Kind regards, 

The Spot
@the.spot.ink

Organizing your email

I would also organize your email with labels/folders similar to the structure below. Create a folder for you and then all the other status folder to help organize. When I usually take over someone’s email I go back and make sure I’ve replied to the last month of requests and then I move EVERYTHING into a ‘Z – Original Emails’ folder. I keep only the folder structure you see to keep things simple. You want your inbox to have basically zero emails in it every day or so. This will help you stay on top of the process!

Tattoo Request Form

This is the form that people will fill out to submit a tattoo request. I recommend putting a copy of this link in your Instagram with a direct link. If you have more than one link you’d like to post I recommend setting up LinkTree!

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

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

Review form here:

http://request.thespot.ink/

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

Hi <<Client Name>>, 

Thank you for your interest in being tattooed!! A copy of your submission is attached. Please do NOT reply to this email. Forward any additional information to info@thespot.ink.

Kind regards,

The Spot

<<PDF COPY OF SUBMISSION Attached>>

The New Request is then loaded into the 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 email account.

You can also view your application in a browser. You will use your email to log in.

Links will be sent to you.

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 tabs of your app are:

New Requests - This is where new requests come in from your Tattoo Request form. This is where The Artist reviews the submission and sets an approval status (Approved, Rejected, More Info Needed), Time Needed and other information related to the approval.

Clients to Book - This lists all the appointments that have been reviewed by The Artist and have been saved with an approval status. This list keeps track of all requests needing to be booked and where the scheduler with typically work from.

Dashboard - The is where multiple views are displayed. Best viewed on an iPad or computer. You will see all you upcoming appts listed in the top left, calendar in the bottom left and the details of whatever appt is selected from either the list or the calendar. Note that you can move the windows around by clicking on the title and drag and dropping. You can also resize the windows by clicking and holding the bottom right of each window and moving it.

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.

In the upper left menu you will find these other features (if applicable):

Admin - This is a view that is used similar to Clients to Book but is to be used on a device larger than a phone like an iPad or desktop computer. It helps to schedule appointments by displaying different views at one time.

Clients - This displays a list of all the clients within the system.

New Personal Appt - This is where you would create a new personal appointment.

New Appt - This is a shortcut to creating a new appointment.

Waitlist - This is where you can see all of the people on your waitlist.

Assistant - a way to search your whole app for content (not commonly used).

New Requests Section

When a client fills out the New Request form the submission will be saved to the New Request tab. All requests are sorted by Project Type selected in the request.

1. Click on a row to view the request.

New Request Detail

When you click on a request you will see the details. There are different actions you can perform on this form.

1. To Approve/Reject a request click on the pencil icon in the lower right of the screen.
   

2. To view images attached with the request you can click the little arrow at the end of the image rows. This will pop up a view of the image. When done looking at the image click Done (if on iPad or phone) and you will be back at the details screen.
   

3. Click on the side circle arrows to scroll between pending requests.
   

4. If someone had submitted a duplicate request you can click the Delete icon located at the top of the form. Do NOT use this to reject or decline a request. That is done through the approval status.

Approve New Request

This is the view where you will set the approval status for a new request.

1. The first tab of this screen reiterates request details in edit form. You shouldn’t have to make any changes to the form information but it can serve as a reference as you’re filling out the Approval Info.
   

2. You can navigate to the Approval Info tab by clicking the tab itself or clicking on the Next button at the bottom of the form.

Approve New Request - Approval Info

Note that your Approval Info may be different than this based on your requirements but this should give you a generalized idea of what is needed to set the approval for a request.

Booking Feature - Email Appointment through the application

The person scheduling an appointment will use this feature to automatically send an appointment email to the client regarding their request without having to leave the application and go through email.

There are required fields for each request that must be filled out in order for the Email Appt button to be visible:

Start Date
Start Time
Time Needed
Appt Booking Msg - (This is optional but if it is filled in the message will be added to the email)
Set Rate or other fields shown on this form (if applicable).

You will receive a copy of this email and typically they are moved into the Reviewed folder.

Below is the appointment email message template sent from the app when the Email Appt button is clicked:

Hi <<ClientName>>,

I'd like to book your appointment for your request! Please let me know if the following date/time works for you:

<<StartDate>> at <<StartTime>>

<<Appt Booking Msg>>

Mable's rates are $180/hour and you are ESTIMATED for <<Hours Needed>> (depending on size and other decisions made during appt).

Deposit Info:

If that works you can send the $100 deposit via e-transfer to the following email address: info@thespot.ink.

Note that appointments are not confirmed until we receive your deposit AND you receive an email confirmation from us.

ALL Deposits are NON-REFUNDABLE and NON-TRANSFERRABLE. Your deposit goes towards the drawing of the tattoo, securing the time slot and will be deducted from the balance of the tattoo at your appointment.

Once confirmed shop/appt info will be sent a few days before your appt.

(Note appts times will be held for 72 hours without a deposit)

The Spot
@the.spot.ink

Appointment Overview

Depending on where you view an appointment different buttons and sections will be displayed.

The default view when first viewing an appointment when selected from a section such as the Calendar or Booked section is what’s called the Details view.

This is typically a read-only view with the exception of any “quick edit” fields that may have been set on the view.

You MUST have a value in the “Client Msg++” field in order for the Email Client Msg button to be visible.

View Actions:
Copy Appt - This is used if someone needs multiple sessions for a request and it’s a quick way to make copies of the appt to move to multiple dates. Once clicked you can see the new copied appointment under the client record.

Email Client Msg - This is used to send whatever is in the Client Msg++ field to the client. Often this is used when booking to send follow-up info only. When clicked a copy of the email will be sent to you and then typically moved into the Reviewed folder.

Below is the appointment client message template sent from the app when the Email Client Msg button is clicked:

 Hi <<Client Name>>,

<<Appt Client Msg>>

The Spot
@the.spot.ink

Appointment Overview - con’t

As you scroll down through the appointment you will see the Deposit, Confirmation and Waiver sections (if applicable).

Client Confirmation Email

Seven days before an upcoming Confirmed appointment a confirmation email is sent to the client asking them to confirm their appointment.

This is a sample confirmation form that the client would need to fill out to confirm/change their appt:

Confirmed Text and Final Alerts

Waiver

Once an appointment is confirmed a waiver will be emailed out 3 days before their appointment.

If there are any issues with the waiver a text message will be sent to the Artist alerting them that there is a waiver that needs to be reviewed. The waiver is also visually flagged in the app.