KLARA Online Booking setup
Approx. 45 Minutes
The effort will be well worth it: Thanks to KLARA, you will be able to save time in future and offer your customers a new online facility.
Online Booking: Set up
Let's get started!
Please note:
If you have already completed any of the following steps, simply skip them.
Please have the following information to hand.
- Opening hours
Your opening hours, including special opening times on public holidays.
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Bookable services
You should have determined which services you wish to make bookable. -
Information about your staff and freelancers
You should have determined which employees and freelancers you wish to be shown on the appointment booking display. -
Know your equipment
You should know which equipment you wish to make bookable for your services. -
Company logo
A symbol for everything your company stands for.
1. Understanding your Main Dashboard.
As soon as you have subscribed to the appointment booking widget, a new "Appointment booking" tab will appear on the left side of the main menu. This is where you will find the configuration settings and Smart Booking Control (appointment booking display).
4. Enter your employees.
Resources comprise employees (people) and the tools or spaces (equipment) that you need to provide services to your customers. Key resources are the resources that you use the most. These are displayed by default in Smart Booking Control (calendar overview).
If you also wish to take advantage of KLARA's other integrated modules like Payroll for example, then you should fully enter the person who works for you as an employee. Instructions for doing this can be found here.
Next, you will need to select the branch in which he or she works. It's also good to add a picture so that your customers can visualise who will be serving them.
Nice to know
Don't forget to also enter your opening hours on special days like Christmas, Easter, etc. These times will become synchronised with your Online Booking facility to avoid you receiving bookings when you are closed.
3. Create items.
You will need to create an item for every service that you wish to offer.
Example: "Washing, cutting, blow-drying" item. Please note that an item must be assigned a "Service" product type to enable a service to be created from it. Please also specify the appropriate categories and filters in the "Online Booking" section for the item.
Nice to know
You can enter the service "Colouring, washing, cutting, blow-drying" plus the associated variants "Short-hair" and "Long-hair". You also have the option of defining different prices for these variants and, later on, the respective duration of the service.4. Erfasse deine Mitarbeiter.
Ressourcen sind Mitarbeiter (Personen) und Werkzeuge oder Räume (Equipment), die du brauchst, um deinen Kunden Dienstleistungen anzubieten. Haupt-Ressourcen, sind die Ressourcen die du am häufigsten verwendest. Diese werden standardmässig in der Smart Booking Control (Kalenderübersicht) angezeigt.
Möchtest du auch vom Zusammenspiel der anderen KLARA-Komponenten profitieren, wie bspw. die Lohnbuchhaltung, dann solltest du sie vollständig als Mitarbeiter erfassen. Eine Anleitung dazu findest du hier.
Als nächstes musst du die Filiale bestimmen, in welcher er arbeitet. Füge auch ein Bild hinzu, damit sich deine Kunden vorstellen können, wer sie bedienen wird.
Nice to know
If you mainly wish to use the "Online Booking" facility, then you can also manage your employees as external individuals.5. List your equipment.
Equipment comprises tools that you need to be able to offer your services. This is a limited set of equipment which you will need to manage carefully to ensure that there is always one set available to serve the customers who require a booking. In a hairdressing salon, for example, these will be the hairdressing chairs and the hairdressing trolleys.
Nice to know
- Key resources are displayed in Smart Booking Control. All other resources will remain hidden. Please note: If you have defined such "standard" resources as being bookable, then these will be able to be booked without you seeing this within Smart Booking Control.
- If the space or room where the service is provided is the critical factor in your sector (i.e. escape rooms, co-working spaces, etc.), then you can also enter just equipment as the key resource.
6. Create a resource group.
Resource groups serve to group those resources (people and equipment) that are required to offer your services. To provide the service "Colouring, washing, cutting, blow-drying" for example, you will need a hair stylist and a hairdressing chair. However you can use a trainee to provide the "Washing and blow-drying" service, but you will always need to have a hairdressing chair available.
You can decide whether the resources within the group are to be selected manually when booking an appointment, or whether they should be assigned automatically. For example, in a hairdressing salon it makes sense to be able to book the employee, but not the hairdressing chair, as the chair is unlikely to be important to the customer. So here, in both instances you would select "No, assign automatically" for the hairdressing chairs. For the hairstylist, for example, you would select "Yes, allow manual selection" under "Resource selectable", and "Yes, allow manual selection" under "Customer selectable".
Nice to know
- Examples of resource groups
- Resource groups containing people
- Trainees: persons who can only provide certain services
- Hairstylists: persons who should be used selectively for their specialist skills
- All-rounders: persons who can used for all tasks
- Resource groups containing equipment
- Hairdressing chair
- Hairdressing trolley
- Hair washbasin
- Resource groups containing people
- During group creation, several people can be assigned to a group at the same time.
- Please note that automatic assignment is based on the order in which people and equipment are entered. This means, for example, that the uppermost resource in a resource group will be assigned first. You can change the resource order using drag & drop.
7. Create a service.
The next step is to complete the compilation and description of your services that you have already entered as items in Step 3. Please note: You will need a corresponding item for each service you that offer. Only service items are displayed here.
- You should enter the time it takes to provide your service. Note that you can also adjust this time in Smart Booking Control, but customers cannot do this when booking on the website.
- You should also decide whether to allow your customers to book the service directly on the website or whether the booking can only be made internally by your staff.
- Next, you should select the resource groups that are needed to offer the service and drag and drop these into the respective service.
- If you want to offer services that require more time than the customer can book online, e.g. pre- or post-processing time, or the service is processed by different areas/resource groups, e.g. "wash" by a trainee and "cut" by a stylist, the service is divided into "work steps".
As soon as "Create service" is clicked and the corresponding item is selected, the "Work steps" menu item is also available.
8. Configure your web presence.
Personalise your web presence according to your preferences. You will receive automated suggestions that have been adapted to complement your company's image. Select an accent colour and your own font concept. Also describe your company in a few sentences. This will allow your potential new customers to know exactly what your company does.
9. Configure Online Booking.
You will need to move the Online Booking module up to the active modules for the website so that the module becomes visible on your website.
You can select whether or not the prices for your services are displayed. In future, you will also be able to determine the order in which bookings are made. You will also need to define the time slots for appointments, specify how far in advance appointments can be booked and the latest time at which an appointment can be cancelled.
Write a thank-you message that will be displayed when a booking has been made.
10. Import your customers.
To be able to assign your customers to appointment slots in Smart Booking Control, we recommend that you import your customer list into KLARA. You can download our Excel template and then enter your customer information into this. Upload the list again and your customers/partners will all have been entered into the system. Instructions for doing this can be found here.
Nice to know
- You can also create a new customer directly via Smart Booking Control when booking an appointment.
- When customers make a booking on your website, our system will match the customer's address with your customer base. If you have already entered this customer, the booking will be assigned to this customer.
Online Booking: Work
Let's get started!
Please note:
If one of the steps does not apply to you, simply skip it.
1. Book a new appointment.
Click on "New appointment" to book a new appointment in Smart Booking Control. A new menu will open in which you can select the time, week and day. You can then decide whether you wish to begin by selecting the customer, the service or the resource.
You can use the "Notes" function to enter additional customer information. There are two types of notes: The "Customer note" which is created by the customer at the time of booking and the standard "Note" which you have the option of creating.
Nice to know
- The green slots will display all of the available bookable times. Click on these to assign them to your booking. Alternatively, you can also enter the time manually. A corresponding slot will then be searched for.
- If you book a service with automatically assigned resources, these will also be assigned to the booking and displayed to you.
- You can open any notes you created in KLARA CRM as follows:
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- Open Smart Booking Control
- Click on the "+" icon to the right of the customer's name
- All of the notes will then be displayed in this window
2. Create non-bookable blockers.
If one of your staff is on holiday or has a scheduled non-work appointment on a certain day at a certain time, you should create a blocker. This will prevent any possibility of booking appointments with him or her.
3. Delete and rebook an appointment.
To change an appointment, click on the entry in the calendar. This will re-open Smart Booking Control where you will be able to change the appointment.
Nice to know
Appointments can currently only be deleted or rebooked by you in Smart Booking Control. This option is not yet available to your customers.Do you need support?
Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the setup, other questions or uncertainties!
