PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.
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Home > Online Booking (myStratus ONLY) > Online Booking Set up - Online Booking Preferences
Online Booking Set up - Online Booking Preferences

    
NOTE: This feature is available in the Standard, Professional, and Enterprise versions of myStratus Desktop. Spectra does not include this feature.

ATTENTION!

Online booking must be set up in myStratus Desktop. If you don't have the desktop app installed, check out Installing myStratus Desktop for more information.

Activate the Online Booking Feature

  1. In myStratus Desktop, go to Maintenance > Preferences > Online Booking Preferences.

  2. Activate the feature by checking the Activate Online Booking checkbox.

Choose your Preferences

Now complete the settings on each of the tabs in Online Booking Preferences.
ATTENTION!                                           

If a setting says it is shared with the Referral Program Preferences, then if the setting is modified in one menu it will also change in the other. See also: Referral Program Preferences

GENERAL TAB

 


 Complete the following items on the General tab:
  • Online Booking Style - Choose one of the following options:

    • Link - Use this option if you simply want to add a link to your website that directs your customers to the online booking portal. If you choose this option, you also need to set the Redirect URL (your website), so when the customer is done with their booking, they can click on a link to get back to your site. Note: The Referring URL is no longer a required feature.

    • iFrame - We recommend using this option. You can embed the online booking process right into your website. Enter the URL of the page that will be hosting the online booking iFrame (i.e. https://YourWebsite.com/BookNow). This way, when the online booking portal link is sent from myStratus, it will be a link from your own site.

  • Default Username and Password - When a customer visits your online booking page, they will be given the option to create a new account. This will create a new client in your database. However, we also give you the option to auto-create logins for your existing clients. This gives you a way to send an email to your existing client/prospect/student and instruct them to visit your website to book their session, merging their user name and password in the email. Choose what you would like to use for their user name and password. Click Set for all existing clients now to have the default username and password assigned to all the clients in your database that don't already have one. Note: If a client has set up their own username and password by creating a new account, this routine will NOT replace them.

  • Get HTML Code - In the Sessions and Appointments sections, click Get HTML Code and we will construct the HTML link or iFrame code for you and copy it to your clipboard. You will need to paste the code into your website HTML code. If generating an iFrame, the code created is ready as-is. It simply needs to be pasted into your site.

  • Location Display Name (Enterprise Version only)- Enterprise clients will also have an option to enter a display name for their location. Customers visiting your online booking page will be presented with a list of locations to choose from. Here you can choose how you want to display the name of this location.

LOGO TAB



Complete the following items on the
Logo tab:
  • Show Logo - We recommend you only use this option for the "Link" booking style. This way your company logo will appear on the top of each page. If you're using the "iFrame" option, the logo is not necessary as the iFrame will already be on your website.

  • Upload New Logo - Upload any JPEG image for your logo.

CLIENTS TAB 



Set default values for new client records we create in your database, including:
  • New Client Defaults - If you don’t want Clients to have the ability to create a new account during the online booking process, then click the checkbox to Disable New Account Creation Online.  For example, a school photographer who already has the students set up in his/her system may not want new accounts created.

    For new clients booking online, set the default values for new client records we create in your database, including Client Status and Lead Source. You may want to choose a unique status to show this is an online booking client and also allows you to follow up accordingly (i.e. "Client - Booked Online"). Use the Lead Source to keep track of Clients through your website/online booking. To create a Lead Source, go to Maintenance > Client > Lead Sources. See also: Client Statuses and Lead Sources

  • New Client Options – Choose the fields to complete a personal profile for each new Client such as texting or emailing options. Check the box Hidden for a field to be hidden from a clients view, and check the box Required to require a new client to fill out the corresponding field. The May we text you? field is linked with the SMS checkbox for the Mobile phone number line of a client record. The May we email you marketing material? field is linked with the Do Not Market checkbox on the General tab of a client record.
Utilizing Lead Sources:  To assist in tracking where your Clients come from, check the box to set up the online option “How did you hear about us?” This option is linked to the Lead Sources you’ve set up.  To create a Lead Source, go to Maintenance > Client > Lead Sources.  By utilizing the checkbox labelled “Show Online”, this allows for this particular Lead Source to appear in the online Drop Down.

Here’s what the Lead Sources look like:



Here's how it appears online to clients (It will only show when a Client chooses to create a new account):


When this option is selected, it will automatically add the Lead Source that the Client selected online to their new Client Record.

SESSIONS TAB



Set the defaults for any new sessions we create in your database, including:
  • New Session Defaults - Enter a Default Description for these sessions. For example, "Session booked online." Also, choose a staff member to be noted as the Default Booker.

  • New Session Options - Select fields for clients to fill out about the SessionCheck the box Hidden for a field to be hidden from a client's view, and check the box Required to require a new client to fill out the corresponding field.

  • Scheduling Options -This option provides the ability to prevent clients from booking/rescheduling/canceling too close to the SessionFor example, if it is alright for a Client to book a Session for the same day, then leave that box blank.

Utilizing Session Promotions:  To assist in tracking your Session Promotions, check the box to set up the online option “Why are you Booking?” This option is linked to the Session Promotions you’ve set up.  To create a Session Promotion, go to Maintenance > Session > Session Promotions.  By utilizing the checkbox labelled “Show Online”, this allows for this particular Promotion to appear in the online Drop Down.

Here’s what the Session Promotions look like:




 Here is what the Client sees online:



APPOINTMENTS TAB



Set the defaults for any new appointments we create in your database, including:
  • New Appointment Defaults - Enter a Default Description for these appointments. For example, "Appointment booked online." Also, choose a staff member to be noted as the Default Booker.

  • New Appointment Options - Include optional fields.  This allows the client to provide notes for you regarding the AppointmentCheck the box Hidden for a field to be hidden from a clients view, and check the box Required to require a new client to fill out the corresponding field.

  • Scheduling OptionsThis option provides the ability to prevent clients from booking/rescheduling/canceling too close to the Appointment. If you don't want to use any of these limits, then leave them blank. For example, if it is alright for a Client to book an Appointment for the same day, then leave that box blank.

INVOICES TAB



Set the default values for new invoices and payment records we create in your database, including:
  • Default Description - Enter a description for invoices created through online booking.

  • Default Status - Choose a default status for online booking invoices.

  • Default Classification - Choose a default classification (if desired).

  • Default Sales Rep - Choose the sales rep that should be listed on these invoices.

  • Default Payment Method Choose a default method for paying clients.  This option can only take clients if Cayan is utilized. See Also: Cayan Credit Card Processing


TIME SLOTS TAB

Set up the Time Slot tab in order to have the Control Center handle creating your Time Slots. See also: Scheduling Time Slots



Go to Maintenance > Preferences > Online Booking Preferences > Time Slots (tab).
  • Dates – Select the Source Week (choose the week that already has Time Slots created as a “template” for the creation of future Time Slots). Next, determine the first week to create the Time Slots.
  • Schedule – Schedule the day for the job to be run.
  • Options – Check boxes to prevent a time slot from being created, i.e. if a Session/Appointment is already created or if the studio is closed.
  • Notification  – Select preference for the job notification to describe whether the job was a Success/Failure. Notification: a notification will appear on the home screen of selected User.
  • Email – An email will be sent to the selected email address describing if the job was successful/failed.

CUSTOMIZATION TAB

Customize the look and feel of the online booking page to match your existing website. Just blank out the color to set it back to the default. You can also paste a custom hex color.








See also


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