COMPETIDORES POTENCIALES

communicating with clients and suppliers

Messaging System Overview

Orchid Medical Spa Software has a Messaging System in place that can send electronic business correspondence to clients, employees, and suppliers. Types of messages that can be sent include:

l Appointment reminders, changes, and cancellations by e-mail and SMS (Short Message Service) text

message

l Marketing campaigns by e-mail

l Individual e-mails and SMS text messages l Purchase orders e-mailed to Suppliers

All messages are sent by Orchid Medical Spa Software and require a Messaging Service subscription with DaySmart Software. Appointment correspondence is automated and requires only a first time setup.

Marketing campaigns can be sent manually or set to run automatically on selected scheduled frequency. In order for Orchid Medical Spa Software to send any messages from the Messaging System, the program must be open on the server computer and requires an Internet connection.

To create a new Messaging Service account:

1. Select Messaging System Settings from the Messaging & Marketing drop-down menu.

2. In the Messaging Service Status section, click the Sign Up For A New Messing System Account. A web browser will open to the DaySmart account management webpage. If you have not created a

DaySmart account yet, choose the Create Account button and follow the setup instructions. 3. In the Overview section of the DaySmart account management website, activate the Messaging

Service by clicking the green +Add On button. Once the service has been successfully activated for your account services, click Log Out and return to Orchid Medical Spa Software.

4. Click the I'm Done Signing Up Online button in the Messaging System Setup window to complete account creation.

To manage appointment notifications for clients:

1. Click the Set Up Your Appointment Notifications button in the Messaging System Settings window. The Edit Appointment Notification Settings windows will open.

2. Select the Client Notifications tab at the top of the window.

3. Check the boxes to enable notifications and select the appropriate template for each notification type clients should receive. Notifications available are:

l Appointment Scheduled: sends an E-mail, SMS text message, or both to client informing them

that a new appointment has been scheduled for them. These messages are sent immediately after an appointment has been scheduled.

l Appointment Reminder: sends an E-mail, SMS text message, or both to client reminding them

of a scheduled appointment. These messages are sent on a schedule determined by you. i. Optionally, check the Make sure a client only gets one e-mail and text message

reminder per day check box.

ii. Decide how far in advance of appointments reminders should be sent by selecting the number of days ahead from the drop-down menu with the option of sending a second reminder on a day closer to scheduled appointment and check the appropriate boxes.

l Appointment Changed: sends an E-mail, SMS text message, or both to client informing them of

changes made to a scheduled appointment. Changes made can include time and/or date of the appointment, employee scheduled to perform the service(s), and adding or removing service(s) from appointment. These messages are sent immediately after the changes are made to the appointment.

l Appointment Canceled: sends an E-mail, SMS text message, or both to client informing them

that a previously scheduled appointment has been canceled. These messages are sent immediately after the appointment cancellation happens.

l Receipt: sends an E-mail copy of a receipt to client. Select the appropriate bubble based on

desired sending option.

To manage appointment notifications for employees:

1. Click the Set Up Your Appointment Notifications button in the Messaging System Settings window. The Edit Appointment Notification Settings window will open.

2. Select the Employee Notifications tab at the top of the window.

3. Check the boxes to enable notifications and select appropriate template for each notification type employees should receive. Notifications available are:

l Appointment Scheduled: sends and E-mail, text message, or both to employee informing them

that a new appointment has been scheduled for them. These messages are sent immediately after an appointment has been scheduled.

l Appointment Changed: sends an E-mail, SMS text message, or both to employee informing

them of changes made to a scheduled appointment. Changes made can include time and/or date of the appointment and adding or removing service(s) from appointment. These messages are sent immediately after the changes are made to the appointment.

l Appointment Canceled: sends an E-mail, SMS text message, or both to employee informing

them that a previously scheduled appointment has been canceled. These messages are sent immediately after the appointment cancellation happens.

Orchid Medical Spa Software can also be used to send single E-mails and SMS text messages to clients. To send an e-mail or text:

1. Access the Messaging screen by clicking the Messaging button or choosing View E-mail and Text messages from the Messaging & Marketing drop-down menu.

l Alternatively, any time the Edit Client screen is open, both an E-mail Client and a Text Client

button will be available to quickly send correspondence to a client. Messages sent and saved as drafts from this screen will appear on the Messaging Screen.

2. For an E-mail, click New E-mail button in the upper left, enter recipient's name or e-mail address, edit the Subject line and Text Body, and then click Send.

3. For a Text Message, click the New Text button in the upper left, enter the recipient's name or SMS text number, edit the Subject Line and Text Body, and then click Send.

Any E-mail or Text Message that is started can be saved as a Draft to be finished and sent at a later time. When editing either type of message, click the Save Draft button and the message will be saved in Draft Status. Each message status can be viewed by using the Advanced Search. Simply select the desired message status from the Status drop-down menu. Messages in Draft Status can be sent by highlighting the item and clicking Send Messages from the Messaging Options on the left of the Messaging screen or by

Chapter 10: Messaging

opening the draft and clicking Send.

If the Purchase Orders function is utilized by your business, then E-mailing orders with your Messaging Service account is a great way to handle all product ordering in one place. See the Ordering Overview in the Products and Inventory chapter to learn how to create purchase orders using Orchid Medical Spa Software. Once a PO has been created, sending it by E-mail with a Messaging Service account is performed by highlighting any open PO and clicking the E-mail PO button on the left of the Purchase Orders screen. An overview of Templates for both Appointment Reminders and Marketing Campaigns is available in the

Marketing Chapter.

Chapter 10: Messaging