Note: Vacations will automatically appear in the Appointment Manager, the employee slots will be ‘grayed’ and labeled as ‘Vacation’. SimpleSpa permits the booking of appointments even on vacation slots.

Appointment Management

Settings

Change Column/Row Height: To change the column/row height in the Appointment manager, press the '+' or '-' buttons in the lower right corner of the Appointment Manager Window

Color Codes: To view the Appointment Manager Color Codes press the Colors Button on the lower part of the Appointment Manager Window.

View: To change the employee specialty view in the Appointment Manager simply select a different specialty from the view drop-down combo. NOTE: Employees are sorted in alphabetical order.

Cut/Paste Appointments: You can easily transfer and change your appointments; Select an appointment, right click the appointment press ‘Cut’, Select the desired target slot (Note: It even can be a different day as long as you use the ‘<<’ and ‘>>’ ‘Today’ buttons on the top of the Appointment Manager remember not to close the Appointment Manager, or the appointment will not change). Select the desired target and press ‘Paste’, the appointment will quickly change and be adjusted for that day.

Add/Edit/Delete Appointment

ADD: Select a time slot to add an appointment. You may directly enter your clients information or select a pre-existing client by pressing the ‘?’ button. A list of Clients will appear where you can select a client to add. All their information is automatically stored. If you manually add a client which does not exist, the program prompts if you would like to add the client.

EDIT: Select a time slot. You can edit the Appointment Information, Set the time, and change Appointment Status, Duration, even the Client

DELETE: Select a time slot. Press the Delete button; make sure you have selected the correct Appointment Slot.

COMPLETE: To complete an appointment and access the POS system; select an appointment and press the Complete button.

HISTORY: You can access the clients’ history by pressing the ‘H’ button

FORMULAS/NOTES: Press the ‘F’ button to access the clients Notes/Formulas; you can easily print the Client Info and Notes/Formulas in the Note/Formula Window.

NOTE: New clients are automatically added to the client database if they do not exist.

Appointment Tools

Appointment Search

You can easily search for an appointment by using the search feature. In the Search Window, select the month and year you want to find an appointment. The appointment list will initially generate all appointments for that month. If you want to narrow the search, enter all or partial Name or Telephone number, the list will get the same or similar appointments with the selected Name or Telephone. If you select an appointment from the list you are shown the appointment information and asked if you would like to delete the appointment.

Appointment Confirmation

Open the Confirmation Window, and select the day you want to confirm appointments. The list will generate appointments for the selected day. If you select an appointment you can view the appointment information and set the status (Confirmed/Arrived/Completed).

Payroll

Setting Brackets/Saving Information

Select an Employee and the Payroll Duration, Professional Edition also permits you to select to set the From and To Dates for Product and Service Sales; the selected payroll information will appear. You can save the commission and rates by pressing the Save Button.

Saved Elements:

Products Commission

Service Commission

Hourly Pay-Rate

Tax Rates

Note: Saved items are saved per-employee.

Statistics

You can view SimpleSpa statistics using the Statistics Manager.

Appointments

Year

Month

Day

Employee Appointments

Year

Month

Day

Services Preferred

Year

Month

Day

Clients

Monthly Birthdays

Total Appointments

Revenues

Year

Month

Day

Service Year

Service Month

Service Day

Products Year

Products Month

Products Day

POS

SimpleSpa Professional PC Edition has a complete POS system to record transactions made. The POS system can be accessed through the Appointment Manager by pressing the ‘Complete’ button or through the Current Appointment window and simply selecting a client. Tax brackets may be set on the top left of the screen; changes to taxes are prompted in the end of the transaction and can be made saved as permanent tax rates.

If any mistake is made in a transaction press the subtraction button on the left of the misc/product/service you want to remove. Selecting an employee for a transaction automatically assigns that misc/product/service selected to that employee for payroll.

Language

SimpleSpa Professional PC Edition is the first Salon Spa Management Software to provide multilingual support.

To change the current language simply go to Help->Settings, and change the language you have located on your SimpleSpa directory. SimpleSpa language files are written in “Rich Text Format” so you can edit any of the language files with almost any text editor (please note that changes take effect when the SimpleSpa is restarted). If you experience problems with the language file, go to the software folder “C:\Program Files\SimpleSpa”, delete the file ‘lng.ini’

Furthermore you can add, edit your own language. It is recommended to copy the English.rtf file, rename it and then edit the new copy. You should maintain the file structure. It is important not to change the order of words in the file, when you are ready to add the new file to your software, simply go to the settings window and select the new language.

NOTE: Changes take effect when you restart the program.

You may download a language from our online language library: http://www.SimpleSpa.com/languagepce.htm

Important Note: Unicode character sets are supported in SimpleSpa PC Professional Edition

Network/Data Location

SimpleSpa easily enables you to set a new database location.

To set/change the Network/Data Location simply go to Help->Settings, and change the Database Location.

Default Database Location: “C:\Program Files\SimpleSpa”

Note: It is important to check and make sure the location (1.) is at a valid folder and accessible when the program is used (if using external storage, SD card or an expansion slot) (2.) and that the database file SimpleSpaDTA.cdb is located on the folder to access, although the software prompts when setting to a location when a database is not present, it is possible that it may not create a database duplicate, it is advised to manually check if the location has the database file, if the database is not found the program will not be able to function correctly.

Backup/Restore

Every time a user attempts to exit SimpleSpa, the program prompts to backup the database. The backup location of the backup database is in the folder named ‘Backup’ where the database is located.

To Backup: Automatic on Exit (if the User presses Yes to Backup Prompt)

To Restore: Copy the Backup Database in \Backup\SimpleSpaDTA.mdb, and paste to your database location.

Export to PocketPC, or WinCE compatible Device

SimpleSpa Professional v3 PC Edition was designed to work along with SimpleSpa PocketPC Edition. You can take your appointments, your transactions, your company information virtually anywhere, making you not only mobile but also more efficient.

Exporting: To export the SimpleSpa database to your PocketPC , go-to your PC database file, copy the file to a temporary folder, and then simply send the database to your PocketPC (Copy-Paste), the SimpleSpa PocketPC Database folder location; when the database is sent it is automatically compressed, optimized and converted for the PocketPC, in *.cdb format.

Tips & Tricks

Making Multiple Employees

Many Companies make multiple employees such as two instances of Employee1 to easily show and handle multiple appointments, and overbooking, please remember when including the Employee in the POS, to use only one of the two Employee instances.

If you want to change the order that the Employees appear on the Appointment Manager, when you add an employee you can include a leading character, i.e. from Betty – Zeta do the following, add an A – Zeta, making Employee Zeta appear before Betty.

Making Pseudo Clients

You can create a ‘Lunch’ Client or an ‘OFF’ Client to set lunch time slots or off time slots.

Making Multiple Users

It is recommended to limit program access that your employees have, i.e. The Front Desk should only have control to some of the software features and not Payroll or Statistics. Therefore it is recommended to Add a Front Desk User, and an Owner or Manager User in the Program.

If you do not have access to the program through the login, contact SimpleSpa Support for information on gaining access to the software.

Technical Support

Our Technical Support answers your questions on a 24 hour basis. Feel free to contact us with any questions or recommendations you may have…

Email: support@SimpleSpa.com

URL: http://www.SimpleSpa.com

“Keep It Simple With SimpleSpa”