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Touchsuite Salon POS

1. eese 190 SAFETY INFORMATION nennen nnne nnne nnne nnne nnne nnne nnne nnns 191 APPENDIX A TIPS TROUBLESHOOTING eeeeeeeee 193 GENERAL SUGGESTIONS nennen nennen nnne nnne nnne nnne nnns 193 To quickly reset the system 7193 If the monitor screen freezes sisse 193 If the scanner is not working esses 193 If the receipt printer is not working 0000000nnnnannnnenannnnnnnnnn 194 If the laser printer is not working 000000nannnnannnnennnnnnnnnnnn 194 If I accidentally delete a client staff member or product 195 Preparing for an emergency i e bad weather extended closing J H 195 Recovering from a system failure oooocoocconcccnccccincccnoncnoncnonono 195 APPENDIX B SERVICE amp SUPPORTEREN ENEE REENEN 197 CUSTOMER SERVICE 561 948 7288 esee 198 1 Getting Started xiii Package Contents Your TouchSuite Salon package includes the following components e Main Terminal e Cash Drawer e Barcode Scanner e Receipt Printer e Keyboard e USB Headset e Battery Backup e Report Printer Optional Items Pin Pad Pole Display USB Cable LAN Ethernet Cable Screen Cleaner Kit Sample Gift Card The TouchSuite main terminal is a durable smart and compact unit specifically designed for retail POS applications 14 15 Front View El A Low E Eo O USB 2 USB1 LED P
2. User Manual Important Numbers Serial Number Merchant Number User ID Password Bank Number Voice Authorization Number Agent Agent Phone Number Invenstar LLC All rights reserved 2009 2011 Invenstar LLC Contents USER MANUAL iu da Il GETTING STARTED cecacc cscs ge gekERNN KENNS NEEN EEEN Nee NENNEN e 13 PACKAGE CONTENTS iiinis arin aaa aa ENER ENEE ENEE NEEN e 14 HARDWARE SETUP iiie RII I M xip Tix ike KR D MIR XR R Rd AEn 16 SOFTWARE STARTUP WARDEN 23 BASICS me 26 TOUCHSUITE SALON AT A DANCE 26 Home Screen menm 26 NAVIGACION Bar 27 ELO 9 1 13 10 1 CERE 28 PAGO TADS seet OU E ees 33 Dynamic Drop Down tere 33 Finger Ave 33 HELP SCREENS eege aia 33 Help Manua N A E E E EE 34 SIPPE A 34 Support Oniinel nnn nnn n nhanh nhan nnn sn nnn 35 Release Notes ERI 36 BUILDING YOUR DATARAsE 37 jel2 pner 43 ADD CUIENT e E 43 EDIT CUIENT mr 44 DELETE DIEN c 44 SORT qM ue EE 45 ADD PHOTO sn ea raS fa ara eaa aean a ona a ESERE 45 MERGE CLIENT CARDS ia 46 MAKE APPOINTMENT cismo detena nenne nne ariaa Da a aoa beraa sae sanas AENT 47 EDIT APPOINTMENT 55 2 2 ta aere dE fo ier a 48 ADD CLIENT TO WAITLIST eeseeseesee eene nenne nne nne sae nnns na raus 49 REMOVE CLIENT FROM WAITLIST esee enne nennen nenne nnne nnne 49 SEND E MAIL TO CLIENT EN 50 PRINT CLIENT CARD eegene
3. NOTE Text messaging requires an active cell phone number and corresponding wireless company saved in each staff member s information page Their provider s messaging rates still apply Receive Email To receive an email Touch Messages on the home screen 2 Touch the Email tab at page bottom 3 Select an email to read from the left hand side window The subject and message will be displayed on the right hand side of the screen Reply Email To reply to an email N Si HI d w Select an email from the left hand side window Touch the Reply button at top left of page a new email form will appear for you to fill out and send Type recipient s in the To field Type a message in the message field Touch Send Touch OK upon confirmation Touch Go To Email to get back to your inbox Forward Email To forward an email 1 Select an email from the left hand side window 2 Touch the Forward button at top left of page a new email form will appear for you to fill out and send 3 Type recipient s in the To field 4 Type a message in the message field 5 Touch Send 6 Touch OK upon confirmation Touch Go To Email to get back to your inbox Delete Email 152 To delete an email from your inbox 1 Select an email from the left hand side window The subject and message will be displayed on the right hand side of the screen 2 Touch the
4. Back Office Touch Summary tab at page bottom Choose the desired function button Inactive Clients Inactive Employees or Inactive Products The Reactivate popup displays a Select the items you want to reactive by tapping the checkboxes Touch Activate at bottom when finished Touch Close when finished You can now access the items in their appropriate areas of TouchSuite Multi Terminal This section is for locations that use more than one TouchSuite terminal To edit Multi Terminal settings 1 2 3 Touch Back Office on the home screen Select the header Multi Terminal tab at page bottom Check V a box by tapping it to set that preference tap again to un check if desired The Main Machine name will likely already be filled in If you need help with this section please call Technical Support Touch Save when finished 181 182 14 Timeclock Clock In Out Clocking in out is a snap with TouchSuite To clock in 1 Touch Timeclock on the home screen 2 Type your employee passcode on the keypad pop up 3 Touch Clock In 4 Touch OK when asked to confirm NOTE If you have any messages waiting for you they will be displayed at this time To clock out Touch Timeclock on the home screen Type your employee passcode on the keypad pop up Touch Clock Out Enter the amount of tips earned Touch OK when asked
5. Connections Plug the cable UsB into the Main Terminal in one of the back USB ports if available or in the front USB port next to the power button Other Refer to the Backoffice portion of the manual in order to set up the pole display message Broadband Connections Attach your broadband LAN Ethernet router cable looks like a large telephone cord into the Main Terminal Ethernet port If your Broadband is not yet installed you should still attach the provided cable into the Main Terminal leaving the other end disconnected and proceed to the next step NOTE TouchSuite requires a high speed internet connection such as DSL or cable Internet If you do not currently have high speed you must contact an Internet service provider e g your local phone or cable company and have it installed 21 STEP 10 Keyboard a b C Placement Set the Keyboard where you plan to use it not in front of the cash drawer as the drawer needs to pop open Power No power cord required Connections Plug the Keyboard cable purple connector into the Main Terminal round purple port STEP 11 Replace Housing a b Placement Replace the back housing of the Main Terminal i To do this simply place the housing back on top of the system ii Push the housing forward and down until it clicks in place iii Press gently on top of the housing and tighten the thumb screws on each side Turn the Main Terminal a
6. Delete Email button at bottom right of page 3 Touch OK upon confirmation To select more than one email message hold the Ctrl button on your keyboard and then tap each desired email To deselect touch the recipient name again Delete will cause all selected emails to be deleted Compose Email To compose and send a new email from this section Touch Messages on the home screen Touch the Email tab at page bottom Touch Compose on the top left of page Type recipient s in the To field Type a subject in the Subject field Type a message in the message field Touch Send Touch OK upon confirmation Touch Go To Email to get back to your inbox ON AU bk Ob 153 12 Reports With TouchSuite comprehensive reporting is right at your fingertips Simply touch view next to the report you d like to see You may then press print on the NavBar Email a report by touching send next to the report name Reports are organized by department for easy navigation Tabs at the bottom of the screen help you navigate the Reports section Sales Calendar Staff Clients Products Services Vendors amp POs Export Outgoing reports and Finished Reports Importantly only managers with clearance can access this section View Print Report To view print a report Touch Reports on the home screen Find your desired report use page tabs
7. To apply a discount to an entire ticket Touch the More button at the right side of any line item The More pop up appears Enter an amount in the text box called Discount Select or on the Disc Type drop down list 4 Check the box called Apply to Entire Ticket just below Discount Type 5 Touch Save when finished Apply Promotion To apply a promo code to a line item on the ticket Touch the More button at the right side of any line item The More pop up appears Select the desired promo code the one you created in the Marketing section of the program from the drop down Press Save Repeat as desired for each line item To apply a promo code to an entire ticket on the fly 107 1 Touch the More button at the right side of any line item The More pop up appears 2 Select the desired promo code the one you created in the Marketing section of the program from the drop down 3 Check the box called Apply to Entire Ticket just below Discount Type 4 Press Save NOTE To apply a promo code already set in Marketing as a Whole Ticket promo simply add the code to any line item It will automatically be applied to the entire ticket Change Price To edit the actual price for a line item on the ticket 1 Locate the column on the ticket called Actual 2 Type in the actual amount you wish to charge for this line
8. nu Sell Package 66 To sell a package 1 In Cash Register simply add the Package as a line item a Use the Search button on the NavBar b Touch Show Packages at top left and select the desired Package name on the list c Touch Add Pre Pay option packages must be pre paid in full d Touch Use 2 Take payment as usual Touch Finish Transaction The system will now ask you to scan a new Gift Card package info goes on the gift card 4 Simply schedule the services in the book as desired Redeem Consume Package As customer uses package they simply hand their Gift Card to the receptionist at each Checkout See instructions for Redeem Gift Gift Payments in Chapter 8 Cash Register TouchSuite keeps track of services used services remaining Check Balance Simply check the Gift Card balance as usual The pop up now displays all package services and or dollar amounts left on the card Bundle Manager You can now create and sell bundled products and or services at a discount Bundles are typically used for same day checkout Create Bundle 67 To create a discount bundle hh WU N Touch Products or Services on the home screen Touch Packages amp Bundles on the NavBar Touch the Bundle radio button at top left of form Assign a SKU number Touch Generate SKU to have TouchSuite automatically assign a barcode number for this package You can print t
9. 18 28 9 19 29 10 20 30 Setup Promotions You can add a special promotion code for a specific marketing campaign e g 15 off all Revlon products during the month of May Then at checkout you can simply select this code to apply the discount and ultimately track how successful the promotion is 148 To add a promo code 1 Touch Marketing on the home screen 2 Touch the Promotion Manager tab at page bottom 3 Type a unique 5 charater code in the Promotional Code text box 4 Select or from the Discount Option drop down list 5 Type an amount in the Discount text box 6 Adda note describing the promotion in the Notes area 7 If desired check the Apply to Whole Ticket checkbox at center page 8 Touch Save when finished NOTE If you want the ability to apply a promotion both per line item and to whole ticket set it up as a regular promotion not whole ticket and instead make that choice on the fly at checkout See the Cash Register help section for applying promotions 149 11 Messages It s easy to send and receive interoffice messages with TouchSuite Messages are displayed automatically as soon as the intended recipient s checks in or out with the timeclock feature A staff member can also view and or send messages manually by following the instructions below Tabs at the bottom of the screen help you navigate yo
10. 3 Tap the same column title to return to the original format Packages amp Bundles Package A group of services sold at once used over time e g 5 Tanning Sessions 65 Bundle A group of products and or services sold at discount used right away e g Women s Haircut Redken Styling Product Set Package Manager Create and sell pre paid service packages and track them via Gift Cards Requires TouchSuite Gift Card account Create Package To create a package Touch Services or Products on the home screen Touch Packages amp Bundles on the NavBar Touch the Package radio button at top left of form Assign a SKU number Touch Generate SKU to have TouchSuite automatically assign a barcode number for this package You can print this barcode later Enter a Name for this package Continue filling out the form Make sure you have the correct Retail Price and Taxable Price for this Package 7 Assign Services to Package as desired at top right window a To add a service select Add a Service highlight a service and touch Add b Edit the new line item in the Reference Window as desired You can adjust Commission amount the selling price the system will use to calculate commission and Quantity number of these services included in the package c Repeat to add other services Press Finish 8 Touch Save on the NavBar when finished JA WU N
11. 5 Touch Save on the NavBar 78 6 Touch the Update Button at right of screen to update calculate Lowest Average and Last costs 7 Touch Save on the NavBar Bulk Manager Manage partial stock from larger containers i e products inside boxes boxes inside cartons cartons inside cases etc The Bulk Manager allows you to link items as parent and child of each other for better inventory control To assign a parent or child to any product 1 Touch Products on the home screen 2 Touch the desired product row e g Carton of Moisture Shampoo 3 Touch Details tab at page bottom 4 Tap the Bulk sub tab at page bottom 5 a Touch Add Parent at left to assign a parent for this product e g Case of Moisture Shampoo b Touch Add Child at right to assign a child for this product e g Bottle of Moisture Shampoo 6 Touch Save Bulk Manager Info when finished NOTE Please review the Bulk Manager article for an example The article can be found in the knowledgebase at TouchSuite com Easy PO Builder 79 You can also create new purchase orders using the Easy PO Builder Please refer to the instructions for Easy PO Builder in the Vendors section Remove Company Use Product from Inventory To track and remove a shop use product from inventory 1 Touch Products on the home screen 2 Touch the desired pr
12. PRINT OPEN TICKET RECEIPT PRINT OPEN HOURS ON DAILYS RECEIPT MESSAGE W DATE SELECT POLICY MESSAGE Quick Buttons Automatically prints a client traveler ticket to the report printer upon checking in a client Prints daily sheets to report printer instead of receipt printer Prints the client color formula on the Dailys Automatically prints daily Batch Report info at end of day close to midnight NOTE TouchSuite system must be ON for this to function properly Adds client notes to daily sheets Automatically prints an open invoice upon save Prints business hours on daily sheets The Receipt Message is a time sensitive message that prints on every customer receipt great for promotions that have an end date The Policy Message prints on every customer receipt if checked You can add up to 48 custom buttons to your cash register to make checkout a breeze To add your custom Quick Buttons 176 Touch Back Office on the home screen Select the Preferences tab at page bottom 3 Locate the area called Quick Buttons You can set 6 rows of buttons Bar A Bar B etc Touch Quick Bar X button at the right side of the chart to select change which row you are setting A B C D E F Touch an available blank button 6 Use the Product Service Search pop up to find your desired product service and highlight the desired item 70 use the service popup check the Se
13. Touch Field Setup at lower page right Aun bh A PM Enter a Name for the type of information you want to track e g Flavor Length Color etc in each available custom field 7 Touch Save when finished NOTE When setting up Product Fields you should keep in mind that these will be used for all products Therefore you will want to choose names that work seamlessly across all your product types and categories 71 Add Product Add By Scanning To add a new product into the database using the barcode scanner Touch Products on the home screen 2 Touch New Product on the NavBar The cursor should already be in the SKU field 3 Hold the barcode scanner in front of the barcode on the product The cursor should already be in the SKU field 4 Press the button trigger on the rear of the barcode scanner until you hear a beep The SKU number should now appear on screen NOTE If your product does not have a barcode you can have TouchSuite automatically generate one for you Simply touch Auto Generate next to the SKU field and your product will be assigned a SKU number Then review section on Print Labels amp Barcodes within this chapter 5 Tapatext field you wish to type additional information into and type information into the field using the keyboard 6 Press Tab on the keyboard to go to the next field or select a different field by tapping it 7 Touch
14. Press Receive Complete when entire order has been delivered The PO status will change to Completed if entire order is received and Partially Complete if only partial quantities received Easy Receiving Manager Use the easy Receiving Manager to receive items by scanning receive entire POs at once and receive items you ve never carried before You can receive items from existing POs and separate purchases you have made using this tool Receive by Scanning Receive Entire PO at once To quickly receive items using your barcode scanner Touch Vendors on the home screen Touch the Receiving Manager tab at page bottom Tap the SKU field next to the Details button Scan a barcode to receive product into inventory If the product is in a PO the system will ask if you d like to load this PO with original quantities P WUN 138 9 a Choose Yes and the PO will load with original quantities b Choose No and the PO will still show but without quantities Adjust the line item s as necessary using the drop downs If desired touch Details at the left of any line item to see Product Details as stored in your Products section You can edit this page as desired Touch Receive Another to receive another item and repeat steps 3 through 5 Touch Save if you want to come back and finish later Touch Finish if you are done Finish will also start the printing of labels if you have set
15. Search for Client Name While booking an appointment you search for a client name by typing the client s last name or first name depending on whether you have selected Client by Last Name or Clients by First Name To search for client name by typing 1 Start to book a new appointment as usual 2 Select a client list at top right By Last Name or By First Name 2 Touch any client name in the list box Now start typing the name you re looking for the letters you type will appear just above the list box Phone Search for Client You can easily look up a client by phone number from the Appointment Builder To search for client by phone number 1 Touch an open time block in the Book The Appointment Builder appears 2 Touch Phone Search Quick Add on the Appointment Builder 3 Type the desired phone number The client with this phone number will be displayed on screen 4 Touch Use to select this client and start booking them for an appointment Quick Add Client You can easily add a new client into the database while booking their first appointment To add this new client 87 1 Touch the open time block in the Book that you wish to book your appointment for The Appointment Builder appears 2 Touch Phone Search Quick Add on the Appointment Builder 3 Type the new client name and phone number 4 Press Save Check Client Details You can check a client s details
16. drawer in the text fields below Quantity You may use the on screen calculator to help you count The total Amount of each category will auto fill Enter your total Credit Card receipts Checks etc by category in the text fields at the right Touch Close when all monies are entered NOTE The system will alert you if the till count is not accurate For security reasons i e prevent theft it will not tell the staff member receptionist the correct amount due Edit Till To edit adjust a till 1 Touch the button on the NavBar 2 Touch the Till Manager tab at the bottom of the page 3 Select the Till you want to edit from the Till drop down list 4 Touch Adjust on the Till Adjustment pop up 5 Enter the number of bills and or coins you need to adjust in the cash drawer in the text fields below Quantity Use negative numbers to remove money use positive numbers to add money 6 Touch Save a Notes pop up appears 7 Add a note if desired 8 Touch Save when finished Client Basket Client Basket is a kiosk feature that allows customers to add items for checkout to their own tickets satellite terminal required 128 To enable Client Basket 1 Touch Back Office on the home screen 2 Touch Preferences on the NavBar 3 Check Enable Client Basket 4 Touch Save on the NavBar NOTE You will have a new default
17. existing product or product order to create a similar product or product order New Product Use this button to add a new product to the database BOOK Button Use For Find Use this button to select an openings chart of appointments for Openings TE Mode all staff technicians for a future week 30 Use this button to search for the perfect itinerary for a client who Flexpedia wants multiple services on the same business day vtm Use this button to view the openings chart of appointments for eel all staff technicians for the current week reen Use this button to go back to the month view for selecting a date ont to view in the book Visual Use this button to filter the book day view to view selected staff Flexpedia members only Text Use this button to text daily appointments to your Dailys staff technician s mobile phone TouchSuite SMS account required Print t e Dailys Use this button to print daily sheets for all staff technicians Split Full Use this button to Close or Open the Wait List window Future Screen version Toggle CASH REGISTER Button Use For Find Open i Ticket Use this button to find saved tickets that have not yet been checked out Save Ticket Use this button to save a client ticket and check out later Search Use this button to search for products packages and bundles to add to a client ticket Quick Client Use this button
18. marketing emails Here s how it works 1 Create and submit your marketing email as usual 2 Invalid address es will appear in a pop up Either a Ignore These the email will be sent to everyone else or b Fix each address and touch Update the email is then sent to all recipients and client cards are automatically updated NOTE TouchSuite alerts you when it is Sending Email and confirms Message Sent Print Mailing Labels You can easily print mailing labels for a targeted group of clients To print mailing address labels 1 Touch Marketing on the home screen 2 Touch the Mailing Labels tab at page bottom 147 3 If desired select individual clients using the List Box Note Hold down the Ctrl button on your keyboard while tapping each name Select a Mailing Type from the drop down list 5 Select a Date Range that relates to this mailing e g birthdays from April 1 thru April 30 6 Select a Start Position for the addresses to appear on the paper see illustration 7 Make sure to insert address label paper into the laser printer 8 Touch Print NOTE Mailing labels are formatted for standard 1 x 2 5 8 address label paper e g Avery 5160 or generic equivalent Start Positions Labels 1 11 21 2 12 T 22 3 13 23 4 14 24 5 15 25 6 16 26 7 17 27 8
19. Add Cent ke 87 Check Client Details srs soenan a a a anai 88 Check Client History aur i er A EET AE R 88 BOOK Again FUNTION asee E a ar nhan nnn 88 Add Processing TIME sirni Re test AN 89 Nudge Appointment essei isses sese as nah hannah sas sa ssa assa assa assa aa 90 Create Standing Appointment eise sees enses ahhh anna aan nana aan 90 Add Booking Notes 90 EDIT APPOINTMENT DATA 91 Change Service 9 Change EE 9 Confirm APppOliNtMeN Et eecccaveccnnncccsnecensnsensscenesensnsesanesensnsessnes 92 View Booking Anton 92 Edit BOOKING Moies 92 Check in Cent 93 Check out Scheduled Cent 93 Unlink Appointments at Checkout 93 Move Appointment wecsccsccnccnecnenneccnecuccecnesnessessensusausnssnesnessessans 94 Cancel Move Restore Appointment sees isses sene nnn nnn 94 Double BOOK i o eed 95 Modify a Standing Appointment Series 95 Cancel Appointment 96 Cancel a Standing Appointment Series 96 Print Daily Sheets iecur Rees iia da 96 Text Dallys iiid eee decent dae i pha EE 97 VIEW STAFF WEEK oce ceo recen oreet n o xx E D rece e EN Te er exe dus 97 VIEW OPENINGS cnica eir eee ex rebua ENEE adi s 98 Current Week Chart 98 Future Week Chart 98 FLEXPEDIA APPOINTMENT SEARCH cene 99 A 100 MOBILEBOOK ADD ON SERVICE cecceccecceceeccceeeeceueeuueuueeeeeeeueeeeeeas 100 CASH REGISTER cui cds 102 CHECKOUT SCHEDULED CLIENT crosio rini eE 102 CHECKOUT WALKSIN a ite dk Cuore Coe REC e EYES 103 TICKET
20. Cash Register The Cash Register is where all your sales transactions take place It s also the place to make price product and service adjustments to a client s ticket among other helpful features The touch screen and attached credit card swiper help make the most of your Cash Register so that you can close out client tickets simply and efficiently The most common way to get to the cash register is by tapping an appointment in the Book and selecting Checkout The sales data from the appointment will already be filled in on the client ticket You can then add on any products the client would like to buy or make any changes to products services and or pricing as needed before accepting payment You can also get to the cash register by tapping the register button or the WP scan button on the NavBar These are especially useful for walk in retail purchases Tabs at the bottom of the screen help you navigate the Cash Register Ticket Builder optional Ticket Manager Payment Closed Tickets and Till Manager Following is a list of common tasks related to the Cash Register Checkout Scheduled Client To checkout a client 102 Touch the Today button on the home screen Touch the desired appt time block use the scroll bar if necessary Select Checkout on the Appointment Manager pop up If desired add products and or change services on the Ticket Manager see detailed instructions on the follo
21. Client APP This button takes you to the Book to make an appointment for the selected client from the Client List If there are any existing appointments for this client they will be displayed on an alert pop up ids Use this button to save a new client and immediately clear the ew screen to enter the next new client STAFF Button Use For New Staff Use this button to add a new staff member to the database ren Use this button to view the current week schedule for a selected T stylist Print i Dailys Use this button to print daily sheets for your staff members Use this button to go to the book month view directly from the Appt staff section Staff Use this button to access staff specific reports appropriate Reports access level required SERVICES 29 Button Use For New 3 Service Use this button to add a new service to the database Package Bundles Use this button to access the Packages amp Bundles feature PRODUCTS Button Use For Geen Use this button to do an advanced search for products by size earc type color etc Clear Use this button to clear the search results and go back to the full Search product list Company Use this button to remove shop use products from your Use inventory Package Bundles Use this button to access the Packages amp Bundles feature S Use this button to make a copy i e reuse information from an one
22. MANAGER se empate o uae eer ee 103 EDIT TICKET AT CHECKOUT ici nnne rre esters 104 Add Services 104 Add Products dedit ihe eae te a ee 105 Expand Button and Left Right Arrows at bottom right of window 106 Apply DISCOUNT ERES 106 Apply Promotion 107 Change PCO ja aede ean eR e SERE RE 108 Change Staff for commissiOn PayQUU visecsssessecsnssessesnaneesessans 108 View Client Information at Checkout tccsccsccecccccneceesneenesseens 109 Combine Tickets from the Soot 109 Unlink Appointments at Checkout linked on the Book 110 Removing amp Changing Service s at Cbeckout 110 OPEN TICKETS 5 5 32 rie A Ride ae cum eie o aa Cue era EE 111 SERVICE REDO SPLIT COMMISSION OR CHANGE STAFF OR CLIENT NAME 112 TIPI MANAGER 2254 a eyes ee Eeer 113 Specify tips for staff on client cker 113 VISUAL TICKET BUILDER EE 114 Enable Visual Tickets 115 Customize Product Categories 115 Update Existing Products with Categories Please see Chapter 6 PRODUCES 5 Meigs IA nnne 115 Customize Modifiers Please see Chapter 6 Products 115 Use Visual Ticket Builder sessi sesenta 115 QUICK Pay EE 116 ACCEPT PAYMENT ceceveneteedverepacevegethcdyars oes taeda ec e aae duce eere egens 116 Simple Payment iie disset ce pes iaa 116 SONE PVO E isi cei diei e eee eade eed adent 117 Multi MID Payment Mitzard 118 MANUAL CREDIT CARD ENTRY sessseeeeeee nennen nennen nennen nnne 119 CICAD a A 119 Se
23. Pe o a Geis fa ba eed xe 65 PACKAGE MANAGERS caian od Hear EAR Ea fa ree acd Gea DE c Gees 66 BUNDLE MANAGER E ias 67 PRODUCTS secs cR 70 CUSTOMIZE PRODUCT CATEGORIES AND FIELDS eene 70 Custom Categories cessisse ede snsesse cas aussen Papua gas aa uy ena eur ARE 70 Customiz amp Flelas iiie airada 71 ADD PRODUCT su ad dE 72 Add By Scanning enr aan eaer RE EAT EREE RE EAER ERARE 72 Add By Cloning iii siiis ies E P e iG dame 73 EDIT PRODUCT dao e 74 Update Existing Products with Categories scsssscssesecssesensesessees 74 Create Custom Modlifier s isses eese esses seen nnn nnn nnn nn nnn 74 Apply Automatic Product Promotion at Checkout 75 PRODUCT COST AVERAGING ENEE 78 BULK MANA eicp I O M 79 EASY PO BUILDER ss Seed ege 79 REMOVE COMPANY USE PRODUCT FROM INVENTORY eere 80 RISBN doller 80 SORT PRODUCTS voii eeepc ind aet e 80 PAGKAGES amp B NDLES Geseent 81 PRINT PRODUCT LIST a oare a teen Eeer 81 ADD TO YOUR INVENTORY sseseseeneee nennen nene ne mese e reserare sens 81 PRINT LABELS amp BARCODES esses nennen nenne nnne nni nnne 82 BOOK E ed N E E E E AEN EE EISEN 84 MAKE APPOINTMENT 2 2 ot dee s bai 85 Book Apopointoent seis s eese hanh n hann snas nnn anrea 85 Search for Client Name reccccceccnceccccnecenesessnecsneesensnsststesensnsessnes 87 vii Phone Search for Client 87 QUICK
24. Receipts and a tab for Gift Certificates Select the Receipts tab Highlight a receipt on the list that you d like to reprint Touch Print or touch Print Gift Receipt to print this as a Gift Receipt 124 Closed Tickets You can access closed tickets to review and or make changes e g refunds returns change associated staff and client name Find Closed Ticket To find a closed ticket Touch the button on the NavBar Touch the Closed Tickets tab at the bottom of the page Touch the Search button at the top right of the page Enter one search phrase into the search textbox You can search for virtually any piece of information that appeared on the original ticket including Ticket ID Sales Date enter format 07 for all tix in July Client Name Staff Name Subtotal Total etc The search window will narrow your choices as you type 5 Now highlight the ticket you want Touch Use The full ticket information will appear on screen AUN Modify Closed Ticket To edit a closed ticket 1 Follow steps for finding a closed ticket above 2 On each line item edit staff name or client name these are the only items you can change 3 Touch Save Ticket Changes Your adjustments will instantly apply to all related reports Refunds Returns Store Credit To do a refund return 125 Follow steps for finding a closed ticket above Touch the Refund checkbox on
25. Ticket Knowledgebase Troubleshooter News Downloads Support NavBar NOTE You do NOT need to create a Login to use TouchSuite Support The Login section on this page can be disregarded Release Notes Release Notes give you details on new features added to TouchSuite in each software upgrade To view release notes for any TouchSuite software release 1 Touch any blank area on the NavBar 2 Select the Release Notes tab 3 Choose a release version number the highest number is the latest software release 4 Use the scroll bar at page right to move page up and down 5 Touch Close at bottom of pop up when finished 36 Building Your Database Use the following 7 steps in the order listed to get going NOTE You may have completed a few of these steps in the startup wizard STEP 1 Set Up Passcode Make sure you add yourself as a staff member with SuperUser status and manager employee type and select a unique 4 digit passcode You will need this passcode to enter certain sections TO set up your logon passcode bh Un Touch Staff on the Home Screen Touch New Staff on the NavBar Fill out the form Employee Type choose Manager Note Manager is needed to use the Till feature Access Role choose SuperUser NOTE The access role determines which sections of the program this staff member will be able to access
26. USB ports at the front of the terminal To access a USB port simply tilt the touchscreen back and lift up the plastic cover 4 Select a video Snippet from the drop down list 5 Touch Play 6 Touch the Stop m button to stop this video at any time if desired If the playback controls stop play pause etc are not visible simply tap the screen and they will reappear 7 Touch Close at the bottom of the page when finished NOTE To download additional Snippets simply touch Download More and the most recent videos will be delivered to you in a few moments Support Online Support is where you can find answers to most of your questions start an online chat with a TouchSuite specialist or review dozens of helpful articles in our knowledgebase To access support 1 Touch any blank area on the NavBar 2 Select the Support tab 3 Tap any section or file name and press Enter on your keyboard 4 Use the Support NavBar at the bottom of the support screen to navigate to different pages Use the scroll bar to move the page down 35 5 Touch Close at the bottom of the pop up when finished TouchSuite Help System Help Manual Snippets Support A E ir venstrer Login Support Areas N Search Knowledgebase Latest News Articles latest l Start Live Chat 3 D E9 9 E29 9 9 E Register Submit a
27. You can see a product s details by scrolling to the desired name tapping that row then press Product Details tab at page bottom The Product Details view uses a simple layout for product management Customize Product Categories and Fields Before adding products to your database you will want to customize the information you track using custom Product Categories and Fields Custom Categories To create your custom product categories 1 Touch Products on the home screen 2 Touch the Category sub tab at page bottom 70 3 Create new Product Categories in the left hand column e g Hair simply type your desired category title in an available text field Select a custom background color for this category using the center drop down list 4 Create Subcategories in the right hand column e g Shampoos simply type desired subcategory title in an available text field 5 Touch Save when finished NOTE You must assign a category and subcategory to each product in your database in order for them to appear in the appropriate lists in Visual Ticket Builder Refer to Visual Ticket Builder instructions in Chapter 8 Cash Register Visual Ticket Builder is an optional tool Customize Fields To create your custom product fields Touch Products on the home screen Touch the desired product row use scroll bar if necessary Touch the Details tab at page bottom Touch the Description sub tab at page bottom
28. any desired line item or touch the Refund Entire Ticket checkbox at bottom right For a partial refund change the amount in each line item to the actual amount you want to refund Now on the bottom left of the page enter the total amount to be refunded as cash or credit in the appropriate text box You can use the information at the bottom center of the page as a guide which shows how it was originally paid for For CASH REFUND simply enter the total refund in the cash text box and press Refund The receipt will print automatically For CREDIT REFUND enter the total refund in the CC text box and press Refund A Refund Wizard pop up appears Enter the total refund again in the box called Refund Amount Then press Process CC Upon refund approval the receipt will print automatically For REFUND TO GIFT CARD STORE CREDIT enter the total amount to be refunded in the GIFT CARD text box and press Refund The system will ask you to scan a new gift card this can be a card the customer already has or provide a new card Scan the Gift Card or enter the card number manually Transaction will automatically complete and print receipts Till Manager The Till Manager is where you tally the bills and coins in your cash drawer at the beginning and end of each shift Open Till To open till at beginning of shift 126 mam A WU N Touch the button on the NavBar Touch the Till Manage
29. as necessary Select a Date Range toward the top of the page to generate a report for that timeframe 4 Touch View next to the name of the report you d like to see For some reports you may need to first make a selection from a nearby drop down list such as select staff member or account to view 5 The report will generate on screen Notice the icons on the top left of the screen a Use the arrows to navigate forward and backward through different pages 154 b Use the Paper icon to select a specific page number c Use the Binoculars icon to select a specific word to search for within the report 7 If you d like to print this report press print on the NavBar Or use the Print Page button to print the current page Staff Sales Calandar Clients Products Services Vendon amp POs Export Finished Report First Page Search i 8 21 2008 Previous Page aero Select Page Daily Transaction Report Next Page 07 01 2008 to 07 31 2008 Last Page Date Time Client Cash Check Credit Tetal 07 31 2008 7 18 28 pm crystal webster 3000 3000 0 sow n 30 00 07 31 2008 7 09 13 pm kathy sutton 3000 000 0 00 30 00 07 31 2008 6 14 44 pm 9 hayden SUMMERS 000 000 000 30 00 07 31 2008 51335 pm KASI SUMMERS 000 000 000 H 0 00 07 31 2008 6 12 46 pm MARTHATERRY 00 000 000 30 00 07 31 2008 5 04 33 pm 6 ANNGLOVER 000 000 000 o 0 00 07 31 2008 5 50 31 pm G 00
30. bottom Tap a text field you wish to type into Type information into the field using the keyboard Press Tab on the keyboard to go to the next field or select a different field by tapping it Press Send Test Email when finished TouchSuite backs up your system data automatically overnight if you leave your computer on as recommended however you can also backup your system data manually at any time To back up your system data MW P A PM Touch Back Office on the home screen Select the System tab at page bottom Touch the Backup Database button The backup will begin automatically this may take a few minutes Simply wait for the backup to complete It will return you to the home page Upgrade You are notified onscreen when a software upgrade is available Simply touch Upgrade Now or Remind Me Later on the pop up Upgrades are very fast approx 30 seconds To check if you have the latest upgrade or to upgrade manually 167 Touch Back Office on the home screen Select the System tab at page bottom Touch Upgrade A message pops up notifying you that the system will let you know when an upgrade is available Press OK 5 You can now return to your daily tasks When the Upgrade is available a popup will notify you to upgrade Now or Later 6 Tap Now and wait for the upgrade to complete It will return you to the home page when com
31. bottom of the Screen Touch the Gift Payments button in the payment collection area of page Tap the Gift Number field Scan or manually type the number of the Gift Card Certificate available amount will auto fill Type the desired amount to be deducted using this form of payment in the Payment Use column Only for gift cards If desired Touch Add Gift at bottom of pop up for additional gift card certificate payments and repeat steps 3 and 4 You can remove any line item by highlighting the item and touching Remove at the right side of that line item Touch Continue when finished Total amount of gift payments will auto fill on the payment screen When payment page is accurate touch Finish Transaction and proceed as usual Receipts print automatically 120 In this example the customer has a 40 Gift Card and a 100 Gift Certificate The balance due is 137 for today s services Redeem Pre Paid Package s To redeem pre paid packages stored on Gift Cards 1 2 3 Edit client ticket as usual and touch the Payment tab at the bottom of the screen Touch the Gift Payments button in the payment collection area of page Scan or manually type the number of the Gift Card available items and or dollar value will auto fill Type the desired amount to be deducted using this form of payment in the Payment Use column If desired Touch Add Gift at bottom of pop up for addi
32. continue TouchSuite System Select your TouchSuite product from the drop down list Press Next to continue a Salon for Hair Salons and Spas b Pro for General Retail c Pets for Groomers Pet retail and Pet Boarding Industries d Caf for Quick Service Food Establishments Company Information Enter your business contact information including name address and phone numbers Press Next to continue Business Hours 23 Enter your business hours using the drop down lists Press Next to continue Tax Information Enter your local sales tax rate information Press Next to continue System Date Time Set your local time and date by pressing the Set Date Time button at the center of the screen and adjusting the settings on the pop up Press Next to continue Merchant Account Check V the box next to your Processing Platform and enter your Merchant ID number s as directed by TouchSuite Customer Service If this information is not yet available you may continue the setup process Importantly you will not be able to process payments until this information is entered Press Next to continue NOTE Your merchant account settings are provided by TouchSuite Customer Service at 561 948 7288 You will not be able to complete this section until you call this number for assistance SuperUser Setup Enter the name of an owner or manager who will have acce
33. for each staff member incl price and service duration Staff commission report that lists all products and services sold by staff or selected staff member for selected date range Renter payout commission report that lists all products and services sold by selected renter for selected date range A log of all areas accessed by each staff member for selected date range A summary of cash drawer tills opened closed by staff or selected staff member for selected date range Lists weekly staff schedule by selected date range An evaluation report that shows productivity data for all staff or selected staff member Lists all client contact information in the database by first name or last name Lists referral heard about info Lists original and updated client info for merged client cards PRODUCTS SERVICES 161 PRODUCTS LIST PRODUCT DETAILS INVENTORY LIST INVENTORY VALUE SERVICES LIST PROFITABILITY BY CATEGORY VENDOR PRODUCT LIST COMPANY USE BY PRODUCT COMPANY USE BY STAFF VENDORS amp POs VENDOR CONTACT LIST VENDOR PRODUCT LIST PURCHASE ORDER LIST Lists all products in the database which can be sorted by category Lists product detail information for each product in your database Lists inventory detail including quantities pricing and profit margin Lists inventory detail including the wholesale and retail values of items in stock Lists all services in the dat
34. frequency for this email campaign to repeat the default setting is for one time only email 7 Touch Submit at bottom center of page Picture Email Blasts Spice up your email marketing with html picture emails Upload your own logo photo and format your text To create a picture email 144 Touch Marketing on the Home Screen Touch Create Email Campaign tab at bottom page Touch the ms image icon on the toolbar at center of page Insert USB Flash Drive containing your picture file s when prompted 5 Highlight the name s of your desired picture file s in the left hand list box and touch Use at screen lower right 6 Scale your picture by touching it and adjusting the margins 7 Add desired text using the keyboard 8 Use the toolbar to edit font size color etc Note You cannot place text on top of the picture To do that you ll need to create a design using separate design software and save as a picture file then upload to TouchSuite as a picture 9 Send email as usual A Ww N Create Distribution List You can create and save custom distribution lists for email and texting e g all women who have purchased a particular service all clients in a selected zip code etc Saved distribution lists automatically update themselves to include any new clients who fit into that category So you only have to create a custom list once and it will stay current To create a custom dist
35. indirectly from errors omissions or discrepancies of this manual IN NO EVENT WILL INVENSTAR LLC BE LIABLE FOR DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS PRODUCT OR DOCUMENTATION EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN PARTICULAR INVENSTAR LLC SHALL NOT HAVE LIABILITY FOR ANY HARDWARE SOFTWARE OR DATA STORED OR USED WITH THE PRODUCT INCLUDING THE COSTS OF REPAIRING REPLACING OR RECOVERING SUCH HARDWARE SOFTWARE OR DATA CE Mark This device complies with the requirements of the EEC directive 89 336 EEC with regard to Electromagnetic Compatibility and 73 23 EEC Low Voltage Directive Caution on Lithium Batteries 188 There is a danger of explosion if the battery is replaced incorrectly Replace only with same or equivalent type recommended by the manufacturer Discard used batteries according to the manufacturer s instructions Legislation and WEEE Symbol 2002 96 EC Waste Electrical and Electronic Equipment Directive on the treatment collection recycling and disposal of electric and electronic devices and their components The crossed dustbin symbol on the device means that it should not be disposed of with other household wastes at the end of its working life Instead the device should be taken to the waste collection centers for activation of the treatment collection recycling and disposal procedure To prevent possible ha
36. new product per the instructions within this chapter Touch the Details tab at page bottom Touch the Modifier s sub tab at page bottom Check v the Is A Modifier box at page top left Assign this modifier to a All Products Check v the Assign To All Items box at top b Select Category s Touch the Assign By Category button at page top center highlight desired categories touch Assign c Select Product s Touch the Search button at page bottom center Search for product highlight and touch Use Repeat as desired Touch Finish when done Touch Save at page bottom right Apply Automatic Product Promotion at Checkout The following promotions have been added into the Product Details Whichever one you select will be automatically applied at checkout Buy One Get One Free 2 for 1 Buy One Get Second Half Off Buy N Get One Free N can be any number you choose N 1 for N 75 e Buy N Get Next One Half Off N can be any number you choose To setup an automatic promotion Touch Products on the home screen Touch the desired product row use scroll bar if necessary Touch the Details tab at page bottom Touch the Cost Price sub tab Tap on the promotion you want to apply Set the number for N if you choose one of the last two promotions 6 Touch Save when finished Ma AU N 76 ZYMOX TOPICAL CREAM W HYDROCORTISONE loz Cost D
37. of the week you d like to see using the month view If needed navigate to other months by tapping the buttons The opening s chart for the selected week is displayed 5 If needed navigate to other weeks by tapping the buttons 98 NOTE You can view the details of an appointment by tapping on the black bar in week view Flexpedia Appointment Search You can easily book clients for multiple services using one or more technicians on the same day by using the F exped a feature This can help you find the best possible itinerary for a client that gets them in and out of the salon with minimal wait time between services The page layout on Flexpedia is organized by Step 1 Step 2 etc to help you through the process To conduct a F expedia appointment search and book the desired itinerary 1 Touch Book on the home screen 2 Touch Flexpedia on the NavBar 3 Select a date from the drop down list at the top of the page 4 Select a service on the 1st Appointment row from the service drop down list keeping in mind the order in which the client wants the services performed Select a specific staff or choose All to show all available staff Touch Find Openings Select the desired appointment time block from the list of openings that appears at the bottom of the screen Press Add To Itinerary Now select a service on the And Appointment row And repeat the s
38. send the report at the desired frequency 6 Check the days the reports will be sent a For Daily you must choose which days Choose Sunday through Saturday or any combination of days b For Weekly you must choose one day c For Monthly choose which day of the month the 1s or the 15th 7 Select the send times 8 If you prefer to see the previous day s report select that check box 9 Press Send Later to schedule View Remove Recurring Email Reports 156 To see a list of reports sent via email 1 Touch Reports on the home screen 2 Select the Outgoing Reports tab at page bottom To remove or deactivate a report from the email queue 1 Find the report you want to remove tap the Remove button 2 OR to deactivate the email function temporarily deselect the Active checkbox by tapping the checkmark Export Report To export a report 3 Touch Reports on the home screen 4 Select the Export tab at page bottom 5 Select a Date Range toward the top of the page to generate a report for that timeframe 6 Touch the name of the report in the list box you wish to export 7 Touch the Export button at the center of the page 8 When prompted insert your USB Flash Drive into either Port 1 or Port 2 located in front of the system near the on off button under the plastic cover 9 Remove USB Flash Drive when prompted NOTE On the USB Flash Drive the report will appear in a fol
39. sign in screen on your satellite terminal with two buttons Client and Staff C ienttakes you to a screen where the client can choose items for purchase Stafftakes you to the regular home screen passcode required To use Client Basket 1 2 Touch Client on the satellite terminal sign in screen a For booked clients highlight your name in the Today s Clients list box and touch Select b For non booked clients touch the Search button at page top right Either type your name in the Enter Name field or use the scroll bar to find and highlight your name on the client list and touch Select Confirm your identity by typing the last 4 digits of your phone number on file Highlight desired item s for purchase at screen left and touch Add at page center To remove an item from checkout highlight item at screen right and touch Remove at page center Touch Finish when you are done adding item s System will automatically add selections to client ticket at checkout Satellite Sign in Screen 129 Inventory Client Basket Basket nr or Product Fee KI gt fime tam lt Add items for checkout and touch Finish 130 9 Vendors Vendors is designed for simple vendor management The main view is a Vendor List a summary of all vendors Tabs at the bottom of the page help you navigate Vendor
40. them to print PO Status will be reflected as Completed if 4a was done Receive Entire PO at once alternative from step 4a above hb WU N vI Touch Vendors on the home screen Touch the PO List tab at page bottom Select a PO you want to receive Touch the Receiving Manager tab at page bottom All items in the PO will be displayed with full quantities Press Finish when done PO Status will be reflected as Completed Receive Product s Never Carried Before To quickly receive products you ve never carried and scan them into the database 1 2 3 Touch Vendors on the home screen Touch the Receiving Manager tab at page bottom Tap the SKU field next to the Details button 139 Scan a new product in the SKU field Touch Create to have TouchSuite auto generate a SKU number for you Edit the line item as desired Touch Receive Another to receive another item and repeat steps 3 through 5 Touch Save if you want to come back and finish later Touch Finish if you are done Finish will also start the printing of labels if you have set them to print Resume a Receiving Session If you used the Receiving Manager and pressed Save instead of Finish the session was saved for you and you can go back and finish at any time h wn Touch Vendors on the home screen Touch the Receiving Manager tab at page bottom Tou
41. to quickly add a new client to the database while 31 still in the checkout screen Clear All Use this button to clear the current ticket info from the Ticket Manager Reprint i ue Use this button to access a receipt list and gift certificate list and reprint a client receipt or gift certificate VENDORS Button Use For Receiving Manager Use this button to access the Receiving Manager feature New PO Use this button to begin a new purchase order New Vendor Use this button to add a new vendor to the database TIMECLOCK Button Use For This is for manager use only to view and edit staff timeclock odi data i Use this button to add new timeclock data for a staff member nsert who did not clock in on a particular day vw Use this button to update an existing clock in that needs ate E correction 32 Page Tabs Page tabs and sub tabs at the bottom of screen help you navigate various sections Sub tabs Tabs LL New Pont tatt D e ui aen DEER Dynamic Drop Down Lists Once inside a program section ie clients staff etc you ll notice that many data entry fields use dynamic drop down lists eg area code staff type product category etc that recall frequently used entries so you don t have to retype common information You may select an item from these drop downs or add a new entry by typing into the same t
42. while making an appointment To check a client history while still in the book 1 Touch an open time block in the Book The Appointment Builder appears 2 Select a Client from the Client List 3 Touch Client Details at the top right of Appointment Builder NOTE You will be brought to the actual details tab of the client To get back to the appointment book press the Today button on the NavBar Check Client History You can check a client s history while making an appointment without leaving the book To check a client history while still in the book 1 Touch an open time block in the Book The Appointment Builder appears 2 Select a Client from the Client List 3 Touch Client Info at the top right of Appointment Builder 4 Press Close when finished Book Again Function 88 You have the option to Book Again from the client info pop up in the Book To use Book Again 1 Start a new appointment as usual 2 Select the desired client name 3 Touch the Client Info button 4 Highlight the previous appointment you wish to use 5 Touch Book Again on the pop up The Appointment Builder auto fills 6 Edit the appointment as desired 7 Touch Save Add Processing Time You can add a processing time between services using the Appointment Builder e g deep conditioner leave on formula for 30 minutes The book will create an open spac
43. 0 000 y 00 0 00 07 31 2006 5 46 37 pm 5000 000 000 07 31 2008 5 41 12 pm GLO 00 000 00 07 31 2008 5 19 56 pm 2 SELENANELSON 000 2800 000 07 31 2008 5 14 44 pm 07 BETHLEWS 4000 000 000 07 31 2008 m paula smith 000 2500 000 07 31 2008 50039 9 PAMGARRISON 000 2500 00 07 31 2008 SONYA RUTHERF 1800 000 00 07 31 2008 5547 WALKIN WALKI 945 000 000 07 51 2008 3201 pr ALLISONADDISO 000 000 0 00 07 31 2008 shonda peebles 000 000 0 00 07 31 2008 35 D Brandi Smith 0 00 0 00 000 07 31 2008 35306 JANICE HANCOCH 000 000 000 Qux bn w ma Reports Email Report Email a report one time or select the weekday s and time s of day that you d like to automatically email reports on a recurring schedule Send yourself or anyone else updated reports twice a day at the times you choose To email a report one time 1 Touch Reports on the home screen 155 2 Find your desired report use page tabs as necessary Select a desired date range at top center of page 4 Touch Send next to desired report name a pop up appears 5 Fill out the form To and CC Touch Send Now To schedule emailed reports 1 Touch Reports on the home screen 2 Find your desired report use page tabs as necessary Touch Send next to desired report name a pop up appears Fill out the form To and CC 5 Check the Daily Weekly or Monthly radio buttons to
44. BY PROMOTIONS Lists all service sales by staff member for selected date range Lists all product sales by selected date range Lists all product sales by staff member for selected date range and or specified staff member Lists sales by SKU number including client ticket detail during selected date range Lists all product sales by product category description during selected date range Lists all product sales by product subcategory description during selected date range Lists sales by brand name including client ticket detail during selected date range Lists all product sales by selected data field You can generate this list by Brand Size Color Style SKU or any customized field you created when entering the original product Lists promo code usage TAX SUMMARY Lists sales tax collected for each tax type as set in Back Office OPEN TICKETS CALENDAR APPOINTMENTS BY DATE APPOINTMENTS BY STAFF WAIT LIST Lists all saved invoices that have not been checked out Lists all booked appointments by selected date range Lists all booked appointments per staff member by selected date range Lists all clients currently on a wait list incl phone number 159 CANCELLATIONS WALK INS STANDING APPOINTMENTS BY STAFF STANDING APPOINTMENTS BY CLIENTS STANDING APPOINTMENTS BY CLIENTS SUMMARY STANDING APPOINTMENTS BY STAFF SUMMARY PENDING APPOINTMENTS Book CALE
45. Bundles instructions in the Services section Print Product List You can print your product list right from the Products List page 1 Touch Products on the home screen 2 Sort the list any way you like using the instructions within this chapter 3 Touch Print on the bottom right hand area of the page Add to Your Inventory To add additional quantity to your inventory Touch Products on the home screen Touch the desired product row use scroll bar if necessary Touch the Inventory tab at page bottom Touch the Add to Inventory text box Type a quantity using the keyboard 81 n pun 6 Touch Save when finished NOTE ADD TO INVENTORY vs ON HAND NOW Add to Inventory refers to the quantity of items you just received from your vendor that you will now add to the database On Hand Now is automatically generated based on data TouchSuite already knows NOTE Inventory can also be added when you use the Receiving Manager Please refer to the instructions for Receiving Manager in Chapter 10 Vendors section Print Labels amp Barcodes To print product labels price description barcode labels SKU numbers for scanning or barbell labels fold over labels for smaller items Touch Products on the home screen Touch any product on the list use scroll bar if necessary Touch the Labels tab at page bottom a Highlight the product s in the left hand wind
46. Client List To print the client list 50 1 Touch Clients on the home screen 2 Touch Print List on the Tab Bar Client Search Client Search allows you to generate a list of existing clients who fit specified criteria eg clients in a specific area code clients who have purchased a particular product service You can then save print or use the list for email or texting To conduct a client search 1 Touch Clients on the home screen 2 Touch Client Search on the NavBar The Client Search pop up appears 3 Enter your search criteria on the lower half of the pop up Use the drop downs or type directly into a field The resulting list will only include clients who meet ALL the criteria Use a Previously Saved Search by selecting from the top right drop down 4 Touch the Search Now button at bottom of the pop up In a moment your list will appear in the Preview window 5 Touch Use Results in Client List to proceed You can then print this list or start an email or text 51 Save amp Re use Search Options d Preview _ r Window Search Search Criteria Criteria Search Commands NOTE To save a Client Search type a name in the Save Search As field eg April Birthdays etc Press Save Search to keep and use this list at any time 52 4 Staff Staffis designed for simple employee management The main view is the Staff List a summary list of all staff me
47. NDAR LOG STAFF STAFF LIST STAFF TIPS STAFF SCHEDULES TIMECLOCK Lists all clients who originally booked then cancelled their appointment by selected date range Lists all walk in clients by selected date range Lists standing appointments for all staff or selected staff member Lists all standing appointments by client name Lists appointment detail for standing appointments for all clients or by selected client Lists appointment detail for standing appointments for all staff or by selected staff Lists appointment detail for pending appointments for all staff or by selected staff Lists all modified appointments and displays the staff member and date of last edit along with original booking date Lists staff member contact information Lists all staff member declared cash tip income reported from Timeclock and other tip income reported from Cash Register for selected date range Displays each staff member s schedule by date range Timeclock report that lists hours worked for each staff member for selected date range 160 TIMECLOCK By STAFF SUMMARY STAFF SERVICES STAFF PAYOUT RENTER PAYOUT AUDIT LOG TiLL SUMMARY EMPLOYEE SCHEDULE Bv WEEK STAFF SUMMARY CLIENTS CLIENT LIST HEARD ABOUT REPORT MERGED CLIENTS Timeclock report that lists clock in clock out details and total hours worked for each staff member for selected date range Displays the custom service menu
48. Save when finished A confirmation pop up will appear with all booked appointments in the series 4 Touch Print or Cancel on confirmation pop up Add Booking Notes To add booking notes while making an appointment 90 1 Follow steps 1 thru 6 for Book Appt on previous page 2 Onthe Appointment Builder tap the View Edit Booking Notes button Type your notes in the Notes text box 3 Touch Save when finished 4 Touch Cancel to close the popup Note You can add edit booking notes on the Appointment Manager as well Edit Appointment Data Change Service To edit a scheduled service in the Book 1 Touch the scheduled appointment you wish to edit in the book 2 Touch Modify Booking on the Appointment Manager pop up 3 Remove an unwanted service by tapping it in the Ticket Info Window then touch Remove Select a new service by tapping it 5 Touch Save when finished Change Client To edit a scheduled client in the Book 1 Touch the scheduled appointment you wish to edit in the book 2 Touch Modify Booking on the Appointment Builder pop up Select a different client from the drop down menu 91 4 Touch Save when finished Confirm Appointment To confirm an existing appointment 1 Touch the scheduled appointment you wish to confirm in the book 2 Touch a Confirm Type Left Message No Answer etc 3 Touch Save Confirm on the Appoin
49. Screen to go to Product List Hint Be sure to review the Products chapter for more information regarding setting up products You may want to go back and setup your products more thoroughly with the rich features that allow you 40 to track your product sales in great detail Customized Fields and Categories Add Product Touch New Product on the NavBar 2 Scan the product s bar code or type in the 12 to 14 digit number manually into the SKU field TouchSuite can also auto generate a SKU number for you if your product does not have a barcode Simply touch the Generate SKU button near the SKU field 3 Fill in the Product Details form 4 Fill in each sub tab as desired Note The Inventory sub tab allows you to enter your inventory numbers using the Add to Inventory field 5 Touch Add Vendor and touch a vendor in the list Note If you set a default vendor up then you do not need to do this step 6 Touch Save 7 Repeat this process as desired NOTE If you are entering a list of products that are very similar to each other you can use the Clone button A new product will be started with info carried over from the original one Then you may edit as desired and save the new product NOTE Another method to add product in quickly is to use the Receiving Manager Refer to the Receiving Manager section in the Products chapter NOTE Touch Produ
50. Sdn cere eee ia 50 PRINT CLIENT LA Tessa re Se cu ee de Ded doe ere Ae eO do Re deren 50 CLIENT SEARCH o e 5 KAREN 53 ADD STAFF MEMBER coco 53 SET STAFF ACCESS ROLE 35 ioi itii ee docui ge esse hyde Re RYE o ERU 54 VIEW STAFF MEMBER Drais 55 EDIT S TAFE MEMBER 5 2 eene Eo cei e ex eat orante ege 55 SET PREFERENCES FOR STAFF MEMSER nennen nennen nnn 55 SET SERVICES FOR STAFF MEMBER nenne nenne nnne nnn nane 56 ADD STAFF MERCHANT ACCOUNT FOR MULTI MID LOCATIONS 57 VIEW STAFF FINANCIALS ocooccccccocconconconconoonnoncnncnnnonncnnonnonncnnconnnncnaninnos 57 SET SCHEDULE FOR STAFF MEMBER isse nennen nennen nnn nnn nan 58 SORT STAFF MEMBERS 2 nete e eed eye ERR UR RE ERR Een 59 Podio om tu EE 59 MAKE APPOINTMENT ree 2 yep dedere ten eg qn Ph gne eg Eed 60 EDIT APPOINTMEN T Ze Bechen Ze gud Set itu eR neon eR Une Eed 60 ADD TO STAFFE S WAITS Tesco deed es en oe ep exe eode e E enki gs 60 MEW STAFF WEEK iieri pu dee Eege exti Ree n ice edere Set 61 PRINT DAILY SHEET NEEN nenne mnn nne raise sae sane s acne nre 61 DELETE STAFF MEMBER eseeseeeeen nennen nenne nne e sans rne rre 62 xjda Gdc c 63 ABDBSERVICE 5 5 isi dide eni em iuit 63 vi EDIT SERVIGE gives c 64 DELETE SERVICE EEN 65 SET SERVICE AS TAXABLE NON TAXABLE esee enne 65 SORT SERVIGES rece re eee er enne bene seek 65 PACKAGES 6 BUNDLES enee ged Sete Erie Eee Dy
51. See Chapter 4 Staff Set Access Role for further instructions Enter a unique 4 digit number in the Passcode box Touch Save STEP 2 Set Up Services Your system is pre loaded with sample data keep what you like make adjustments or just delete for your store NOTE Touch Services on the Home Screen to go to Service List 37 Add New Service 1 Touch New Service on the NavBar 2 Fill out the form 3 Touch Save 4 Repeat as desired NOTE Deducted Cost is money subtracted from staff commissions useful for charge backs Enter 0 00 in this field if you do not wish to take money off the top for this service Helpful Hint If you add all your staff into the system first as you add new services you can add them to the staff at that time Delete Service 1 Touch a Service on the Service List 2 Touch the Service Details tab at page bottom 3 Touch Delete 4 Press OK when prompted Edit Service 1 Touch a Service on the Service List 2 Touch the Service Details tab at page bottom 3 Make changes 4 Touch Save NOTE Touch Service List or Home on the NavBar when finished 38 STEP 3 Set Up Staff NOTE Touch Staff on the Home Screen to go to the Staff List Add New Staff Member Di Hr AN Ze K DS T Touch New Staff on the NavBar Fill out the form Touch Save Touch the Con
52. UME A RECEIVING SESSION cecececececeeeececececeeaueueuseeecuceeavaveusenenees 140 MARKETING ociosa dd 141 AUTOMATED E MAI ee areenat dias 141 Enable Automated Email 141 Disable Automated Email 142 Enable Automated SMS for Cents 142 Disable Automated SMS for Cents 143 View Automated Outfbox sees nsns nnn anna hn ash anon a 143 GREATE E MAI Le 1 eee de ee A dd 143 PIGTURE EMAIL BEASTS cun evetestdeedsacee 144 CREATE DISTRIBUTION Us 145 CAMPAIGN HISTORY estao eode ctio a e ee a EN 146 INVALID EMAIL MANAGER 147 PRINT MAILING LABELS seres eene nnnm nnne nnne nne E nsn EREE 147 SETUP PROMOTIONS eor te dE ae iaa laicas 148 MESSAGES sis Emm 150 VIEW INBOX MEssACE 150 CREATE OUTGOING MESsACE 150 SEND MANUAL TEXT MESSAGE TO STAFF 2ccecceeceeseeceeeeeseeseeseeeseeeeeees 151 RECEIVE EMA Loca 151 REPLY EMAIL cem 152 FORWARD EMAIL dei d e Sted ENNEN HENNEN EENS REESEN 152 bius dd iT 152 COMPOSE EMAIL esL et tede ti ENEE 153 REPORTS gees Eeer ee Ee eege 154 VIEW PRINT REPORT c2cceccecceeceeceecuecuecuececeeeseeseeseesaesaeseesuesaesaeeeas 154 EMAIL REPORT ebe Ee Ee bentes 155 VIEW REMOVE RECURRING EMAIL REPORTS eese nnns 156 EXPORT REPORT eor orte tete i obey lust utr ENN 157 REPORT DESCRIPTIONS scceceececeeceececeececeececueseeausuececueseceesenaesenseses 158 BACK OFFICE eiii iL 164 xi COMPANY 12cm iden aa 164 BUSINESS Hos iste DUE Eee sta EURO CORDES 164 Setting Ta
53. W down arrow f Use Visual Ticket Builder Refer to Visual Ticket Builder instructions later in this chapter for setting up and using Visual Ticket Builder NOTE Rather than add the same product or service several times to a ticket you can simply change the quantity on a line item i e 2 Shampoos 5 Nail Polish Touch the number under the column Qty and type the desired number Then press Enter on your keyboard The barcode scanner will add a line item every time you scan the same product also Expand Button and Left Right Arrows at bottom right of window Expand ai P The Expand button at the bottom of the screen is used to remove one or more items from a line item that has a QTY greater than 1 Perhaps a customer bought 4 of something and you decide to give them a few off the last item Tap the line item and expand a new line item will display below and there you can change the actual price on the fly The left and right arrows are to move the cursor on a line item instead of using the keyboard or tapping into a field to edit Apply Discount To apply a discount to a line item on the ticket 106 i wm Uu DN Touch the More button at the right side of the line item The More pop up appears Enter an amount in the text box called Discount Select or on the Disc Type drop down list Touch Save when finished with this pop up Repeat as desired for each line item
54. abase which can be sorted by category incl price and service duration Lists all products and services in terms of cost revenue and profit to help you determine which items are most profitable for your Pro Lists products sold by vendors or selected vendor Lists items that have been removed from inventory for shop use and indicates who removed them sorted by product name Lists items that have been removed from inventory as shop use and indicates who removed them sorted by staff name Lists all vendor contact information in the database Lists products sold by vendors or selected vendor Lists all purchase orders which can be sorted by category 162 163 13 Back Office Back Office is where you manage your software settings user preferences and credit card processing Back Office settings are organized by department Tabs at the bottom of the page help you navigate this section Company System Credit Cards Preferences Summary and Multi Terminal Importantly only managers with security clearance can access this section Company Company is where you enter your legal business information including your address federal ID and tax information Some of this information will already be filled in from the initial Setup Wizard To enter company data Touch Back Office on the home screen Select the Company tab at page bottom Tap a text field you wish to type into Type information into the f
55. actual birthday Disable Automated Email To disable an automated email 1 Touch Marketing on the home screen You will land on the Automated Email page 2 Locate the template that you wish to disable i e Birthday Thank you or Reminder 3 Un check the box below the template name by tapping it 4 Touch Save Enable Automated SMS for Clients You can send automated text messages instead of automated emails for Birthdays Thank yous and Reminders TouchSuite SMS Account required To enable automated SMS for clients 1 Touch Marketing on the home screen 2 Make sure the Automatic tab is selected Locate the template that you wish to enable i e Birthday Thank you or Reminder Check the box below the template name by tapping it 5 Edit each message as desired 142 6 Check the box called SMS at the top right of the screen 7 Touch Save NOTE Text messaging requires an active cell phone number and corresponding wireless company saved in each client s information page Their provider s messaging rates still apply Disable Automated SMS for Clients To disable automated text messages Touch Marketing on the home screen Make sure the Automatic tab is selected Un check the box for SMS at the top right of the screen Touch Save JA UJ PM View Automated Outbox To view which messages are being sent o
56. age to move it around 4 Touch the desired appointment time block The Appointment Builder appears 5 Select a client from the client list You ll notice this is a staff specific list To see the list of all clients just tap the button called All Clients Tap this button again to sort by first name or 85 last name YOU CAN START TYPING THE CLIENT NAME ON THE KEYBOARD TO NARROW YOUR SEARCH Press Page Up or Page Down to scroll through the list If this is a new client press QuickAdd to quickly add them to your database without leaving the book 6 Touch the desired service s 7 Touch Save when finished NOTE To remove a service from an appointment just tap the unwanted service in the Ticket Info Window and touch Remove Appointment Builder S aff Phone Secreh Quick Add Nient hin Fliant inl Joyce Chapman Joyce s Client by Last Al Cies by First last e7 25 2cl Servis Memo Duration Prize 1 00 Ticket Info C Walk in C New Request C Repeat Request C Prebaa lt Request O AH Request Alternare Nudge Remove Up Down Tuia Imus zem ah Joyce Crapmen s Services Hair Cut Repeat S 2 Blowelry AM A Jk e 3 Foils Colo Avcilable meas stora open ane stat available dia Yew Edit Ir y Acd Servi e ES EES d Nates Booking Info Ta Notes Process rq Time Coss Zut Muve Save Appointnent 86
57. ame steps to complete your itinerary 10 Press Book Itinerary when finished 99 NOTE Multiple appointments for a single client are automatically linked in the system to make check in and check out easier You ll never forget to charge for a service since the client ticket will reflect all services rendered Visual Flexpedia Visual Flexpedia allows you to filter the book to show the appointment day view for selected staff To use Visual Flexpedia 1 Go to the desired appointment day as usual 2 Touch Visual Flexpedia on the NavBar 3 Select either a Staff type s in the left hand list box or b Staff name s in the center list box 4 Touch a client name if desired in the right hand list box Use Phone Search Quick Add to search for or add a client Touch AII Client by First Last to sort the client list 5 Touch Filter Book appointments as usual To clear the filtered book simply touch Clear Visual Flexpedia on the NavBar MobileBook add on service Check your booked appointments remotely from any device with internet access e g cell phone laptop To sign up for TouchSuite MobileBook request the easy Add On Services Form To use MobileBook 1 Visit www touchsuite com mobile using any device with internet access 100 2 Enter your Company ID and Passcode 3 Select a date from the calendar 4 View booked appointments subscription required 101 8
58. another tab at page bottom Description Cost Price Inventory Bulk Modifiers to enter additional info about this product 8 Touch the Inventory tab and touch Add Vendor at page center to associate this product with at least one vendor If you have set up a default vendor the default vendor will already be associated with this product You can edit this information as necessary Please see instructions on setting up a default vendor in Chapter 9 Vendors 9 Touch Save when finished 72 NOTE Product Name Retail Price and Vendor are mandatory fields All must be entered before you are able to save the new product data NOTE ADD TO INVENTORY vs ON HAND NOW Add to Inventory refers to the quantity of items you just received from your vendor that you will now add to the database On Hand Now is automatically generated based on data TouchSuite already knows NOTE The SKU number refers to the UPC Barcode on the product and is 12 to 14 digits long depending on country of origin SKU includes the number on the sides of the barcode as well In the example below the SKU number is 125002741350 25002 7413 Add By Cloning To add a new product that is very similar to an existing product in your database you can use the Clone feature To add a new product by cloning Touch Products on the home screen 2 Touch a Product on the list that you would like to Clone Touch Clone
59. ate to other days by tapping the buttons 3 Touch Text Dailys on the NavBar Text messages will be sent instantly to all staff members that have enabled this feature in their Preferences View Staff Week You can easily view appointments for one staff for one week To view a staff s week 3 Touch the Today button on the NavBar If needed navigate to other days by tapping the buttons 5 Touch the Staff s name at the top of the screen The staff s schedule for the current week is displayed 7 If needed navigate to other weeks by tapping the buttons 97 View Openings You can see an openings chart of appointments for all staff on one screen for a selected week This may be especially helpful for an owner manager who wants to get a quick feel for how busy the upcoming week will be The black bars represent booked appointments The white spaces represent current openings Current Week Chart To view the openings chart for the current week 1 Touch the Today button or the Book button on the home screen Touch the Week button on the NavBar The opening s chart for the current week is displayed 4 f needed navigate to other weeks by tapping the buttons Future Week Chart To view the openings chart for a week in the future 1 Touch Book on the home screen 2 Touch the Find Openings Mode button on the NavBar 3 Select the first day
60. ave when finished NOTE The waitlist is for your reference only Clients on the waitlist are not scheduled automatically You should check the waitlist anytime an appointment is cancelled in the Book to try and fill the open time block You may also view the Waitlist Report in Reports Future versions will have the waitlist available on the book view Check the Enable Wait List in the BackOffice System Preferences sub tab Remove Client from Waitlist To remove a client from the waitlist 49 1 Touch Clients on the home screen 2 Touch the desired customer name inside the waitlist box 3 Touch Delete from Waitlist Send E Mail to Client You can send an e mail to a selected client directly from the client list summary page To send a client e mail 1 Touch Clients on the home screen 2 Select a client from the Client list Touch Send Email on the NavBar the email address fills in automatically if available Type in a subject and message 5 Press Send Email NOTE You can also send e mails to a group recipient list based on selected criteria To do this follow the instructions in Chapter 10 Marketing for Create Email and Create Distribution List Print Client Card To print a client card 1 Touch Clients on the home screen 2 Touch the desired client name use the scroll bar if necessary 3 Touch Print Client Card on the Tab Bar Print
61. c service s Simply follow the prompts on screen to continue Cancel Move Restore Appointment 94 You can restore an original appointment you started to move by pressing the Move Appt button on the NavBar This is helpful if you forgot what you were trying to do or perhaps if you change your mind halfway through the move The original appointment will be restored intact You can then start over Or press Close Don t Save Double Book You can double book a staff schedule with TouchSuite This is especially helpful if you know the staff will be available between processing times or similar situations To double book in a timeslot 1 Touch the scheduled appointment where you want to double book another appointment 2 Touch Double Book on the Appointment Manager Select a start time in the Ticket Info Window since the new appointment may not start at exactly the same time as the other booking 4 Now select a client from the Client List 5 Select one or more services from the Service List Touch Save when finished The appointments will be displayed in half split size to show that they are booked during the same timeframe Modify a Standing Appointment Series To modify a standing appointment series 1 Touch the scheduled appointment you wish to modify in the book The Appointment Manager pop up appears 2 Touch Modify Series on the pop up Edit the booking as des
62. ch the Recall button The saved session will display and you can resume receiving products 140 10 Marketing Marketing is easy with TouchSuite You can send automated e mails create message templates and targeted send lists Future versions of TouchSuite will feature paper mailers Internet based messaging and other marketing services Tabs at the bottom of the screen help you navigate Marketing Automatic Create Email Campaign Campaign History Mailing Labels and Promotion Manager Automated E Mail The automated e mail page allows you to quickly set up standard emails that get sent automatically to your clients Here you can enable or disable a standard template simply by tapping its box Enable Automated Email To set up and enable an automated email 1 Touch Marketing on the home screen You will land on the Automated Email page 2 Locate the template that you wish to enable i e Birthday Thank you or Reminder 3 Check the box below the template name by tapping it 4 Edit the message as desired 5 Touch Save 141 NOTE A client s email address must be input on their Client Card for automated emails to work Automated emails are sent out overnight at approximately lam Birthday emails are sent 21 days prior to birthday Thank You emails are sent 2 days after a checkout Reminder emails are sent 2 days prior to an appointment Same Day Birthday emails are sent on
63. ct List or Home on the NavBar when finished 41 STEP 6 Set Up Clients NOTE Touch Clients on the Home Screen to go to the Client List Add Client 1 Touch New Client on the NavBar You will be taken to the new Client Card sub tab Fill out the form Touch Save 4 Or you can touch Save New to enter one client after the next NOTE You must at least enter a Client First Name You may go back at a later time to enter additional data NOTE Touch Client List or Home on the NavBar when finished STEP 7 Book First Appointment Book Appointment Touch Book on the home screen 2 Touch a date Staff members working that day are across the top hours of the day are down the side 3 Touch a desired time block for a Staff member Appointment Builder appears 4 Select a client from the Client List Select service s from the Service List Touch Save Oo ui 42 3 Clients Clients is designed for simple customer management It also includes integrated tracking tools that work behind the scenes to maximize scheduling and marketing Tabs at the bottom of the page help you navigate C ient List and Details The Details view shows you the details of a particular client selected from a list Sub tabs help you navigate to the specific information you are looking for Client Card Client Information Personal Information and His
64. d so that the back is facing you as you will need to attach various cords in steps 4 thru 8 Unscrew remove the back housing for access to all ports To do this press gently on top of the housing and loosen the two thumb screws one on each side Locate the finger sized buttons one on each side Press the buttons together and lift the housing up and toward you Power Attach the Main Terminal power cable to the terminal and insert the other end into the Battery Backup in the area marked Battery Surge NOTE In the event of a power outage the battery backup will beep loudly You should immediately back up your data and shut down the system Battery power acts as a safety net It is not for extended use C Connections In the next steps you will connect the Receipt Printer Barcode Scanner Laser Printer Pin Pad Pole Display Broadband and Keyboard in various ports of the main terminal Steps 4 thru 10 STEP 4 Receipt Printer a Placement Set the Receipt Printer adjacent to the Main Terminal 18 b Power Attach the Receipt Printer power cable to the back of the Receipt Printer The opposite end is the A C adapter Plug the provided A C adapter cord into the A C adapter and attach the opposite end into the Battery Backup in the area marked Battery Surge c Connections i Plug the Printer cable numerous grooves into the back of the Receipt Printer and close the metal clasps ii Connect the ot
65. der labeled TouchSuite The file format is Microsoft Excel Report Descriptions SALES BATCH REPORT DAILY TRANSACTIONS REFUND TRANSACTIONS GiFT CARDS GiFT CERTIFICATES PROJECTED SALES FROM Book SALES BY CLIENT CLIENT SALES SALES BY DATE SALES BY STAFF RING UP SALES BY SERVICE Lists all approved credit card transactions during selected date range Lists all transactions incl forms of payment tips and summary for selected date range Recommended for use as the End of Shift Day Report Choose Detail or Summary for report type Choose By All or Multichoice for staff member s Lists all refund transactions during selected date range Lists all Gift Cards sold incl original values and remaining balances Lists all Gift Certificates sold incl certificate use status Lists future sales based on booked appointments for the selected date range Lists purchased items by client during selected date range Lists sales totals and payment method totals by client during selected date range Lists all sales by selected date range Lists sales by staff for selected date range and or specified staff member Lists the passcodes used to ring up each sale Lists all service sales by selected date range 158 SALES BY SERVICE BY STAFF SALES BY PRODUCT SALES BY PRODUCT BY STAFF SALES BY SKU SALES BY CATEGORY SALES BY SUBCATEGORY SALES BY BRAND SALES
66. e user is encouraged to try to correct the interface by one or more of the following measures e Reorient or relocate the receiving antenna e Increase the separation between the equipment or device e Connect the equipment to an outlet other than the receiver s e Consult a dealer or an experienced radio TV technician for assistance Warranty Limits If the TouchSuite terminal is opened by any person other than the authorized technicians the warranty will then be automatically terminated The user should consult his her dealer for any technical problems Warranty voids if the user does not follow the instructions in application of this product The manufacturer is by no means responsible for any damage or hazard caused by improper use Trademarks and Servicemarks 190 TouchSuite Flexpedia Multi MIDs Payment Wizard Refund Wizard Newswire MobileBook Client Basket and Nudge are trademarks of Invenstar LLC Other brand and product names are trademarks and registered trademarks and service marks of their respective owners 2011 Invenstar LLC TouchSuite Safety Information 1 To disconnect the machine from the electrical power supply turn off the power switch and remove the power cord plug from the wall socket The wall socket must be easily accessible and in close proximity to the machine 2 Read these instructions carefully Save these instructions for future reference 3 Follow all warnings and instructions marked o
67. e desired customer Touch the desired client row Touch the Details tab at page bottom Tap a text field you wish to edit Type information into the field using the keyboard Select a sub tab at page bottom i e Client Card Contact Info Personal Info History to edit additional data Touch Save when finished Delete Client To delete an existing client 1 Touch Clients on the home screen 44 Du Rw Use the scroll bar if necessary to find the desired customer Touch the desired client row Touch the Details tab at page bottom Touch Delete on the NavBar Press OK when prompted by the system NOTE If you accidentally delete a client they can be reactivated See the Back Office instructions in the Summary section Sort Clients You can easily sort your client list by any of the column headers on the page e g first name last name etc To sort your client list 1 Touch Clients on the home screen 2 Tap a column title e g first name on the page 3 Tap the same column title to return to the original format Add Photo To add a photo for an existing client vu hb yw N Touch Clients on the home screen Use the scroll bar to find the desired client Touch the desired row Touch the Details tab at page bottom Insert the memory stick with the stored photos into the front panel of the monitor Touch Import Photos on th
68. e lower right hand side of the screen The first photo on the memory stick will automatically appear If it does not touch Load Images Touch the desired client name in the client list box Touch Next or Previous to view each photo on the memory stick 45 9 Touch Save to add each selected photo to the client s gallery 10 Repeat steps 8 and 9 until finished 11 Remove memory stick Merge Client Cards If you have duplicate clients in your database simply merge the data into one client card To merge client data 1 2 Touch Clients on the home screen Touch a client name a checkbox appears at the right hand side of this row Touch the duplicate name a checkbox appears at the right hand side of that row as well Touch Merge at page bottom right A new screen will appear with the client name info in Column 1 and the duplicate client name info in Column 2 Data discrepancies are highlighted in red Choose which one has the most and best data and then Touch Use This Client 1 or 2 to carry over info from that chosen column to the Merge Results column Scroll down and tap on any row of either column to bring the data into the Merge Results column Repeat until all the data is in the Merge Results column Edit Merge Results column as desired History info from both files will be merged automatically Touch Save when finished 46
69. e on the schedule so that other clients can be squeezed in during that time To set a processing time 1 Follow steps 1 thru 6 for Book Appt on previous page 2 Select the desired processing time from the drop down list called Processing Time 3 Touch Add Touch the next desired service 5 You can edit the order of your chosen services by touching one of them in the Ticket Info Window and pressing the Up Down or Remove buttons 6 Touch Save when finished HELPFUL TIP You can always get back to today s schedule by tapping the time amp date Today button on the NavBar 89 Nudge Appointment You can edit service duration and price on the fly using Nudge To nudge an appointment N Dn Rw Follow steps 1 thru 6 for Book Appt on previous page On the Appointment Builder at the top left Ticket Info window touch the service you wish to modify Touch Nudge a pop up will appear Edit the service time and price as desired Touch Save on the pop up Touch Save on the Appointment Builder Create Standing Appointment You can create a standing appointment i e one that repeats on a regular schedule for any client To set a standing appointment Follow steps 1 thru 6 for Book Appt on previous page 2 Onthe Appointment Builder select a frequency for this appointment to repeat e g repeat every 4 weeks for 1 year etc 3 Touch
70. e to unlink them and simply charge for one or more bookings at a time To do this from the Book 1 Touch the Appointment in the Book you wish to checkout 2 Touch Checkout on the Appointment Manager The Linked Appointment Pop up will appear 93 3 On the pop up highlight the appointment s you wish to checkout at this time 4 Touch the Selected button to choose the highlighted appointment s or touch the All button to choose all appointments on the list You will land in the Ticket Manager with your selected appointments ready for checkout 5 Now edit the ticket and take payment as usual Follow instructions for taking payment in Chapter 8 Cash Register Move Appointment To move an existing appointment to a new time date or staff 1 Touch the scheduled appointment you wish to edit in the book 2 Touch Modify Booking on the Appointment Manager If you simply want to nudge the appointment by 15 min or so select the new start time in the Ticket Info Window 4 Forall other moves touch Move Appointment 5 If you re moving to a different day navigate to the day you really want by tapping the buttons on the NavBar 6 Touch the desired new time block The appointment builder re appears with the information you re moving 7 Touch Save when finished NOTE You will get an alert message if you move an appointment to a staff member that is not set up to perform the specifi
71. eceipt to save paper if desired 4 f credit card used swipe when prompted NOTE Multi MID Stores please see Payment Wizard instructions in the next pages 5 Ifa debit only card is used you will see the Enter Pin popup Have the client enter their pin on the pin pad optional item 6 Receipt will print upon approval If declined an alert message will appear Split Payments To accept two forms of payment for a client ticket 1 Edit your client ticket as usual and proceed to the Payment Screen 2 Select the first form of payment by tapping its text box i e credit card cash etc The amount due auto fills in this box 117 3 Delete the auto filled number and type the partial amount you want to go on the first payment type 4 Select another form of payment by tapping its text box Use Credit Card 2 for a second credit card The remaining balance due will auto fill in this field 5 Touch Finish Transaction NOTE Multi MID Stores please see Payment Wizard instructions in the next pages 6 Any credit card s will be handled first Swipe card s as prompted 7 Ifa debit only card is used you will see the Enter Pin popup Have the client enter their pin on the pin pad optional item 8 Receipts for all transactions will print automatically afterward If declined an alert message will appear Multi MID Payment Wizard The Payment Wizard is a simple chart that helps you orga
72. em So you must set up this list before you are able to book appointments for them Alternatively you can add the services to the staff when creating your services To customize a service list for each staff member Touch Staff on the home screen Touch the desired staff member row Touch the Details tab at page bottom Select the Services sub tab at the bottom of the page Add house services from the left hand side of the page to the employee s list on the right by tapping a service and using uUi Uu M 56 the add arrow gt Or remove services from the employee s list on the right by tapping a service and using the remove arrow lt Now select a service in the employee s list you wish to customize Update the time needed to perform the service as well as any special pricing in the text fields below the list box 8 Touch Update Employee Service when finished Add Staff Merchant Account for multi MID Locations To enter a staff member s merchant account um bk wn 6 Touch Staff on the home screen Touch the desired staff member row Touch the Details tab at page bottom Select the Credit Card sub tab at the bottom of the page Enter the Staff Merchant Account Info provided by your TouchSuite agent Touch Save on the NavBar when finished View Staff Financials Staff members can access their own financial reports directly from the
73. endor You can set any vendor as your default vendor which can help make product data entry easier You can change your default vendor at any time To set your default vendor Touch Vendors on the home screen Touch the desired Vendor row Touch the Details tab at page bottom Touch the Default Vendor check box Touch Save mB U N View Purchase Orders To view your purchase order history including orders that are still open 133 Touch Vendors on the home screen Touch the PO List tab at page bottom Touch the desired Purchase Order row Touch PO Details tab at page bottom to review this purchase order 5 Touch PO List to return to the PO Summary List Page hh U N PO Builder Purchase Orders are easy with the PO Builder If you ve used the TouchSuite Appointment Builder feature you ll notice that POs work much the same way To create a new PO 1 Touch Vendors on the home screen 2 Touch New PO on the NavBar 3 Select the vendor you want to order from a Inthe Vendor window to the right scroll or use the PgUp PgDn buttons to find the vendor you want and tap to select It will be highlighted in red i To add a new vendor use the Phone Search Quick Add button at the top right ii To sort the vendor list use the toggle buttons above the window By Company Ascending Descending or By Contact Ascending Descending b The Vendor P
74. entered before you are able to save the new staff data Set Staff Access Role The Access Role determines which areas of the program a staff member has access to e g if you don t want them to have access to your financial Reports but you do want them to be able to book appointments You can choose from a number of different access levels Guest User Staff I Staff Il Admin 1 Admin Il Super User For a description of these access levels touch Access Role near the last text box and review the pop up chart To set a staff member s access role bh U N Touch Staff on the home screen Touch the desired Staff member s row Touch the Details tab at page bottom Select an Access Role from the drop down list at the bottom center of the page For a description of these access levels touch Access Role directly above the drop down list Then Close pop up Press Save when finished 54 View Staff Member Details To view a staff member s details hh U N 5 Touch Staff on the home screen Touch the desired staff member s row Touch the Details tab at page bottom Select a Tab at the bottom of the screen i e Employee Info Contact Info Personal Info Preferences Services to view each section Touch Staff List when finished to return to the Staff List Edit Staff Member To edit an existing staff member G UA c QE Touch Staff o
75. es you offer Tabs at the bottom of the page help you navigate Services Services List and Details The Service Details view uses a simple layout for easy management Add Service To add a new service to the database mam hu N Touch Services on the home screen Touch New Service on the NavBar Tap a text field you wish to type into Type information into the field using the keyboard Press Tab on the keyboard to go to the next field or select a different field by tapping it Select a standard time duration for the service from the drop down menu OR type the number of days if this service spans days such as training Select a tax option if applicable If desired select staff member s who can perform this service Their individual service lists will be updated with this new info Touch Save when finished 63 NOTE Service Name and Standard Time are mandatory fields Both must be entered before you are able to save the new service data NOTE Deducted Cost is money subtracted from staff commissions useful for charge backs Enter 0 00 in this field if you do not wish to take money off the top for this service NOTE Withholding is money withhold per staff for various things such as education or training See chapter 4 Staff for more information Edit Service To edit an existing service Touch Services on the home screen Use the scroll bar if necessa
76. essage for your Customer Facing Pole Display optional equipment This sets the standard costs of your products to the designated checked item The standard costs are used in the profitability reports Displays client phone numbers in appointment book 174 SHOW PHONE NUMBERS IN CLIENT LIST SHOW PHONE NUMBERS IN APPOINTMENT BY STAFF REPORT SHOW PHONE NUMBERS IN PRINT DAILY REQUIRE PASSCODE FOR BOOKING AND MODIFYING APPOINTMENTS REQUIRE PASSCODE FOR MODIFYING APPOINTMENTS PRINTING PRINT SECOND PRIMARY RECEIPT PRINT SECOND CC RECEIPT PRINT CLIENT TICKET AT CHECK IN PRINT CLIENT HISTORY ON CLIENT TICKET AT CHECK IN Displays client phone numbers on client list Displays client phone numbers on the Appointment By Staff Report Displays client phone numbers on daily sheets Staff members will be required to enter their passcode to book AND to modify appointments Staff members will be required to enter their passcode ONLY when modifying appointments Two itemized receipts will print at checkout Two credit card receipts will print at checkout Automatically prints a client traveler ticket to the receipt printer upon checking in a client Adds info on last 3 visits to client traveler ticket 175 PRINT CLIENT TICKET TO REPORT PRINTER PRINT DAILYS TO REPORT PRINTER PRINT COLOR FORMULAS ON DAILYS AUTO PRINT DAILY BATCH REPORT PRINT CLIENT NOTES ON DAILYS
77. etails Price Details Retail Price 13 99 On Sale Price 10 00 Lowest Cost O OC Average Cost LD Update Last Cost 9 01 On Sale Standard Cost 0 00 v Thursday July 14 2011 Md Promotions Tax Details None F v Buy One Get One Free 2 For 1 Jen Buy One Get Second Half Off I Tax B Bu Get One Free N 1 For IN 7 n Tax Buy Get Next One Half Off I Tax D Cost Price Product Details Save Quick fever PENER New fay IIl Products rd ou ze do Eom ee 10 37 123 In the cash register as you scan the products into the SKU field the additional product will display the promotion price In this example we chose Buy One Get Second Half Off 77 Ticket s aty SKU Description Prie Actus Extended Tox 1 Sta Stafi 070734000089 ZYMOX TOPICAL CREAM 13 99 13 99 13 99 0 84 r House 070734000089 7 00 0 42 L House Iv ZYMOX TOPICAL CREAM 13 99 7 00 House Unlink Selected Non Cash Tip ZS 7 Misc Sale Gift Certificate Gift Card Ticket Manager Payment Closed Tickets Till Manager SELECT STAFF TO VIEW SERVICES A w pa S ill Cash Register Product Cost Averaging To set the PO Cost for a product Touch Products on the home screen 2 Touch the desired product row use scroll bar if necessary 3 Touch the Cost Price tab at page bottom 4 Enter an amount in the Standard Cost text box
78. ext box The system will remember your new entry and add it to the drop down for future use Finger Swipe Navigate appointments and menu items on select screens with a simple finger swipe gesture You may also use the scroll bar in these areas if you prefer Help Screens 33 For help on any page simply touch the NavBar A help screen pop up will appear Tabs at the top of the screen help you navigate the various help modules Help Manual Snippets and Support Help Manual The He p Manual gives you step by step instructions for tasks related to the section of the program you are currently viewing Simply use the scroll bar on the right hand side to move the page down as you read this helpful information To view the Help Manual 1 Touch any blank area on the NavBar 2 The Help Manual tab should already be selected 3 Simply read the manual on screen use the scroll bar to move the page down 4 Touch Close at the bottom of the page when finished NOTE To view the entire Help Manual tap any blank area on the NavBar while on the Home screen Snippets Snippets are short video tutorials to help you quickly learn how to use specific TouchSuite features e g double book apply discount etc They are generally 1 to 2 minutes long To view a Snippet 1 Touch any blank area on the NavBar 2 Select the Snippets tab 34 3 Make sure your USB headset is connected to one of the
79. ga Client 1 This Use Client 2 This GY fr V S Iii Merge Merge Re o TE o BEE Fist Name LastName Crowe LastName Crowe Last Name Crowe Suffix Suffix Suffix TS o E Ades Address 2 Address 2 Address 2 o o EENNNNNNNNEND o A EENNEEEEEEEN state o MOM IR ze Cow E 1 EENENENNEEEND Coury nt Pn Ew Phone BEE 1 TT Phone Phone 2 Phone 2 Phone 2 Cell Phone Cell Phone Cell Phone Cell Carrier Cell Carrier Cell Carrier Gender Female Gender Female Gender Female o RE oos ses TS ser ct EEEEEEEEEEEN Send Emai Spouse Spouse Spouse Spouse Spouse Spouse DOB 1 1 1900 DOB 1 1 1900 DOB 1 41 19 Spouse MM Soc INN eal Make Appointment You can schedule a New Appointment directly from the client page This is useful as the computer will remember where you started and automatically fill in appointment data To schedule an appointment for an existing client 1 Touch Clients on the home screen 47 2 Use the scroll bar to find the desired customer 3 Touch the desired client row 4 Touch Appt on the NavBar If there is an existing appointment for this client an appointment info pop up will appear You can simply select New to add another appointment If there is no existing appointment you will go directly the month view to select a date Touch the desired appointment day Touch the desired appointment t
80. he printer is turned on and that the blue indicator light on the printer is illuminated Try pressing the paper feed button the square shaped button at the front of the unit to determine if the printer is responsive Try your task again In the event that the receipt printer still does not print your receipt try rebooting the system by holding the power on off button on the monitor until the system turns itself off Press this button a second time to reboot your system If the laser printer is not working Make sure your laser printer is properly connected per the instructions in Chapter 1 Getting Started Make sure the printer is turned on and that the blue indicator light on the printer is illuminated You may need to press the blue Power Button at the top of the unit if the printer is in power save mode The printer will then illuminate the blue light and print a test page Try to print your desired page again In the event that the laser printer still does not print your desired page try rebooting the system by holding the power on off button on the monitor until the system turns itself off Press this button a second time to reboot your system 194 If accidentally delete a client staff member or product TouchSuite will always ask Are you sure you want to delete this before allowing you to continue You can reactivate clients products and staff in the Back Office Select Back Office from the home screen T
81. hen tap the Summary tab at page bottom Press the Reactivate button for the particular item and check the ones you want to reactivate Press Close on the popup From time to time you may want to print a Client List report a Product List report etc so that you have this data available for your reference Preparing for an emergency i e bad weather extended closing You should back up your database Select Back Office from the home screen Then tap the System tab at page bottom Press the Backup Database button The backup process may take a few minutes You may repeat this process as often as you like The new backup simply replaces the one before it When this is complete shut down your system You may also need to unplug all devices and store them safely as directed by local authorities NOTE In the event of a power outage the battery backup will beep loudly You should immediately back up your data and shut down the system Battery power acts as a safety net It is not for extended use Recovering from a system failure In the unlikely event of a complete system failure you will be able to restore all the data you ve backed up We recommend you contact 195 our technical support department to assist you to ensure that your data is recovered intact 196 Appendix Appendix B Service B amp Support Invenstar TouchSuite Customer Service 561 948 7288 Opt T Invenstar T
82. her end into the Main Terminal long pink port 25 pinholes iii Plug the Cash Drawer cable the one left disconnected in Step 2 into the back of the Receipt Printer d Other Remove tape from the printer housing Press the black button at top right of the unit to lift the paper cover Remove the test printout and tape strip from inside the unit Unwrap the receipt paper from its gold foil package Insert receipt paper as pictured below Unroll some paper past the opening and close cover NOTE Thermal receipt paper is standard 3 single ply 3 paper is also acceptable Refill rolls and economy packs are available at your local office supply store Thermal paper is heat activated i e it does not use ink so it is important to buy the correct thermal paper for use with TouchSuite 19 STEP 5 Barcode Scanner a b c Placement Set the Barcode Scanner adjacent to the main terminal Power No power cord required Connections Plug the Scanner cable USB into the Main Terminal in the port marked USB3 STEP 6 Laser Printer a b c d Placement Set the Laser Printer on the desk or a nearby table where you plan to use it Power Attach the power supply cord at the back right of the laser printer and insert the opposite end into the Battery Backup in the area marked only Surge note that the battery has two sides one marked Surge and one marked Battery amp Surge Itis impo
83. his barcode later Enter a Name for this package Continue filling out the form Make sure you have the correct Retail Price and Taxable Price for this Package Assign Products and or Services to Bundle as desired at top right window a To add a service select Add a Service highlight a service and touch Add You can continue to add others Press Finish when done b To add a product select Product Search type your desired product name highlight the desired product in the window and touch Add Repeat to add others Press Finish 8 Touch Save on the NavBar when finished Schedule Bundle Simply schedule any bundled service s in the Book as usual Checkout Bundle To take payment 1 In Cash Register simply add the Bundle as a line item Use the Search button a custom QuickButton or Scan the bundle barcode to do this 68 2 Take payment as usual 69 6 Products Products is designed for simple inventory management The main view is the Product List a summary of all products in your inventory The items in black are those that are well stocked The items in red are running low and should be re ordered soon You can sort this list by checking a box at the bottom of the screen to show only professional Shop supplies Retail products products that are used Both for supplies and retail sale or a list of All products
84. ield using the keyboard Press Tab on the keyboard to go to the next field or select a different field by tapping it 6 Touch Save when finished vu P LA PM Business Hours 164 The business hours are used for displaying the Appointment Book time slots and are also used in managing your cash drawer till Please pad the open and close times to truly reflect your actual hours of operation If you normally close at 6 pm but you tend to allow clients that are in your store to remain after hours to make purchases or you continually check out clients after 6 pm make sure your Close business hours are set for 7 pm or later Setting Tax Types You can set unique tax rates for products and services There are 4 customizable presets Tax A Tax B Tax C Tax D You can rename these as desired To create or edit a Tax Type 1 Touch Back Office on the home screen 2 Make sure you are on the Company tab 3 At bottom left highlight a tab for Tax A B Cor D You can rename these tab titles e g Treatment Beverages etc Simply touch the Change button and enter your desired title Then touch Save 4 Enter the tax rate NOTE State County City and Other taxes are added together for a grand total so you might only need to enter one number in one box 5 Touch Save on the NavBar NOTE To associate a product or service with a particular tax type simply go to the Product Detai
85. ight drop down list is the Client who is paying for this ticket 8 Then touch the Payment Tab at the bottom of the page and take payment as usual 109 NOTE Payment will be tracked in the selected client s history Unlink Appointments at Checkout linked on the Book To unlink appointments on the Ticket Manager 1 Touch a Service that corresponds to the appointment the customer will not be paying at this time 2 Touch Unlink Selected The entire appointment will be removed from this ticket 3 Now edit the ticket and take payment as usual The checkout out appt will turn gray in the Book The other appt color will remain intact Removing amp Changing Service s at Checkout When checking out a client from the Book you can change the service s on the Ticket however the new ticket will not match the original booked appointment If you want to make sure the changes for the client are reflected in the actual Book you have 2 options Option 1 FORCE CHECKOUT make changes to the book LATER if desired after taking payment To Force Checkout on the Ticket Manager 1 Touch the Service s you wish to remove 2 Touch the V arrow Some new buttons will appear on the page 3 Edit the ticket details as desired 110 4 Touch Force Checkout at the bottom of the page You will land on the payment screen 5 Take payment as usual NOTE In the Book your Forced Checkout w
86. ill be displayed in Beige color You can touch this closed appointment and edit the details at any time however you cannot check out this appointment again If you removed a service in Ticket Manager go back to the book open the appt tap Modify Appt and remove the same service so it matches Option 2 MODIFY BOOKING make changes to the book NOW before taking payment To Modify Booking on the Ticket Manager 1 Touch the Service s you wish to remove 2 Touch the V arrow Some new buttons will appear on the page 3 Edit the ticket details as desired 4 Touch Modify Booking at the bottom right of the page The appointment builder appears 5 Edit the appointment as necessary Touch Save Now proceed to checkout again The checked out appointment will turn gray as usual o NOTE To stop the Modify Booking process simply touch Cancel at the bottom of the page Open Tickets You can save and print client tickets that you plan to ring up later 111 To save a ticket 1 Use Ticket Manager as usual to edit a client ticket 2 Touch Save Ticket on the NavBar The Ticket is saved in the database and you can have the system automatically print a copy for your reference Check the preference Print Open Ticket Receipt in the Back Office Preferences Printing sub tab To find an open ticket 1 Touch on the NavBar 2 Touch Find Open Ticket on the NavBar E
87. ime block Select a service from the list menu If desired select additional service Touch Save when finished 19 90 A Oo NOTE To remove a service from an appointment just tap the unwanted service in the Booked Service List and touch Remove NOTE If a client has an Existing Appointment then info about that appointment will be displayed when tapping Appt and related menu options will become available Edit Appointment From the Book To edit an appointment from the Book please refer to the instructions in Chapter 7 Book From the Client List To edit an appointment from the client list Touch Clients on the home screen 2 Touch the desired client row Touch Appt on the NavBar An appointment info pop up will appear 48 4 If there is an existing appointment for this client the appointment popup will display Select the appointment you want to modify 5 Select Modify on the pop up 6 Edit the appointment 7 Press Save when finished Add Client to Waitlist You can add a client to a waitlist if you are unable to book them for an appointment they would like To add a client to a waitlist h won vI Touch Clients on the home screen Use the scroll bar to find the desired customer Touch the desired client row Touch Add to Waitlist on the bottom left hand side of the page Select a staff from the drop down menu Press S
88. ired on the Appointment Builder 95 4 Touch Save when finished Cancel Appointment To cancel an appointment 1 Touch the scheduled appointment you wish to cancel in the book 2 Touch Cancel on the Appointment Manager pop up Touch OK when prompted by the system Cancel a Standing Appointment Series To cancel a standing appointment series 1 Touch the scheduled appointment you wish to cancel in the book The appointment manager pop up appears 2 Touch Cancel Series on the pop up Touch Yes when prompted by the system Print Daily Sheets You can print daily sheets each morning or at any time for all staff with scheduled appointments To print daily sheets 1 Touch the Today button on the NavBar 2 If needed navigate to other days by tapping the buttons 3 Touch Print Dailys on the NavBar 4 Daily Sheets will print from the receipt printer one staff at a time or they will print from the laser printer instead if you have selected that preference in the Back Office 96 NOTE You can print a daily sheet for just one staff member by following the instructions in Chapter 4 Staff Print Daily Sheet Text Dailys You can send a staff member s appointment schedule directly to their cell phone TouchSuite SMS account required To text daily sheet info to staff members 1 Touch the Today button on the NavBar 2 If needed navig
89. isual Ticket Builder is an easy way to create and edit client tickets using quick buttons instead of drop downs It works like a quick service caf menu Best of all you get to customize the button colors categories etc Simply select a category on the right hand side Touch a menu item at page center Use finger swipe navigation or select subcategory to search through menu See instructions on setting up your product categories Superstar Shampoo Curlesque Shampoo SubTotal 39 90 Tax 2 60 Total 42 50 Enable Visual Tickets Please see Chapter 13 Back Office Customize Product Categories Please see Chapter 6 Products Update Existing Products with Categories Please see Chapter 6 Products Customize Modifiers Please see Chapter 6 Products Use Visual Ticket Builder To checkout a client using Visual Ticket Builder 115 1 Start checkout as usual 2 Make sure the TicketBuilder first tab in the Cash Register is selected You need to enable Visual Ticket Builder in the Back Office Preferences System sub tab 3 Choose a category from the right hand side of the page menu items within this category appear at page center 4 Navigate subcategories either by tapping a subcategory at bottom center of page or simply NC w swipe your finger at page center to move the main menu buttons and reveal even more menu items 5 Go to the next tab Ticket Manager to make any adjustments to price
90. ite Read the final message and press Start TouchSuite Salon You will be taken to the Home Screen NOTE For instructions on building your database please review Chapter 2 Basics 25 2 Basics TouchSuite Salon at a Glance Simple design and a high resolution touch screen make it easy to learn and use TouchSuite Salon Simply tap a section and type your information Home Screen Main menu choices are displayed in large boxes At the bottom of the screen is the navigation bar NavBar which provides you with options and tools you need based on the section you are viewing V Ear n P ew ew Navigation Buttons NavBar Logo 26 Navigation Bar The NavBar is always present on your screen It tells you the title of the page you are on It also provides you with options and tools The buttons on the left are the ones you always need access to Home QuickNav Today s Book Register Scan The buttons on the right vary for each page based on the needs of that page New Client Send EMail etc A Cam Client New Send Client CDE IN Client List ZB cash register home WICK today nav navigation buttons Button scan A previous next page title page options Use For Home QuickNav This button will take you back to the home screen This button opens up an additional navigation bar to access other commonly used sections Today This button tells y
91. item 3 Press Enter on your keyboard 4 Repeat as desired for each line item Change Staff for commission payout To edit the staff for a line item on the ticket 1 Locate the column on the ticket called Staff 2 Select a staff member from the drop down list 3 Repeat as desired for each line item 108 4 Then touch the Payment Tab at the bottom of the page and take payment as usual View Client Information at Checkout To view client card information including purchase history at checkout eg to see the amount they paid for a service on their last visit go to the Cash Register Ticket Manager 1 Make sure a client name is selected from the drop down list on the Ticket Manager 2 Touch Client Information at the top right of the Ticket Manager 3 Edit client information if desired 4 Touch Save to save this update or 5 Touch Close to close the pop up Combine Tickets from the Book To combine separate tickets that will be paid for by one client e g mother and daughter 1 Check out the first client from the book 2 Touch Add Ticket on the Ticket Manager Select a date range to search for active tickets and touch Get Tickets 4 Select a ticket from the list The system will ask if you d like to load this ticket as well 5 Answer Yes and the tickets will be combined Make any changes you d like 7 Make sure the Client name in the top r
92. ld marked Online Data Backup and check the box called Online Backup Account 5 Check the Enable Online Backup checkbox Touch Save on the NavBar when finished Mobile Booking 179 Check your booked appointments remotely from any device with internet access e g cell phone laptop To setup Mobile Booking 1 Touch Back Office on the home screen 2 Select the Preferences tab at page bottom 3 Touch the Add Ons sub tab Use the arrow at the right of the last visible sub tab to reveal more sub tabs including the Add On sub tab you will need to select 4 Type your account number into the field marked Mobile Book Code Touch Save on the NavBar to activate Add staff members by pressing Add and selecting each staff that will be accessing the book remotely 7 Press Save on the NavBar when finished To use MobileBook 5 Visit www touchsuite com mobile using any device with internet access 6 Enter your Company ID and Passcode 7 Select a date from the calendar 8 View booked appointments Summary Summary provides you with a list of database totals e g total clients total employees etc You can also reactivate inactive Clients Employees and Products 180 To view the Summary 1 Touch Back Office on the home screen 2 Select the Summary tab at page bottom To Reactivate Clients Employees or Products Touch
93. lect a Service checkbox first Touch Use on the pop up The Quick Button is now dedicated for that product service You can change the text that will show on this button by modifying the text fields directly below the button Touch Save Quick Bar when finished Add Ons Add Ons is where you manage your Add On Services account information Customer Number Your customer number is assigned to you by TouchSuite when you order the system This number is required to activate any of the add on services you wish to use Please call TouchSuite support for help in entering this number when you subscribe to an add on service Gift Card Account 177 Once you have signed up for the TouchSuite Gift Card service and receive your plastic cards you can begin selling Gift Cards to customers To setup your gift card account information in TouchSuite 1 Touch Back Office on the home screen 2 Touch the Preferences tab at page bottom Touch the Add Ons sub tab Use the arrow at the right of the last visible sub tab to reveal more sub tabs including the Add On sub tab you will need to select 4 Type your account number into the field marked Gift Card Account 5 Touch Save on the NavBar when finished SMS Account Code Once you have signed up for SMS Account Service you can begin sending text messages to staff and clients To setup your SMS Account Code in TouchSuite 1 To
94. ll GITU Call iust Aa 119 Redeem Gift Gift Payments tcccccecccsvcccnevccccnescnsnscesnesensnsesanes 120 Redeem Pre Paid Package s sees isses eise sena nna nhan 121 Check Gift Card Balance 122 GIFT GERTIEICATES veriti Bebe dd riet febre ORE oto Ene in tiv Ere obe aaa dd 123 Sell GH Certificate se ede er o EE 123 Redeem Gift Certificate 123 REPRINT GIFT CERTIFICATE eeeseeeeee eene nnne nne nne nnns nnn ner nnis 124 REPRINT RECHT eseu ds 124 CLOSED TICKETS c Neue ENNEN 125 Find Closed Tiki cedes 125 Modify Closed Ticket 125 Refunds Returns Store Credit 125 TILL MANAGER 000 a 126 OPEN RE 126 Close Tilos s ot aA ete Gai E ER eS meee 127 EAN oer iue d t endet mio 128 CLIENT BASKET M eis cena cse A DERE Dr de Onda da 128 VENDORS isses tare Peso toes aec s pde A A taka a e RENE SERES AER 131 ADD VENDOR icri oleae as EE RE ee e EEN E Ree ed aes 131 EDIT VENDOR idi deer eni ie ep ees an deine 131 DELETE VENDOR dg Bedeelegt 133 SET DEFAULT VENDOR 32 esent ee en eo ipea ee ven sede EENS 133 VIEW PURCHASE ORDERS NEEN 133 PO BUIEDER lia 134 MANAGE ORDER den occitano 135 SUBMIT ORDER Sii d He EROR Ure HR Ee e ERE OR de REN 136 MODIFY ORDER acia dedos dte teen Ond ee een eebe 136 PAY FOR THE ORDER ee da e eere red e E dues polso ee eut 137 GEONE ORDER A et eu Meisen ees ege 137 RECEIVE ORDERED PRODUCTS cccoccocccccconconconconcnnonnnnannnnnononnnnnnnncnnnnanons 137 EASY RECEIVING MANAGER 138 RES
95. ls or Service Details page and check the appropriate box To set a Tax Type as Default Product Tax 165 1 Go to the desired Tax Tab and check the box for Products Default 2 Touch the long button Reset All Products to Defaults to apply this change to your existing products You will see an alert message about this new setting 3 Touch Reset Taxes or touch cancel To set a Tax Type as Default Service Tax 1 Go to the desired Tax Tab and check the box for Services Default 2 Touch the long button Reset All Services to Defaults to apply this change to your existing services You will see an alert message about this new setting 3 Touch Reset Taxes or touch cancel System This section is for email settings as well as backups upgrades time date information and more Many of the functions will not be used or will be used in support situations if needed The email settings will enable you to send and receive email as well as send text messages You may need to contact your broadband service provider to ensure that you enter the information correctly HELPFUL HINT If you use Microsoft Outlook on another computer you can find your proper account settings by opening Outlook and looking at the section called Tools E Mail Accounts 166 To enter your email settings MW P uN 6 Backup Touch Back Office on the home screen Select the System tab page
96. mbers On each staff technician s row you will see an abbreviated schedule with asterisks by hour denoting if there is an existing appointment booked for that staff To the left of the staff list is a Display Panel which allows you to manage a selected staff s waitlist It also displays a photo of the selected staff if you have imported a photo See instructions for these features on the following pages Tabs at the bottom of the page help you navigate Staff Staff List Details Schedule and Reports The Details view shows you all data on a particular staff member Sub tabs help you navigate to the specific information you are looking for Employee Information Contact Information Personal Information Preferences Services Credit Cards and Financial Reports Add Staff Member To add a new staff member to the database 1 Touch Staff on the home screen 2 Touch New Staff on the NavBar 53 Tap a text field you wish to type into Type information into the field using the keyboard Press Tab on the keyboard to go to the next field Or select a different field by tapping it Set the Staff member s Access Role see next section Select another Tab at page bottom i e Employee Info Contact Info Personal Info Preferences Services Credit Cards to enter additional data Touch Save when finished NOTE First Name Employee Type and Passcode are mandatory fields These must be
97. me When prompted touch Log Off The system will quickly reset When the password screen appears simply press OK No password is necessary In a moment you will be back on the home screen If the monitor screen freezes In the event that your touch screen freezes or is unresponsive to your touch simply hold the power on off button at the front of your monitor until the system turns itself off Press this button a second time to reboot your system You will not lose any stored data but you may need to redo the most recent task you were working on If the scanner is not working Make sure the USB cable from the scanner is securely attached to the USB port and that the red indicator light on the scanner is illuminated Did you remember to tap the Scan Item button before scanning Or check that the cursor is blinking in the correct text field SKU where the information will be input Make sure to hold scanner 4 6 away from the barcode Did you press the button underneath 193 the scanner while aiming at the barcode TouchSuite offers you the option of manually entering the UPC barcode numbers for initial data entry and selecting the product from a list at checkout NOTE Some clear bottles and oddly shaped bottles are not easily read by standard scanners If the receipt printer is not working Make sure your receipt printer is properly connected per the instructions in Chapter 1 Getting Started Make sure t
98. n on the NavBar 2 If needed navigate to other weeks by tapping the buttons Print Daily Sheet You can print a daily sheet for any selected staff with scheduled appointments To print a daily sheet Touch Staff on the home screen Touch the desired staff s row Touch Print Dailys on the NavBar Daily Sheet will print from the receipt printer hh WU N NOTE You can also print daily sheets for all staff members with scheduled appointments directly from today s book See Chapter 7 Book for instructions 61 Delete Staff Member To delete an existing staff member Touch Staff on the home screen Touch the desired staff member row Touch the Details tab at page bottom Touch Delete Press OK when prompted by the system mW hu N NOTE If this staff has appointments already booked in the system you should move or cancel these appointments to ensure proper customer service before deleting the staff member NOTE Their passcode will not be able to be used again once they are deleted Also make sure to run all staff payout reports before deleting a staff member NOTE if you accidentally delete a staff member they can be reactivated See the Back Office section under Summary for instructions 62 5 Services Services is designed for simple service management The main view is a Service List a summary of all servic
99. n the home screen Touch the desired staff member row Touch the Details tab at page bottom Select a Tab at the bottom of the page Tap a text field you wish to edit Type information into the field using the keyboard Repeat steps 4 thru 6 Touch Save when finished Set Preferences for Staff Member To set preferences for an existing staff member vu A yw N Touch Staff on the home screen Touch the desired staff member row Touch the Details tab at page bottom Select the Preferences sub tab at the bottom of the page Tap the checkbox next to the preference you would like to set To uncheck this box simply tap again Touch Save when finished 55 NOTE If you enable Staff Appointment Text Messages to Cell Phone please note that their provider s messaging rates still apply NOTE The Show This Employee In The Book checkbox is in the Preferences tab The default is checked so if you do not want the employee to show up on the appointment book you must uncheck this box Set Services for Staff Member You can customize the service list including service time needed and any special pricing for each staff technician The system will remember this information when you book an appointment for this staff NOTE When a new staff member is added they have no services associated with them except for a few sample services that come with the syst
100. n the product 4 Do not use this product near water 5 Do not place this product on an unstable cart stand or table The product may fall causing serious damage to the product 6 Slots and openings in the cabinet and the back or bottom are provided for ventilation to ensure reliable operation of the product and to protect it from overheating These openings must not be blocked or covered The openings should never be blocked by placing the product on a bed sofa rug or other similar surface This product should never be placed near or over a radiator or heat register or in a built in installation unless proper ventilation is provided 7 This product should be operated from the type of power indicated on the marking label If you are not sure of the type of power available consult your dealer or local power company 8 Do not allow anything to rest on the power cord Do not locate this product where persons will walk on the cord 191 9 Never push objects of any kind into this product through cabinet slots as they may touch dangerous voltage points or short out parts that could result in a fire or electric shock Never spill liquid of any kind on the product 192 Appendix Appendix A Tips amp A Troubleshooting Most problems with TouchSuite Salon can be solved quickly by following the advice in this chapter General Suggestions To quickly reset the system On your keyboard press Control Alt Delete at the same ti
101. nable Multi MIDs for Multi MID Locations To turn on Multiple Merchant Accounts Multi MIDs functionality 1 Touch Back Office on the home screen 2 Touch the Credit Cards tab at page bottom Touch the appropriate checkboxes under the subheading for Multiple MID Options 4 Touch Save on the NavBar when finished Preferences Preferences is where you manage your user settings for desired functionality such as whether you d like client phone numbers to show up on the booking screen or client list Preferences are organized in sections sub tabs System Display Printing Quick Buttons and Add Ons To set preferences 1 Touch Back Office on the home screen 172 Select the Preferences tab at page bottom Select the desired sub tab printing display etc 4 Check V any box by tapping it to set that preference tap again to un check if desired 5 Press Save on the NavBar when finished Preference Descriptions SYSTEM PRINT NEXT APPT ON RECEIPT REFUND ONLY TO GIFT CARDS ENABLE QSR ENABLE VISUAL TICKET BUILDER DisABLE ALL ACCESS CONTROLS ENABLE SESSION LOGIN OPEN CASH DRAWER FOR CREDIT ONLY TRANSACTIONS Prints customer s next appointment on their receipt The system will no longer allow cash or credit card refunds but instead will prompt you to put the refund amount on a gift card Enables the Quick Service feature no signature required for purchases of 25
102. nize payments for staff with their own merchant accounts Simply follow regular payment instructions until the Payment Wizard appears Payment Due Debit 0 00 Credit 142 00 V Phone Auth MultiMID Payment Wizard Stalf Ticket Total Ticket Balance Apply Debt Apply CC Apply CC2 House Account 100 00 0 00 0 00 80 00 20 00 Angela Martinez 4200 0 00 0 00 0 00 42 00 Column total must Row total Debit CC1 CC2 equal amount you must equal amount of entered for this Ticket Total by staff name payment type Cancel Process CC1 Process CC2 Recalculate In the example above the client wants to put 80 on one credit card and the rest on another card 118 Review Ticket Total by Staff Name 2 Enter the amounts to be applied for each payment type a Each Column total must equal amount you entered for this payment type b Each Row total must equal amount of Ticket Total by staff NOTE As you enter amounts Ticket Balance adjusts itself to let you know how much money is still due on this row 3 When Payment Wizard is accurate touch Process CCI and swipe when prompted 4 If applicable touch Process CC2 and swipe when prompted 5 Receipts print after last transaction If any card is declined the entire payment transaction is voided and an alert message will appear Manual Credit Card Entry To take a credit card payment manually 1 Edit your client ticket as usual and then touch the Payment Tab at
103. nter the open ticket Ref Code printed on your ticket copy which can be scanned in with the scanner in the Ref Code field or simply select the ticket you want from the open ticket list and touch Use Edit ticket as desired 5 Check out as usual or touch Save Ticket to re save and finish later Service Redo split commission or change staff or client name Easily handle a service re do with automatic commission splitting between staff To checkout a service redo 1 Touch on the home screen 2 Touch Closed Tickets tab at page bottom 112 3 Touch Search at page top right and enter a search term in the pop up ticket number client name date 07 for July or 07 08 for July 8th etc to help you find the desired ticket Tap on the ticket you want Touch Use to display the ticket on screen 5 Highlight the service name you wish to redo Touch Redo at page center A new line item appears on ticket service price is now split between staff members If you make a mistake highlight the unwanted Redo Service name and touch Remove Redo at page center 7 Select the other staff member for the split 8 Touch Save Ticket Changes when finished Your reports will now display the new client history and staff commission information You can change the staff or client name and just save the ticket changes also Changes will reflect in history and reports Tip Manager Specif
104. oduct row use scroll bar if necessary 3 Touch the Company Use button on the NavBar 4 Select a staff member associated with its use 5 Enter a quantity of items used 6 Add any notes related to its use that you d like to track 7 Touch Remove Delete Product To delete existing product s 1 2 Touch Products on the home screen Use the scroll bar if necessary to find the desired product s Check V the box to the right of each product you would like to delete Touch Delete Press OK when prompted by the system NOTE To select ALL products for deleting simply touch the ALL column header at the top right of page All products will be checked automatically Don t forget to uncheck any products you would like to keep before touching delete Sort Products 80 You can easily sort your product list by any of the column headers on the page e g product category price etc To sort your list 1 Touch Products on the home screen 2 Tap a column title e g product category at the top of the page 3 Tap the same column title to return to the original format Additionally you can filter your products using the Show Checkboxes at the bottom of the list page Show only Company products only Retail products or All All is the default Packages amp Bundles To create sell and track grouped products and or services please refer to the Packages amp
105. on the NavBar A New Product will be started with info carried over from the original one 73 4 Now edit the information for the new product as desired 5 Touch Save when finished Edit Product To edit an existing product Touch Products on the home screen Touch the desired product row use scroll bar if necessary Touch the Details tab at page bottom Tap a text field you wish to edit and type information into the field using the keyboard 5 Touch another sub tab at page bottom Description Cost Price Inventory Bulk Modifier to enter additional info about this product 6 Repeat steps 5 and 4 7 Touch Save when finished RWN Update Existing Products with Categories To update your existing products so they appear in the proper categories in Visual Ticket Builder Touch Products on the home screen Touch the desired product row use scroll bar if necessary Touch the Details tab at page bottom Select the desired Category and Subcategory from the drop downs Touch Save when finished hh WU N vI Create Custom Modifier s 74 Modifiers are popular in restaurants e g extra sauce no onions Use them for pet salon and spa products in the Visual Ticket Builder however you like Modifiers will appear at the center of the Ticket Builder at checkout To create custom modifier s E un BW hn First create a modifier as a regular
106. or a staff member 1 Touch Staff on the home screen 2 Touch the Schedule tab at page bottom 58 3 Touch an employee on the left hand side list box 4 To the right of the current week schedule check the box for 14 day schedule 5 Set the start and end times for each day using the drop down lists 6 Select a frequency for this schedule to repeat 7 Press Save Schedule when finished Sort Staff Members You can easily sort your staff list by any of the column headers on the page e g first name last name etc To sort your staff list 1 Touch Staff on the home screen 2 Tap acolumn title e g first name on the page 3 Tap the same column title to return to the original format Add Photo To add a photo for an existing staff 1 Touch Staff on the home screen 2 Touch the Details tab at page bottom Insert the memory stick with the stored photos into the front panel of the monitor 4 Touch Import Photos on the lower right hand side of the screen The first photo on the memory stick will automatically appear If it does not touch Load Images 5 Touch the desired staff member in the staff list box Touch Next or Previous to view each photo on the memory stick 7 Touch Save to add each selected photo to the staff member s gallery 59 8 Repeat steps 6 and 7 until finished 9 Remove memory stick Make Appointment To schedule an a
107. or less Enables the Visual Ticket Builder feature Appears as the first tab in Cash Register The system will stop asking for user passcodes to access program sections except for Back Office The system will stop asking for passcodes within the cash register after the initial entry into the cash register Once cash register is exited passcode prompting will resume The cash drawer will pop open following a credit card sale the same as it does for cash 173 ENABLE 24 HOUR CALENDAR DISABLE ONLY CHECK OuT ACCESS DISABLE MODIFICATION REMINDER SEND OUT ENABLE CLIENT BASKET ENABLE WAIT LIST AFTER COMPLETION OF A TRANSACTION LAND ON BOOK NEW TICKET WITHHOLDING SCREEN DISPLAY COSTS DISPLAY SHOW PHONE NUMBERS IN APPOINTMENTS Displays the full 24 hours on each day of the Book instead of displaying business hours The system will stop asking for user passcodes to access the cash register System will no longer send client an email informing them of changes to their existing appointment Enable client shopping on your satellite machine Display the Wait List window at all times in the Book After a sale you will either return to the Book today view or stay in the Cash Register to start a new ticket Designates a percentage of staff earnings to be withheld e g employee training charitable contribution etc Select Products or Services or both to withhold from Enter a welcome m
108. ou the current time and date If you touch it you ll go directly to today s appointment schedule So it s super easy to get to the most important page in the program today s schedule Register E This button takes you to the cash register You can check out customers take payments and gift cards apply discounts scan products for purchase view open tickets 27 edit tickets open the cash drawer print receipts and more Scan This button quickly takes you to the cash register and opens the scan pop up Minus Plus These buttons are for Previous and Next In the Book day cc Ep view for example Plus will take you to the next day and Minus will take you to the previous day Page Options GENERAL Button Use For Save Use this button to save changes to your database Delete Use this button to delete selected info from the database TOT Use this button to print the entire list or report you are viewing Print Page Use this button to print only the current page of a report CLIENTS Button Use For Search Use this button to search for clients who fit specified criteria Clear Use this button clear the search results and go back to the full Search client list 28 New Client Use this button to add a new client to the database Send EMail Use this button to send an Email to a selected
109. ouchSuite Sales Department 561 948 7288 Opt 2 Invenstar TouchSuite Technical Support 561 948 7288 Opt 3 Invenstar TouchSuite Corporate Office 561 948 7288 Opt 4 Merchant Account amp Credit Card Processing Customer Service 800 793 3250 Opt 5 Online Tutorial www touchsuite com salon Latest News amp Features www touchsuite com salon Add On Services www touchsuite com salon 197 Document Revisions Version Date Author Notes A 1 11 08 DY First Release B 1 13 08 TG Graphics Edits Notices C 1 14 08 TG DY Image Updates D 9 6 08 DY Updates Graphics Edits E 2 17 09 DY Updates Graphics Edits F 5 11 09 DY Updates Graphics Edits G 6 22 09 DY Updates Graphics Edits H 10 2 09 DY Updates Graphics Edits 11 25 09 DY Updates Graphics Edits J 2 18 10 DY Updates Graphics Edits K 3 24 10 DY Updates Graphics Edits L 6 10 10 DY Updates Graphics Edits M 9 22 10 DY Updates Graphics Edits N 7 10 11 DY CB Updates Graphics Edits TouchSuite is a product and Trademark of Invenstar LLC 1081 Holland Drive Boca Raton FL 33487 Customer Service 561 948 7288 198 E mail info touchsuite com TouchSuite Flexpedia Multi MIDs Payment Wizard Refund Wizard Tradeshow MobileBook Client Basket and Nudge are Trademarks of Invenstar LLC All rights reserved 2011 Invenstar LLC 199
110. ow that you want to print by tapping them note touch again to un highlight ota b Touch Product Search and begin to type the brand or product name in the search field Highlight as many products on this new list as you like and touch Use on the pop up 5 Choose label type using the drop down Label Barcode or Barbell 6 If you are printing a single product label you can fill in a manual price in the Manual Price text box gt Gu bh 82 7 Choose a starting position on your label paper for the labels to print see illustration 8 Type the quantity of printouts you want for each product barcode label NOTE You can have TouchSuite print exactly the number of labels that mach your inventory count for each selected product Simply select the Print for Quantity in Inventory checkbox 9 Touch Print Start Positions Product Barcode Labels Barbell Labels GR Paes e E 3 03 Lis C15 E 273 027 4 4 16 16 28 28 4 14 24 5 5 117 17 29 29 5 15 25 6 6 18 18 30 30 6 16 26 7 sa 7 Jos SI 31 GIEL pa 8 18 28 10 22 722 l 34 34 9 19 29 11 23 23 35 35 10 20 30 12 12 24 24 36 36 83 7 Book Book is designed for super fast appointment management On the home
111. ower Switch Rear View DONOT usea internet Laser Printer USE Keyboard us s Barcocie Scanner IMPORTANT Some hardware differences should be noted You may have a terminal that looks like the above If not don t panic We have released other versions of our terminal Most notably the USB ports may be different On some versions you have 2 USB ports in front others have 1 The USB3 USB4 ports on the back may instead be USB ports 2 5 4 on the back instead of 2 You can use any of the ports in these same areas when referenced below If you have any questions you can call technical support Hardware Setup IMPORTANT You must complete all steps before powering on the components Some steps may be optional if that component did not come with your system denoted by an 16 TouchSuite installation is very basic and can be completed by the average user in under 20 minutes by following the instructions in numeric order A step by step QuickSetup Guide with helpful pictures is included in your shipment A QuickSetup Video is also available within our website knowledgebase General support is available at http support touchsuite com STEP 1 Battery Backup a Placement Set the Battery Backup behind the area where you plan to set up your TouchSuite system or underneath the desk you will be using provided that all cables can reach it b Power Plug the Battery Backup power cable into the nearest p
112. ower outlet You may use an additional power strip or extension cord if the battery backup does not reach the nearest power outlet NOTE This unit allows your system to run on battery power for several minutes in the event of a power outage and also protects the operating system from power surges STEP 2 Cash Drawer a Placement Set the cash drawer on the desk where you plan to use it Since the cash drawer will pop open after each transaction you should not place anything in front of it b Power No power cord required C Connections Plug the Cash Drawer cable looks like a telephone cord into the port underneath the cash drawer unit It will eventually be connected to the receipt printer The Cash Drawer Receipt cable is the 6 wire conductor flat cable that comes with your TouchSuite System Not the 2 wire conductor flat cable the may be included with your Battery Backup 17 d Other A cash drawer key and duplicate key are provided to lock and unlock the cash drawer as needed Straight up and down is unlocked Turn right to lock Turn left to manually pop open Once your system is up and running you will be able to open the drawer without using the key by pressing the Open Drawer button in the Back Office section of the program STEP 3 Main Terminal a b Placement Set the main terminal display on top of the cash drawer Turn the terminal aroun
113. pleted hh uN Set Date Time To change the system date amp time Touch Back Office on the home screen Select the System tab at page bottom Touch the Date Time button Adjust the date and time on the pop up For the time you may need to slide your finger across the number you wish to highlight and change Touch Apply to apply the changes Touch OK when finished Pb Lu MM Open Drawer To open the cash drawer this method can be used to test if the cash drawer is working properly 1 Touch Back Office on the home screen 2 Select the System tab at page bottom Touch the Open Drawer button at the upper right hand side of the screen 168 Import Utility The Import Data Utility allows you to import data from other programs MS Excel and Comma Delimited File formats To use the Import Data Utility 1 Touch Back Office on the NavBar 2 Select the System tab at page bottom 3 Touch the Import Data button 4 Select a category Clients or Products The History button will display your import history summary 5 Insert your Flash Drive containing the data you want to import 6 Touch Load Data to view the data on the Flash Drive Data in an incorrect format will be highlighted in red This must be corrected prior to import You may make corrections directly on the screen or use another computer if you prefer then try the im
114. port feature again 7 Touch Recheck Data to check your file for compatibility 8 Touch Import to import this data into your database 9 Touch Close when finished 10 If desired touch a new category for import or select Back to TouchSuite 11 Remove Flash Drive Staff Training Mode Set TouchSuite to Training Mode to practice booking checkout and more great for new hires To enable training mode 1 2 Touch Back Office on the home screen Touch the System tab at page bottom 169 3 Touch Enable Training Mode at page right 4 Start practicing Qj E o 3 Backup Database Upgrade Verify Backup Drive Uninstall Remote Support Import Data Renew Internet Connection Clear Print Queue PER EE Use For This button will backup your database NOTE Your system backs up your database automatically each night This button lets you backup manually at any time This button will update your system to the most current software version of TouchSuite This button lets you know if your backup flash drive is connected and working properly This button will remove the Remote Support Feature from your system TouchSuite Customer Service will not be able to log onto your system This button will import Data into the system This button will refresh the internet connection with the system This button will clear all the print queues 170 Test Interne
115. ppointment from the staff page 1 Touch Staff on the home screen 2 Touch the desired staff row Touch Appt on the NavBar This will take you to the month view 4 Touch the desired appointment day This will take you to the day view Touch the desired appointment time block under staff Select a client from the drop down menu Select a service from the list menu If desired select an additional service Touch Save when finished Oe NL Y oen NOTE To remove a service from an appointment just tap the unwanted service in the Booked Service List and touch Remove Edit Appointment To edit an appointment please refer to the instructions in Chapter 7 Book Add to Staff s Waitlist To add a client to a staff s waitlist 1 Touch Staff on the home screen 2 Touch the desired staff s row 3 Touch Add to Client on the bottom left hand side of page 60 4 Select a client from the drop down menu 5 Press Save when finished NOTE The waitlist is for your reference only Clients on the waitlist are not scheduled automatically You should check the waitlist anytime an appointment is cancelled in the Book to try and fill the open time block You may also view the Waitlist Report in Reports on the Book tab View Staff Week You can easily view appointments for the staff for one week To view a staff s week 1 Touch the Week butto
116. r tab at the bottom of the page Select Today s Date from the drop down calendar Select the manager on duty from the Manager drop down list Select your Start and End Times for this shift and this till in particular from the corresponding drop down lists NOTE Your Till Report will only include transactions that occur during the specified till time e g if you sell something at 6 01pm but said you were closing at 6pm your calculations will be off It is often best to extend the Till Begin and Till End times just in case These are taken from your business hours as the default so you may want to pad your open and close hours to reflect extended hours incase 6 Select the Staff Member responsible for this shift using the Staff drop down list 7 Enter the number of bills and coins at start of shift in the text fields below Quantity You may use the on screen calculator to help you count The total Amount of each category will auto fill You may also just enter a total amount if you do not care about keeping track of each denomination 8 Touch Save when all monies are entered Close Till To close till at the end of shift bh WU N Touch the button on the NavBar Touch the Till Manager tab at the bottom of the page Select the Till you want to close from the Till drop down list Touch Close on the Till Adjustment pop up 127 Enter the number of bills and coins remaining in the cash
117. ribution list 1 Touch Marketing on the home screen 2 Touch the Create Email Campaign tab at the bottom of the screen 3 Touch the To button at the top of the page 4 Touch the Create Distr List button at the right of the page The Client Search pop up appears 145 5 Enter your criteria for this list on the lower half of the pop up Use the drop downs or type directly into a field The resulting distribution list will only include clients who meet ALL the criteria Use a Previously Saved Search by selecting from the top right drop down 6 Touch the Search Now button at bottom of pop up In a moment your list will appear in the Preview window 7 Name this List in the Save Search As field eg April Birthdays etc 8 Press Save Search This list will now be available for use on the Create Email page 9 Press Cancel to exit the pop up when finished 10 Follow directions for Create Email in this chapter to create an email using your new distribution list Save amp Re use Search Options Preview Window Search Search _ Criteria Criteria Search Commands Campaign History 146 You can view all your sent and pending emails by tapping the Campaign History tab Simply select a category from the list menu by tapping it and the corresponding e mails will be displayed Invalid Email Manager TouchSuite makes it easy to handle invalid addresses when sending
118. rm to the environment or human health from uncontrolled waste disposal please separate this from other types of wastes and recycle it responsibly to promote the sustainable reuse of material resources Users should contact either their supplier or their local government office for details of where and how they can take this item for environmentally safe recycling Business users should contact their supplier and check the terms and conditions of the purchase contract This product should not be mixed with other commercial wastes for disposal FCC Compliance The TouchSuite Salon terminal has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC rules Operation is subject to the following two conditions 189 e This device may not cause harmful interference e This device must accept any interference received including interference that may cause undesired operation These limits are designed to provide reasonable protection against harmful interface in a residential installation This equipment generates and can radiate radio frequency energy and if not installed and used according to the instruction may cause harmful interference to radio communications However there is not guarantee that interface will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which is found by turning the equipment off and on th
119. roducts window below will automatically populate with that vendor s products 4 Select the products you want to order a Tap each product in the Vendor Product window to move it into the PO window 134 5 Adjust the quantity and cost of each product you are ordering as needed a Inthe PO window tap in the Qty column to adjust the amount of each product you want to order and or tap the Cost column to adjust the cost b You can also remove any items at this point using the Remove button below the window 6 Touch Save at bottom right of the page Adding additional products to the PO that are not associated to that vendor 1 Select additional product from the All Products window in the center of the form 2 You can search scroll and filter the columns to help you find additional product To filter the list by brand tap on the Brand column then use the scroll bars to find a specific product 3 Tap on each product you want added to the PO 4 You will be prompted to add the product to the Vendor s product list if there is no association Your database will be updated to reflect the product and vendor relationship Manage Order To modify cancel print pay clone submit and receive your order use the PO Details tab 1 Touch Vendors on the home screen 2 Touch the PO List tab at page bottom 3 Touch the desired Purchase Order row 4 Touch PO Details tab a
120. round so that the front is now facing you STEP 12 Power On Power on your devices in the following order a b C d Battery Backup on off button at top left of unit Laser Printer on off button at right hand side of unit Receipt Printer on off button at back left of unit Main Terminal on off button at front below logo under plastic cover You can tilt the monitor back for easier access to this button NOTE TouchSuite processes credit cards using American Bancard merchant services Please have your merchant account info available when powering on TouchSuite for the first time as you will be prompted to enter it into the program Call your TouchSuite representative for further assistance You may also skip sections as necessary and add the information later with the help of TouchSuite customer support 22 Software Startup Wizard When you power on the main terminal the TouchSuite Salon software will load automatically This may take a few minutes You will be guided by the Startup Wizard to enter important information that will enable proper setup You may skip sections as necessary and add the information later with the help of TouchSuite customer support NOTE Do not skip SuperUser Setup This setting gives you access to all section of the program License Agreement Read and accept the End User License Agreement Welcome Screen Read the welcome message and press Next to
121. rtant to plug this power cord on the correct side marked only Surge Connections Attach the USB cord to the back left of the laser printer at the area marked USB and connect the opposite flat end into the back of the main terminal in the port called USB4 Other Insert toner cartridge and paper Open the front panel of the Laser Printer by pulling it toward you unwrap and shake the toner cartridge and insert Close front cover Pull out paper tray and add paper Close tray NOTE An indicator light lets you know when the ink toner cartridge should be replaced You can purchase additional toner at your local office supply store The toner part is printed on a sticker inside the toner compartment Or simply write down your printer brand model e g Brother HL 2140 so you can choose the appropriate toner at the store STEP 7 Pin Pad 20 a b c d STEP 8 a b c d STEP 9 a Placement Set the Pin Pad near the main terminal Make sure clients have easy access to enter their pin codes Power No power cord required Connections Plug the cable USB into the Main Terminal in one of the back USB ports if available or in the front USB port next to the power button Other Make sure your merchant account is setup to handle debit transactions Pole Display Placement Set the Pole Display near the main terminal Make sure clients can view the display Power No power cord required
122. ry to find the desired service Touch the desired service row Touch the Details tab at page bottom Tap a text field you wish to edit Type information into the field using the keyboard Repeat steps 5 and 6 Touch Save when finished 99 OY UT de Du NO I NOTE Reports will be affected by this change It is not recommended that you edit a service name unless you would like all reports for dates past and present to use this new name Try creating a new service instead Updating house pricing and service duration only affects future bookings 64 Delete Service To delete an existing service Aun bh A PM Touch Services on the home screen Use the scroll bar if necessary to find the desired service Touch the desired service row Touch the Details tab at page bottom Touch Delete Press OK when prompted by the system Set Service as Taxable Non taxable hh un 5 Touch Services on the home screen Touch the desired service row Touch the Details tab at page bottom Check v the box for each tax that is applicable To un check simply tap the box again Touch Save on the NavBar Sort Services You can easily sort your service list by any of the column headers on the page e g service name price etc To sort your service list l Touch Services on the home screen 2 Tap a column title e g service name at the top of the page
123. s Vendor List Vendor Details PO List PO Details and Receiving Manager The Vendor Details view shows you all data on a particular vendor Add Vendor To add a new vendor to the database Touch Vendors on the home screen Touch New Vendor on the NavBar Tap a text field you wish to type into Type information into the field using the keyboard Press Tab on the keyboard to go to the next field or select a different field by tapping it 6 Touch Save when finished NOTE Company Name is a mandatory field This must be entered before you are able to save the new vendor data Edit Vendor ui Y N To edit an existing vendor Au E HWH Touch Vendors on the home screen Touch the desired vendor row Touch the Details tab at page bottom Tap a text field you wish to edit Type information into the field using the keyboard Press Tab on the keyboard to go to the next field or select a different field by tapping it Touch Save when finished 132 Delete Vendor To delete an existing vendor Touch Vendors on the home screen Touch the desired vendor row Touch the Details tab at page bottom Touch Delete Press OK when prompted by the system MW hu PM NOTE If you have products associated with this vendor you will need to review those products and select a new default vendor for use in purchase orders Set Default V
124. screen the Book button is located at the center When you press Book on the home screen you go to the Month View which shows you the current month Simply tap a date to go to that day s schedule Or navigate through other months using the buttons on the NavBar Touch an open time block to bring up the Appointment Builder See instructions on the following pages for Setting Appointments If you touch a booked appointment the Appointment Manager will appear Here you can view booking notes confirm check in check out move modify or cancel this appointment at any time See instructions on the following pages All appointments are color coded to let you know at a glance what the booking status is 84 Request Status CITT Repeat Walk in Prebook Alt Request Alternate Unsps Appointment Status No Answer Left Message Confirmed Checked in Checked Out Modified Nos Make Appointment Book Appointment The most common way to make an appointment is through the Book But you may also make appointments directly from a client page or a staff page See Chapters 4 and 5 To schedule an appointment in the Book 1 Touch Book on the home screen 2 If needed navigate to other months by tapping the buttons on the NavBar 3 Touch the desired appointment day Use the scroll bars if necessary to move the page up down left right or simply use a finger swipe swipe gesture anywhere on the p
125. ss to all sections of the program Enter first name last name staff type and unique 4 digit passcode Press Next to continue Staff Members Enter each staff member one at a time first name last name staff type and unique 4 digit passcode Press Save after each entry You will notice that each entered staff member appears in a window below To delete a staff member from the list touch the name on the list and press Delete You can always modify this list later 24 However the more thorough you are at this stage the easier it will be for you to start using the system right away Press Next when finished Verify Internet Press the Test Internet button to verify your Internet is working properly Press Next to continue Email Setup Enter the POP information for the email you will be using with TouchSuite If you do not have this information available it can be added later in the Back Office section Call your Email provider for proper settings Press Next to continue Verify Email Press the Test Email button to verify your email is working properly If your Internet is not installed or you did not enter your email settings on the previous page you may bypass this section and proceed to the next step Press Next to continue Print for Your Records Review the customer support information on your screen and print for your records Press Next to continue Start TouchSu
126. staff or promotions and take payment as usual or use QuickPay see next section NOTE You will need to customize your product categories for Visual Ticket Builder to work properly See Chapter 6 Products Quick Pay Use Quick Pay in the Visual Ticket Builder if you are ready to checkout a ticket without any further edits 1 Touch QuickPay Cash or QuickPay Credit at page bottom 2 a For QuickPay Cash a pop up appears asking the amount of cash collected Enter amount and press ok b For QuickPay Credit you will be taken to the regular payment screen with the payment amount and swipe pop up ready to go Accept Payment Simple Payment 116 To accept one form of payment for a client ticket 1 When client ticket is accurate touch the Payment Tab 2 Select a form of payment by tapping its text box i e credit card cash etc The amount due auto fills in this box a IF CASH make sure you also enter the actual amount of cash collected such as a 100 bill 100 00 in the area marked Cash Collected b IF CHECK make sure you also enter the check number in the field marked Check c IF CREDIT CARD use the Credit Card 1 field don t swipe card until prompted d IF GIFT CARD or CERTIFICATE touch the Gift Payments button and follow the directions for Gift Payments that appear later in this chapter 3 Touch Finish Transaction Or touch Finish Transaction No R
127. staff section To view staff member financials bh WU N Touch Staff on the home screen Touch the Reports tab at page bottom Enter the staff member s passcode Select the desired date range from the top right drop down lists Touch the desired report name 57 The report will be displayed on screen in a few moments Set Schedule for Staff Member Staff Schedule is where you set the weekly work schedule for each staff member If their schedule is consistent from week to week you can simply select a schedule repeat for a specified period of time You can also make one time adjustments for any staff member if for example that employee wants to work on a day they usually don t Importantly if an employee is not scheduled on a particular day their name will not appear in the book for that day and no appointments can be made for them NOTE If you select Default to Business Hours your staff will have the same schedule as your regular business hours Work schedules are customizable at any time To set a staff member s schedule Touch Staff on the home screen Touch the Schedule tab at page bottom Touch an employee on the left hand side list box Set their start and end times for each day using the drop down menus next to each day of the week AUN vI Select a frequency for this schedule to repeat 6 Press Save Schedule when finished To set an alternating week schedule f
128. t Restart Wizard Enable Training Made Open Drawer Date Time Send Test Email PERE EL Credit Cards This button will test your internet connection and let you know if it is working properly This button will reopen the Startup Wizard that you initially used to setup your system This button sets TouchSuite to Training Mode to practice booking checkout and more great for new hires This button will open your cash drawer It is often used to test that your cash drawer is functioning properly This button will open your Date amp Time Properties so that you can reset them Please follow instructions on previous page This button will send you an email to test your settings and confirm that this feature is working properly Credit Cards is where you enter your merchant account information for proper setup of credit card processing Please refer to your introduction letter for more information on setting up your account You can also call technical support for help Account Information 171 To setup your merchant account information Touch Back Office on the home screen Select the header Credit Cards tab at page bottom Tap a text field you wish to type into Type information into the field using the keyboard Press the Tab button on the keyboard to go to the next field or select a different field by tapping it 6 Press Save on the NavBar when finished v hu N E
129. t page bottom to review this purchase order 5 Touch PO List to return to the PO Summary List Page Submit Order Once and order has been submitted the Status of the order will change from Open to Sent or Emailed reflected in the Status field upper left page 1 Submit the Purchase Order a If you prefer to fax or mail your order check the Faxed Mailed Submitted in Person checkbox b If you prefer to email your order press the Send button The email window popup appears The email address fills in automatically if you added it to the Vendor s details If not you can manually type in an address 2 Press Save Finish Later Modify Order If you have not submitted your order you can modify it at any time 1 Press the Modify button bottom left page 2 You will be in the PO Manager Add more product remove product and adjust pricing quantities as needed 3 Press Save Changes bottom right page If an order that was sent needs to be modified you can clone described below the original PO then make changes as needed to the new PO and resubmit Void or cancel the original PO using the Void Cancel button bottom right 136 Pay for the Order To set the order status to Paid If you are paying from the Till use the Pay From Till button left page You will be prompted to select an open till and then you will be brought to the Till Manager to make the adj
130. tact Information sub tab Fill out the form Fill out the forms for each sub tab as desired Touch Save Add Edit Staff Services BR WN Touch a staff member row on the Staff List Touch the Staff Details tab at page bottom Touch the Services sub tab Move services back and forth based on what the Staff member can do by touching the arrow buttons a A services are on the left b The staff member s services are on the right Touch Save Touch Staff List or Home on the NavBar when finished Repeat for other staff members Add Edit Staff Work Schedules hh uN Touch the Schedules tab at page bottom Select a staff member in the left hand column Adjust the schedule Choose how long to repeat this schedule 39 5 Touch Save Schedule NOTE Touch Staff List or Home on the NavBar when finished STEP 4 Set Up Vendors NOTE Touch Vendors on the Home Screen to go to the Vendor List Add New Vendor 1 Touch New Vendor on the NavBar 2 Fill out the form 3 Touch Save 4 Repeat as desired Set Your Default Vendor 1 Touch a vendor on the Vendor List main page 2 Touch the Details tab at page bottom 3 Touch the Default Vendor check box 4 Touch Save NOTE Touch Vendor List or Home on the NavBar when finished STEP 5 Set Up Products NOTE Touch Products on the Home
131. the bottom of the page 2 Touch the Credit Card 1 text box The amount due will auto fill this field 3 Touch Finish Transaction 4 Touch Enter Manually when the pop up appears Fill out the form You must enter at least the Name Card and Expiration Date and in some cases the CVV2 code which is the 3 digit security code on the back of a M C Visa or Discover Card or the 4 digit security code on the front of an American Express Card 6 Press Process Upon approval the receipt will print out automatically If declined an alert message will appear Gift Cards Sell Gift Card 119 Once you have signed up for TouchSuite Gift Card service and receive your plastic cards you can begin selling Gift Cards to customers To sell a gift card using the Cash Register Touch the button on the NavBar You ll be taken to the Cash Register Ticket Manager Touch Gift Card at the lower center of the screen Scan the Barcode on the back of the new card using the Barcode Scanner when prompted Enter the amount e g 75 00 of the Gift Card when prompted Press Continue If desired add other purchases to this ticket on the Ticket Manager see detailed instructions for Edit Ticket at Checkout Touch the Payment tab and take payment as usual Redeem Gift Gift Payments To accept gift card s gift certificate s as payment 1 Edit client ticket as usual and touch the Payment tab at the
132. tional gift card s and repeat steps 3 and 4 You can remove any line item by highlighting the item and touching Remove at the right side of that line item Touch Continue when finished You will go back to the payment screen with the word PRE PAID indicated instead of a dollar value 121 7 Touch Finish Transaction Receipts print automatically 8 Hand Gift Card back to client for future use In this example the customer has a pre paid package for 6 Bleach Blond treatments and is using 1 of them today The 0 00 in red indicates there is no cash value on the card the card is only for pre paid items indicated Check Gift Card Balance To check a balance on a Gift Card 1 Touch the button on the NavBar You ll be taken to the Cash Register Ticket Manager 2 Touch the Payment tab at the bottom of the screen 3 Touch Gift Payments 4 Touch Add Gift 122 5 Scan the Barcode on the back of the Gift Card when prompted The balance will then appear on screen 6 Press Cancel to close the pop up when finished NOTE To view a list of all active gift cards and remaining balances go to Reports and touch the Sales tab Then view the report called Gift Cards Gift Certificates The Gift Certificate template comes pre loaded in your TouchSuite Software Simply sell a certificate for any value and the Gift Certificate will automaticall
133. tment Manager View Booking Info To view the booking info for any scheduled appointment 1 Touch the scheduled appointment you wish to review in the book 2 Booking info including time date staff last modified etc appears at top of Appointment Manager 3 Touch Close Don t Save when finished Edit Booking Notes To add or edit booking notes for a scheduled appointment 1 Touch the scheduled appointment you wish to edit 2 On the Appointment Manager tap the View Edit Booking Notes button Type your notes in the Notes text box or edit an existing note 3 Touch Save when finished Touch Cancel to close the popup 5 Touch Close Don t Save to exit the Appointment Manager 92 Check in Client To check in a client 1 Touch the scheduled appointment for check in 2 Touch Print Check in Ticket If you d like to print an itinerary for this client to present to the staff 3 Touch Check in NOTE You can also set Print Client Check in Ticket to occur automatically See Chapter 13 Back Office Preferences for instructions Check out Scheduled Client To check out a scheduled client 1 Touch the scheduled appointment for check out 2 Touch Check out on the Appointment Manager Follow instructions for taking payment in Chapter 8 Cash Register Unlink Appointments at Checkout When checking out a client with linked appointments you can choos
134. to confirm v hu N 183 NOTE Hours worked and reported tips can be viewed in the Reports section Modify Hours or Tips Update existing hours and or tips Touch Timeclock on the home screen Touch Modify on the NavBar Select a Staff Member Select a Recent Activity Item Edit a text field at bottom left i e In Out Tips as necessary 6 Touch Update on the NavBar v hu N Create new timeclock line item To create a new instance of hours worked e g a staff member forgot to sign in and out Touch Timeclock on the home screen Touch Modify on the NavBar Select a Staff Member at page left Select any Recent Activity Item at page right so that you can use its formatting as a template 5 Edit text fields at bottom left i e Date Time as necessary 6 Touch Insert on the NavBar gt wN Delete a timeclock line item 1 Touch Timeclock on the home screen 2 Touch Modify on the NavBar 184 3 Select a Staff Member at page left 4 Select any Recent Activity Item at page 5 Touch Delete on the NavBar 185 15 Tradeshow Tradeshow is a special feature which connects you to everything that s going on in the beauty industry You can access live RSS news feeds from national publications such as American Salon and The New York Times You can also e mail any listed news article to yourself or another colleag
135. tory To the left of the client list is a Display Panel where you can view a client s appointments as well as view all clients on the Waiting List See instructions for these features on the following pages Add Client To add a new client to the database Touch Clients on the home screen Touch New Client on the NavBar Touch a text field you wish to type into Type information into the field using the keyboard Press the Tab button on the keyboard to go to the next field or select a different field by tapping it 6 Select sub tab at page bottom i e Client Card Contact Info Personal Info History to enter additional data MW A WU N 43 7 Touch Save when finished Or you may touch Save amp New to enter one client after the next NOTE You must at least enter a Client First Name You may go back at a later time to enter additional data To view a client s details um E WH 6 Touch Clients on the home screen Use the scroll bar to find the desired customer Touch the desired client row Touch the Details tab at page bottom Select a sub tab at page bottom i e Client Card Contact Info Personal Info History to view each section Touch Client List when finished to return to the Client List Edit Client To edit an existing client NOW bh D NN 8 Touch Clients on the home screen Use the scroll bar to find th
136. uch Back Office on the home screen 2 Select the Preferences tab at page bottom 3 Touch the Add Ons sub tab Use the arrow at the right of the last visible sub tab to reveal more sub tabs including the Add On sub tab you will need to select 4 Type your account number into the field marked SMS Account Code 5 Touch Save on the NavBar when finished 178 NOTE TouchSuite uses your existing data in training mode but does not save or record any changes All data is restored intact when switching back to Live Mode Online Data Backup Get peace of mind with TouchSuite s new online data backup service Your important client staff product and sales data are automatically backed up daily in a remote secure location Note Requires that your internet is working properly and system is left on overnight Should you need to restore your system with the latest saved data our team will handle it for you To sign up for TouchSuite Online Backup ask us for the easy Add on Services form We ll send it to your email subscription required To setup Online Data Backup Code 1 Touch Back Office on the home screen 2 Select the Preferences tab at page bottom Touch the Add Ons sub tab Use the arrow at the right of the last visible sub tab to reveal more sub tabs including the Add On sub tab you will need to select 4 Type your account number into the fie
137. ue for later viewing View News Feed To view a live news feed in Tradeshow 1 Touch Tradeshow on the home screen 2 Select a publication you d like to view by tapping it in the top left list box 3 Touch Load Feed This may take a few moments NOTE News articles editorials from the RSS feed will fill the right hand side of the screen and provide you with a quick summary of their contents If you wish to read the full content of these articles editorials you must e mail them to another place for later viewing E Mail Selected News Feed To e mail the selected news feed 1 Touch Tradeshow on the home screen 186 Select a publication you d like to view by tapping it in the top left list box Touch Load Feed This may take a few moments Type a valid e mail address into the area marked E Mail Address Touch E Mail Feed with Links 187 16 Regulatory Compliance About This Guide This user guide is intended as a reference for TouchSuite Salon Management System TouchSuite Salon is designed for today s beauty salon industry and features an intuitive user interface stylish graphics and comprehensive data management This manual has been examined for accuracy While precaution has been taken in the preparation of this manual Invenstar LLC takes no liability for error or omissions Invenstar LLC also does not assume any responsibility for damage s incurred directly or
138. ur Messages Inbox Internal Messages and Email View Inbox Message To view your interoffice message inbox 1 Touch Messages on the home screen 2 Touch the header Inbox tab at page bottom Select a message on the top left hand side of the inbox by tapping it 4 The message will appear in its entirety in the area below Create Outgoing Message To create a new interoffice message 1 Touch Messages on the home screen 2 Touch the Internal Messages tab at page bottom Select a Recipient List using the drop down menu or add recipients one at a time 4 Type a message using the keyboard 150 5 Press Send Message for recipient s to view on the terminal at a later time 6 Press Send as SMS to send as a text message to the recipient s mobile phone HELPFUL HINT To select more than one recipient for a message hold the Ctrl button on your keyboard and then tap each desired recipient name To deselect touch the recipient name again Send Manual Text Message to staff To send a text message to a staff member 1 Touch Messages on the home screen 2 Touch the Internal Messages tab at page bottom Highlight the desired recipients NOTE Hold the Ctrl button on your keyboard as you select each desired recipient 4 Type a message in the Outgoing Message text box 5 Touch the Send as SMS button at the bottom right hand side of the page
139. ustment PO Number and amount will be automatically filled in for you Otherwise if you paid in some other manner press the Paid button to change the PO status to Paid Clone Order You can use the info from a previous purchase order to create a new PO This is especially helpful if you tend to call in the same order on a regular basis To clone an existing order Touch Vendors on the home screen Touch POs on the NavBar Use the scroll bar if necessary to find the desired PO Touch the desired PO that you d like to reuse Touch PO Details tab Touch Clone button on the left You can now adjust the products and or quantities if desired a Press Send if you wish to send immediately via email b Press Print if you d like to fax mail or submit in person C Press Save Finish Later to save your changes if you plan to revise or print at a later time Qo D Ov v s Do qur Receive Ordered Products When you receive the products you ordered you will need to let the system know that they have arrived so that they can be added to your inventory One alternative way to acknowledge receipt of ordered products if you are not going to use the Receiving Manager described below 1 Confirm the amount of each product received in the text field Rec d 2 If partial quantities are delivered just add the amount and press Save Finish Later See Resume a Receiving Session below 3
140. ut scheduled Touch Marketing on the home screen Make sure the Automatic tab is selected Tap the Automated Outbox button Tap a header at the top of the popup that pertains to the emails you want to view Reminder Thank You Birthday 5 Press Close when finished AWN gt Create E Mail You can create a new e mail message for one time use and or save it as a template for later use The Create Email Campaign page is 143 organized in simple sections templates edit message and scheduling To create send an email 1 Touch Marketing on the home page 2 Touch the Create Email Campaign tab at page bottom If desired select template on left hand list box subject amp message will auto fill 4 Touch the To button at top center page to edit recipient list a Select a distribution list on pop up if desired b Touch the individual recipient checkbox to add recipients one at a time All clients staff that have an email will display in the box Choose by tapping press ctrl to select multiple deselect c Press Close when done 5 Edit email subject and message text at center page as desired a To save this email as a template simply enter a template name and touch Save as Template at left hand side of page 6 Set your delivery options as desired right side of page a Select Send Now or Send On and select date b If desired select a
141. w 104 Add Products There are several ways to add product s to a client ticket at checkout a Scan It Use the barcode scanner to scan the item the item will automatically be entered into the ticket Note the cursor must be in the SKU field for this to work To remove this item touch the product name on the ticket and press the VY down arrow b Scan It Touch the II scan button on the NavBar and use the barcode scanner Press Add Item when prompted To remove this item touch the product name on the ticket and press the V down arrow c Use QuickButton Touch the desired QuickButton and item is added to the ticket To remove this item touch the product service name on the ticket and press the V down arrow NOTE To set up your custom Quick Buttons please refer to the instructions in Back Office Preferences d Use Search Touch the Search button on the NavBar Find your item on the list or start typing the name in the search field Highlight the desired item and Touch Add Sale Touch Close on the pop up when finished To remove this item touch the service product name on the ticket and press the Y down arrow e Doa Misc Sale product Touch the Misc Sale button at lower center of page Enter the desired price Check or uncheck the taxable box 105 Touch Save when finished To remove this item touch the product name on the ticket and press the
142. wing pages 5 Touch the Payment tab see detailed instructions for taking payment on the following pages A UW N Checkout Walk in To checkout a walk in customer 1 Touch the button or the Ill button on the NavBar You ll be taken to the Cash Register Ticket Manager 2 Optional To capture this client s name and info Touch Quick Client on the NavBar Enter name and phone number and touch Save Then make sure this client is now selected in the Client drop down list 3 See detailed instructions on the following pages for editing ticket and taking payment Ticket Manager The Ticket Manager is where you view and or edit a client s ticket before taking payment This page offers options for applying discounts and promotions adding removing products and services combining tickets changing pricing on the fly and managing staff commissions giving you flexibility and control at point of sale 103 Quickbuttons Viev Disc Select Services to Add Search Products to Add Edit Ticket at Checkout Add Services To add service s to a client ticket at checkout 1 Select a staff name from the bottom left drop down list The staff s service list appears 2 Touch a service on the list and press the A up arrow just above this list The service is added to the ticket To remove a service touch the service name on the ticket and press the W down arro
143. x Ty Pes iis scission is eh es 165 SYSTEM e 166 BACKUP teen ae ee ee E 167 UDGTAGC sis i I 167 Set Date Time A eni oii 168 Open Drawer soie drerit aa 168 Import E EE 169 Staff Training Mode uu eccccccccnveccnnecccsveceneescnsnscsnesensnsessnesensesenes 169 CREDIT CARDS E A A in 171 Account Jnformation eise sees senses a nans sanas saa 171 Enable Multi MIDs for Multi MID Locations 172 PREFERENCES eege a 172 Preference Description S crn a i aaaea 173 QUICK BUM EEN 176 E Te Ee EE 177 Customer Number 177 Gitt Card ACCOUNT s iid cuss n iii aia 177 SMS Account Code 178 Online Data Backup 179 Mobile Booking 179 Sad 180 MULTI TERMINAL ete d eere NENNEN e DR LIRE DR C ERAN 181 TIMECLOCK uem EDU 183 CIOCKIN J en e docere es Fara de t eo Fee ER eee eas EE ER PX EE eae 183 MODIFY HOURS OR EE 184 Update existing hours and or ps 184 Create new t meclock line rem 184 Delete a t meclock line tem 184 TRADESHOW cnica 186 MIEW NEWSFEED E Belen idet In euge ad CORE ER ORE eee 186 xii E MAIL SELECTED NEWS teen 186 REGULATORY COMPLIANCE eeeeeeeeen nnne nennen nnn nnn 188 ABOUT THIS GUIDE cui 188 CE MARR sorene E EEE RE REEE E REREN 188 CAUTION ON LITHIUM BATTERIES cceccceseeeeeeeeeeeeeseeeseeeseeeseeeseeeneeenens 188 LEGISLATION AND WEEE SvMpOL nenn 189 FCC COMPLIANCE EE 189 WARRANTY LIMITS sees meme nennt nennen nennen rennen 190 TRADEMARKS AND SERVICEMARKS
144. y print from your Laser Printer Sell Gift Certificate To sell a gift certificate 1 Touch the button on the NavBar You ll be taken to the Cash Register Ticket Manager 2 Touch Gift Certificate at the lower center of the screen Enter the amount e g 75 00 of the Gift Certificate when prompted Press Continue 5 Touch the Payment tab and take payment as usual The Gift Certificate will print out automatically once payment transaction has completed Redeem Gift Certificate 123 To take a Gift Certificate as payment for a client ticket follow instructions for Redeem Gift Gift Payments earlier in this chapter NOTE If customer is only using part of the value of a Gift Certificate you can either provide them change or you can sell them a new certificate for the balance Typically you would not allow partial redemption of a gift certificate and give them change Reprint Gift Certificate To reprint a gift certificate 1 Touch the button on the NavBar 2 Touch Reprint on the NavBar a pop up appears with a tab for Receipts and a tab for Gift Certificates 3 Select the Gift Certificate tab 4 Highlight a Gift Certificate on the list that you d like to reprint 5 Touch Print Reprint Receipt To reprint a receipt o uU BUN Touch the button on the NavBar Touch Reprint on the NavBar a pop up appears with a tab for
145. y tips for staff on client ticket To use the new Tip Manager feature 1 Edit your client ticket as usual in the Cash Register Ticket Manager 2 If the client is paying by credit card touch the Non Cash Tip button at the lower center of the page 3 Ask your client if they d like to leave a tip on the credit card OR if desired touch the Tip Slip button on the pop up Tip slip will print from the receipt printer Hand the slip to your client and ask them to Please review their ticket The client 113 will see the tip line and write in a tip Take the tip slip and credit card from the client to process 4 On the Non Cash Tip pop up enter the first tip amount as written on the Tip Slip or as communicated to you orally 5 Touch Continue Enter next tip amount if any for other staff and press continue repeat as necessary 7 Touch Finish to close the pop up at any time 8 Review the client ticket in Ticket Manager and make sure the associated staff for each tip line item is accurate or edit as necessary 9 When the ticket is accurate touch the Payment tab at the bottom of the page and take payment as usual NOTE You can add additional tip line items e g for the assistant who wasn t listed on the ticket Simply touch the Non Cash Tip button again and enter the desired tip Make sure the associated staff for this line item is accurate or edit as necessary Visual Ticket Builder The V

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