Getting Started Guide

Transcription

1 Getting Started Guide Detailed Overview of The Reports in The Envision Software

2 I Getting Started With Envision Cloud Table of Contents Part I Welcome To Envision Cloud 1 Setup Checklist Part II Getting Started 3 1 Company Settings Appointment Resources... 8 Resource Groups Inventory Create Lists Retail Product Service Setup Physical Count Employees Create Employee... Lists 21 Security Profiles Commission Plans Adding New Employees Employee Qualified... Services 33 Creating Employee... Schedules 34 5 Client Information Lists Lead Sources Discount Plans Loyalty Programs Coupons... 39

3 Welcome To Envision Cloud 1 Welcome To Envision Cloud If you need additional help or support, you can: Use the Online Help Guide The help guide is a fully-searchable guide, containing step-by-step and detailed explanations of all screens and features. Access the help guide by selecting the Help icon in the upper right of the screen and choosing the Online Help Guide. Watch Our Training Videos The Envision Cloud channel has many videos that offer a guided tours to entering information and using different features of the program. Open the YouTube channel by selecting the Help icon in the upper right of the screen and choosing Training Videos. Submit a Support Ticket Online Simply select the Help icon in the upper right of the screen and choose to Open a Support Ticket. Our Technical Support Team responds to these incidents within 24 business hours. If you have a critical concern, you may reach a technician by telephone at

4 2 Getting Started With Envision Cloud Setup Checklist When you first start using the Envision Cloud program, you will want to enter your businessspecific information to allow service and product sales. We have created a list of the recommended steps to follow when getting started to make the process as smooth as possible. Use the checklist below to keep on track with entering information! Each step in this list is linked to the applicable section in this guide to make your life even easier. 1. Company Settings 2. Setup Resources & Resource Groups 3. Inventory: Department List 4. Inventory: Class List 5. Inventory: Manufacturer List 6. Inventory: Vendor List 7. Inventory: Enter Retail Items 8. Inventory: Enter Services 9. Setup Employee Security Profiles 10. Setup Employee Commission Plans 11. Add Employees 12. Setup Employee Schedules 13. Client Lead Sources 14. Client Loyalty Programs 15. Enter Coupons Once these setup steps are complete, you can start using your Envision Cloud program! The section following the setup steps reviews normal daily operations in the program, from setting appointments to using the sales register.

5 Welcome To Envision Cloud Getting Started Company Settings When first starting, you will want to enter your business-specific information, like the business address, and hours of operation. You can also set up information about the online booking for your business and many other features. We recommend that you refer back to your company settings often to optimize the program for your business. Open your company settings by hovering over the Menu gear in the upper right of your screen, and selecting Company Settings. Company Info Tab Enter your company information into this screen. 3

6 4 Getting Started With Envision Cloud General Options Tab Use this tab to choose the welcome screen that will be displayed for employees logging in. You will also use this screen to assign a default loyalty program to all clients, set up business IP addresses (for use with security profiles) and select required information for client entry.

7 Getting Started Tax Setup Tab Use this tab to enter your tax amounts and select tax options. POS Options Tab The options on this tab affect your sales register screen layout and function. You may refer back to this screen once you have started using the sales register to optimize the setup for your business. 5

8 6 Getting Started With Envision Cloud Calendar Options Tab The calendar options here will allow you to customize the look and functions of the appointment calendar screen. You may refer back to this screen once you have started using the appointment calendar to customize the appearance and options on the calendar. Online Booking Tab We recommend setting up options on this tab once your initial setup is complete.

9 Getting Started Appointment Reminder Tab We recommend setting up options on this tab once your initial setup is complete. Goals Tab We recommend setting up options on this tab once your initial setup is complete. 7

10 8 Getting Started With Envision Cloud Appointment Resources Resources are rooms, stations, or equipment that need to be available for scheduling appointments. It is best to setup your resources if they are shared between employees and you need to track availability of these resources when scheduling appointments. You will need to enter every single room, station, or piece of equipment that is shared and that must be available for booking an appointment. Once you have created your Resources, you will need to assign them to Resource Groups. To set up your Resources, click on Schedule in the Tool Bar of Envision Cloud and select Setup Resources from the drop down menu. Resource Groups The Resource Groups are selected when setting up a service or when booking an appointment. The Resource Group contains all of the available resources that can be scheduled at the same time. You will not be able to use Resources without setting up Resource Groups. To set up Resource Groups, click on Schedule in the Tool Bar of Envision Cloud and select Setup Resource Groups the drop down menu.

11 Getting Started 9 Select to Add a New Category, or edit an existing resource category. This screen allows you to add or remove individual resources from the resource group. Resource Category Enter the type of resource in this field. Some examples of categories are Massage Rooms, Pedicure Stations, etc. After entering all categories, move all resources that can be used for the category you are entering from the "Available" list to the "Assigned" list. Available Resources This list will show you all of your available resources. These are the resources that you have entered in the Appointment Resources list. These resources can be used for more than one Resource Category if you use any of the resources you have entered for more than one type of service. For example, if you use a Room for both massages and facials, you may assign the Room resource to the Massage Room group as well as the Facial Room group. Resource Category Buttons o The button that points to the Assigned list is used to move the selected resource from the Available list to the Assigned list. o The button that points to the Available list is used to move resources from the Assigned list and place them back into the Available list. o The up and down arrow buttons to the right of the Assigned list allow you to change the order of the assigned resources. This is the order in which the resources will be selected for appointments. Assigned Resources This list is a list of the resources that you have assigned to the category that you are adding or editing. These are all the resources that are available when a service is being booked, that requires the selected "Category" or "Type". When you set up your services, you select a "Resource". The "Resource" is one of the Resource Categories. Assigning Resources: It is necessary to assign resources to Resource Groups. If a Resource Group does not have any Assigned Resources, you will be unable to book an appointment for a service that uses the empty Resource Group.

12 10 Getting Started With Envision Cloud Inventory Inventory is the products you sell and the services you provide. Each inventory list (department, class, manufacturer and vendor) is completely custom. Once each of these lists are populated, the information in the lists is assigned to the individual items.

13 Getting Started 11 Create Lists Inventory lists allow you to create information that will be assigned to individual items. Creating these pieces of information now will speed up the entry process for the items that are added in the next steps. Inventory Department List Inventory departments are used to group items together in a logical order. They are used for reporting purposes, shown on the sales register screen and on the business's online booking page. Departments can be used for retail product, services, or both. You can assign a color to a department, which will show for a service within the department when booked on the appointment calendar. For businesses with a barcode scanner, retail departments may be very detailed and be a single product line. This will make reports to view sales by a product line easy to open. Access the department list by selecting Inventory on the menu bar and choosing Departments. Inventory Class List Inventory classes are an alternate way to group items together. These are used primarily for reporting purposes. For example, if the inventory departments for retail items are based on the product line, the inventory classes may be based on the product type, which will allow you to pull reports of like items across multiple product lines. Access the inventory class list by hovering over Inventory on the menu bar and choosing Classes.

14 12 Getting Started With Envision Cloud Manufacturer List Manufacturers are entered in this list to be assigned to retail products for organization. Access the inventory manufacturer list by hovering over Inventory on the menu bar and choosing Manufacturers. Vendor List Vendors are entered here to be used for retail product in the program. Entering and assigning vendors to products is important to be able to create purchase orders for inventory. Access the inventory vendor list by hovering over Inventory on the menu bar and choosing Vendors.

15 Getting Started 13 Retail Product The Retail Products list allows you to enter the products you sell or use as Back Bar items. To open a retail profile, hover over inventory on the menu bar and choose Retail List. Choose to Add or Edit a Product from the options on the left. Fill in the fields with the information that you have available. The drop-down selection boxes will contain information that was entered for the applicable list. Item Id The Item Id is how you will most often refer to a item within the software. Typically it is the name of the product or an abbreviation of the name. You will want the Item Id to be unique and meaningful to help avoid any confusion. This is how items can be located on the sales register.

16 14 Getting Started With Envision Cloud Active The "Active" check-box should be checked if this is an item that you would like to be available for sale. If you decide to discontinue this item, this check-box should be unchecked. Once they are inactive they will no longer show up at the point of sale but they will show up on reports. You can reactivate an item at any time. Description Enter the plain language description you wish here. The name you enter here is what will be displayed on the Inventory List and printed on Receipts, Purchase Orders, and Reports. You may enter exactly what you entered in the "Item Id" field or you may enter a longer more descriptive name here. You may also enter the description provided by the vendor or manufacturer. Barcode If you have a barcode reader connected to your computer, you may click in this field and scan the UPC code on the product so the code will be entered here automatically. This will allow you to look up items in the point of sale by their barcode numbers. Department The Department field is available to organize your items into groups or categories. Inventory Departments are shared for both retail and service items. Class Class is an additional way to organize your items. In many cases it can be used as a subcategory for the department. Classes are shared between retail and services. Manufacturer The Manufacturer will help the user identify who makes a specific product. Vendor The Vendor field is used to designate who you purchase this product from. If you do not select a vendor then you will not be able to use the AutoFill options when creating a purchase order. Vendor SKU The SKU (Store-Keeping Unit) is an identifier assigned by the vendor or manufacturer. This field is not necessary for creating a purchase order, though in some cases your vendor may require it.

17 Getting Started 15 Qty On Hand The Qty On Hand refers to the number of a product that you have available at your business. Don't enter a number here, as it may change before you start selling product through the program. It is highly recommended to do a physical count of your product just before you go live using the Envision Cloud program. Qty Reorder At Enter the quantity you wish to reach before you need to reorder this product. This can be used as the minimum or the maximum of this product. A quantity is necessary for the "Autofill" feature of Envision Cloud's Purchase Orders. Qty Restock Level Qty Restock Level is the number of items that will be ordered when your Qty Reorder At is reached. If you leave this at zero then the AutoFill based on inventory levels inside a purchase order will order the difference between the Qty Reorder At and the Qty On Hand amount. Reorder At - Minimum Quantity To use the "Reorder At" as the minimum, you will need to enter the minimum quantity that you would like to keep on hand for this product into the "Reorder At" field and enter how many you would like to order when you get down to the minimum quantity into the "Qty Restock Level" field. By doing this, the program will automatically reorder the quantity specified, when you have reached the minimum quantity and when you create a Purchase Order in Envision Cloud. For example, if your minimum of a product is 3 and you would like to order 3 more when you have reached the minimum, you would enter a quantity of 3 into the "Reorder At" field and a quantity of 3 into the "Qty Restock Level" field. You may leave the Restock Level set to zero if you would like to order the difference between the On Hand and Reorder At, however it will only add this product to a Purchase Order when the item has fallen BELOW the Reorder At amount. So, if you set the Reorder At as the minimum, it will not order this item until it has fallen below the minimum. If you decide to do this, you may want to make the minimum quantity slightly larger so that you do not fall below your minimum. Reorder At - Maximum Quantity To use the "Reorder At" as the maximum, you will need to enter the maximum quantity that you would like to keep on hand for this product into the "Reorder At" field and leave the "Qty Restock Level" set at zero. By doing this, the program will automatically reorder the difference between the On Hand and the Reorder At quantities, when a Purchase Order is created in Envision. For example, if your maximum of a product is 5, you would enter a quantity of 5 into the "Reorder At" field and leave the "Qty Restock Level" set to zero. If the current "Qty On Hand" amount is 2, the "Reorder At" is 5 and the "Order Level" is zero, the program will automatically order 3 of this item when a Purchase Order is created.

18 16 Getting Started With Envision Cloud Cost This is your cost per unit and the amount that you pay when this product is purchased from your vendor. Price Price is the amount paid at the point of sale by the customer for this item. Leave the Price blank if this item is strictly for Backbar use. Enable Commission Override If you would like to override the amount of commission an employee is paid for selling this product, check the "Enable Commission Override" box and enter a dollar amount in the field. This will override any commission percentages you have setup in your commission plans. Non-Taxable Checking the Non-Taxable check-box will make this item ignore the current tax settings and never charge tax for this service at the point of sale. If you do not have Service Tax enabled in your Company Settings then you do not need to check the non-taxable box. Non-Refundable Checking the Non-Refundable check-box will not allow this item to be returned at the point of sale. Is Backbar Check this box if this item is never for sale to clients, but used to run your business. For example, Color Products (Professional Products), Robes, and Slippers. Tax When Ordering Checking the Tax When Ordering check-box will cause tax to be calculated for each of these items when creating a purchase order. You will want to check this for backbar items. Show In Sales Register Product Buttons Deselecting this option will not allow this item to show as a button in the sales register. By default, this is checked to show the item.

19 Getting Started 17 Service Setup The Retail Products list allows you to enter the products you sell or use as Back Bar items. To open a retail profile, hover over inventory on the menu bar and choose Retail List. Choose to Add or Edit a Product from the options on the left. Fill in the fields with the information that you have available. The drop-down selection boxes will contain information that was entered for the applicable list. Service Id The Service Id is how you will most often refer to a service within the software. Typically it is the name of the service or an abbreviation of that name. You will want the Service Id to be unique and meaningful to help avoid any confusion.

20 18 Getting Started With Envision Cloud Active You will always want your services to be active until you stop offering them. Once they are inactive they will no longer show up on the appointment calendar or the point of sale but they will show in reports. You can reactivate a service at any time. Description The Description is a plain language name of the item that would be used outside of your business. This is what will appear on your receipts and online booking page. Department The Department field is available to organize your services into groups or categories. Inventory Departments are shared for both retail and service items. Class Class is an additional way to organize your services. In many cases it can be used as a subcategory for the department. Classes are shared for both retail and service items. Service Type Select the service type for this service item. Required Resource Select the type of resource (room or equipment) that this service requires so it is reserved during booking. Time to Complete Initial Time: Initial Time is a how much time the first portion of a service will take. If a service does not require any sort of break, intermission or set time then this will be the only time field that will need to be configured. Use 15-minute increments only. Process Time: The Process Time will provide a gap between the Initial Time and Complete Time. Entering a time here will allow you to schedule another service with a different client during this time. Complete Time: The Complete Time is only used if you have configured a Process Time. This Complete Time will book the second portion of the service on the appointment calendar. Service Times Note: If we have a service that took 30 minutes to apply the chemicals, 30 minutes for the chemicals to work and 15 minutes to clean up then we would set the Initial Time as 30, the Process Time as 30, and the Complete Time as 15. Level Pricing Level pricing is a way to designate specific prices based on the level of experience of the employee. Enter how much will be charged for a service in each price level that your employees will be set to. The system will automatically choose the right level price at the

21 Getting Started 19 point of sale based on the level assigned to the employee performing the service. If you do not use levels then you will only need to configure Level 1 pricing. Fixed Overhead Cost If you wish to retain a small amount of money from the service provider's commission each time this item is sold, check this box and enter a dollar amount. Business owners will often do this to offset their Overhead costs. Considering that the shop provides the A/C, Lights, power for the service provider's machinery, and often provides cleaning services and general store maintenance labor, this is a common practice. The Fixed Overhead Cost is normally used to deduct a set dollar amount from the service provider's commission for use of products during the service. Prepaid Service Expiration Enter a number of days for this service to expire if remaining unused. The service must be sold as aprepaid itemin the Sales Register screen for this to apply. Enable Commission Override If you would like to override the amount of commission an employee is paid for performing this service, check the "Enable Commission Override" check box and enter a dollar amount in the "Commission" field. This will override any commission percentages you have setup in your commission plans. Enable this service for Online Booking Check this box if you would like this service to be available for online booking. Non-Taxable Checking the Non-Taxable check-box will make this item ignore the current tax settings and never charge tax for this service at the point of sale. If you do not have service tax enabled in your company settings then you do not need to check the non-taxable box. Non-Refundable Checking the Non-Refundable check-box will not allow this item to be returned at the point of sale. Show In Sales Register Product Buttons Deselecting this option will not allow this item to show as a button in the sales register. By default, this is checked to show the item. Popup Note at Booking Enter any notes for this service that you wish to popup when booking. This feature will need to be enabled in the company settings.

22 20 Getting Started With Envision Cloud Physical Count This screen can be used when you do a physical count of your products. It provides a fast way to update the count of products in the program. It is highly recommended to do a physical count of your product just before you go live using the Envision Cloud program. To enter the Physical Count screen, hover over Inventory in the Tool Bar of Envision Cloud and select Physical Count from the drop down menu. Choose a Department / Class / Manufacturer / Vendor Select a group of items to view and enter amounts for. You may select from one selection box, or more than one selection box to further narrow your results. Backbar / Retail Item Selection Select to show all items, only retail, or only backbar products. Item Information The first column displays the information you need to identify the product. On Hand This column displays the current quantity on hand. The On Hand count is adjusted when you check in Inventory using the Receiving Inventory screen and when you sell these products at the Sales Register. Actual Qty Enter the actual number of this item in this field. It will not immediately update the program's count. Once you have entered the physical count for all the items, click the "Save Settings" button on the left side. You will be asked if you are sure you want to do this, answer "Yes" if true. All the values you entered in this column will overwrite the counts maintained by the program.

23 Getting Started 21 Employees Create Employee Lists Employee lists allow you to create information that will be assigned to individual employees. Creating these pieces of information now will speed up the entry process for the employees that are added in the next steps. Employee Departments Employee Departments are a way to logically categorize employees. You can assign a department when adding or editing an employee. To open the Employee Department List, click on Employees in the Tool Bar and select Departments from the drop down menu. Adding Employee Departments To add an Employee Department to the list, click to add in the options to the left. Enter the department name into the blank field and click the "Save" button when finished. Employee Types Employee Types are a second method of classifying employees into groups. Often the Employee Types are used as a subcategory for departments. Employee Types are assigned when adding or editing an employee. To open the Employee Types List, click on Employees in the Tool Bar of Envision Cloud and select Employee Types from the drop down menu.

24 22 Getting Started With Envision Cloud Certification List Employee certifications are used to track any applicable mandatory licenses or optional businessspecific certifications. Once created here, certifications are applied to individual employees on their profiles. To open the Employee Certifications List, click on Employees in the Tool Bar of Envision Cloud and select Certifications List from the drop down menu. Employee Goals Employee Goals are used to set target levels for your business employees. Employee Goals are available in the Ultimate edition of the Envision Cloud program. You can upgrade your account on the Account Subscription page. To open the Employee Goals List, click on Employees in the Tool Bar of Envision Cloud and select Employee Goals from the drop down menu. To add a new Goal Plan, select to add a new plan in the menu to the left. Goals will need to be entered for each provider type and provider level you wish to set objectives for. If a field is left at zero, the goal will not be calculated. For more information about setting up goals in Envision Cloud, please see the Goal Setup Guide.

25 Getting Started 23 Security Profiles This powerful but easy-to-use feature of the program allows you to create security profiles that have limited access. Security Profiles are then assigned to employees either on the Account Subscription page or in the employee profile. Each security profile contains detailed information about what program features are accessible. To create and edit Security Profiles, click on Employees on the Tool Bar and select Security Profiles from the drop down. At least one profile must have access to the security profile window or the system will default to allow this access. When using the "Only Allow Logging In From Selected IPs" option is selected, at least one IP address must be entered in the selection section. Profile Name Enter a name in the field at the top of this screen that best describes the type of employee that will be assigned this profile. You can create a Profile that allows unlimited access to all program features or one that restricts the user to very few features. You might want to consider using descriptive names for these profiles, such as Manager for nearly unlimited access, Owner for totally unlimited access, and Front Desk or Employees for limited access. Feature Tabs Each tab has a list of functions and menus relating to the category of the tab. Check or Uncheck Menu Access The list of options allows you to give access to individual menu selections in the program or grant functionality privileges. Place a check mark next to every item you wish members of this group to have access to. Remove the check mark next to any item you wish to remove access to or disable functionality for. Check All / Uncheck All Choosing these options will check or uncheck all options on this page.

26 24 Getting Started With Envision Cloud Commission Plans You can create and apply commission plans to employees for services performed, retail sold, or both. To enter the Commission Plan list, click Employees from the Tool bar and select Commission Plans from the drop down. You can create and apply commission plans to employees based on a straight scale, sliding scale, or average sales amount. Once commission plans are created here, they will need to be entered on the employee profile. Description Enter a name for this plan. The name can be specific to the type of plan that you are creating. You can enter an easy to recognize name in this field. This will allow you to easily select the correct plan for the employee. Service Plan Tab and Retail Plan Tab You can create a plan for service commission, retail commission, or both. Each can use an individual plan type (Services can be calculated on a straight scale, Retail can be calculated on a sliding scale on the same plan).

27 Getting Started 25 Plan Type There are three choices available to select from. How these Plan Types are used is explained below: Straight Scale Commission This method takes the total sales of an employee (Retail and/or Service, depending on which tab you set up) and locates the amount on one of the 10 levels. The percent for that level is then multiplied by the total sales amount. You may use as many (up to 10) or as few levels as you wish. The FROM and TO will dictate the dollar range of sales. It is recommended that you set your ending level (TO) to an unreachable amount (see below screen shot for example). The Rate dictates the percentage used. EXAMPLE: Using the shown sample screen below, if an employee on this plan generated $625 in sales it would place them in the Level 3 range. When the commission report is run, the system will multiply $600 by 50% to solve for the commission amount.

28 26 Getting Started With Envision Cloud Sliding Scale Commission This method allows you to pay different commission percentages based on a tiered structure of total sales (Retail and/or Service, depending on which tab you set up). You may use as many (up to 10) or as few levels as you wish. The FROM and TO will dictate the dollar range of sales. It is recommended that you set your ending level (TO) to an unreachable amount (see below screen shot for example). The Rate dictates the percentage used. EXAMPLE: Using the sample screen below, the employee would receive 25% for the first $500 earned, 50% on the next $500 earned, 75% on the next $500 earned, and capping at 80% for all sales past $2,000. So if then employee sold $1, in services, each level range would multiply their totals by the percent assigned and then add the totals together, resulting in a commission of $ Average Service Scale This method takes the average service sale amount of an employee and locates the amount on one of the 10 levels. The percent for that level is then multiplied by the total sales amount to calculate commission. You may use as many (up to 10) or as few levels as you wish. The FROM and TO will dictate the dollar range of sales. It is recommended that you set your ending level

29 Getting Started 27 (TO) to an unreachable amount (see below screen shot for example). The Rate dictates the percentage used. EXAMPLE: Using the shown sample screen below, if an employee's average service sale amount on this plan was $52.21, it would place them in the Level 3 range. When the commission report is run, the system will multiply the total service sales by 46% to solve for the commission amount. Flat Charge Per Service Enter here a dollar amount to deduct from the employee commission. Percentage Service Charge Enter a percentage amount to deduct from the employee commission. Subtract Commission Charge Before / After Commission Calculation Select from these options to deduct this amount before or after commissions are calculated. Limit Service Charge to One Per Service Client Per Day Selecting this option will only deduct a single service charge per client, no matter the number of services the client had done. This option only applies to the Flat Charge Per Service. Include Service Overhead Costs in Commissions If overhead costs are set on services, you may choose to include the costs by selecting this box.

30 28 Getting Started With Envision Cloud Commission Plan Levels There are 10 levels provided. You may use these levels to pay an increasing commission percentage, determined by the amount of sales. How the program uses this table is determined by the "Plan Type" you select. The FROM and TO will dictate the dollar range of sales. It is recommended that you set your ending level (TO) to an unreachable amount (EXAMPLE: 99,999,999). The Rate dictates the percentage used. Note: If you do not want to use these levels, place a zero or starting amount for commission in the "From" field of the Level 1 column and a very high amount (like, ) in the "To " field and then set the percentage in the last field. For example, if you pay a 7% commission on all sales above $250, place $250 in Level 1's "From" field, $9,999,999 in the "To" field and 7 in the "Rate" field. Retail Commission Plan A retail commission plan may be part of commissions earned, and is set the same way on the retail plan tab. The available options are Straight Scale, Sliding Scale or RTS. Straight and sliding scale calculations are performed the same way for retail commission as for service commission. RTS RTS stands for "Retail to Service", and denotes a percentage amount. This can be calculated by dividing the Retail Sales dollar amount by the Service Sales dollar amount.

31 Getting Started 29 Adding New Employees If you have not met or exceeded the number of allowed employees for your subscription, you may add employees in the employee list. Hover over Employee on the menu bar, and choose the Employee List. If your subscription allotment is filled, new employees must be first added via the Subscription Page. You can open the subscription page under the menu gear in the upper right, if you are logged in as the owner employee. Otherwise, you will need to log out of the Cloud program, then back in to Manage Account and add users.

32 30 Getting Started With Envision Cloud Once employees have been created, you can access their information in the Employee List. Employee ID The name that will come up on reports and client ticket information. First Name / Middle Name /Last Name Employee's name. This is what will display on the calendar and also for online booking. Employee's address. This will be used for login identification. Home Phone / Mobile phone Employee's phone contact information. Send SMS Select this button to open a screen that will allow you to send an SMS text message to the employee. Important Note: You must be signed up for the SMS feature in order to utilize the SMS text messaging. You can upgrade your account on the Account Subscription page.

33 Getting Started 31 Address/ City/ State/ Postal Employee's general address information. Password Employee's password. This will be used for login authentication. Location If you have a multi-location account, this will assign the employee to their "home" location. Department The "Department" drop-down allows you to place your employees into separate departments for scheduling and reporting reasons. If you have Stylists, Nail Techs, Estheticians and Massage Therapists, you can place each of these types of employees into separate departments. The department title will also display under the employee's name on the calendar. Type You may create or select an Employee Type if your Employee Departments have different types of employees under each department. An example of an Employee Type would be Hair Color Specialist, or you may use the Type to specify which level the employee is. It is not necessary to enter an Employee Type. Goal Plan Select the employee's goal plan from the selection box. Goals must first be created in the Goal Plan list. Employee Goals are available in the Ultimate edition of the Envision Cloud program. You can upgrade your account on the Account Subscription page. Security Profile Will display which current security profile the employee is assigned to. This option may not be available for editing, depending on your security settings. Welcome Screen Select the welcome screen you wish this employee to open when they log in. The Use Company Default selection is chosen in the company settings.

34 32 Getting Started With Envision Cloud Service Price Level The "Service Price Level" is the level associated with the price levels you setup for services. This is the price level that your employee will charge their clients. If you do not have different price levels based on experience, the "Service Price Level" should be set to "Level 1". Commission Plan Select a commission plan here after one has been created in the Commission Plans list. The commission plan is where the commission percent and settings are stored for the commission plan that the selected employee will be under. Hourly Wage Enter an hourly wage if the employee has an hourly dollar amount they earn. This can be calculated with payroll and is based on the time between clocking in and clocking out. Pay Greater of Wages or Commissions Select this box if you wish the program to determine employee pay based on hourly wage versus the commission plan earnings. Selecting this option will designate to pay whichever amount is greater. Employee Dates Enter the employee's "Birthdate" and "Start Date" if this information is available. Employee Bio Enter a professional biography for the employee. Employee Bios are used with SalonVision, available as an add-on to the Envision Cloud program. You can upgrade your account on the Account Subscription page. Use Separate Merchant Processing Account Check this box if you wish transactions for this employee to go to their merchant account. The employee must have their own account set up with Integrity Payment Systems.

35 Getting Started 33 Employee Qualified Services Employee qualified services is used if you have employees who can only perform certain services, or if the employees have different time, price or commissions than others. The Appointment Calendar and Online Booking will obey this list if you have the option set in the Company Settings. Employee Service Time This screen will allow you to set the length of time this employee takes to perform a service. If the time will be the same as the time you have entered for the selected service, it is not necessary to edit the time. You can enter individualized "Initial", "Process" and "Complete" times. When this employee is selected in the Calendar for an appointment, the times here will override the default times set for the service in the Service List. Employee Service Price Enter a price that the selected employee charges if their price is different than the prices you setup when the service was added to the Service List. This price will override the service price when this employee is selected in the POS window. If the employee charges the same price that is entered for the service in the Service list, leave the price at "$0.00". Add by Service - Select individual services to be added to the list and then click the Add button. Add by Department - Select a department and all services within that department will be added to the list. You can also remove services in this fashion. Edit list Item Click the edit icon to edit the initial, delay, complete time or price for a service. If edited, it will override the default setting under the service defaults when booked for this employee.

36 34 Getting Started With Envision Cloud Creating Employee Schedules The Employee Work Schedule is where you will set the hours that each employee is available for booking in the Appointment Calendar. To enter the Employee Work Schedule screen, click on Employees on the Tool Bar and select Work Schedule from the drop down. Entering Schedule Hours 1. Click on cell (day) to the right of the employee's name you are entering hours for. 2. Enter the "Start Time", "End Time" and "Type" in the section below the name of the employee and the date. 3. Click the "Save" button when you have finished entering this information. Employee Schedule Calendar Use the Calendar in the upper left hand corner to select the week that you would like to enter an employee schedule for. Type Select the type of schedule that you are entering. For example, you would select "Work" if they are working, or "Off" if they are not scheduled to work.

37 Getting Started 35 Copy Schedules The following screen appears when you click the "Copy Schedule" button on the employee schedule screen. This screen allows you to copy a schedule you have created to as many weeks as you wish (up to 52 weeks maximum). If there are duplicates already scheduled in the destination time period, they will be overwritten. Copy Schedule Options Select either All Employees or Single Employee If you select Single Employee, you must select the employee from the drop down list. Schedule to Copy Select the range of weeks to copy. For instance, selecting to copy the "Next 2 Weeks" will copy the 2 week schedule forward. Number of Times to Copy Schedule Enter the number of times that you would like to copy the chosen schedule forward. You may copy a schedule forward a maximum of 12 months. If you wish to copy an employee's schedule further than that, first copy the schedule forward 12 months. Then, use the small calendar in the upper left to move to the last week that copied. You may then copy the schedule forward another 12 months from that date.

38 36 Getting Started With Envision Cloud Client Information Lists Client information lists allow you to create information that will be assigned to individual clients. Creating these pieces of information now will speed up the entry process for the clients. Client Types Client Types are used to organize your clients into logical groups you may wish to target with specific advertising or promotions. Types can also be names such as "Corporate" to identify someone who can bring in other people from their company. To open the Client List, click on Client in the Tool Bar of Envision Cloud and select Client Types from the drop down menu. Lead Sources The Lead Source Type List is used to enter how a client heard about your business. To enter the Lead Source Type List, click on Client in the Tool Bar of Envision Cloud and select Lead Sources from the drop down menu. If you offer a limited time promotion, you may deactivate a lead source that will not be used again. Deactivate the lead source by double-clicking over the lead source to edit the lead source, and deselecting the 'active' checkbox. It is not recommended to delete lead sources, as you will be unable to view reports for deleted lead sources.

39 Getting Started 37 Discount Plans Discount Plans allow you set a recurring discount for the clients you designate. You can do this by clicking Client on the toolbar, then selecting Discount Plans. Choose to add a new discount plan. Enter the discount plan description and percentage discount for the item types. Once created, the discount plan can be applied to client profiles. Each time this client is brought to the Sales register, this discount plan will automatically apply to their purchases. Loyalty Programs The Loyalty Programs system in Envision Cloud is a feature that allows you to reward clients for purchases. To open the Loyalty Program List, click on Client in the Tool Bar of Envision Cloud and select Loyalty Programs from the drop down menu. These options that allow you to setup / configure your loyalty program. You can setup one or all of the options available. You have the option to create one or more loyalty programs and can assign a different loyalty program to each client, or set a default loyalty program for all clients. Once the client has accumulated points, they can be redeemed at the Sales Register. Changes to the options here only affect sales that occur after the changes are made!

40 38 Getting Started With Envision Cloud Program Name Enter a name or description for the Loyalty Program you are creating. Award X points for every $X.XX spent on retail / service items. This option will set the default number of points awarded for dollar amount spent in retail. In the picture above it would award 1 point for every $10.00 spent. Award X points for each client referral. This will award a specific amount of points when someone refers a new client. It will award the points as soon as the new referred client checks out. In the example above it will award 25 points. Award X points for each prebook This will award a specific amount of points when a client books their next appointment prior to completing a sale for today's appointments. There is a setting in the company settings that will allow appointments booked the same day to count as a prebook and earn the loyalty reward. Redeem X points for every $X.XX worth of retail / service items. This option will set the default redemption rate for points. In the example above the client would need a total of 2 points to discount an item by $1.00.

41 Getting Started 39 Coupons You may have coupons that your clients use for purchasing products or for discounts on services or retail. It would be best to add these coupons to the Coupon List so that you may track coupon usage. Coupons may be applied to an entire ticket, or to a single item on a ticket. To open the Coupon List, click on "Sales" from the menu bar and select "Coupon List" from the drop down menu. Click the "Add a New Coupon" button in the side bar and the following screen will appear: Description This can be the name or description of the coupon. This is the name that you will use to identify the coupon when you are selecting it to apply a discount to an item or ticket during checkout. Promo Code Enter a short ID or barcode to associated with the coupon. This field is optional and will allow for the user to quickly look up coupons via the barcode item search in the Sales Register.

42 40 Getting Started With Envision Cloud Amount Enter a default discount amount for the coupon. The way the amount is applied is determined by the coupon type selection. Start Date / Expire Date You may enter a Start and Expire date if you choose. You will not be able to select the coupon when discounting an item in the Point of Sale if the expiration date has passed. Coupon Type Using the number entered in the "amount field", the discount will be applied according to the type that is selected. Discount Ticket by %: Wi l l di s count the enti re ti cket by a percenta ge. Discount Item by %: Wi l l di s count a s i ngl e reta i l or s ervi ce i tem by a percenta ge. Discount Item by Flat Amount: Wi l l di s count a s i ngl e reta i l or s ervi ce i tem by a fi xed dol l a r a mount.