Defining a Service

1. Select Data > Services > Service Definitions.

The Service Definitions window displays.

2. Click New.

3. Enter basic information for the service.

   1. In the Service Code field, type an identifying code for the service.

   Important:  You should always use a code that refers to the service class to which the service belongs and includes unique detail about the service.  This makes it easier to locate the service when scheduling an appointment.

   Examples:  If you are defining a women's haircut service in the Hair Cuts (HC) service class, use "HCW" as the code.  If you are defining a Brazilian wax service in the Waxing (WA) service class, use "WAXBRAZ" as the code.  If you are defining a 60 minute Swedish massage service in the Massage (MA) service class, use "MA60SWED" as the code.

   2. In the Service Class field, select a service class to assign to the service.

   3. In the Description field, type the name of the service.

   4. In the Formula Types field, select the formulas applicable to the service.

   5. Select Ignore Automatic Client Discounts to prevent clients who are set up to receive service discounts from getting a discount on the service.

   6. Select Do NOT Allow Points to prevent clients earning reward points when they purchase the service.

   7. Select Show Notes in Appt Book/Register to display notes/instructions about the service before you book or ring up the service. To type notes/instructions, click Notes, click Edit Notes, type the notes/instructions, and click Save.

    

4. Move to the Pricing tab and define the prices to charge for the service.

   1. In the EmpPrice fields, type the price to charge employees for the service.

   2. In the Price Level fields, type the pricing levels to use for the service.

   Tip:  Pricing levels allow you to charge clients more for a service based on the education and experience of the service provider.  You can define an employee's pricing level using the Service Level field in their employee profile.

   3. Click Employee Specific Pricing and define customized pricing levels for specific employees.

   4. In the Package Price field, type the price to charge if the service is part of a package or series.

   5. Select Used in Average Ticket Calculations to include sales of the service in the average ticket calculations used on the Appointment Monitoring Station and the Team/Overall Goals window.

   6. Select Non-Taxable if the service is tax exempt.

   7. Select Override Standard Tax to use a different sales tax rate for the service.  Type the sales tax rate to use in the Tax field.

   8. Select Charge x if you are required to charge excise tax on the service.

   Note:  This option only displays if you have set up an add-on tax.  Click here for instructions on how to enter tax rates.

   9. In the Pre-Book Disc field, type the dollar amount to offer as a discount when clients prebook the service, or click $ and type a percentage discount.

   10. In the Online Disc field, type the dollar amount to offer as a discount when clients book the service through Online Booking, or click $ and type a percentage discount.

    

5. Click the Appointments tab and define the appointment length required to perform for service.

   1. Select Bookable Online to allow clients to book the service through Online Booking.

   2. Select Force Gender Preference to force front desk employees to select the client's gender preference when scheduling the service.

   3. In the Initial fields, select the time required to complete the service before the processing time.  If the service does not require processing time, select the total time required to perform the service in the Initial fields and do not make entries in the Gap/Processing and Finish fields.

   4. In the Gap/Processing fields, select the processing time required during the service appointment.

   5. In the Finish fields, select the time required to complete the service after the processing time.

   6. In the This service should be performed every _ weeks field, specify the frequency at which clients should receive the service.

   Important:  You must make an entry in this field if you selected "YES" for the Prompt User to Pre-Book Next Appointment preference on the Business Information window.  Click here for instructions on how to configure this preference.

    

6. Click the Resource tab and define the resources and equipment required to perform the service.

   1. Select This Service User Pre-defined Equipment and specify the equipment required to perform the service.

   2. Click Edit Resource Usage and select the resources required to perform the service.

   Tip:  If you select multiple resources, click Prioritize Resources and select the order in which you use the resources for the service.

    

7. Click the Deductions/Commissions tab and define the deductions and commission structure for the service.

   1. In the Shop Costs field, type the shop cost to charge employees for performing the service, or click $ and type the percentage of the sales price to charge.

   Tip:  Click Employee Specific to define employee-specific shop costs for the service.

   2. Select Subtract Shop Costs from Commissions to subtract shop costs from employee commissions.

   Important:  If you do not select this option, you cannot charge employees a shop cost for performing the service.  However, the MA030: Profitability Analysis report uses the cost to calculate the profitability of the service.

   3. In the Labor Costs field, type the labor cost to charge employees for performing the service, or click $ and type the percentage of the sales price to charge.  

   Tip:  Click Employee Specific = Click to define employee-specific labor costs for the service.

   4. Select Subtract Labor Costs from Commissions to subtract labor costs from employee commissions.

   Important:  If you do not select this option, you cannot charge employees a labor cost for performing the service.  However, the MA030: Profitability Analysis report uses the cost to calculate the profitability of the service.

   5. In the New Client Deduction field, type the amount to charge employees for performing the service during a client's first visit, or click $ and type the percentage of the sales price to charge.

   Tip:  Click Employee Specific = Click to define employee-specific new client deductions for the service.

   6. Select Override Standard Service Commission to pay a specific commission for performing this service.  type the dollar amount to pay in commission or click $ and type the percentage of the sales price to pay in commission.

   Tip:  Click Employee Specific Commission Override to define employee-specific commissions for performing the service.

    

8. Click the Catalog tab and enter a description to display when clients try to schedule the service through Online Booking.

9. Click the Charges tab and define the service charges for clients purchasing the service.

   1. In the Service Charge/Gratuity for Employee field, type the gratuity to add to the sales price of the service, or click $ and type the percentage of the sales price to add.

   2. In the Service Charge Gratuity for 'House' field, type the house charge to add to the sales price of the service, or click $ and type the percentage of the sales price to add.

    

10. Click the Up-Sell tab and select the services to display as upsell opportunities when employees book the service.

    1. Click Edit Up-Sell Selections.

    The Up-Sell Selections for window displays.

    2. Select the services to define as upsell opportunities and click Ok.

    3. Click Prioritize Up-Sell Options.

    The Priorities window displays.

    4. Select the order in which to list the upsell opportunities and click Ok.

    Note:  An alternative way to define upsell opportunities is to configure add-on services.  Click here for instructions.

     

11. Click the X-Sell tab and select the complimentary services to display as cross-sell opportunities when employees book the service.

    1. Click New.

    2. In the Option Name field, type a name for the cross-sell opportunity.

    3. Click Edit Cross-Sell Selections.

    The Cross-Sell Selections for window displays.

    4. Select the complimentary services to add as cross-sell opportunities and click Ok.

    5. Click Prioritize Cross-Sell Options.

    The Priorities window displays.

    6. Change the list to match the order in which front desk employees should schedule the services and click Ok.

    Tip:  Select Allow Order to Change to give employees the ability to change this order during booking.

    7. Select one of the following options:

    • Male/Female = Select if the cross-sell opportunities are applicable to both male and female clients.

    • Male Only = Select if the cross-sell opportunities are only applicable to male clients.

    • Female Only = Select if the cross-sell opportunities are only applicable to female clients.

    8. In the Employee field, select one of the following options:

    • Same Employee Only = Select to force employees to schedule complimentary services with the service provider for the original service.

    • Any Employee That Performs Service = Select allows clients to schedule complimentary services with any service provider.

    9. In the Scan Before/After field, select one of the following options to define when to look for openings for the complimentary services:

    • BEFORE appointment ONLY = Select to only look for openings before the appointment for the original service.

    • AFTER appointment ONLY = Select to only look for openings after the appointment for the original service.

    • BEFORE+AFTER = Select to look for openings before and then after the appointment for the original service.

    • AFTER+BEFORE = Select to look for openings after and then before after the appointment for the original service.

    10. Click Save Cross-Sell.

     

12. Click the Docs/Forms tab and select the documents that clients need to complete and read before and/or after they receive the service.

    1. Click Edit Pre-Service Selections.

    The Pre-Service Forms and Policies window displays.

    2. Select the documents that clients need to read and/or complete before they receive the service.

    Note:  Employees receive a prompt to print these documents when scheduling the service.

    3. Click Ok.

    4. Click Edit Post-Service Selections.

    The Post-Service Forms and Policies window displays.

    5. Select the documents that clients need to read and/or complete after they receive the service.

    Note:  Employees receive a prompt to print these documents when ringing up the service.

    6. Click Ok.

     

13. Click Save.

The Employee Selection window displays.

14. Select the employees who can perform the service and click Ok.

related links

Ringing Up an Appointment

Service Setup