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Turn on some new features for a more seamlessly run tattoo studio this year

Simple Inked is purposely engineered to streamline your tattoo studio operations, and in turn make your business grow. In order for this to happen though you need to be utilising its powerful features. At the beginning of last year we turned on a handful of features to make 2016 more successful. This year we’re doing it again, but with a bunch of different features. When you implement the following changes you will enjoy a more efficient, effective and seamlessly run tattoo studio, which in turn will result in more clients choosing you over the others.

Before we turn on this new lot of features, click here to ensure that you have first enabled the features we talked about at the start of 2016. These features include your automatic Appointment Reminders, Advanced Online Bookings, Loyalty Points Program, 1-Touch Marketing (like your auto First Time and Birthday messages), as well as the regular visit to your Marketing page we implemented—you can start doing that now, it’s never too late.

Let’s get to it. Start utilising the following features to take business up a notch in 2017.

Setup Operator Levels to account for the varying levels of expertise between your artists

Among your artists it’s possible that you have varying levels of expertise—one artist might be more experienced or talented than the others, or you might have an apprentice starting out who’s not quite as advanced in their level of skill. The difference in ability between artists will most likely influence the pricing of your services, as well as the time it takes for each artist to complete a design. Your clients might pay more to have their design done by one of your more talented artists, or it might take more time for your apprentice to complete one. Your Simple Inked is built to manage these price and time differences between operators. Click here to setup your Operator Levels, and in turn make your tattoo studio operations more effective.

Manage your artists’ commissions with the Simple Inked in-built commission structure

It’s likely that your artists earn a commission based on the services they perform, and perhaps also the products they sell. Simple Inked has an inbuilt commission structure designed to figure it out for you. Set it up the way you want your commissions to be calculated, then simply touch base with your Commissions Report to see what commissions your operators have earned. Click here to see how you can setup your artists’ commissions in your Simple Inked account.

Reward your clients with Time Vouchers

Being a tattoo studio, you most likely price per design as well as per hour, therefore much of the way you operate might be in time—the time it takes to complete a client’s design is often the basis for how they are charged. Have you thought about creating some Gift Vouchers to account for free time on a client’s design? This is a great way to bump up sales by encouraging clients to buy Time Vouchers for friends and family as gifts. You could also use these vouchers as rewards for clients who refer someone new to you. Click here to see how you can create your Time Vouchers, and here to learn how to create them on the fly as Variable Vouchers.

Go ahead and setup the above features to make your tattoo studio operations more seamless this year, and as a result watch your business become even more successful.

If you haven’t yet got Simple Inked, click here to get started today.

A CHRISTMAS BONUS for you and your tattoo studio

The festive season is upon us and we’d like to give you an early Christmas pressie. I can take a guess as to what you want for Christmas this year… a big fat card with cash in it? That way you can buy whatever you want. Well, that’s exactly what we’ve got for you, a virtual card with real cash in it. We want to give you $19, $49 or $99… or even more… as much as you want actually. Bring on the Boxing Day sales!

| Here’s how we give you your Christmas Bonus |

When one your tattoo industry friends (or as many of them as you like) SIGNS UP before December 24th, you get a CHRISTMAS BONUS. If your friend signs up for a Single Package you get $19; if they sign up for a Standard Package you get $49; if they sign up for an Unlimited Package you get $99. You’re doing the maths aren’t you? Yep, that’s right—if say 5 friends of yours sign up, then you could have yourself an easy up to $500.

| Here’s how it works |

You get your own referral code, you give it to your friend, and they put it in the Referral Code field of their Simple Inked Sign Up Form. Once they complete the sign up, you automatically receive their first month’s subscription.

| How to get your Referral Code |

Simply go to the Account page in your Simple Inked account, and in the Actions menu click My Referral Link. Your referral code is the number at the end of the link (http://simpleinked.refr.cc/YOURCODE). Alternatively, if your friends go straight to your referral link (http://simpleinked.refr.cc/YOURCODE), it will redirect them to the Simple Inked Online Sign Up Form, with your referral code already entered into the form.


So, what are you buying with your Christmas Bonus this year?

A very Merry Christmas to you, from all of us at Simple Inked.

What your artists see when they login

Your Simple Inked account allows you to setup login details for each of your artists. This means that when they come to the computer/iPad (whatever device(s) you’re using Inked on) they can Log In, or even better Sign In with their 4 digit pin, allowing them into the system with the level of access you’ve set for them.

There are 3 levels of user access—Administrator (that’s you, the tattoo studio owner), Studio Manager, and Staff. Each of these have a different level of access—the Administrator can see everything, the Staff are limited to the basics, and the Studio Managers are somewhere in the middle. We break it down for you at the end of the post.

You can have as many users as you’d like, hence why our suggestion is to set everyone up with their own set of login details (Username, Password and Company ID), as well as their own pin (a 4 digit number). When this is the case, all individual activity is recorded and easily reportable. In your Activity Report you can see at a glance who logged in (and when), who made any changes (and when), who deleted stuff (and when)… you get the drift, the list goes on. Pretty much everything your artists do, while logged into your Simple Inked account, is tracked.

The idea then is that each of your artists are equipped with login details to Log In initially, and then throughout the day whoever comes to the screen will Sign In using their 4 digit pin.

| So, what do your artists actually see when they login? |

Administrators: have access to everything.

Studio Managers: have access to most areas, however they don’t have access to the following:

  • Quick Login settings in Application Settings
  • Global Lock Out settings in Security Settings
  • ‘Show Operator Report Link on KPI Report for all users’ setting in Security Settings
  • Enable all clients for Loyalty Points setting in Loyalty Points Settings 
  • Reward All Members with Bonus Points’ in Loyalty Points Settings
  • Enable all clients for Online Bookings setting in Online Bookings Settings

Staff: can make appointments, make notes/comments on appointments and clients, process sales via POS, view the Roster but not change it, receive orders via Ordering, but not generate new orders, and Submit a Request via your Help & Support page. Staff don’t have access to the following pages:

  • Admin
  • Reports
  • Account
  • Settings

Try it out for yourself, create some different users and log in as each one to see what they see.

Click here to see how you can create your users, so they can Log In as themselves. If you would also like to turn on your Quick Login feature, so that artists can Sign In using their 4 digit pin throughout the day, click here to see how.

Otherwise, if you don’t have Simple Inked, click here to get started today.

See how your clients are finding your tattoo studio

Simple Inked records where your clients are coming from so that you can swiftly see how they’re all finding your tattoo studio. Perhaps they were referred to you by a friend, or responded to an email you sent. Maybe they found you as a result of an internet search, or on Facebook, Instagram or Twitter. They might have just been walking by, heard about the studio via word of mouth, at an event, on Pinterest, or in a magazine. All of these referral types, and more, are trackable and reportable in your Simple Inked account for each client.

When you get a new client and you’re adding in their personal details, under the More Details section you can record how they found you—we call this a Referral Type. Get into the habit of filling out this piece of information, because it proves beneficial to you later when you do decide to report on how your clients are finding you. This kind of analysis will help you decipher what marketing avenues require a little extra attention. Let’s say that the magazine ad is bringing in new clients, however the internet search isn’t. Might be time to give Google Ad Words more of the budget to increase the number of people finding your tattoo studio when they search online.

To report on the popularity of your Referral Types, simply head over to your Marketing page and choose any one of the marketing options there. For example, you can see a list of all your clients and then filter that list by any referral type. Of all your clients you might want to know how many found you on Facebook. To do this, choose the All Clients button, then use the Referral drop down menu to select the referral type you wish to report on i.e. Facebook. Take note of the Total in the top right corner, then run All Clients again but this time choose a different referral type and compare the results.

The opportunities here are endless, because as you can see in your Marketing page you can specific all sorts of client lists—for example, “Clients Who Came In” between any dates you choose, and of those you can see who found you via your Website. Go on, start exploring the options for marketing now.

If you haven’t yet got any way to track your referrals, click here to get Simple Inked today.

Add a “Book Now” to your website & Facebook

To have your appointment book filling up 24/7 add a Book Online button to your website and a Book Now one to your business Facebook page. Using your unique Online Booking URL you can have your site and Facebook buttons link clients to your advanced Simple Inked online booking platform where they can conveniently schedule their appointments online from any smartphone, device or computer, from anywhere, anytime.

| website |

On your site, add to it a Book Online button and have the button link to your unique Online Booking URL (or get your IT guy/gal to do it)Your unique Online Booking URL is located via Settings > Online Booking Settings.

| facebook |

On your business Facebook page, add to it a call-to-action Book Now button and also have it link to your unique Online Booking URL. To add the call-to-action button to business Facebook page, follow the steps below (you’ll need to be an admin, editor, moderator or advertiser to add a call-to-action to your page):

  1. Click + Add a Button (under your Facebook page cover photo)
  2. Select the button you want, which is the Book Now one, from the dropdown menu and fill out the required information (add your Online Bookings URL to the Website field)
  3. Click Create

| setting up online bookings |

Now that’s all well and good to add the buttons to your site and Facebook, but you do also need to have your online bookings set up and ready to go in your Simple Inked account. So, only add those buttons after you’re online bookings is setup. Click here to get that part sorted.

| sending online booking login details to clients |

Next you’ll need to add your unique Online Booking URL link to the SMS and email template, which is used when sending clients their online booking login details. Click here to see how.

Once you’ve setup your Online Bookings, added buttons to your site and Facebook page, and put your unique Online Bookings URL in your SMS and email templates, then you will need to send your clients their online booking login details. Send these via SMS and/or email to one client at a time via the Actions menu in their client card, or all clients at once via Settings > Online Booking Settings.

If you don’t have a unique business online bookings URL for your website and Facebook page it means that you don’t yet have Simple Inked. So, click here to and started today.

Simple Rostering—what to do when you need to open up extra time

Since the release of our super convenient Simple Rostering, the question that’s been coming up the most is, “How do we open up extra time here and there?”.

You might have one day next week, say Wednesday, where you’d like to stay open late, however if you change the operator hours or studio hours for that day, it will make every Wednesday open until late and not just the one next week. How do you go about blocking off the extra time on all those other Wednesdays?

In the same way you might be closed Mondays, however there’s one Monday you’ve decided to take appointments on, therefore you change the operator hours or studio hours to open up on that one Monday, but of course it opens up every Monday. How do you block off all the extra Mondays?

When using Simple Rostering, the solution here is to use your Tasks feature to block off the extra time. Now, keep in mind that you have two options when it comes to rostering—Simple Rostering and Advanced Rostering. We’ll get to Advanced Rostering shortly, but if you’re using Simple Rostering, here’s how to block off the extra time.

You need to create a Task called “Studio Closed” or “Rostered Off” (whatever you like) and book it into your Appointments page to cover the extra time, which opened up on those extra days. For example, you would change the studio or operator hours to open up on Mondays, then you’d book a task into your artist column to block the first Monday that you’re not working. Simply repeat the task weekly to block off every Monday in the future. This means that the one Monday you did want open is available for appointments, but every Monday after that is blocked off using the “Studio Closed” or ‘Rostered Off” task. Click here to see these steps from start to finish.

Now, we mentioned Advanced Rostering before. The Advanced Rostering is more involved, but will allow you further flexibility with rostering operator hours, plus it can calculate wages. There are lots more steps involved to set it up, therefore we suggest you try Simple Rostering coupled with the Tasks feature before considering a switch to Advanced Rostering. If you do decide that you’d like to check out Advanced Rostering, have a good look at this article first to get a thorough understanding of what’s involved in setting it up properly. So, back to our original question, “How do we open up extra time here and there?”—Advanced Rostering is the other solution. It is designed to allow you to roster operators on for random times, even if it changes every week.

The choice is yours—our recommendation is Simple Rostering, so try that first. Then if you definitely require the extra functionality, perhaps consider Advanced Rostering.

Just to recap—click here to learn how to use the Tasks feature alongside Simple Rostering, and here to see how Advanced Rostering works.

If you don’t have either of these rostering options, then it’s time to get Simple Inked. Click here to begin today.

New Feature—manage your time better with the new Simple Rostering

Get ready to change the way you manage your tattoo studio and operator hours with the release of the Simple Rostering feature update. In just a few very simple steps you’ll have your studio opening hours in place, and your artists working hours set.

Your rostering is now separated into Simple Rostering (the new way) and Advanced Rostering (the old way)—you can pick. The Simple Rostering has our vote for the most seamless way of managing your hours, the Advanced Rostering becomes more involved with extras things like roster types and roster rates, therefore unless you’re into that, the Simple Rostering is for you.

If you are already using Simple Inked, to start making the most of this hot off the press feature, you’ll need to head over to your Roster Settings (in Settings) and un-tick Enable Advanced Rostering.

Once you’ve done that, you’re ready to go. Go to your Appointment Settings (in Settings) and simply set your tattoo studio opening hours. Choose the days you’re closed, the hours you’re open, and you’re done—your Appointment book will reflect your opening hours. As for your artists, pop over to your Roster, click an operator name and set their working hours, done. Your Simple Rostering also sorts out your Online Booking site, as your studio and operator hours are reflected there too.

Click here to see the new Simple Rostering in action.

If you’re not yet using Simple Inked to manage your tattoo studio, click here to get started today.

Open spaces are good outside, but not in your appointment book

You might not be aware that you have an Appointment Wizard to assist you in finding available dates and times for your clients’ appointments, and filling up all of those open spaces. This feature saves you from having to look through your appointment columns for open gaps. It’s time to leave all the figuring out to your Appointment Wizard.

The Wizard is located up on the top right of your Appointments page. Click the Wizard icon (or tap if you’re on your tablet) and you’ll see that it requires you to enter in some details about the appointment you wish to make. Simply start by typing the client’s name, then click them when they display below. Complete the rest of the fields (service(s), operator(s), date and time) then click or tap Find Options.

Screen Shot 2016-09-01 at 10.59.12 AM

Your Wizard will list the first available appointment options based on the details you’ve entered. It will take into consideration the operators who are rostered on, the time they have available, and all service durations and processing times where applicable. Pick the best suited time for the appointment and hit Lock In to add the booking to your operator columns.

Screen Shot 2016-09-01 at 10.59.26 AM

That’s all there is to it. Let the Wizard find all the right gaps for you, and make your scheduling more efficient.

Click here for more info about your Wizard, and here if you don’t have one, because if you don’t have an Appointment Wizard then it’s time to get Simple Inked.

Reminders & Confirmations—what’s the difference?

Simple Inked is designed to send your clients SMS & Email Reminders and SMS & Email Confirmations—but what’s the difference?

Every now and then our Help Desk agents hear questions like, “How come my clients have received two SMS reminders?” Well, your clients haven’t actually received two reminders, but rather one SMS Confirmation, and one SMS Reminder.

You know when you’re on the appointment page, and you are booking a client in? Well, while you’re in the Select Services window choosing the clients’ services, just before you click Confirm to build the appointment there is a tick box that says Send Email/SMS To Client. This tick box is what sends the SMS/Email Confirmation, and that confirmation is sent to the client then and there. The SMS/Email Confirmation reads like this:

Hi Barry! Your appointment at Tattoo Studio X on 07/09/2015 @ 2:00 PM is CONFIRMED! Tel: 0390001234

Notice that it is confirming the appointment, it’s not a reminder. This is also the same template used for the confirmation SMS or email, which is sent to the clients when they book appointments online.

Now, the SMS/Email Reminder is the one which is sent automatically a day or two before the clients appointment. This is the one which is setup in your SMS & Email tab, in Admin. The SMS/Email Reminder will read something like this:

Hi Barry! Your next appointment at Tattoo Studio X is on 07/09/2015 @ 2:00 PM. Tel: 0390001234. Reply Yes to confirm

This one is the SMS Reminder, which also allows the client to reply ‘Yes’ to confirm their appointment. When they reply ‘Yes’ to their SMS Reminder, the letter ‘C‘ for Confirmed will automatically display on the clients’ appointments.

Now that you understand the difference, you can understand that if you have the automatic SMS/Email Reminders enabled, then you actually don’t need to be ticking the Send Email/SMS To Client tick box when you are booking appointments. The only time when you might want to tick this option is when you are making an appointment for a client who is coming in later that day, or early the next—basically only if the client has missed the round of automatic SMS/Email Reminders, which have already been sent for the day that their appointment is on.

Click here to see how you can turn on your automatic appointment reminders, so that you no longer need to be ticking that box when you’re making appointments.

If you haven’t got reminders and confirmations sending out to your clients, well you’ll first need to get Simple Inked. Click here to get it happening today.

The Client Capture Form—updating existing client details

Two posts back we looked at how you can use the Client Capture Form to capture new client details. We learnt that when new clients come into your tattoo studio for the first time, you can simply hand them the iPad (or any tablet or device for that matter) and they can fill out their personal details via the form on the tablet. If you missed this blog post, click here to catch up.

Now, not only does the Client Capture Form capture new clients, you can also use it to update personal details for existing clients. So, when any client of yours walks through the door, new or old, you can still hand them the iPad and get them to fill out their details.

For new clients you would tap the New Client option on the form, however for existing clients you simply type their name, or the starting letters of their name, into the Search field. When you see their name display below, tap it and it will take you to their existing client profile. The client then fills out any missing details in the form, or changes old details for new ones. They tap Save, and it’s all done.

After we published the first post about capturing new clients via the Client Capture Form, a few of you asked about what to do when a new client calls up to book in, because you already create them in your Simple Inked database as a new client when you grab their name and number. So what you do is, when they come in, search for their name (the name you already saved when they called up), tap it, and then hand them the tablet so they can fill out the rest of their details.

It is important not to use the New Client option if they have already been added into your database, because it will create a duplicate client. If you have found yourself doing that, click here to learn how to merge your duplicates, and then from now on, for existing clients, use the Search option instead of New Client in the Client Capture Form.

To see exactly how to update existing client details via the Client Capture From, click here.

If you don’t have a Client Capture Form on your tablet, it means that you need Simple Inked—click here to get started today.

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