How to Manage Reservations / Bookings / Appointments in SalesPlay POS System

The SalesPlay POS system offers a feature that allows businesses, especially in salons, beauty, and service industries, to manage customer reservations, bookings, or appointments effectively. This function can handle customer inquiries for booking services via phone or other modes of communication.

For example, in a salon, customers can inquire and reserve time slots with their preferred hairdresser, makeup artist, or therapist.

Why is this Feature Important?

This feature is particularly useful for businesses that operate by appointment or reservation, such as salons, spas, and other service-based industries. Customers often call to check availability and book appointments with specific staff members, making this functionality essential for smooth operations.

Step 1: Activate the “Service Areas” Option in Back Office

To begin using the reservation function, you must first activate the “Service Areas” option in the back office.

Steps to Activate “Service Areas”:

1. Log in to the SalesPlay POS Back Office Webportal.
2. Select Settings from the main menu.
3. Go to the Feature tab.
4. Toggle the Service Areas option ON.
5. Click Save.

Once activated, the “Create Reservation” option will appear in the POS app’s main interface, accessible via the three-dot button. Before this, you need to create “Other Staff” profiles to manage reservations effectively.

Step 2: Create “Other Staff” in the Back Office

The “Other Staff” feature allows you to assign employees (like hairdressers, waiters, or sales assistants) to appointments or services. These staff members provide services but do not handle billing as their primary task.

Steps to Create “Other Staff”:

1. Log in to the POS Back Office.
2. Select Users from the main menu.
3. Click on the Other Staff tab.
4. Click the Create Other Staff button.
5. Enter the name and details of the staff member.
6. Choose their type from the dropdown menu (e.g., Hairdresser, Waiter, Salesperson). You can create a new type if necessary by selecting Create New Type.
7. Click Save to confirm.

Once done, the staff member will appear in the dropdown when creating reservations.

Step 3: Create a Reservation or Booking for “Other Staff”

After setting up the “Other Staff” members, you can start taking reservations through the POS App.

Steps to Create a Reservation:

1. Open the SalesPlay POS App.
2. Select New Sale from the main menu.
3. Click the three-dot button in the top-right corner.
4. Choose Create Reservation.
5. Select the services or items the customer wants and click Create Reservation.
6. Add the customer to the reservation (either by selecting an existing customer or adding a new one).
7. Assign the booking to a staff member by selecting the employee from the dropdown menu.
8. Select a date by clicking on the calendar icon.
9. Choose the relevant Other Staff member for the booking (e.g., Hairdresser).
10. Choose the desired starting time and time slot for the reservation.
11. Click Save to confirm the booking.

Examples of “Other Staff” Profiles:

• In a salon: hairdressers, makeup artists, or therapists.
• In a restaurant: waiters or servers.
• In a retail store: sales assistants or floor staff.

Assigning staff to reservations helps track their performance and calculate any commission based on the services provided.

By following these steps, you can easily manage customer reservations and appointments, ensuring that your business runs smoothly and efficiently.