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Set up Shortcuts for Online Bookings

This guide outlines the steps required to configure Shortcuts for taking online bookings. 

 

1. Business Details

    • Access Business Details: Navigate to Setup > Configuration > General > Business Details.

    • Edit Information: Update business name, contact details, and operating hours as required.

    • Save Changes: Click Done and exit the Shortcuts system to see changes.

2. Service Menu and Descriptions


1. Add new service

    • Access Service Menu: Go to Setup > Services.

Click here to learn how to add a new service

2. Prepare existing service

    • Access Service Menu: Go to Setup > Services.

    • Review and Update:

    • Organize categories and services.

    • Ensure consistency in grammar and pricing.

    • Verify application times, break times, and preparation times.

    • Tick web column if service is available for online booking

  • Add Descriptions:

    • Click the service name.

    • Enter or update Descriptions under the Details section.

    • Save changes by selecting Done.

3. Enable services for Online Booking

  • Click the Web checkbox on the Services screen to enable a specific service for online booking.

Additional Features:

Resource Set up

Assign resources (e.g., rooms or machines) under Setup > Resources.

3. Employee Setup

1. Set up new Employee

Click here to learn how to add a new employee

    • Navigate to Setup > Employees.
    • Select New > enter employee name and select security level from drop-down list 
    • Enter employee contact information, select level and gender 
    • Select Capabilities > add employee capabilities 
    • Select More > enter employee bios and upload profile pictures.
    • Select Schedule > enter employee roster 
    • Select employee appointment book position from drop-down list, tick the checkbox if employee is Available for Online Booking 
    • Save changes

2. Prepare existing employee

    • Navigate to Setup > Employees.

    • Select the employee from the drop-down list. Check employee details are correct.

    • Select Capabilities > check employee capabilities 
    • Select more > enter employee bios and upload profile pictures.
    • Select Schedule > update employee schedule > shift type normal allows online bookings
    • Select employee appointment book position from drop-down list, enabled for online bookings by ticking Available for Online Booking

    • note: unselect reception staff or non-bookable employees.

    • Save changes

    • Booking is for employees > Select employees  > save changes

      * Rule will only be applied to bookings with selected employees

    • Booking is for services > Select services > save changes

      * Rule will only be applied to bookings with selected services

4. Schedule Management:

5. Capabilities

 


6. Shortcuts Console

  • Login to shortcuts console https://console.shortcutssoftware.com/

  • Select Company Settings to update the look and feel of your online booking URL

     

    1) Review your logo

    Your logo will look best as a square. It will be displayed against a light background in Online Booking, but make sure it also works against your Mobile Guest App background color if you use that too.

    Tip: Keep all of your image file sizes, including logo, background and feature images, small to speed up the page loading time.

    2) Choose a highlight color

    The highlight color is the primary color used for headings, buttons, and links. We recommend a mid-range color that contrasts well with white and black (white text should be legible on your chosen color). You will need to know what the HEX code is so that you can enter it after you have switched the new system on. If you’re not sure what a HEX colour is don’t worry, you can choose a colour from a colour palette on screen.

    3) OPTIONAL Choose a background image

    The background image will sit behind the main online booking screen in full page mode. The default background is a light grey color #F5F5F5 which looks great on its own. There is an image library below in our media kit if you’re looking for an easy, but sleek, option.

    4) OPTIONAL Choose a feature image

    The feature image is used on the welcome page, near your contact details. We recommend 600px wide x 300px high (or a larger image with the same size ratio). If you want more than 1 image, we recommend using a tool such as Canva to place the graphics side by side, then saving as 1 image. If you have multiple locations, you can have a different feature image for each site.

    5) OPTIONAL Review your Terms and Conditions text

    There are default T&Cs in our system, but you may wish to customise these to better suit your business. If a client checks the terms and conditions while booking online, they will be presented with all relevant terms and conditions depending on the features you use, in this order: Online Booking T&Cs, and Upfront Payment T&Cs.

    To update your Terms and Conditions visit Console > company settings > Online Booking Global Page Content > Terms and Conditions Text field.

    If you are using the Upfront Payments feature, we recommend you review those terms & conditions in the Console > Online Booking Settings > Upfront Payments settings.

 

5. Set up upfront payments

Step 1: Set up online booking deposit

  1. Login to shortcuts console https://console.shortcutssoftware.com/
  2. Select on Online Booking Settings > Select Upfront Payment Settings
Select on Edit general settings > tick upfront payment active box > check over Upfront payment policy and make any necessary changes > Select ok to save changes 

Step 2: Guide to Setting Up Online Booking Deposit Rules

Follow these steps to create and configure your online booking deposit rules:

1.  Select 'Add New Rule' to create a new deposit rule.
  • Rule name: Enter a descriptive name for your deposit rule.
  • Active: Tick the 'Active' checkbox to enable the deposit requirement.
  • Days in advanced: Define how far in advance a deposit is required. 
    Enter '0' to apply the deposit to all online bookings OR Enter a specific number of days if you want to require deposits only for bookings made in advance.
  • Booking deposit %: Choose how the deposit will be calculated. Enter a percentage of the total booking cost.

  • Minimum Booking Deposit: Set a fixed amount.

    Note: The client will be charged the higher value between the percentage and the minimum deposit amount.
  • Restrict to New Customers (Optional) Tick the 'New Customers Only' option if you want the deposit requirement to apply exclusively to new customers.
  • Select ok to save changes

  • Customize Rule Application:
    • By Employee: Click Select Employees to apply the rule to specific staff. If left unselected, the rule applies to all employees.
    • By Service: Click Select Services to apply the rule to specific services or categories. If left unselected, the rule applies to all services.

  • Set Rule Priority:

    • Arrange the priority of multiple rules by moving them up or down the list. The rule with the highest priority will apply when multiple rules overlap.

  • Save Changes:

    • Ensure all modifications are saved.

Your deposit rule is now active and will apply to online bookings based on the parameters you've set.

6. Set up Related Services 

  1. Login to Shortcuts Cloud at pos.shortcutsoftware.com
  2. Go to the Business settings and select online booking
  3. Select on Related services 
  4. Click New to create a related services 
  5. Name: Enter a descriptive name for your related service
  6. Status: Select Active
  7. Relationship:  Select Require another service OR Recommend other services 
    Examples
    -  Colour service requires an additional finish service
    - Eyebrow wax recommend tinting 
  8. Primary services: Select one or more primary services that will recommend other services
  9. Recommend services: Select the service(s) that relate to the primary service(s)
  10. Click on Save 

Confirm your selections, save, and the recommendations will be live immediately.

Click here to learn more about related services video 

Link Online Booking to Facebook and Instagram

Before you begin, please note that you will need to use the Instagram App to set up the button, as it won’t be able to be set up via Instagram Desktop.

Step 1: Log in to Instagram on your smartphone app (not desktop) and tap ‘Edit Profile’ located on your profile page.

Step 2: Scroll down the list and locate ‘Action Buttons’ under Edit Profile

Step 3: Select ‘Book Now’ and select Shortcuts Booking from the available list

Step 4: You will see a prompt to sign in to your Shortcuts Console. Once you have logged in, click on continue

Step 5: Tap ‘Next’ under the ‘Confirm Your Business’ screen and your Book Now button is all set to accept bookings from Instagram. (remember if your Facebook and Instagram are connected, these steps will also automatically add a Book Now button to your Facebook page.

Final Checklist

  • Verify all business details are accurate and complete.

  • Confirm service descriptions, pricing, and timing are up-to-date.

  • Ensure employee profiles, rosters, and capabilities are correctly configured.

  • Test the online booking system to verify functionality.