Updates

ALL PROCEEDS FROM JANUARY SIGN UPS GO TO WILDLIFE RESCUE SOUTH COAST

As you may be aware, Ovatu is located on the NSW South Coast in the Shoalhaven region.

Our beautiful local community and surroundings have recently been devastated by the ongoing bushfire crisis. Our hometown is lucky enough to have remained safe, however, an overwhelming number of nearby homes, farms, businesses, livestock and native wildlife have been lost.

It’s difficult to put our feelings about these devastating events into words, and even harder to know how to help in a meaningful way.

To try and do our humble part in helping our community on the long road to recovery, we will be donating all proceeds from Ovatu sign-ups in January to the Wildlife Rescue South Coast to help rescue and care for the local wildlife which have fallen victim to the bushfires and drought.

You can read more about Wildlife Rescue South Coast here: https://www.wildlife-rescue.org.au/

What is it?
We’re releasing some huuuuge new features that are going to revolutionise the way your customers book appointments with you! 

Mini- Site upgrade
We’ve completely redesigned the Mini-Sites so that customers can more quickly, smoothly and easily make bookings with your business. 

Your new Mini-Site can be completely customised to your brand and colours and will make your online booking more appealing to customers.

We think they make online booking beautiful.

Your very own book.app domain
Simply insert your Businessname in and get a personalised book.app domain that makes it sooo much easier for your clients to find you.

What will your new domain be?

A Booking Bot that works for you!
What if we told you that you could have your own little Booking Bot on your website turning visitors into customers?

Well…you can soon!

We’ll be releasing a widget that sits on your website and makes it easy for customers to make an appointment, no matter which page they’re on!

When will all this be available?
We’re nearly finished phase 1 of rollout and expect it to be live in the coming weeks!

App Updated:

Web App 

What does it do:

The global online booking deposit is applied to all appointments made online. Previously, the deposit amount could be set only as a percentage of the total price. We've now extended this to allow for a fixed global deposit amount also.

What you need to know:

This setting is found in your Web App in the Online Booking Settings. The fixed deposit is applied per service. Where a service price is lower than the fixed deposit amount, the lower value will be applied.

Why is this good:

More flexibility to set up your online deposit payments just how you like them!! 💵

What does it look like:

Find out more:

How do I take deposits and payments online?

It's time for a little treat!

Do you have a friend who could kick some serious scheduling butt with a little help from Ovatu?

We would love to give you a US$30 Amazon Gift Card (or equivalent) for every friend you successfully refer to Ovatu!!

It’s really simple, just visit your Refer your Friends Dashboard in your Web App, and enter in the details of a pal (or pals!!) who you think could get a ton of value out of taking their business online with Ovatu.

You’ll be able to use your dashboard to track your friends progress, you’ll see when they sign up for their free trial, and when they select a paid subscription. 

As soon as your bestie signs up we will notify you. When they're successful, one of our team will get in touch with you to deliver our Thank You gift.

For instructions on how to use the Ovatu Referral Program, please see How can I refer a friend to Ovatu?

*** The Ovatu Referral Program is subject to Terms & Conditions available on your Refer Your Friend Dashboard***

Another super popular feature request, just in time for Christmas!!! 🎁

App(s) Updated:

Web App (but availability reflected across all platforms)

What does it do:

It is now possible to limit the days of the week on which a specific service, with a specific employee is offered. For example Massages with Heidi are only available on Mondays and Tuesdays.

What you need to know:

This function can be accessed from two areas (both achieving the same outcome):

1. When editing an employee - Click Manage > Employees > List, then Edit, and then the Services tab. Click Limit Days against a specific service, and select which days of the week that employee is available to perform that service
2. When editing a service - Click Manage > Services > List, then Edit, and then the Employees tab. Click Limit Days against the specific employee, and select on which day of the week that service is available with that employee

Why is this good:

It's now super simple and neat to restrict services to specific days! No more mucking around with assigning resources to achieve this 😉 

What does it look like:

Find out more:

How do I override the settings for a specific Employee/Service combination?

Oh boy do we have some last minute Christmas treats for you!!! 🎄🎁🎅

Did someone say more options? We’ve got some exciting news that’s going to make taking payments on the go even easier with Ovatu! 

Your iOS app can now take payments with Sum Up! (Sum Up integration for Android is still in development and will be available soon 😀)

You now have more flexibility and more options to take payments from anywhere at any time. Simply connect your iOS device by following these steps and start taking payments. Please ensure you update your iOS App to the latest version (6.0)

For a full list of supported Hardware, click here.

It's been busy here at Ovatu! We've been hard at work behind the scenes developing a series of short, simple & bite sized tutorial videos designed to help Ovatu customers get the most out of their account!

#ScaleUp!

We've started with the super duper basics, which you can check out on our Video Tutorials page. But, this is just the beginning, we'll be updating this page with heaps of new tutorial content as we continue to power ahead adding new videos about the full range of Ovatu features.

Want a sneak peak at one of the videos? Here's a quick look at How to create a reservation:

App(s) Updated:

Web App, iOS& Android 

What does it do:

When creating a reservation via any of our apps, you have the option specify a 'Request Type' for the customer from the below options (this is not new, this selection has always been available):

• None - No selection
• Existing Request - This an existing Customer has specifically requested this Employee 
• New Any - This is a new Customer who has not requested a specific Employee 
• New Request - This is a new Customer has specifically requested this Employee 
• Existing Any - This is an existing Customer who has not requested a specific Employee

However, now a tag is added to your reservation, based on your selection, so you quickly and easily view this information.

What does it look like:

Find out more:

How do I create a new Reservation?

App(s) Updated:

Web App 

What does it do:

You asked for it, and here it is!! Our SQUARE integration now supports online payments!! Yippee!!

What you need to know:

To take advantage of this new feature now, log into your Web App and click Integration > Apps, locate the Square tile, and click Connect. You'll also need to ensure that you have online payments enabled. 

Why is this good:

This feature gives you more choice for online booking payment and card capture options and allows you to use the one system for in-store and online payments!

What does it look like:

Find out more:

How do I connect my Square account?

How do I take deposits and payments online?

App(s) Updated:

Web App, iOS (Version 5.4.3) & Android

What does it do:

You can now drag and drop employee breaks around the Bookings page! 

What you need to know:

Just click (or tap on iOS or Android) and hold, then drag the break to a new spot. Click/tap Move  when the pop-up appears.

Breaks also can be opened or deleted now just by clicking on them.

The Web App also allows you to change the duration of a break by clicking and dragging the start or finish (on iOS & Android, this is done by tapping on the break and changing the duration time in the pop-up window)

Why is this good:

It's easier & faster! No need to open the roster to modify them anymore!

Find out more:

How do I move a Break?

App(s) Updated:

Web App and now also iOS! (Please ensure that you update your Ovatu iOS App to Version 5.4.3 via the Apple App Store)

What does it do:

It's now possible to change the customer on any Reservation, Sale or Pass.

What you need to know:

When editing an existing Reservation, Pass or Sale details, the Customer field is now editable.

Why is this good:

It's now quick and easy to assign any Reservation, Pass or Sale to a different Customer, without needing to delete the original.

What does it look like:

Find out more:

How do I change the Customer on a Reservation?

How do I edit the details of a Sale?

How do I view/edit my Customers' Passes?

Your Ovatu iOS App (iPad & iPhone) relies heavily on syncing the data from your device to the server (the place where all your Ovatu data is stored, which is what makes the same data appear on all your devices and apps).

A Health Check, is an automated scan of whether or not the data on your device and the data on the server are perfectly matched.

This is why it's very important, that when you see this message, you click Yes

If it's not convenient to perform a Health Check when the prompt appears, you can always perform one manually from the Manage tab, by scrolling down to Health Check on the left hand side.

If your Health Check comes back all green, that's excellent! If there are some errors, no worries, these are usually something very small, but it's important to get in touch with us at hello@ovatu.com so we can take a little squiz and ensure your account is running smoothly.

Contacting us sooner rather than later stops small issues potentially becoming big problems 😉

App(s) Updated:

Web App

What does it do:

It's now possible to change the customer on any Reservation, Sale or Pass.

What you need to know:

When editing an existing Reservation, Pass or Sale details, the Customer field is now editable.

Why is this good:

It's now quick and easy to assign any Reservation, Pass or Sale to a different Customer, without needing to delete the original.

What does it look like:

Find out more:

How do I change the Customer on a Reservation?

How do I edit the details of a Sale?

How do I view/edit my Customers' Passes?

App(s) Updated:

Web App

What does it do:

When sending an SMS or email to an individual customer, a simple pop-up now appears, prompting you enter and send the message. Previously, sending an SMS or email to an individual customer was directing you to the Mass Marketing section.

What you need to know:

To send an SMS or email to an individual customer, open the Customer File, click Actions then click Send SMS or Send Email. Enter the body of the message into the text box and click Send.

Why is this good:

It's simple, with less steps and makes contacting an individual customer quicker and easier ☺️ 

What does it look like:

Find out more:

How do I send an SMS to one Customer?

How do I send an email to one Customer?

App(s) Updated:

Online Booking

What does it do:

When purchasing Gift Cards online, the recipient is now simply sent an email, informing them that they have a new Gift Card, and prompting them to claim it by creating an account (or adding their Gift Card to their existing account if they already have one).

What you need to know:

When purchasing a Gift Card online, previously, the purchaser was required to create an account for the recipient (or add the Gift Card to the recipients existing account).

Why is this good:

For privacy reasons, it is no longer possible for the purchaser to create an account on behalf of the recipient. The recipient is asked to create their own account. Each customer is therefore in full control of their own account and personal information.

What does it look like:

We’re super excited to introduce Amy to you, as Ovatu’s newest Customer Success Specialist!

Amy is full time in our UK Customer Success team and has already jumped right in, chatting with and supporting Ovatu customers around the world. She comes to us with tons of relevant skills and experience and a fun, cheeky personality to boot!

We asked her to tell us some fun facts about herself:

1. What is your most useless talent?

I can rap every single word to The Bad Touch by the Bloodhound Gang, and I can tie a liquorice lace in a knot using just my tongue. 

2. Where is the most interesting place you’ve been?

Occasionally, when he lets me, into my son's beautiful mind. 

3. What incredibly strong opinion or belief do you have that is completely unimportant in

the grand scheme of things?

Eating in bed. I genuinely think it should be made illegal. It makes me so angry, just thinking about it. Why? Why would you eat where you sleep?! 

 Welcome Amy!

App(s) Updated:

Web App

What does it do:

You can now change the Employee for a Timetabled Reservation

What you need to know:

In the web app, if you open a Reservation and select Move, you're now able to edit the Employee, as well as the day and time

Why is this good:

Sometimes group/class Reservation Employees are unable to take their normal class. This new feature allows you to easily note the updated Employee in the system, ensuring that no double bookings are created for that Employee during the Timetabled Reservation

What does it look like:

Find out more:

How do I edit a (timetable) Class Reservation?

App(s) Updated:

Web app, Mini-Site & iOS app

What does it do:

Vouchers now have an option called 'Multiple service mode'. This allows you to specify, on a per-voucher basis, how vouchers are handled for multi-service booking

What you need to know:

Options are set when creating or editing Vouchers and include that the voucher should be applied to;

• All valid services (default)
• A single service (first, lowest value, highest value)

Why is this good:

This upgrade to our popular Vouchers function provides you with greater control over how your Vouchers are able to be used. Greater control gives you more options with your offers. You can use these settings to create Vouchers with offers such as 'buy two or more services and get 20% off the most expensive service'

What does it look like:

Find out more:

How do I add a new Voucher?

App(s) Updated:

Web App

What does it do:

The notes section to the right of the customer profile now shows all reservation notes, as well as existing Customer notes, in chronological order.

What you need to know:

Only existing notes & formulas can be deleted in this section. However clicking on the 'View' icon, shows the Reservation.

Why is this good:

No need to hunt around for past notes, you can now see every note on the customer, regardless of where it was entered, in one place.

What does it look like:

Find out more:

How do I add Notes to a Customer File?

How do I add Notes to a Reservation?

App(s) Updated:

Web App

What does it do:

You can now export all your customer reviews at once.

What you need to know:

In the web app on the Marketing > Customer Reviews page, an Export button has been added. 

Clicking on this button will export all customer reviews to a CSV file.

Why is this good:

No need to copy & paste each review individually if you'd like to show them elsewhere, or simply keep a copy outside of your Ovatu account. This handy new tool does all this for you with the click of a button.

What does it look like:

Find out more:

How do I enable and manage customer reviews?

Superb news! Ovatu now integrates with the Square Card Reader :)

Square is compatible with the iOS and Android Apps, and can be easily connected by following these steps.

In other exciting news, we've extended our support for the mPOP Unit and the Star Receipt Printer to allow integration with the Ovatu Android App.

For a full list of supported Hardware, and for connection instructions, click here.

Next in line for integration, by popular demand is the SumUp Card Reader. Stay tuned.... 💪

App(s) Updated:

Web App, iOS & Android

Now available in the Apple App Store & Google Play Store

What does it do:

7 new colours are now available for selection when editing or creating a new service.

What you need to know:

Just edit your service settings as usual, and you will see additional colours available:

Why is this good:

More colours give you more flexibility to differentiate appointments on your Bookings screen. They look funky too 😊😊😊

What does it look like:

App(s) Updated:

Web App

What does it do:

Enables you to email a customer a copy of a form they've already completed.

What you need to know:

On the customer profile page, scroll down to view the customers completed forms. 

Why is this good:

If a customers form was lost to the internet back hole, or if they changed their mind and now want a copy of a form they've already completed, no problem, you can now email a copy to them. 

What does it look like:

Find out more:

How do I view, edit, delete, print or email and Customer's Forms?

App(s) Updated:

Web App

What does it do:

The last of our privacy feature updates is the ability to send your customer/s a link, containing a URL which enables them to update their marketing preferences.

What you need to know:

• This is done by sending an individual or mass email, and inserting a special link into the email body
• The link takes your customer to an authenticated section of your mini-site, where they can update their marketing preferences
• If you have Marketing Consent enabled, this link will allow your customer to give consent and then update their preference. If you do not have Marketing Consent enabled, this link will simply allow your customer to update their preference.

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will allow you to obtain Marketing Consent from existing customers, if required.

What does it look like:

Find out more:

How do I allow my customers to update their marketing preferences?

App(s) Updated:

Web App, iOS & Android 

What does it do:

This feature allows you to re-open a previously locked consultation form and edit it's contents.

What you need to know:

• If a customer has completed a form with the 'Secure - locked after submission' setting, this form appears in the customer file with a Locked tag. 
• Locked forms can be re-opened from the customer file, by clicking on the orange Re-open icon

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will enable you to comply with a customers request to keep the personal information you store on them, up to date.

What does it look like:

Find out more:

How do I re-open a locked Form?

App(s) Updated:

Web App, iOS & Android 

What does it do:

The customer consent checkbox within a consultation form allows you to obtain consent from your customers when collecting data via a consultation form.

What you need to know:

When enabled, the consent checkbox with a consultation form is mandatory. This means that it will not be possible for the customer to submit the form if this checkbox is not selected.

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will help you to comply, if you are required obtain consent from your customers when collecting personal data via a consultation form, especially 'Special category' data such as medical information.

What does it look like:

Find out more:

How do I create a new Form?

App(s) Updated:

Web App

What does it do:

The Full Customer Deletion feature allows you to fully and permanently delete a customer file.

What you need to know:

This is a permanent and irreversible action. If full deletion is not required, the customer can be archived instead.

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will help you to comply with a customers request to have their personal information fully and permanently deleted.

What does it look like:

Find out more:

How do I delete a customer?

How to I restore and archived customer?

App(s) Updated:

Web App

What does it do:

The Full Customer Export feature allows you to generate a full export of all data that you have on file for a particular customer. 

What you need to know:

The export comes to you via email (the email address of your Ovatu account), as a zip file, and contains data in various formats. The data includes: customer profile, sales, forms, custom fields, notes, photos, passes and gift cards.

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will help you to comply with a customers request to obtain a copy of all the data that has been collected about them.

What does it look like:

 

Find out more:

How do I export a Customer file?

App(s) Updated:

Web App (iOS & Android coming very soon)

What does it do:

The customer consent checkboxes have been implemented in order to allow you the flexibility to comply with privacy regulations in your region. They allow you to obtain separate consent for data collection and for marketing.

What you need to know:

• When enabled, these checkboxes will appear when a Customer creates an account via your mini-site, website widget or if an account is created for a Customer internally.
• The Privacy Consent when enabled is Mandatory. This means that it will not be possible to create an account for a Customer, if this checkbox is not selected.
• The Marketing Consent is optional. This means that if a Customer has this checkbox de-selected, an account can still be created, but this Customer will be unsubscribed from all marketing emails and SMS
• These settings can be accessed via Account > Privacy

Why is this good:

New EU Privacy Legislation (GDPR) is coming into effect in May 2018. This feature will enable you to obtain consent from your customers regarding data collection and marketing, if required.

What does it look like:

Find out more:

How can I require Customer consent for data privacy and marketing?

In order to enable our customers to fully comply with the requirements of the GDPR, coming into effect on the 25^th of May 2018, Ovatu is implementing a number of specifically targeted features:

Articles 7, 8 & 9 - Consent   

1. An explicit checkbox (unselected by default) will be presented to customers signing up via the online booking system (Mini-site, widgets and Ovatu You) 
2. Customisable text field will enable you to modify the content of the checkbox and instruct your customers on your personal data collection use and policies. 
3. A second checkbox allowing your customers to opt-in to marketing materials sent by your business.
4. An explicit checkbox (unselected by default) with fully customisable text presented when a customer completes a form. This can be modified and different for each form type.

Article 15 – Access & Article 20 – Data Portability 

1. A full customer file export function which includes customer profile, sales, forms, custom fields, notes, photos, passes and gift cards 
2. This file can be requested from the customer profile page and you will be alerted when it is ready. You can then download and email this file directly to your customer. Please note that your customers are able to request a copy of the notes fields.

Articles 16 – Rectification 

1. The customer file is currently already fully editable 
2. The option to unseal a locked form (which will then be marked as unlocked with no ability to re-lock)

Articles 17 - Erasure 

1. A full customer deletion function. Please note that deleting a customer will permanently delete their file from Ovatu servers. There will also be an 'Archive Customer' option, where full deletion is not required.

App(s) Updated:

Web App

What does it do:

The Customer Time Mode field is in the Service tab when you edit a Service. This field allows you to select which times (Duration, Processing & Finishing) are displayed to the Customer online.

What you need to know:

• Hidden times are not included in the Service information in the mini site, so clients aren’t misled by incorrect service times showing online.
• Hidden times are still booked as part of the Service and still show on the bookings page.
• Hidden times aren’t available to be booked online

Why is this good:

This has been a very popular feature request and provides additional flexibility for those customers who need to prepare rooms/resources, clean up after a treatment, get from one mobile booking to the next etc.

What does it look like:

Find out more:

What is 'Processing' and 'Finishing' Time?

App(s) Updated:

Web app

What does it do:

When a reservation is paid for with a pass, the ‘Paid’ tag on the reservation on the Bookings page, has been replaced with a ‘Pass’ tag.

What you need to know:

• this will be released in the iOS app soon

Why is this good:

Now our customers will be able to tell if a booking has been paid for with a Pass use with a quick look at the Bookings page

 What does it look like:

App(s) Updated:

Web app

What does it do:

Emojis are now fully supported in all incoming (replies) and outgoing SMS messages, including marketing and reminder SMSs. 😊

What you need to know:

• Previously when a customer responded with an emoji, the SMS was received blank (empty) and outgoing SMSs did not support emojis
• Emojis can be added using a computer by copying and pasting from another source, such as an emoji website. If you search online you’ll find these sites immediately
• Emojis can also be added using the web app on a device that has emojis built into the keyboard – like mobile phones and tablets
• Please note, special characters such as emoji's unfortunately reduce your SMS character limit from 160 to 80

Why is this good:

Emojis are becoming more and more popular and are a great way to insert some fun into your messages 🍾🎆💃🏻

What does it look like:

😍😍😍😍😍😍😍😍😍😍😍😍😍😍😍😍😍

App(s) Updated:

Web app

What does it do:

Clicking on the Duplicate icon on the Services or Products List pages, adds a duplicate of the Product or Service to the bottom of the category list and appends 'copy' to the name.

What you need to know:

• All of the data in the Service/Product tab is copied to the duplicate
• The data from the other tabs is not duplicated

Why is this good:

Saves time when adding multiples of similar Services & Products

What does it look like:

Find out more:

How do I duplicate a Service?

How do I duplicate a Product?

App(s) Updated:

Web app

What does it do:

The Sales report now includes a ‘Cost’ column. This column provides the total cost of the Services provided for the filter criteria chosen.

What you need to know:

• This is the ‘Cost Price’ for each service, as added to the Service by the customer, multiplied by the number of services provided
• This is not intended to replace a dedicated accounting system

Why is this good:

This along with the other data provided, offers a quick guide as to the profitability of each service

What does it look like: