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USER MANUAL

1. Customer s Invoice Pronetema x Business Unt komba Demo Salon Status Gammitiod Customer eiaei Dam acua anms saoo ble dai 9 Search Results PR done Lip enoa eee ra to a ra 8 i Designated Sales Person lt cro vatuer Sub Total i e lt No Valua g Comment weou OOo re includes GST 15 of a N A Tota 520 00 i ie EE R wM a Upload Clock Not required Once you have committed the invoice then Kitomba has a record of the voucher Tip Don t forget to write the voucher tracking number on the Voucher that your selling so when the customer comes back in to redeem it you can find it again Redeeming Vouchers When a customer comes in to pay with a voucher we call this redeeming a voucher 1 Make sale on your Invoice as you normally would 2 Choose voucher as the payment method This is a non bank payment method so will show on your Cash Drawer Reconcill ation as non bank This means it isn t counted as funds that will be deposited into your bank account 3 A Redeem Voucher pop up window will appear Enter the voucher number if you are using Tracked Vouchers this will be written on the voucher itself which you would have be done at point of sale Kitomba will alert you if there is not a voucher with that number 5 Kitomba will show you the details of that voucher If the information Kitomba has matches the voucher
2. 13 Service Search ew it i create Name I Working with Services coe Ad catego gt _ This view is where you can work with your Services You can search for specific Services by using the search feature al the top left of your screen or you can browse your Services C Hide Deactivated J Search Results gt Services gt 9 Chemical Services a To create a new service click the Create Service button O Foil Highlights located at the top right hand corner of your screen Foils Full Head 3 Foils Half Head 3 Foils Quarter He G3 Minimum Foils E To create a new category click the Create Category button located at the top right hand corner of your screen neutralise ES wave D Permanent Colour Camo Colour F Colour E Extra Product pdw IH Upload Clock Notrequired 44 Create a Service Select with a single click the Category in the left hand window to which the service should belong Click the Create Service button Enter in the details for the service Select the Star Type for this service from the drop down list Add appointment info ie Variable Length Add pricing info put the standard price of service in under Price Use Create Special Pricing Rule to add as many different prices as you require you can set pricing by staff seniority levels or by specific staff members 7 Use Create Concession Charge for repeated sales of th
3. pale you will see Sort appointments by g gt Range information status about it appear e All Messages Shew he in the lower e Undeliverable Un Read onyo panel e F up 0 rae oe o You will see Un Read Only es sec youtien the clients _Aimessages 1 E EELEE EERE response at tin Hi Joan youre booked ing Kitomba Demo Salon Tue Mar dpm text YES to con rm or CANCEL to the top of the These buttons let ete ere ee panel you hide and show messages that have _Send Receive Underneath the been automatically Confirmed or Cancelled Text Message that the client has replied to 57 MESSAGE The Text Message Inbox quick menu Right click on the client s message to access the quick menu of things you can do such as e Reply to the message e Go to the customer card e Mark the message as Unread which makes the text appear bold e Mark the message as Read which makes the text appear normal e Flag the message for Follow Up which makes the text turn red e Clear the Follow Up flag which makes the text turn back to black The Compose Message Screen l Kitomba also has a screen to allow you to send your C Messa gt Reports gs Help 4 i L Message n aed clients messages by email or text Compose Message Type xe To send a message yee EE oai F 1 Click on the Compose Message button on the left Menu Sand To Ta O21 735 222525 i Saude L hare
4. Risson G Rotas Timetables shown here foe Assign Rota Startdate figmartt O os pease sorom ad ar Co Cems Add date the timetable is to commence Assign a timetable from Rotas list here Create ONE OFF Timetable Create new timetable 14 Wi Rota Details Enter name of timetable Name pndget ___ergart etits torn ancien Rata Vigra nen Pair Biorecane Thoraday Friday Saturday G Working Working G VAinrhorg O Mot Working O Not Working C Not Working aco comm fom ta o s00P a B Lunch Start m ae Leich Durston oOo OoOo p z J a d tren Je like foo e Soom gt Goo e fromm e fromm co Break Guripon la pee 7 i lo lo Cupos i pha e Irim F An Add add Aid Aad Surem iEnd Cusi Custom Custom Erom Curio usem 1 Name Eur Training _ Te Tie Three Time Tine Paks Time 1 Cl ieee Customs Bnd ioie Custos TiNume EEFE ee m i Edit Timetables If someone is changing the hours they work or the days they work you can create a new TimeTable that will start from a specific date by clicking New TimetTable if it is very similar to the old TimeTable you can copy there current TimeTable so that you don t have to recreate the entire Timetable from scratch by clicking Copy TimeTable To edit a Timetable double click on the Timetable This will open the Assign Rota pop up window Click Edit
5. Customers who Purchase Product Service This report provides a list of customers who have purchased a specific product service or a product service from a category within the given time period Warning can be slow for time periods greater than one month GST Period Report This report provides a summary of all your committed transactions for the GST period selected NOTE Only GST periods where the End of GST Period routine under the File menu has been run appear here Mailing Labels Customers This report provides a print out mailing label for active customers who have an address Customer can be selected by any of the attributes listed in the drop down list Customers who don t have a postal address are not included The layout is designed for label format Avery L7159 Mailing Labels Messages Prints a mailing label for any post message due in the selected time period Expects label format Avery L7159 Message List This report provides a list of all Messages over the selected date range You can select All Messages or one type of message The default is Call Me messages Message Statistics This report provides you with a summary of your messages for a selected time frame Messages for Printing 1 per page and Messages for Printing 3 per page 1 per page report allows you to print out a single message per page This is ideal for messages you plan to print out on your letter head 3 per page report allows you to print o
6. Search Results r Reference Powers Austin customer head A T severe ean O a eee i 1x Sun Bed 10 concession icon to go the the Apr 13 x T1010 10 Sun Bed 10 concession Customer Card 3 screen Designated Sales Person Payments Sub Total Date Payment Amount i l re x 26 Apr 11 Cash 100 00 viscom JE Includes GST 15 of Total Payments Total 100 00 Change Given 0 00 Session 26 Apr 11 Term1 1 E Customer ou First Name Tie C Orme mai LastName Powers Agero F Accepts Reminders E arnarga Chacon Promos E JA post Feu Preterea sit rano varur E amve C Ctopay ember amp fB Austin Lois fE Austin vanessa Account Recent Messages amp 2 Powers Austin ES Concessions listed under the Account Card Type Concessions Left Last Used tab of the client Sun Bed 10 concession 9 J6 Apr 2011 card 48 Billing Concession Card visits 1 When a customer comes in who has a concession card you would book them in on the calendar for their visit 2 Make sale on the appointment 3 On the customers invoice you should bill them for the concession Item code E Customer s Invoice kromoa Demo saon 7 Marss Concession Item code Make sale on the appointment Sub Total viscous C Includes GBT 15 of Total Change Given Sesion Mae ii Tammi 1 Certina ist
7. list here o Appl Reminde CE Appt Reminder 2 ET Campaign Retail Colour Follow Lip 82 n Creating a Message Template This is where you create your text message or plain text email emails than contain text only no pictures messages To create a message template Under the Admin Tab go to Message Templates and click the Create button to bring up the Message Template screen Give the Template a Name that is both unique and meaningful Write the message as you want it to appear in Short form for texts and Long form for emails sE ey gt You can use Parameters Kitomba attributes like customer s name to personalise and tailor the message It s also important to include your contact details so your customer can easily contact you straight back 5 When writing along form it also has the addition of a Subject Heading Remember that the subject will be what appears in the subject line of the email they receive 6 Next you have to tell Kitomba where you want to use each template You have the choices of Appointments Message Tab Marketing and Online Booking By choosing where you want each Template to appear you ensure you only see the templates you want to in each part of the application 7 Click the Save button Important To test that the template is actually what you want we recommend e Viewing it on the Message tab e Sending yourself a copy of the message via email and text to ensure yo
8. Add Kitomba attribute S CEEE eee Font size 5 g E j Edtmode l l RS z To Insert a Kitomba attribute We miss you 1 Click to point where you want to TED add attribute We were having a chat and agreed it feels ike an age since you 2 Select the Kitomba Attribute loH last visited aati wandating how yourte doing sad Wnt looms to bring up the K Attributes pop up See you again window Wea hope ii wasni anything we did thats k aping you fom coming 3 Select attribute from the list to in iiwas please let us know so we can make it up to you We love having you as a client and lake pride in helping you idok and insert into kmail feel great f i The attribute will appear as text with a Jusi E c blue background your n e appoiniment ifd be grealto see you again calch up and g je you some All the besi To delete a Kitomba attribute inserted into a kmail e Right click the Kitomba attribute and select Delete Attribute from the quick menu Kitomba Attributes pop up window 93 ADMIN MANAGE MARKETING KMAIL kmail Reporting Kmail s Home page is divided into two sections Campaigns and Templates Once you have made a template and sent it through Marketing in Kitomba it is then referred to as a Campaign and you can review the Campaign Report by clicking on the kmail name 7 Book Online with My Salon Campaign name es Y How many emails sent and viewed
9. Clients can eam a star when they 1 Rebook 2 Purchase a core semite 6 9 Cut amp Style 3 Purchase Retail 4 Purchase a ColousChemical 5 Purchase a Treatimant Timing is important so clients will earn a Full Star if they do one of the 5 things above within the Full Star time enich you set below Clients earm Half a Star if they do one ofthe 5 things above within the Half Star time which you set below Turn Star Clients on fA Update my Stars P Please enter the lime as days weeks or months in which a Half Star within and chant must have rebookad purchased a qualifying service or retail to qualify for a Full Star Enter Half Star time i Once Star Clients have been set up in Preferences you can see how many Stars clients have in their Customer Card In this example the customer has had a cut and style service and bought retail in the last three months Hover over the stars with the mouse to see what they are for Please enter the time as days weeks or months in whith a client must have rebooked purchased a qualifying service or retail to qualify for a Half Star Hair Service _ Update starnames Beauty Semice Customer fist Nane Trie C Femie Omal Last Name tee Grou E accepte Reminders etrean pevu TE _Goocaroner_ himas O hacen Prones Preferred Staff cco Values Birth Year Di hayatty Member WKY 102 na Stock stock Value Method FIFO
10. Cortesom Coommi cancer Tracking Concession Card visits GB Customer Search SEL Create Gem sve me C Ormae Om Lastname Aae cru FAecapts Remin Reener novae E _ io Gusrer_ Simar haces Promos Preferred Stat varo valven gt Enves C1Lovatty Member As the customer uses the concessions up this will be shown on the Customer s Card under the Account details tab KS due bo pine wahin 1 mih 0 00 Kibamba Dollars pired 0 00 49 CARDS Add on charges Add on charges can be used for situations when you almost always sell one item with another Eg a finishing product to compliment a service This auto populates the invoice with these items you can still delete the Add on item from the invoice if need be 5 09 pm Create Service This samice appears onthe calendar E Yes No This sericea has apice Yes Oho STs fio starter gt In this instance the Add on charge is an after treatment for a sun bed tanning session Like concessions multiple Add on charges can be included onto a product or service Customer s Invoice In the invoice the c service with the add on 1700 product is automatically included It can be deleted with Designated Sales Person Sub Tota l the red x ps weou __ includes OST 15 of Ci Total 16 00 Tamia H Tae i irens ror enm Dors Uploa
11. First in First Out Stock Value Method allows you to value your stock according to the method you LIFO faal in First Qut use FIFO LIFO WAC amp Value at current cost VAC Weighted Average Count Value at current cost security e Turn Security On tick this to use the Kitomba in built security system e Login as Restricted User with no password tick this if you want restricted functions able to be used if the user has no password to Kitomba e Login as Administrator with main Kitomba password will allow you to login as the administrator when you use the main Kitomba password e Security TimeOut select Never or between 1 and 19 minutes Wages e External Wage Package if you have a wage package compatible with Kitomba you can select it here e Sales figures used to calculate commissions are select how you would like Kitomba to work out commission payments to staff based on sales that are GST exclusive or inclusive e Show advanced commissions options tick this to allow commissions based on individual products categories e Include paid leave as working hours e Add paid appointments outside hours to hours Referral Types Kitomba Customer Referrals let s you track e All clients that have been referred to your business e How those clients were referred e How much those referred clients have spent e Total spend of all the Referral Types To add and delete referral types Click Referral
12. 1500 of retail they will receive 10 on 1000 and 15 on 500 A total commission of 175 70 Wi With the changes saved your Commission Group will now look like this Message 4 03 pm a Bridget A b Commission Groups re Becca D B amanda Group Name Donna amp Internal T Description ncludes retail and service Melanie i Kat Cob J Message Templ Delete Selected Flan Edit Selected Plan Delete edit or create plans Commission Plans 29 Retail 10 paid on All Retail The new Commission Plans a Service 25 over 500 paid on All Service anilar you have added E Security Groups 3 E Attributes E Payment Types E Hardware S You can delete a Commission Delete Entire Group Group o Upload Clock Mot required Add as many plans as required for this group for example one may be required for commissions on services too When your staff person sells service there is a different plan setup to cover this SERVICE COMMISSION PLAN EXAMPLE SERVICE 25 OVER 500 The staff person must sell 500 worth of service before they will start earning commission Once they have reached this 500 they will receive 25 commission on service sales above that So if the staff person sells 2300 of Services they will receive 25 on 1800 worth of services A total commission of 450 Commission Plan Mame Service 25 over 500 Pay Commission on All Service Nor
13. 159 2 Inthe Customer Search panel search for the customer you wish to contact Daisy he Gomba Demo Salon am want 2 Gay Ines d beng Such a giai ciena Me ine a a a a Aare 3 Choose whether to send via text or email 4 Choose the message Template subject and make any changes you require to the message in the message panel 5 Click Send Above is the short form a text message and below is the long form an email Message Type Phone kag Cusine Opie Daisy Fick Customer replies listed here i Search Resurs a iil ET eS eee Jia di Ee h FAE Fii IF Alay tig Ai Alp waniad b gay hanka for being puth a greed cliged i O78 aT FSF af Vea 17 hay 916 aM ey nee tim in we free fab 15 min scalp ma we oma RSET bra ervey wee ce poe a aa I 1S pei acai meee Ausin Powers On SITS Yes 12 Map TORO AM Ook Ronware fo Eig oe aaan Justin Timbariake O72 ahihi dTa 12 hisy TETE AM cheers petites Bridged Joras OF oe f Ye 12 May 130 Po he Kiinmba Demo Salon Team Bo Reisa Mag Eer isal a raat Pf epee bap Piong There 1a Mare ipa fear mpor TCS to amen oor carl Ce 1 y ts machete Thoria Reports Tab When to run Reports The Report tab provides you with the ability to run a variety of reports If the report that you want isn t there let us know We ll see what we can do When to run a report depends on your business but here are so
14. Edit Image pop up window do not match that of the image itself To check the image dimensions locate the image file on your computer and select it later versions of windows will show the image details including Dimensions in pixels Width x Height If no details are displayed right click image and select Details from the Properties pop up the dimensions are listed under image heading ah ti Tee oa inse Insert edit image Image URL http www kitomba com kmail EE Go to Image Manager icon Image description We Miss You z Image Description Alignment Not set e Dimensions leoo x aso Image Dimensions Border Vertical space Horizontal space Update changes Moxiecode Image Manager Selected folder dny images Peete ts oe nF EF eee TTT Upload new image Categoriesb E my images E stock images Wa Favorites O history Current uploaded images Folders Click the arrow icon to Insert Delete Edit or View Image Edit opens the Image in the Image Editor with the following options Gl save B reet f crop Reise Jk Fip S Rotate Browse computer and Upload to add new image Kitomba attributes You can use Kitomba attributes to personalise and tailor the message e g customer s name So for the same template send to a number of different clients each will receive a personalised email For example We miss you Sarah We miss you Steven etc
15. Inthe drop down menu select the name of the Commission Group you wish this staff person to belong to 3 Save your changes Tk Komba Soe ip g Fie Help While the Wages Summary E E Pe ha i 12 15 pm Report will give you an accurate lt 2 Cards Messages Eat Reports Help Aumin P calculation it does not deduct Administration E Business Units Staff Person FF Kitomba Demo Salon i Beee eranan katoran asthe Lucy We cetera any taxes e g PAYE from the wage amount Buck Springtletd Stat Level cenigr Becca Davidham intemal StaffMember Ol Dont show this Staff Person on the Calendar i Always Retains Commission To allow them to generate Commission tick this box E Message Ternplates a Lists Address Contact Details TimeTables Security Commission l Everday Marketing i Fy campaign borkaling Commission Group senior e Select the Commission Group G Commission Groups i i Ho Rate z Foos TE vii In this example Bridget is in the E Payment Types C Employee works set hours Senior Staff Commissions Group lt 7 SAIN Is paid 15 00 per h t 4 Preferences Fl Allow staff purchases S pal OO per hour on oe 1 Refemal Types aise of her commissions and doesn t Cash Drawer Session Cost plus 5 Komba will add GST work set hou rs Gp Loyalty z co Discounts ia Pay wages plus conumission D Pay the greater of wages OF commission F Capability Bonannia Allow s
16. My Templates Templates Help Settings Logout kmail Library Templates pre prepared ter you My Templates mings re edites Create Blank Template Benefits of Premium Templates Pramium templates look good and the words sound good They re all pre tested to ensure they display corectly within the most popular email programs your clients use Microsoft Word Hotmail Yahoo and gmail Plus all images provided within each template are fully licensed for promotional email use What s more they should be a fraction of the cost of anything created by an extemal design agency We ve done the hard work to make your marketing easy and once you ve purchased a template you can update change and send it as many times as you want Just select the template you like and click purchase Christchurch Earthquake f your business is affected by the Chnstchurch earthquake we have a couple of templates to help you notify your customers of your situation Valentines Day Spread the love 99 New Client Welcome Note Template Order Confirmation x Create a positwe first impression Start building your relationship wath new clients before they ewen enter y By clicking purchase you agree to pay 99 GST notes Once purchased you may use and modify the template as many times as you wish You will be emailed an invoice shortly and Template Order Confirmation the 99 GST The fee will be direct debited pop u
17. REDON oeroet aeieeiaii 60 Saving a RODO srera Sea aero one ene oe ENEE Ee EEEE RESE A EA TS 60 Your logo on your Kitomba reports nooannnonnnonnnnsnnnnnnnnnnnnnnnnnsnnnnsernssnrnnnrrnne 60 Avalan J epPON ee ce eee eee eRe ee EE EEEE E EE EE EE 61 Help Tab 64 Admin Tab 66 BSUSINCSS UNITS scssi EAn i 67 To add a Business Unit sasesaenemizasantacanansesndubsannaxsiucasuncesniandvedgucnndnananenabounsaene ess 67 Toadg Sial geet ee eee eee tee nee Aer aai aa eriniki 67 P E e E r Eie 68 Wages and COMmMmiSSIoOnS cccceseeceeeeeeeeeeeeseseeseneeeeseeseeseaneessnneenses 68 Setting up hourly wage rates arise osans cea avsadhvttaneneedde beasts baciavedendeseidedavseabcdeiaedasys 68 Selling Up COMMISSION GIOQUDS srccccecietircntcosssacensaensionedceentceasieletedectdueriensetcents 69 Setting up COMMISSION PIANS cccccsecccccsneeeecesaneeeeeaaeeeesseaeeeessaeeeesssseneessanaases 69 Advanced Commission Plan f Atures ccccssesccsssseeeeeeaneeeessnesseeesnaesessaaaases 72 ASSIGNING Commission GIOUDS iiss ssissespistipeceenadaesokerathiseeensdenieeniewebendaapetereodins 72 PLOWING SIA Sali S eseeritorririrnrren aon i ai E EE En an Nai eiaa 72 Running the Wages Summary REPOST ccsccccccsseeeeeeaseeesensesesseaneeeessaneneeees 73 TME AID CS oraraa TEENE 74 Repeat PUIG IAIN CS seroraren sariini ri nsr shan tameeaeeetanenete eee eee 73 Remove VIN CTADICS ivnancarsssvaeierpsesinasun sensual uaeinesabsecssusnuravmncvedssans
18. Save Giver Shaspon Bloneie Ham Fic Vanilla e102 Erena 74397 705_ Diren Aveny 09 Protects Blow Dry Gel 3 If you have selected a Tracked Voucher to sell the Collect Voucher Number pop up window will appear If you have selected an Untracked Voucher this window will not appear as the purpose of this box is to link the voucher to a tracking number 4 Once you are satisfied with the information in the voucher pop up screen click OK and you will be taken back to the invoice with all of the voucher information visible For Tracked Vouchers only Voucher l On a Tracked Voucher with Auto Generate Voucher Number ticked Kitomba will populate the Tracking Number field Voucher Number automatically eee On a Tracked Voucher without Auto Generate Voucher Number Expiry Date blankfornoepiyy ER ticked you need to add a number in the Voucher Number field Recipient s First name yourself Recipient s Last name Wa o Voucher value will be shown Noles The expiry date will appear automatically if a date was selected when the voucher was created you can change it with the O Voucher is sold at a different price to the face vabue of fie veoh i calendar icon If the voucher is a gift you can put the recipients name here Collect Voucher Number Window 40 After selling the voucher the committed invoice will look like this PP calendar Cards 9 54 am cmos EBD aa create LCRO O
19. Template drop down list you can edit the message or add your own Then select when you want to message to go out from the When drop down list To add more than one message to any appointment select the Add Msg button Anew message dialogue box appears Fol low the steps above to add the next message you want 5 To remove a message select the message you want to remove e g Msg 1 and then click the Remove Msg button 2 NY SS customer appoinment Appointment Customer Kitormba Demo Customer Cul amp Blowave Date ozrem ES F X Foils Quarter Head Reminders n Appointment Attributes e be f a acij Motes Template apptReminger When Daynerore eee l i Kitornba you re booked in Kitomba Demo Salon Wed 2 Feb 12 00pm with Kat Call 04 92 0 7636 ifthere are any probs MII b greal 2E U Colour Motes From Web Booking J Add Message mfpefeassnss_ _Ranoe ms om _ save iaxe saner rep aie Cancer Add Notes In the appointment attributes on the right add any notes relating to the appointment Click Save to complete appointment and return to Calendar screen If it s a new customer you re dealing with no probs You can also create new customers during appointment creation 16 Editing an appointment To edit an appointment double click on the appointment in the calendar view You ll see the dialogue Appointment screen appear You can change any of the details relat
20. Timetable Make adjustments and click Done ee eS fy a Then OK on the Assign Rota pop up Repeat Timetables If you have a staff member that alternates between one set of hours one week and a different set of hours the next week for example you can set up two timetables and then repeat them using Repeat Selected Timetables button Create the required timetables name them different things for example in this case Bridget 1 and Bridget 2 Select the timetables you want to repeat by clicking on the first one and then Shift clicking on the next one and so forth Click Repeat Selected Timetables button to open the Repeat Timetables pop up window Enter a Start Date you want the timetables to begin from Enter how many weeks you want to Repeat for for example 52 weeks for a year Click Go The timetable list will be populated with the timetables repeated for the duration selected a a a NS insert _Remove_ _RepeatSelectedTimetables 4 Double click timetable below to change Name and Start Date C Hide ole Repeat selected timetables i S Select timetables to repeat Satoe ouan Repeator veska In the Repeat Timetables pop up window select a start date i and how long to repeat for A D ma 15 ADMIN MANAGE STAFF Remove Timetables To remove timetables select the timetable in the list and click the Remove button Rotas A Rota is a pre prepared timetable that you may want to reuse
21. Views 40 Sent 122 a 33 orginal forwarded views Views Sent Forwarded Views 12 Ly Original Views Forwarded Views Original Views 28 Open rate 23 Forwarded views Original views Cost per campaign charger on a per kmail sent basis total cost per cost 6 10 viewer 1 5 JC Time viewed sent 21 Mar 2011 18 02 Times people viewed the kmail ol i 0G 01l 02 03 04 058 06 OF OF OO 1011127 13 14 15 16 17 18 18 20 21 22 23 am midday pm Viewed in first week Views in first week What day people viewed the kmail starting with the day it was sent Most recent view 24 Mar 2011 07 14 21 Mon 22 Tue 2 3 Wed 24 Thu F fi 20 Sot 27 Sun 94 lt What this data means Success rate No of views divided by the amount sent if you get more unique people viewing your kmails than you originally sent out this will give a success rate of higher than 100 This can happen when kmails are forwarded on Original views This is the number of kmails opened from the original amount you sent for a given campaign For example if you sent 100 kmails out and 80 addresses opened them this is the original views number Open rate The percentage of your original kmails sent that were opened Forwarded views These are the views from people you didn t originally sent too i e from forwarded emails The blue figure represents the original people you sent the campai
22. a F i F 54 Solato Professional 13 Hra HI 2100808 24 00 N Oct0S 22 00 oe 3 00a 25 34 ae MOCO 1267 2F 0 09 20 67 33 00 08 22 67 20 00 s ie sip Designated Sales Person acto Valuer Sub Total 12 00 gh 17 Oct 09 29 00 ah 16 Oct 09 24 00 Commert astas gt a 15 Oct 09 24 00 Itta 0 006 10 Oct 09 47 34 ak 10 Oct 09 22 67 ak 09 Oct 09 42 67 08 Oct 09 22 67 ab 09 Oct 09 22 67 i OB Cic 09 25 34 ees gh 03 Oct 09 25 24 Por Print Cette Commi cance 35 CARDS Working with Products and Vouchers Overview Use the Products and Vouchers tab to create edit and search products and vouchers set stock order levels and pricing and make changes across a category with category actions categories being either products services and vouchers Kitomba always comes with the products services and suppliers that you specified pre loaded as well as a standard voucher But from time to time you may want to add a new product range or introduce a new Service or create a specific voucher You may also want to edit current categories ff lt gt Cards Message Reports Help 10 51 am Cs Product Search HMMA Create Z Name O A with Products and Vouchers CS we au H This view is where you can work with your Products amp Vouchers You can search for specific Products am
23. a green O 5 Once you have received the order click the order and Check in and then Commit the order icon then turns brown so you know it s been received and creates an Invoice Pre ha m Ng Dae ea ina es ert f j F ra ira p Supplier s Order O Min Max Amount Sold sed Since Fa Product selection Product Type Product Category Create Order Automatically Create Order Manually Create Order Automatically Select a Supplier and click the Create Order button and the Supplier s Order window will pop up Select the Order Level Select Product Selection ie Retail Professional or both product category or all products Click on the Create Order Automatically at the bottom of the window 33 oe ie CARDS Select the Order Level e Min this selects all products for this supplier which are below their minimum level and orders enough to bring the level up to the minimum level e Max this selects all products for this supplier which are below their maximum level and orders enough to bring the level up to the maximum or e Amount sold used since this option will base your order upon the quantities of product you ve used since a certain date either sold or used internally If this option is selected a date field appears You need to enter the date in the following format dd mm yyyy e g 12 10 2010 The default is for the last month Once you click the Create Order Automatically button Kitomb
24. alter product codes record GST classification The Message Tab provides you with the ability to send different types of messages to any address e g email text etc and or to any customer Drop down menus File Help See page 10 i Calendar lt gt C Message Calendar Tab a a The Calendar Tab is where you ll Q kitom ba probably spend most of your time This tab provides an overview of your customers appointments You 3 can view the calendar on a per day Wed 2 Feb per week per single staff member or all staff basis You can jump forwards or backward in time by selecting the day week month you re interested in Making new appointments is simple double click on a gap in the calendar when you want the appointment to begin You can also create new customers during appointment creation Upload Clock Not required Upload Clock The upload Clock indicates how long you have until you need to In the picture above the Upload Clock is not required all upload your messages If the upload clock reads temporarily messages have been uploaded But don t worry Kitomba unable to connect to the message gateway please connect to the automatically checks to see if you have messages to be sent internet immediately as you have overdue messages It s a good habit to get into to glancing down at the upload clock If you have a permanent or broadband Internet connection Kitomba will auto
25. hours only if you select this it will calculate their wages based on a fixed number of hours and Save 5 Select the radio button that indicates how you wish to pay your staff ae Calendar lt Cards Message Reports Help SES Et Baal Ik Pore pp t Administaton ra Business Units Staff Person GR Kitombs Demi al L suckspring FirstName Sl Janet Jacks LE Lc wioool ee Set how fast the staff BriagetJor Stat Lever Stat speed normai member works here E Becca Davi and their seniority L D amanda pa O Dont show this Staff Person on the Calendar O AMays Retains Commission level L intemat ste Contact Details TimeTables Commission M E Melanie Pe Commission Group lt lt ho Values Kat Cobain E ts Meseage Tomptoto iA a Set hourly rate oi gt Gl Magic Marketing O Employee works set hours amp Commission Group a E Security Groups gt a k L Allow staff purchases ta eth eee Paywages plus commission C Pay the greater ofwages OR commission 3 Preferences I Lim SS Care oe osana aare Coane You can change the order staff appear in the calendar by You can also move them to a different business using the Move up or Move Down buttons unit if you have more than one 68 Wi Setting up Commission Groups A commission group is the summary of all commission calculations for a group of staff Each staff member can onl
26. kitomba co uk Web www kitomba com au Contents Day t Gay FUN AUIAG asasi a aE a 6 What Kitomba Does ccccccceecececesseeeeseeeueevaeeueuseueueueaseusueaseusueavanueanenses 7 KitOMba OVESrVICW cccceccececceceeceeeeeeeeueeeeuseeeuseeeuseueeseueuseuseeeuseueuseueeeeuseeeurs 8 Pull DOWN Me nuS ccccccceecececeececuseeeeeueaeeueueueeueueuseueuenseueueusaneueesaneueesas 10 Calendar Tab 12 OWN acest eta E eater E E ons 12 Making an appointment ccccecceeeeeeneeeeeeeneeeeeeeeneeeneeeneeeeeseenessneesanees 14 Search and Add CUSTOMOT rer cesaetasaeerc aha setae eed etee ha dson en rini Ee enan rsisi 14 Addn G SCIVIGCG seseris ie enn E EE A E E 19 The Appointment WING OW cis scdesaccesslacnescnetvoredsosiedxsatesaeauedeonndoabscbanedabhendseaderostiessd 15 FRO IOS SAC toes acerca occsnio tata Benes sven E EN AEA aaa EREE EEE a AEEA EERE 16 AOT NO 2 oe eo ee eee RE ee eae ele O Nene net ese ee ne Meee ten Tet eee 16 Editing an appointment assessnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 17 Deleting AN APPOIntMe nit cccccccccsseccseecceseccescnsusessusensusensusssnsessusessusessusenensenes 18 PROPIONIC TI SATS seyde aia ele utes tite aoe eet eee ee aes ce ema 18 CHARGING Appointment Status va sacxsencnnceasnasbouten cecnosnteasesenesncudeastaesebseseeneeeteesteaes 18 Making a Sale Invoicing ccceceeeeeeeeeeeeseeeeeeeneeeeneeeeeeeeaeeneenensanensenenes 19 Adding additiona
27. lt Cards on screen from the Calendar tab Gg customer search a a Fa HRA Create I C P Q O or the Customer card in the om he Cards tab TIE n Recor igorenicamidences CCC C dY 2 Click Add Record button at the Clo iim bottom seniceparformet Wandtuweet O o i 3 Add the details and Save 4 The record is then listed under the customer in the Cards tab rem Laker as mins kignad of Ea notas on this sareta ood job on This paning _Transter_ _Deiete sae canen LLA Adminstration Payment Types Leola ol P Payment Types This determines the methods of payment that your company Ej Message Templates will use By default Kitomba will be set up Amex cash cheque a ae EN uane Eft Pos voucher Visa and Mastercard There are two main S E Commission Groups Description types of payment bank and non bank B Security Groups 2 DJ Attributes EI Payment Types cash Group Note Kitomba requires the Payment Types Cash and Voucher o teas all other types can be edited removed E Ef Pos Hardware Administratio er gee a E ai Business Units Swipe Card Reader G Gf Message Templates Here is where you can configure certain hardware components to work with Kitomba G E Lists Swipe Card Reader Configuration G B Magic Marketing amp Gj Commission Groups Ei use a Magnetic Swipe Cand Reader E Security Groups Sate G Gj A
28. members monens Special Pricing Rules Special rule owner Special price Special text to show on invoice Remove rule each staff person needs to After you have done this 50 00 Cut amp Blowave Womens Cut amp Blow be assigned to a Staff level senior z se000_ out aBloweveWomene a in the Admin Tab 75 00 Cut amp Blowave Womens Fa Concession Charges No of Concessions Price Remove rule Use Create Concession Charge for repeated sales Create Concession Charge Create Add on Charge of the same service 45 CARDS Charging services by seniority and skill To set up your staff skill levels 1 Goto the Admin Tab and select Business Units and your Salon Name 2 Select a Staff member from the list and select the relevant Staff Level and Staff speed 3 Repeat this for each staff member Admin Tab Reports be Business Units Staff Person E Kitomba Dema First Name Lucy Woodi BI LastName Springfield PE r i oO Becta Davi Kat Cobain O Dorf show this Staff Person on the Calendar O Always Retaths Commission Security Commision TimeTables Business units gt Salon Name gt Staff members Staff level Staff speed 46 Concessions Concessions can be used for situations when you will sell bulk items services and not charge customers for a set number of return visits Eg services such as a sunbed where the customer wil
29. personalise security permissions for each of your Security Groups n Assigning staff to a Security Group Once you have created your security groups you can then assign them to the relevant staff To do this Go to the staff person view Under Admin Tab Business Unit Business Name Staff Person Click on the Security and Commission Tab Select the correct Security Group from the drop down box Get the staff person to enter in their unique security code Click Save You will be prompted for verification of the security code Simply re enter the same code again o i ee a o a Ik Kitomba Sent b E Business Units staff Person gt i Kitomba Demo Salon SHdoet Jones First Name Bridget Lucy Woodward Buck Springfield Staff Levet dii Becca Davidham Internal StaftiMembel O Dont show this Staff Person on the Calendar lv Always Retains Commis EI Message Templates ji TimeTables Leave Security Commission DI Everyday Marketing C Campaign Marketing Secunty Group manager z amp gJ Commission Groups oe Securty Code fe a All Groups rs Restricted Administrator E Manager gt EJ Attributes 2 J Payment Types 4 Preferences A Referral Types i Cash Drawer Session 1G Loyatty Upload Clock Mot required Upload succeeded Security Off If security is turned off you are allowing all users of Kitomba permission to make any changes possible Tip We recommend turn
30. search window 2 Click Create New Invoice button from the top menu 3 Complete the Invoice as normal see p19 Create Customer Create Invoice Create Credit Note Refund Create Payment Create Quote Create Order Casual Customer Invoice Petty Cash HNES e BTCP Creating a Casual Customer Invoice To create an invoice for a casual walk in customer click the Create Casual Invoice button cash till icon and repeat the steps as for a standard invoice Create Casual Customer Invoice lt Cards Message eo rr a Some Micislele Minis o al TCPGO Neme e ssuarcustorner Customer s Invoice Phone jf Adare Phone or puhassunt krome Demo saon E Meee R f A Hite Deaetreaned Search Resulls h Customer C su l Customer All casual l OF Mart 94 50 x B2898 Spiato Hair Rescue For Men customer 27 Jan 11 34 00 E invoices and 37 Jan 11 105 60 i 27 Jan 11 200 00 appointments amti 100 00 are listed J aami s3200 Designated Sales Person echo value x Sub Tota 59 00 i U 22 Jun 10 n Pamani Amc i under Casual ee _ Comment Ta ET Discouracey Customer in i2Jun10 4560 incites osTOS o 770 the search panel Total Payments 56 00 Total 59 00 Change Given 9 00 Oa Mowild 33 00 Senior OF Mse i Tammi 1 O3 Now09 33 00 O3 Now0d 379 95 H J 20 cct
31. the bottom right hand corner of the screen Transfer Deactivate axl _transter_ _tastory _Detete _ C Deactivate save _ Ccana Upload Clock Not required a Security ts OFF This changes the colour of the customer file to a light grey colour You can reactivate a customer file by pushing the Reactivate button that appears in the bottom right hand corner of all deactivated customer files When deciding to deactivate a customer you should decide whether you ever want to send them promotional material If not you should ensure the Accepts Promos check box is not selected You can delete a customer if there is no source documents attached to them this is also good for accounting purposes The main reason to delete a customer will be if there are duplicates of the customer in the database E g you have the same customer in your database twice but with their first name spelled differently To delete a customer first you need to transfer all their source documents to the proper record Transferring Customer Details Sometimes in your database you find duplicate entries for customers when one customer manages to collect two separate records but has the same contact details If you find a duplicate and you are sure it s the same customer you can select the customer who you wish to not use and then click the Transfer button This will Transfer all Invoices Appointments and Records from this customer to the new cust
32. the report go to the File menu select Report and then Save as HTML File gt Print You can print from several of the Kitomba screens To print the information you are viewing select the Print option from the File Menu top left hand corner The information that is printed is dependent upon what exactly is being displayed on the screen Print does not actively print any material from the Admin Tab File gt Exit To close down Kitomba and exit the application select the Exit option under the File Menu or click the small red X on the top right hand corner of the screen and Kitomba will close If you are a dial up user we recommend e Uploading any messages before your shut down e Being connected to the Internet before you close Kitomba to allow your database to be automatically backed up to a secure offsite location If you are not connected to the Internet Kitomba will ask you if you want to exit without performing a backup Help gt Show Help Tab Click this to go to the help tab see page 64 dFeel gt Met Help gt Look amp Feel O Windows show Help Tab Alloy You can change the look and feel of Kitomba by selecting one of the different skins we offer S E F U L LI O Alloy Bedouin To do this pull down the Help menu Select Look and Feel and choose the skin you O Alloy Glass want O Alloy Acid 11 CALENDAR Calendar Tab Overview This screen provides an overview of your
33. tl Create an adjustment for all items in this Category Eg Set Star Type of all services in this Category ifs Clock Netrequired Sa oe Categories are listed here The Category Actions are available after the and shown as folder icons category has been made 51 CARDS Category Actions In Kitomba there are certain actions that you can perform on a whole category at once by selecting the category you wish to modify and highlighting it For example you may want to raise the prices of all your GHD products by a certain amount or just a category within GHD like the Summer Range category To see the category actions select either Working with Products and Vouchers Services or Categories from the top menu Category Actions Os Deactvate Reactivate all items in this Category 6 E 7 bowe all items from this Category a Change all prices for this Category amp oy m E Set Max Min amp rderLot levels for this Category Qs E ni E i Stocktake all items in this Category 44 Create an adjustment for all items in this Category 6 sof Set Star Type of all services in this Category Generate Barcodes for this Category Set Supplier for all Products in this Category o_o Deactivate or reactivate everything inside the category Allow you to perform price increases and decreases You can choose from several options including charge by dollar amount or percentage Choose over
34. under Loyalty Options decide whether Clients can redeem points in that cat egory using the tick box Parent Category GHD z Show on Business Summary C Enter how many points can be earned per 100 spent for this category Loyalty Options Save Clients can redeem K foritems inthis category i Nbr o k eamed per 100 spent in this category fs Discounts To create a discount 5 PE rrr Click on Discounts in the Admin tab e apie ted Ge m Message Templates Discounts Existing discounts will be listed Click E Lists oe a Scare T Create Discount in the top right to add S issen crow ea mee i pets another discount Poeun Fomm Es f Ww o Cx Q DJ Papen Types Select whether its a Dollar or Percent 5 Hastwaro resp diehard rame a E Fae 0 pr i o GJ details Bab Cash Drier Sesti E Lovaty Select whether it applies to Services rg Retail or All i Click Save Set up in Admin To Delete a discount click the red X Lx_ To use a discount l 2 J On the Customer s Invoice click on Disc next to the price to see the Apply Discount pop up window Choose discount name from the drop down list Click Save the invoice will reflect the discount in the Total 106 Percent enen U Celie Dicia Apply in Discounts in Customer s Invoice na TO a napj degra pami pena te pet up riral deve cunts ewes Cra e frm Re
35. with the plans we set up earlier Another plan has been set up for Kat is in the Juniors commissions group ADMIN MANAGE STAFF Timetables Create a Timetable Once you have set up a staff member you will need to create a timetable of the hours that they will be working Select Staff Person and open the TimeTables tab In Role Start field enter the date that the staff member will be starting their employment Click Insert to create a new timetable this will open the Assign Rota pop up window Put a Start Date for the timetable Add an End Date if you want to only run the timetable for a specific time period for exam ple just 1 week leave end date empty for a time table that repeats Click Create ONE OFF Timetable Give the timetable a Name then for each day choose either Working Day or Not a Working day and select times then click Done 7 The timetable will then appear listed i Do Insert timetable create a new timetable or select a timetable created in Rotas rdd Messages Reports Help 7 Admin 2 43 pm Administrator G Business Units Staff Person BA Alea Retains Commission S E Security Groups Atingetes certo OO a Brama Cree Reno Ropes snc Teens Preferences A Referal Types i Double click timetable below to change Name and Start Date Hide old Timetables Show old Timetables Cash Drawer Seed EP Loyat gt Discounts Capability
36. 0a 26 60 Upload Glock Notrequired Creating a Credit Note refund To create a Credit note for a customer Select customer Enter item s that are to be credited Enter refund details on the payment tab Click Commit oY se Creating a Customer Payment To create a Payment for a customer 1 Select customer 2 Enter the amount to be paid 3 Click Commit and print if desired 29 CARDS Creating a Customer Quote Q To create a Quote for a customer 1 Select customer 2 Enter item s that are to be quoted 3 Click Commit and print if desired Creating a Customer Order O To record a Customer s order for an item you do not have in stock 1 Select customer 2 Enter item s that are to be ordered for the customer 3 Click Commit Removing a committed invoice from a customers file Removing an Invoice from a Customers Records and from Kitomba is something that should be given careful consideration As when you remove an Invoice this removes the Invoice number from the sequence If the business is audited at any time the auditor may query why the Invoice number is missing You can use security to prevent staff from deleting Invoices If you have made a mistake with an Invoice there are three options to correct it Option 1 Correct the invoice 1 Using the Cards Tab go into the Invoice 2 Edit with your corrections 3 Re Commit the Invoice Op
37. 7 p Appt Reminder 2 Template Name yve have webbookings O OZ 2 2O22 O O 1 Campaign Retail 1 insert Parameter E Golour Folios Lip EP Happy Birthday Ll Havent Seen You Template short form used for SS Ta messapes Lj J 7 SR Sg TT SG ETT W Mothers Day Short form Dear CUST_FIRST we now have Web Booking request appointments online 24 7 to book go to www soniquesaloniwe 0 Mew cent welcome Adda a Newsleter i short form T Promoson LW Recai o Template tong form used for Kmail Double click to edit message here F Top Client HE valentines Day IP Wedding Anniversary EP wras Massage Message LE acceptweb Booting fll Ban User templates 1 Deny Web Booking 0 Edt web Booking f EP Patch Test Remindes kmail el Hapery Birthday Free templates iy Lapsed Client EJ Liis amp E Magic Marketing G E Commission Groups Use Template al Massage T Q EJ Security Groups EA Appointments E Massage Tab G DJ Attributes E Hardware P24 Preferences TEE cis Administrator 86 kmail preview Save any Derer save canco changes na Editing a campaign If you decide you want to alter or edit the message template being used by marketing after it has been created but before it has been sent 1 Change the Message Template if necessary and click Save 2 Change the List if necessary
38. 7 02 17 Jul 09 132 00 J6 12 06 18 NZDT 2009 E 17 Ju 09 783 06 7 3 i a sesuni08 001062 LA Checkin _Transter_ PoF Pnn betete commu cance Upload Clock Not required Check In Commit Receiving Stock from a Supplier To automatically receipt stock from a Supplier follow the following steps 1 Find the Order that has arrived under that suppliers name in the Search list as a green O 2 Once you have received the order click the order and then the Check in button and then Commit the order icon then turns brown so you know it s been received This will generate a Suppliers Invoice Receipt Stock 3 If necessary edit the Suppliers Invoice Receipt Stock increase decrease quantities or delete items so the quantities shown on the screen reflect what stock has been received at your business 4 Once the quantities are correct click the Commit button 34 To generate bar code labels with retail prices for the stock you are checking in click on the generate labels button This will take you to the Reports tab the bar codes should be displayed on the screen To print these click on the print button To manually receipt stock from a Supplier ha 1 Select the Supplier Click the I Invoice button this will generate a Supplier Invoice Receipt Stock 3 Enter in the stock items and their quantities being received If no standard cost is entered into the Product Screen for this produ
39. A Davidson Ja s fE Davidson Megan gt A Davidson Raylene amp f cremi David amp Jeannie 9 Houlihan David amp fE perry david f rogers david S fE Trumposs David Mobil Phone z y Tranter History __Detete Deactivate save canca P Upload Clock Mot required Gi Adm n strater To report on customer referrals run the Customer Referral report from the Reports tab The report will show e The customer that referred the new client e The referred client To report on a Summary of all Referral Types run the Referral Summary report Cash Drawer session amp The Cash Draw Session provides you with the facility to reconcile or balance what payments you have recorded in Kitomba against what you physically have at the end of any period i e typically how does the cash in your till balance against what you have billed for that day You can have more than one Cash Draw Session in any one day but one cash drawer session per day is most common If you have ticked the Check Cash Draw Session option under Preferences this will start and stop automatically every day To start a cash drawer session 1 Goto Cash Drawer Session in the Admin tab 2 Click the Start button This will allocate all sales from that time on to that Cash Draw Session At the end of the day or when you want to stop recording sales to that session click the Stop button When you run the Cash Draw R
40. Drawer and reconciles this against sales for any date range This report will take into account any voucher sales and other non cash payment types so you know exactly where you stand To view this as a daily breakdown over a week run the Cash Drawer Takings Report Week Report Customer Attributes This report shows the details or a Summary of customers with certain attribute values Customer Export When run with the default settings this report shows a list of all customers The customer list can be filtered by customer attributes that have been made searchable The displayed list can be exported to a comma delimited file Customer History by Staff This report provides a list of all appointments for the day for each staff person All appointments including no reporting ones are shown in the summary NOTE Staff whom only have no reporting appointments do not trigger the customer history by staff report All details for each customer being seen that day including the last 3 interactions your business has had with them are also included You can run customer history report for all staff in one go by selecting the All option Customer History by Name This report provides all the details for the last three customer interactions these may be appointments or sales interactions Customer attributes and appointment attributes are included in this report Warning running this report with both search fields blank will print Hist
41. FFeb 11 45 PM Daibhit Colour Shee Pai Penan regrowth 59 REPORTS To run a Report 1 Select the report you are interested in 2 Enter any details that are required 3 Click the Execute button Save report from nots Stati 5 Reports Zoom O Show Margins Report Customer Retention Customer Attributes Thursday 27 January 2041 to Wednesday 7 Feb 2011 Customer List fh Kitomba Demo Sabon Sustomer History by Staff z Customer History by Name Powers Austin masas SUSIOMerRereniom I j Viewte Customer Spend Reminders Customer Statistics Pr a Ome Pref contact Customer Transaction History Last Visit Details l SSIS Stars i 2 Febit 11 15 AM Cuid Diea Manz ome cuetomers wih appointments between the Fabii 1100 AM Came Coleur Start date and the end date f l Timberlake Justin WOH 123 456 Tere F f Visits i i l H TE Reaninders avas z aS Pr as Pret contact O2 Feb 11 Last Viat Details r EFebii 121 PM Cutt Blose Mens Minimum visits Save List Show Not Retained Clients generated S e by a report Ein Be Upload Clock Not required Web Booking Upload succeeded Saving a Report e After running the report go to the file menu select Report and then either save as HTML or PDF e To save the List click Save List and enter a name for the list This list will appear in the Admin tab gt Lists Your logo on your Ki
42. N IE E A A D PE E E E T 103 WOE eei e A EAEN E O EEA E O N E E 103 Rercrral ypes syrrrrormrn ronnan E ETENEE 103 Cash Drawer session cccceceeceececeecueeueeeeuseecuseueuseueuseuseseuseseusenseseuensaues 104 TOY AVE scare E A E A A A E T A ET T E 105 EOE 1 910 6 0 E IEA IIE NS E PE A ee nee ee E A E A E 105 Who can collect loyalty DOIMNS sccsscczenicedcoateccnnomcbostndeunusiaeed dennaseabninclerstosessieese 105 S 50 2 A E A EA A A T EE A A E E E E A 106 REIS ONS oa a E E E E E 107 Keyboard Quick Keys assnssssnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnne 108 OVERVIEW Day to day running Here are a few suggestions for how to use Kitomba to keep on top of things For more detail you should take a look at the relevant sections in the user manual or visit the Help tab on your Kitomba Beginning of the day Print off your day s client schedule There are two reports you can run to show a schedule for a selected staff member Customer History by Staff will give you list of all your clients with scheduled appointments on the selected date A cover page is also printed to provide you with a summary of all your appointments Customer History One Page shows you the same information as the previous report except in calendar format Confirm appointments by checking the Messages tab to see who has auto confirmed their appointments by text or email For clients that need to be called run the Message Li
43. Types under the Admin tab Here you can see your existing referral types Click the Delete X to delete a referral type or click Create to make a new referral type Add a name for the Referral Type e g Yellow Pages Newspaper Internet Radio Billboard etc Se fe and click Save Adminbsiration gJ Business Units G EJ Message Template gJ Lists amp EJ Magic Marketing amp EJ Commission Grow Referral Types g Add Delete EJ Security Groups z Referral Types G gJ Attributes Leanat drop a yp amp Payment Types GMarawar ES Preferences Website i frelow Pages giz it Discounts Pua ote i lili 103 ADMIN CONFIGURE YOUR KITOMBA When you create a new client who has been referred to your business you can select how they were referred by selecting a Referred By type below in the Cards tab E tomba caendar Cards 5 message Reports Heip Admin 4 54 pm Sa cononer sen DO A Aa cren 8 C PIO a Se E kelke HG C Customer Prone am JL rustwame Tae C Ormae nate Set TI anoe toners J tec Rein Refered y kao Valers T Coto Customer Bitntanewmm Claccents Promos 1 Leaflet drop Referral types appear A Newspaper rake tete ts here in the clients card in the Cards tab SPong Bobs special sales i A cooper daid cunie Daria 4 Davidham Becca a Ti davidson ashleigh gt
44. USER MANUAL Ukitomba 2 LEGAL STUFF We re like you we re in business So sometimes it s important to say some things in a formal way Like they say it has to be said This is one of those times Don t be put off read on Statement of Confidentiality and Intellectual Property The content of this document is the commercially valuable confidential and proprietary information of Magic Pulse Limited It may not be reproduced disclosed or otherwise used in any form except by licensed Kitomba users Kitomba and Magic Pulse are trademarks of Magic Pulse Ltd Document We ve been careful in preparing this User Manual Life is life so there s always a chance that it could contain inaccuracies errors or omissions We just want to say we don t assume responsibility for these little gremlins and we don t make any warranty in relation to those gremlins If we find mistakes or you do we want to fix them as soon as we reasonably can so we reserve the right to do so Contact Details For further information please contact Kitomba New Zealand Kitomba UK Kitomba Australia Level 6 Anvil House Communications House PO Box 330 138 Wakefield street 26 York Street Yarraville PO Box 9300 London W1U6PZ Victoria 3013 Wellington Help Desk 0800 161 101 Help Desk 0800 085 61 22 Help Desk 1800 161 101 Facsimile 04 920 2220 Facsimile 0844 344 2145 Facsimile 02 8580 4638 Web www kitomba com Web www
45. Web Notes T Gd Records i fee Apprentican vid nc T dioiors notes Es edits SAS eal os 1 Upload Clock Mat required Upload succoaded ca Administrator Move Up Move Down Dette save Cancel To create an Attribute 1 Click on Attributes in the Admin tab and select either Customer and Appointment depending on where you want the attribute to appear see opposite Examples of Attributes that could belong to a customer are favourite staff person preferred ap pointment time etc Examples of attributes that could belong to an appointment are Appointment notes Fee paid etc Click Create in the top right Name of the attribute 3 Data Type This is the field that defines what type of data field will be used to store the information that you want to record Select the data type to match most closely the type of data you plan to store in this attribute Available options are Text ideal for one line of text Text Area useful for more than one line of text Checkbox useful to record yes no or true false pieces of information Number ideal for storing numbers Date used to record calendar dates Currency use currency when you want to record details on money List made up from all the items in the values text box and Link for adding URLs 4 Select how to use the attribute Template Parameter Include the contents of this attribute in a standard message template Customer Searche
46. a will automatically populate your order with the quantities that match your selection You can then manually edit these quantities to increase decrease the quantities or delete items as you wish If you want to go back and ask Kitomba to create the order again select the O again When you are happy with the quantities click Commit You can then either print or pdf the order k Renee Sle sre Calendar lt Cards 1 Message 7 Reports Help Admin 2 47 pm IP Supplier Search ea a Gl tH lia Create P I C lO Nome l Aint Order e maau SSeS Order Business Unit tomba Derna Addine ss Status onmes r wert T status Supplier m Document No m Ceen Clear search _ Search Se a sean Date Ir Ach Os Order _Eaiung Tins Reine pending TT Descriptio nH Disc 36 Blonde Glam Conditioner Blonde Glam Shampoo 06 Octog e itt Real Control intense Renewal Mens Maneuver War rder ia Sep 09 s 2 213 95 7438 Mens Outplay Texture Putty O1 Sep 08 11 536 53 38 Waler Wax 02 Water Based Porade received 11 Aug 09 ORD 092 11 Aug 09 ORD 090 O5 Aug 09 1 553 14 04 Aug 09 0RD1087 i 9 29 Jul 09 1 570 10 AZ Invoiced J 23 Jur o9 365 99 pet Discount QO 22u09 onD1084 J 28 Jul 09 oRD1083 vs Retail GST 12 5 60 78 23 Jul 09 938 99 T 21 Jul 09 ORD1080 hetked into Tax Invoice INV25374 on Thu Oct Total 54
47. all minimum and maximum levels of stock to hold Stocktake all items in this Category Set Star Type of all services in this Category Move all items inside the category into another category folder Print barcodes for all of the stock Kitomba has a record of in the selected category Choose one supplier for all items in the category from your list of suppliers Print barcodes for all of the stock Kitomba has a record of in the selected category N Se p ot e a To perform a category action 1 Select the category you want to change from the search panel A category is indicated by a folder icon Select the category action you want to apply and the Edit Category Items pop up window will appear E Senices 3 Select which items types to modify from the drop down list these are either All products and vouchers 0 Cut amp Ste 2s sional only or Vouchers only 4 Fill other details depending on category action chosen and click OK 52 EXAMPLE 1 I WANT TO RAISE PRICES FOR ALL OF MY GHD SUMMER RANGE Choose category folder you can apply category actions to the top folder or any folder within it GE Sun wWworshipper 120i iN GHO Mini Styer HE GHO N Saton Stier H EB CHO M Gayton Wika E GHD Pink M Siler G8 GHD Travel Bag E GHD Traeel Dryer wanae ANES Category SunmerRange ero Afus selected items Hew rrah washed you likae bo Type ten dollars as ir Typa fe
48. allows all staff without privileged access rights to log in with no password Ticking this box gives you the advantage that it is easy and quick for most staff to log in The only drawback is that all staff can use the same blank password If you want all staff to use their own individual password then do not tick this box e Login as Administrator with main Kitomba password allows you to control whether someone who knows the main Kitomba password can log in as Administrator with full rights to make any changes to settings and security File Help Calendar lt Cards Messages Reports X Help M7 Admin 2 56 pm Gd Administration 11 gt adj Business Units Preferences EJ Message Templates E Lists Admin Appointmen sages Calendar Client Card Invoicing 1 gt Gl Everyday Marketing Reporting Security Star Clients Stock C Campaign Marketing s ty tab GF Commission Groups Tum Security On ecurity tap In E Security Groups Preferences Ti Abributes Login as Restricted User vith no passord KA i B Payment Types Ga Hardware Login as Administrator with main Kitomba password FA 5 Referral Types Security TimeOut i Cash Drawer Session a Loyalty oo Distounts _ capability Reasons Rotas E save Cancel Uploid Clock Not required stra Your security status Turn security on off in Preferences Login Log out Enter a blank passerond tor nesbicim
49. and assign to more than one staff member To create a timetable using Rotas 1 Click on Rotas 2 Click Create Rota button 3 Name and edit timetable as before and click Done i eae Rot Rota Details Sunday Working Not Working End ng Lunch Start Lunch Durali _ Break Start Break Duraton GG Security Groups Custom 1 St E Attributes E Panini Types Custom 1 End E Hardware Preferences Custom 1M Referral Types Paid Time 1 Cash Drawer Sesi G Discounts Custom 2 End capability Reasons E E Upload Clock Not required Assigning Rotas 1 Select the staff person from the list 2 Under Time Tables tab click Insert to bring up the Assign Rota pop up window 3 Choose a rota from the drop down list and click OK 76 Leave Using leave entries allows you to set leave for staff without changing their timetables To create a leave entry 1 Select staff person and go to Leave tab or click the Manage Leave button on the Time Tables tab 2 Click New Leave Entry to bring up the Leave pop up window 3 Enter a Start and End date a reason for the leave and any notes click OK n Da Payment Types S EJ Hardware Preferences Referral Types _ Capability Reasons Last Name Jones Steve senior Sta LJ Dont show this Stai Person on the Calendar Ji Contact Details in Leave And Holidays 1 Using leave entries allows you to
50. and click Save 3 Make any other changes to the Campaign and click Save This will update the marketing campaign to take into account the changes Previewing a marketing campaign Click on the template in the Message Templates list to view the message kmail on the right panel A kmail template will show a thumbnail of the kmail and a space for you to add a Short Form message like you would for a message template Report on a marketing campaign Once you have created an campaign you can preview all the messages in the campaign by selecting the campaign report and the appropriate campaign in the Reports tab Note this report only displays messages due in the next 7 days To preview just one example of a message from an campaign go to the Message Tab and select a customer select a delivery method text or email and then select the message template Marketing ideas Everyone likes to be looked after and to be treated special Here s a few ideas on how Marketing lets you do just that You can set up Marketing to automatically send out personalised birthday greetings Many Kitomba users use Marketing to send out personalised marketing or promotional messages Particularly marketing material that generates business for you Perhaps you might send a special offer for a limited time people love a good bargain If you want to stay in touch with your customers or if you want to let them know what special events are happening at your business you
51. as been sent to see how effective it was Use of kmail is free with Kitomba but there are charges for each kmail sent kmail stand for Kitomba mail and refers to HTML emails created with kmail Templates Help Premium Templates now available Save time money and legal hassles by letting professionals do the hard work for you find gut more Book Online with My Salon 21 Mar 2011 18 02 40 122 Valentines Day Spread the love io on sa Page O00 oof mom amp Templates click template to view Template Hame Subject Last modified 5 last seni Happy Birihday Frea SCUST_FIRSTS Your birthday gitt tinelary 0888 31 unsent lve have webboskings Book Online with My Salon today 08 47 48 unsent Lapsed Clent Wa mias you CUST_FIRST 18 Jun 2010 unsent 88 To create a kmail Go to www kitomba com kmail or click on the kmail link at the top of the screen Log in with your kmail log in if you don t know this helpdesk can tell you Click New Blank Template to create your own kmail This takes you to the kmail editor Enter a Template Name for your reference and Email Subject that will be the subject header customers will see The top window is where you create your template using the tools much like you would in a word document and add images using a ee 6 Click Save to view the email in the preview window The kmail will be stored under My Templates and will also be listed under Templates o
52. asons There are three sorts of reasons you can add Petty Cash reasons eg Magazines milk tea coffee Leave reasons eg Annual leave public holiday sick and unpaid Custom Time reasons eg Admin Polytech Reception Training Meeting To create a reason ARNS Click on Reasons in the Admin tab Select which of the three reasons you want to add from the drop down Click Create Reason in the top right to add another reason Leave reasons have a tick box for whether it s paid or not Click Save To Delete a reason click the red X 107 Na HELPFUL HINTS Keyboard Quick Keys ENTER CIL 0 ALT TAB SHIFT TAB SPACEBAR ESC CTRL C CTRL X CTRL V On the Invoice screen moves the cursor focus from the invoicing items to the payments table to the commit button This means once your invoice is correct you can repeatedly tap the Enter key until the cursor focus gets to the commit button and then your next Enter key stroke will commit the invoice This should take a maximum of four keystrokes If you use one more keystroke than you need you will activate a new search but the invoice will have been committed On the Appointment screen once you have created an appointment by double clicking on a time in the calendar window you can select a customer and create an appointment by using the arrow and enter keys you don t even need to use the mouse Opens the cash drawer When you look at a button you w
53. can send out special notices or regular newsletters Keep in mind you want to be telling your customers things that are of interest to them The fact that Kitomba can trigger a marketing campaign off any date you record on a customer file allows you to do some pretty creative things Imagine sending a note to your customer a few days before their partners birthday or if they saw you as part of their wedding preparation a personal note on their wedding anniversary Another use of Marketing is to use it to send out personalised customer satisfaction surveys after they ve been in to see you You can get direct feedback Once you have created a marketing campaign you can e Preview how a single campaign will appear on the message tab e Preview all the campaigns from the Report tab select the Marketing report If you decide you want to alter or edit the message template being used by the campaign after it has been created e Change the message template and click save e Run the marketing option from the file menu This will update the campaign to take into account the edited message template 8 ADMIN MANAGE MARKETING KMAIL Kmail Overview This is where you create your HTML emails emails with pictures and view reports on how successful those emails were Kmail is the HTML email component of Marketing in Kitomba You can choose from a selection of pre made kmails or create your own You can view reports for each campaign that h
54. centenncesetencectaetacechsnnsiecbsnicnienest 35 Working with Products and VOUCHEIS cccceseeseeeeeeeeeeeeeeeseeensenensaees 36 V O e E A E E E E 36 a 2 6 6 0 eee a ee eae ee ee 37 Search for a Product Service or Vouche 0 0 2 cccceeececnccncceceececnecneceeneseeaeeneeeees 37 Create a Professional PIOQUCl ices ecaeic seca ecesansteecstccdeusneeesdiddnageentaacuienersenieisess 37 Create a Retail Product iiccccicecvccvsnscensucsestesennceecesnenendnseeenevsvvevesnesenedeecsvvesedvectnenes 38 Greate VOUCI CD scsissracisexc dessus acivicnsvcd tuecipaenncucmsnvauianiiescbiebbsus viesiondadnensieddssedseseasteeds 39 VOUC PETS Sorrir aan E E E E ES 39 Seng VOUS O ase E E aecleeuesuaeecveuens 40 Redeeming V CUCM S ricirssaeseine ruse tutus ton nE a ESERE E EERE EEE 41 Advanced Voucher fOatures ccccccsccccnseseeccnsusscecsncusscnnacseecssausesessausssensaaness 43 Voucher face value a ce cocpes ersten tisctc cicero atta eeaaine shetse oases dates sean neneenctmmnemenee 43 Working with Services ccccccceeeeeeeeeeeneeeeeeeeeeeeeeeneseeneesaneseenessanessaes 44 OIC WV rni E E T N eosemaeeemnas 44 Create a Service 1 ccccccccceccccvecceeceunecceeeeceeeeseeessesessesessessanesseseseeceuaecssneeeneeess 45 Charging services by seniority and SKIIl ccccccssseeccccsssseccnseseeecsaanseccssansscessees 46 CONCESSIONS serninnnori nian ERNE E A EA REEERE 47 Creating a service concession CAI d ccccssssecccssseeccccsee
55. ct you should manually enter the cost price you want this item to be received at If no standard cost is recorded on the Product file and you do not manually enter a price the item will be receipted at zero cost Returning Stock to a Supplier Creating a Credit Note 1 To return stock to a Supplier that you have already receipted into Kitomba 2 Select the Supplier and click the C button to generate a Supplier Credit Note 3 Enter in the stock items and their quantities being returned The standard cost for the product will automatically display in the Price column You should ensure the price is the same value as the Supplier is crediting you Checking Out Stock for Internal Use 1 Click the Check Out Stock for Internal Use button product bottles icon 2 Then fill in the products that are being used scan them etc These are booked to the business at their cost value If no stand ard cost is entered into the Product Screen for this product you will have to manually enter the cost price you want this item booked to your business at 3 Select a Designated Sales Person who is checking the stock out Commit ee Gow Ta 11 36am Name Jlintermatuise Stock Internal Use z Business Unit kamba Demo Salon Address em Cl u Cpar goc E Dale fo T Mar11 Bede Dammi aa eel E Poegudte Editing Tins Reference intemal Wee Bh 04 Nov 09 25 33 i
56. customers appointments You can view the calendar on a per day or per week basis Plus it s easy to view the calendar for any single staff member or for all staff at the same time You can jump forwards or backward in time by selecting the day week month you re interested in The Today button returns you back to the current day or the current week Making new appointments is simple double click on a space in the calendar when you want the appointment to begin If it s a new customer you re dealing with no probs You can also create new customers during appointment creation Appointments of the same type are displayed in the same colour This way you can tell at a glance what types of work your day week will be made up of 3 Calendar I kitomba z Thu 12 May 1920 22 23 24 25 26 Peso LILI Upload Clock Not required 12 The Basics Single Staff displays the calendar for a single staff person Select the staff person you re interested in from the pull down menu You ll see you re looking at a complete week of work Multi Staff displays appointments for all staff or the whole business for any single day Change Date Select the date you re interested in from the calendar on the left hand side As you click the date you ll see the calendar for that date appear on the right l2 a Jump Arrows Allows the calendar to jump forward or back by a specified amount of time which is s
57. d Pes cos o ee lt o z5 3 56 pm Create 5 5 a i ska SS EE o gt Cards cs 3 Cs Product Search e A Wwe voume E more Clear Category vouchers Description C Hide Dertte Code ool t Search Results rPrice Detalls Price incl GST Use Tracking Mumnibers yj p This item has special EF Bonus Kitomba Dollars commission mules Fitomba Pounds OST Code Standard Voucher expires ager Kitomia Pounds redeere Auto Generate Voucher Ha EE Voucher L List of current Auto Generate Voucher No Use Tracking Numbers voucher products 39 CARDS Selling Vouchers 1 Make sale as you normally would either by adding a voucher purchase to an appointment sale or by creating an invoice through the Cards Tab 2 Select the voucher product If your voucher has no price you will need to set the voucher value in the price field Click in the description field to bring up product list viagia Treatrent 140ml i Yoik a i tiff I Select the voucher from the a7 voar tracked aio pen REDI wouter tracked mal auto generaled product list mas word Ba bok TAT Aie Ep Speed Con 1 Siri TAMT TOI Ace Express Gi Tremi 720e pais Aar Service Birar Wave pir AL Sod Higa Crane P4387 700_ AN Got wekel whip ossrara GC Color
58. d a Client Birthday email on the date of the clients birthday 84 Wi Campaign Marketing These are one off campaigns ie special offers mothers day etc 1 Name the Campaign Decide When to send this is a manually entered specific date and time 3 Decide Who to send it to either All Customers or a list of customers you have created using the Reports tab Lists are stored under Lists in the Admin Tab See below 4 Decide What message template to send 5 Decide How to send Add items from list on the right 6 Save IK Kitem Calendar sinap M Adin Gi Business Unts Campaign Marketing Ej Message Templales G gJ Lists Name Lapsed Clients P E Everday Marketing Wher Hit Birthday U Recan Dae oan JE sammy T Eo Hiarkgtn Time hoppu hhmm AMM Commission Groups Who Bendix ai Active Customers Who Accept Promo Avegroun avages List Chents seen inthe lasti2months Gender an Genders Referred Types SPAM legislation gay alle campaigns gencuted of a maali aabang date te be peri ie the good dH who hue agied bo ragtho paimt Beer ged fo Cash Grawer Session Tigh Apgppi Promar n Bg ir clench tile if they agree Ba nea bing regener E Lovatty Distounts pT i i Bonen Message Templat F Capability m Reasons pe Rolas How Sumnar Delwer Campaign Emai Campaign has not finished building tothe customeria i Marketing will deliver this tie fire
59. d access With security on login and log out by pushing F12 on your keyboard or by double clicking on es the Security Icon in the bottom right hand corner of the screen 78 Wi security Groups Kitomba allows you to create groups of staff or individuals who have different or privileged access rights To do this you can set up Security Groups for each group of users with the same access permissions For example your business might have a structure as shown here Kitomba will let you setup security groups so that when you can match Security Groups to your staff hierarchy In this example you might wish to create three security groups e Owner Administrator full access permissions MANAGER e Manager privileged access rights e All other staff restricted user Each group has its own settings to control which areas in Kitomba they can access A Manager for example would be able to access more sensitive areas of the Kitomba than an Apprentice Restricted User Kitomba Security Groups allow you to assign the same permissions to a group of staff and still provide each person their own unique password Modifying the Restricted User Security Group The next task we recommend you perform is to modify the Restricted User Security Group Put another way this means decide on which areas of Kitomba most of your staff can access To modify the Restricted User Group 1 Click on Security Groups to expand the list of security groups C
60. d ciek Motrequied OOOO O O O OSC 50 Working with Categories Overview A category is a collection of products services or vouchers Categories are used to organise or group your products and services A top level category can be divided into several sub categories Select the Working with Categories button To create a category click the Create new Category button Type the category Name and Description Select the Parent Category you want your new category to appear in ao SY Then decide whether you want this category to be reported upon in the Business Summary Up to 6 categories can be re ported upon in the Business Summary 6 Click Save Work with Categories Create new Category IB Category Search P a tya create a aa e Category a a Description All Tanning services C Hide Deactivated Show on Business Summary _ Trigger Magic Marketing i Search Results when sold 9 Services oa 9 Cut amp Style Commission Options L E aai This category has special commission rules Commission Deduction Advanced O _ Category Actions Deactivate Reactivate all items in this Category Move all items from this Category Change all prices for this Category Generate Barcodes for this Category Set Max Min amp OrderLot levels for this Category D Set Supplier for all Products in this Category rua Stocktake all items in this Category
61. d valid d Aid i address from the ET ey campaign to all customers Tarer ive Fetes A ee em who have email addresses and for those that don t 7 it will send them text messages pew Cene cance You can also choose Call Upload Clock Not required Administrator Me for customers who you don t have email or mobile phones numbers you ll receive a CallMe prompt to telephone them Each customer will only receive one message Post messages If you ve selected Post as one of the delivery methods you will need to print these messages or mailing labels Go to the Reports tab and click on one of the following reports to do this e Messages for Printing 1 per page This report prints out one postal message per page with the clients address located correctly for a standard window envelope e Messages for Printing 3 per page This report prints out three postal messages per page in a post card format three post cards to one A4 sheet If using this format message should be a suitable length to fit in the space available e Mailing Labels Messages This prints out a mailing label for each customer receiving a postal message that is suitable for a variety of postal items 85 ADMIN MANAGE MARKETING Creating a customer list using Reports 1 Create the list of the customers you wish to contact using Reports and save it It will be stored under Lists in the Admin tab e To edit a List select the
62. date range supplied OR the document number supplied No uncommitted Invoices or Credit Notes are included in this report Statements Customer Account Summary This report provides you a list of all customers with accounts in credit or debit The age of the debt is included at the bottom of each customer s statement You would normally run this report once a month Statements Individual Customer This report provides you an account statement for a customer If the name fields are left blank the report will run for all customers who have an outstanding balance Staff Timetables This report shows your staff timetables individually or all together and totals their hours worked Staff Utilisation This report provides you a summary of staff person utilisation for the supplied data range Stock Auto Order This report prints separate purchase orders suitable for faxing for each supplier for stock re ordering purposes Only stock items that have a supplier identified are included in this report Stock Ordering This report lists products whose current levels are below minimum and need to be ordered to maintain target stock levels Deactivated products or products with a minimum level of zero are considered to be discontinued and are not shown on the report Stock Movement Summary This report provides you a summary of stock movements for the date range supplied adjustments shrinkage internal use receipts and returns are recorded Stock Stat
63. dnummansensounaenses 76 FAS SIONS ROIS siese isan ernment Er innings alps EE a EEEE EE 76 LEIE saene iaa T ea a a E aa T7 SN cernar EEE E E 78 PUTTING secun OMON asia cicccn ste erence aen Era T 78 Loo COTO eee eee ence E E E er eee 78 IE GrOUPS sesso cc ged ch pease sae sap EPTO E indraai 79 Modifying the Restricted User Security GrOoup 1 cccccccccceeecccneeseceeececneeeessesessnes 79 creaung a Secully C 0 0 Reece ene ey CRE aC een an iea EATE nnn en eer ey 80 Assigning staff to a Security Group ccesicstrcsiicncsnctetntnacussnsicndeencsnetessbencadinceseneane 81 C A a E E A E E E O ne ene eo 81 Manage Market senai 82 Message Templates ccccccssesseseeeseeesneeeeneeseeeeseenseeeseseeneseenessenessanenens 82 Creating a Message TOMplate cccccccsssseccssseecccsscesecensesecessausesessssesensenesessas 83 Marke UNO sacara a e e 84 Everyday Marketing sisters aeidactinsaeadincaiieDhapamnansantrbssuteandvitadlneaipebnaniueseniamdtatnariteads 84 Campaign WAI GUA iia sess cca etc terenincid nossnnbaismnesina st oueaiecenctedianwapdsesnendanenteurcoscdessesss 85 POSE ICS SAC a E E E EE E E 85 Creating a customer list using FRED OS esisiesictoccccesuscnsinenentapevennsredeceaseseenetceteedeest 86 Creating the message to SONA sccccccseseeccnseeecccsneueccnsaeseecssausesessuesesensnsesessas 86 Editing CAI NON seersiirerissiisisne enore enere PRERE RAE EERE PERERA EAEEREN Maan 87 Previewing a marketing campaign issiswina
64. e commission How you measure commissions in this case dollars ae 2 E You can add Commission Levels to the commission plan such as these where the more revenue a staff member generates the higher the commission percentage becomes 6 Click Save when finished setting up the plan You can add as many different plans in as needed Commission Plan Name Retail 10 Pay Commission on All Retail Choose Commission plan Normal Commission Usual setup Escalating Commission Advanced This is an normal commission The specified commission rates are only applied to sales within each level below Click Add level to add a new level Enter that start of each level into the From box ihe To box is automatically worked out for you Commission Levels are set in dollars Commission Levels are set in number of units Commision Levels are set on a multiple of wages To 3 Commission From 0 00 1 000 00 1 000 00 Add Remove commission levels Commissions are calculated using GST exclusive sales figures You change this setting in Preferences under the Admin Tab Cre sae RETAIL COMMISSION PLAN EXAMPLE SEE ABOVE RETAIL 10 PAID ON ALL RETAIL When your staff person generates from 0 to 1000 of revenue from retail only your staff person will receive a 10 commission on those sales Then when they generate 1000 upwards they will receive 15 commission So if the staff person sells
65. e same service that you want to give a discount on as a reward for a customer buying in bulk eg a customer pays up front for 10 cut and blowaves and makes a saving on the standard price such as 10 8 Click Save Ss SYS The new service will now be added to the list on the left under the chosen category You will also need to decide whether the price for this product service is dependent upon the seniority of the staff performing the service conducting the sale If so you will need to create separate prices items for each level of staff you want to bill different prices for Service me r _ Enter the Code Name and category cuasve Standard Price Code S104 Gender Specific ony Females Select the Star Type for This service appears onthe calendar Yes No This serice has a price Yes O No this service Star Type Cut amp Style Star See Star Clients p102 Appointment info Length mins 4 Variable Length Display Colour BL Variable Length relates to Slow Length Fast Length staff members speed See p46 Follow on Service Time before next servite zz minutes Usual next service No Value gt Tz CO Technical Service O No Reporting O Unpaid Time Pricing Info Price incl GST GST Code Standard Split Ratio Set pricing by staff seniority ae ee levels or by specific staff Create Special Pricing Rule gg Tigger Magic Marketing
66. econciliation Report Report tab you can then balance all sales made since you clicked the start button up until when you run the report 104 W Loyalty Kitomba Loyalty is your own client loyalty programme that lets you reward your customers and give them one more reason to keep Loyalty coming back Loyalty Rules Loyalty on off lt 4 Tum Loyalty on Who can earn points Only enrolled customers may redeem or collect K Expire Kitomba Dollars K after Months Set up How would you like to run your Loyalty Program Option 1 simple Control KE using Service Retail and Voucher Levels O Option advanced Control KE using your sales categories Whatdoes this do Minimum number of KS required to begin redeeming in Redeem K in lots of bi Redeem K for Services What can customers redeem points from M Redeem KS for Retail J Redeem K for Vouchers Clients eam this many KS for every 100 spent on Semvices How many points can they earn sm Clients eam this many K for every 100 spent on Retail We recommend starting low i e 5 or less JUL Clienis eam this many K for every 100 spent on Vouchers Only eam in round numbers Cancel Loyalty on off e Do you want to use the Kitomba Loyalty Programme e Click on Loyalty in the Admin tab and then tick Turn Loyalty On e Enter an expiry date if required Who can collect loyalty points Do you have special groups of custom
67. ected the preferred payment method is also automatically inserted into the payments table on any new invoice e Require Sales Person on Invoices if ticked Kitomba will always prompt you to select a sales person if someone is not already selected e Use Thermal printer e Show Supplier code on all documents e Show Date Field on all documents e Show Advanced Voucher options e Print Invoices when they are commited e Turn on Advanced Discounting e Suppress missing detail prompt to send to supplier Reporting e Let Kitomba control report print size tick this to print customer history and invoices on Ad and all other reports on A4 If you need all reports to be Ad don t tick this box e Suppress customer spend tick this if you want the customers previous 12 months of spending hidden on their printed histories e Business Summary calculation either percentage of sales or percentage of clients e Customer history printouts show either all or technical notes only e Sales figures are calculated GST inclusive or exclusive e Hide GST selection on reports reports will use the default setting which is set above If you don t want the option to choose including or excluding GST each time you run a financial report tick this box e Show cents in Business Summary 101 ADMIN CONFIGURE YOUR KITOMBA Star Clients Star Clients allows you to award Stars to your clients up to five per client Star Clients v
68. ents by contact Mah method show hide by selecting ae ate te deselecting the icons for T Joan Jeet Click a message e Call Me EEEN to view details s Text anan in the bottom Beet Cuta Biowave Womens at 4 00 PM with Amanda Booked panel Lasi textemail we sent Hi Joan you re booked in Kitomba Demo Salon Tue 8 Mar dpn e No Appt msg to confirm or CANCEL to cancel or call 0800 161101 Send and receive button is so you can check for new messages i Ihe nsss iplied Cloth Med required Security is In this example Joan has just replied with a message beginning with the word YES and so the appointment was confirmed automatically when the message was received i re sais Confirm Appointments 3 ite suc Ine_comeadan_ aue chen Wed 9 Mar Dai 200 PM Wed 9 Mar i Booked 300 PM Wed 9 Mar Luty Dj Booked Hotty otigny S15 PMWed 9 Mar E Booked 415 PM Wedd Mar B UD Booked 5 00 PM Wed 9 Mar ee 7TMart33PM Booked Joan Jett mob OF 123 45678 Services Cut amp Blowave Womens at 4 00 PM with Amanda Booked Send Receve Last textemail we sent Hi Joan you re booked in Kitomba Demo Salon Tue 8 Mar 4pm text YES to confirm or CANCEL to cancel or call 0800 161101 Clients Reply Yes see you then 06 The Appointment Confirmation quick menu You can right click on a customer s name and access a menu like on your calendar screen From the quic
69. ers that can earn points or do you want everyone to earn points If you tick Only enrolled customers may redeem or collect K then only customers with the Loyalty Member tick box selected in their customer card can collect points If you leave Only enrolled customers may redeem or collect K unticked then by default all customers can collect points Customer First Mame Joan Title LastName ett A GU ReferedBy fveiowPages F GotoCustomer Binthdawdammy Accepts Promos Tick if using Only SAn a enrolled customers can Preferred Staf reno vaiue z etec E mea ect points option ED 105 ADMIN CONFIGURE YOUR KITOMBA Set up Option 1 simple Enter the minimum amount of Kitomba Dollars required before a customer can begin redeeming under Redeeming Kitomba Dollars Enter how points can be redeemed in Redeem K in lots of box Decide what to awards points on services retail and vouchers tick the corresponding boxes under where it says Redeeming Kitomba Dollars Decide how many points per 100 spent for each of the above categories selected under where it says Collecting Kitomba Dollars Decided if you want loyalty points to only accrue in round numbers Save Option 2 advanced Category Enter the minimum amount of Kitomba Dollars required before a customer can Name begin redeeming under Redeeming Kitomba Dollars On the Category screen in the Cards tab for your products and services
70. ese dragging techniques to change the appointment duration as well as the start and finish time Deleting an Appointment To delete an appointment open up the appointment by double clicking on it in the calendar view Then click the Delete Appt button Appointment Status Appointment status is used to indicate at what stage an appointment is at e g booked customer arrived completed etc Through the use of appointment status Kitomba can provide you with even more information on your business e g how many appointments are no shows etc Make Sale Prep Sale History Future Appts LIRIEIIE Client Card Rebook Next Appt Check Move Appt Copy Appt Each appointment status has an icon associated with it displayed on the appointment details in the calendar view to the right of the customer s name When you create an appointment by default it will be created with a booked appointment status Changing Appointment Status To change an appointment s status e Right click on the appointment and select Change Status Select the option you want e Alternatively you can double click on the appointment in the Calendar view to open the Appointment dialogue box and then select use the Status box drop down and select the new status You can use Kitomba happily without using the appointment status If you do decide to use it it will provide you with more information on how to improve your business and attract
71. esuits Of Feb 11 re i 02 Feb 11 U 02Fen11 Search panel Comact Details 31 sani Paar 11 94 00 Mobile Phone e447 275 35808 28 Jan 11 0 00 Email kibari arrea gic pulse com P 27 Jan 14 27 san 11 932 00 J 27 san 11 105 50 J 2 etan 11 105 50 Click once on any appointment to view the details of the appointment will appear in the right hand window A closed book means the appointment is completed If an invoice has been committed against the appointment it will appear if you double click on the appointment book icon click once to view invoice details It is possible to edit the appointment details on this screen However we recommend editing appointments while using the calendar screen Clicking the Go to Calendar button will take you to the day in the calendar when this appointment is currently booked This allows you to easily look up a client s booking and then go to that appointment in the calendar if you want to view or change it Creating Invoice for Retail purchase only lf a customer wants to purchase retail only create the invoice through the Cards tabs If the customer is an existing customer search for their name and and click Create Invoice button add retail products and commit invoice If they are a Casual customer search for Casual customer instead and create and commit invoice as normal Creating a Customer Invoice from the Cards Tab H 1 Search for the customer in the
72. et using the drop down list between the two jump arrow buttons Today Button Returns the calendar to the current day week Zoom Allows you to zoom in and out to see more or less of the calendar Use the sliders to move around the calendar to see different times or days that may not be visible due to the zoom settings you ve chosen View To view hide cancelled appointments no shows Shrink expand calendar Makes as much of your day fit on the screen as possible When Hide Show Staff Only shows staff members ___ Kitomba is in shrink mode you won t be able who are working that day Upipad Clock Notrequired to see as much appointment information The When you click Hide Staff any staff person shrink button also changes to Expand whose day is blue will be hidden from sight and the Hide button changes to Show Staff Online Booking If Online Booking is installed clicking on this icon will enable you to accept decline or move any online booking requests that have been made Appointments appear in the calendar as shown below Customer name Reminders used Appointment type Pp 2 i Double bookings two appointments at the same time appear like this 5 Appointment notes can be typed here likes velet Te drinks black coffee 13 CALENDAR Making an appointment Double click on a gap in the calendar when you want the appointment to begin and the Edit Appointment window will pop
73. even more customers 18 Making a sale Invoicing To make a sale Invoice from the calendar 1 Right click on the appointment 2 Click on the Make Sale Button or use the short cut keys Ctrl M Change Status gt Status Prep Sale History Future Appts Client Card Rebook Next Appt Check Move Appt Copy Appt Business Unit kitombaDemo Salon 7 Customer Kilomba Magic Pulse Ke Available 0 00 m3 00 Cut amp Blowave K ED 04 Foils Quarter Head Designated Sales Person Lwy Sub Total Comment ment Amount Discounti y 2 y jm Includes GST 15 of Total Payments Total 133 00 Change Given Semion OF Feb i1 Temmi 1 You can either click Commit to finish the transaction and to open the cash drawer or add additional retail and services 19 CALENDAR Adding additional retail products and services to an invoice You may want to add additional items to an invoice when a client purchases other products or services following their appointment For example a toner to compliment a colour or a retail product you have recommended to them 1 Scan the additional products with your scanner Or use the code or description columns place the cursor in the description column and hit F2 then type in the first characters of the name of the product service you are looking for Once you find the product service select it using the up down arrows and the Enter key or by clicki
74. gamss we haven t told Kitomba we are keeping the change 2 To add this 200 to the clients account we need to press the Credit to Account button 3 You will now see the words Credited to ac _coana Ties _ mili e ki L A E J Sot Cut amp Blowsve Meee pAr ANS Shacrgoe S32 count appear next to the amount we are adding to the account Samon oF Tom Total Payments ror rae ee eomma cancel Credited to acct You can toggle between Web Booking Upload succeeded Te Security OFF jl Session OMF 11 Tem 1 these two options if the client changes their mind 22 Cards Tab Overview The Cards Tab shows three things e All of your customers e All of your products and services e All your suppliers From the Cards tab you can update customers search by customer and also see all the previous appointments of every customer It also contains details of all appointments previous and planned for every customer In the same way you can also update product and services search by product service or by product category You can also create and modify Invoices Credit Notes Quotations and Customer Orders and search for these documents from this screen M calendar lt gt Cards GB customer search EB W create I C P Q O Customer First Name Title OFemae Male LastName Age Group A Accepts Reminders Referred By Birthdayadimmy A Accept
75. gn to who viewed it The green figure portion represents the forwarded views the more area of green coloured in the more forwarded views of your campaign The bar underneath shows the ratio of original views to forwarded views If there are no forwarded views it s all blue if there are some forwarded views a percentage will be coloured green Cost The cost per viewer is the total cost divided by the views The total cost is 5c x the amount sent Time viewed This graph shows what time of day the kmails were opened Date viewed This graph shows what date the kmails were opened from the date you sent them The duration of the graph is one week 95 ADMIN CONFIGURE YOUR KITOMBA Configure your Kitomba Attributes Attributes are places to store additional information that you think is important Attributes can store customer information or information related to an appointment Attributes enable you to record data specific to your business You create attributes give them their name and decide what format of data you want them to store e g calendar dates currency text etc You should use attributes to record information you are interested in but that does not have a standard field or home in Kitomba e g credit card number details could be an attribute Customer searchable attributes listed here LI trea me l oe 9 er Chhat Ea ard Pi a SS _ Customer attributes Customer A
76. he Suggested Service which will be the usual follow on service To remove a service click on it in the New Services to add to this Appointment list Click the Tick button when done to go to the Appointment window The Appointment window i Sit o Appointment Cusinmer Service Sta Requested Start Time Length mi W Cul 4 Blowave 12 00pm Selected pate fared NES ae X rots varertieas Ke 1245pm appointments saus Meon 7 No Reminders Click Add Msg to send a reminder message Colour Notes From Web Booking You can see that the Selected Appointments are displayed top right To delete a service from an appointment click on the red X To change a service click on the service name This brings the Appointment Services screen back where you will be able to select the new service that you want to change to To add multiple services to an appointment click the big green plus symbol next to the Date field from here the Appointment Services box will appear again If you can t find the service you want to add you can search for it by typing part or the entire service name in the search box in the top right corner of the Appointment Services screen 15 CALENDAR Add a Message To remind your customer of their appointment and reduce no shows use the Reminders Message tab Click Add Msg to choose either Text message email phone or mail You can choose a default message from the
77. how your staff are progressing and where they may need extra support Stocktake regularly to keep a tight hold on your stock levels and monitor for unusual variations Run and print the Stock Take report and check actual stock amounts against expected and adjust any variations on Kitomba Having a good stock manage ment process reduces waste and can have a hugely positive impact on your cashflow For a full picture of your retail sales service sales rebooking rates and more you should run the Business Summary Report Running Reports Reports give you valuable information on your business so use them If you have ideas on reports that aren t provided as standard then drop us a line We want to hear from you What Kitomba Does Kitomba is a best of breed customer contact management billing and appointment system we think it s got the pedigree to be a world champ Once you get to know Kitomba you ll see how it can help you improve customer retention increase sales improve business efficiency and reduce costs Here s what Kitomba does in a nutshell Get your clients coming back with automatic text and email reminders and call prompts It s a great idea to send reminder messages to clients you haven t seen for a while and for confirming upcoming appointments Stay in touch with your clients at times that are important to them using Everyday Marketing You can set up text and email messages to automatically go out on client s bi
78. information we can Commit the sale 41 CARDS PoE Sisisiale oS TC Invoice Praa ca asinine Unit komon ecm m 1100 Sub Tota gra kludas GST 15 of sa Total CELEC Eemo Redeem Voucher Window Select Voucher as payment method So your Payments box should look like this Sub Total Discounts JE Includes GST 16 of Total Payments 0 00 Total 20 00 charge Gen son Fieni Mena 42 Advanced Voucher features EXPERTS ONLY In the Admin Tab under Preferences and Invoicing you will see a box you can tick that says Show Advanced Voucher Options Administration gt Business Units Gl Message Tamla g Lists i Appointment Messac DJ Magic Marketing Invoicing Reporting Security amp Commission Grow Security Groups Check Cash Drawer Session Ti gt Attributes EJ Hardware panenn Default Payment Method Require Sales Person on Invoices O This will allow you the option to sell vouchers Use thermal printer g at a different rate to their face value p g a Show Supplier code on all documents 7 ay i a For example selling a 600 voucher for 40 P his Te ae mena ae If you wish to use this feature ensure this Show Advanced Voucher Options E m 10x js ticked and click Save Print Invoices when they are commited Tum on Advanced Discounting Ej Suppress missing detall prompt on send to supplier Voucher face value V
79. ing security on and set up the restricted user group as a minimum 81 ADMIN MANAGE MARKETING Manage Marketing Message Templates Message Templates are used to generate tailored messages that you can easily and regularly use Templates allow you to generate and send a message without having to type in the message from scratch In fact using templates means that for almost all appointment reminders you won t have to type in any message at all its already all done for you Templates have long and short forms The short form is used for text messages also known as SMS where the limit for a standard message is 160 characters this limit is set by the mobile phone system The long form of the template is used for other message types email post and fax Template name Administration EJ Business Units ci ppg A a Pemplate i Template Hame jag A Paneme 2 r LF Campaign Retail insert Parameter Kitomba EE Colour Follow Up attributes C5 Happy Birthday m T An Havant Sean You emplate short fonm used for SMS Txt messages Mothers Dar Short fom i CUST_FIRST you re booked in Kitomba Demo Salon APPT_DATE_TIME with FAPPT_STAFF Call 049207 CP New client welcome Short form P Newsletter Pedy anil Promotion se 4 Recall ae Template long form used for Plain Text email Call Me amp Post messages E Thank You Subjeci Heading Your Kitomba Demo Salon Appointment Remi
80. ing to the appointment except for the customer name To change the customer name you must return to the customer dialogue screen Do this by pressing the Prev button or selecting the Customer tab at the top left hand corner of the dialogue appointment screen 12 11 pm Appointment lomba Demo Customer ance sun Reg Foll QuarerHead Kat hemmin G a K biw i Kitomba Demo youre booked in Knomba Demo Saban Wan May O00 with Kat Call 04 09 0 76I i iheere are any probes b great 2 U Customer First Name lKitomba Demo Tithe C O Female Last Name Customer Age Group i E Accepts R Peers stevie TE sor acre t r daima Preferred Staff lt No value BithYear C Loyatymo 044732686 ot Home Phone sd exct Prefemed Contact Email cl Ls lt prev nee 2_ Prep gate cancel 17 CALENDAR You can also edit an appointment by dragging it on the Calendar view Select the appointment by placing the cursor over the middle of the appointment Press and hold down the mouse button and then drag the appointment to another time To make the appointment longer or shorter in duration position the cursor at the beginning or end of the appointment you ll see it changes from a cursor to an up and down arrow When the cursor looks like this press the mouse button and hold it down Drag the beginning or end of the appointment to the new duration or the new start end time Use a combination of th
81. inient Type Default Mala Appaininvarit Type Default Business Unit Sign of invoiced appl as completed Prompt for nbookings Rebook Rules Move amp Rebook preference I Lock Down Mon Working Time Colour Based Appi Status Full colour sopoinirnents Auld expand service list Use Category Dialog for service selection Calendar interval minutes Calendar Refresh not required Suppress Move Appointment confirmation pop up Always grey out completed appointments Notes on Appoinbnent Prompt for patch test i ITE Calendar Preferences na Client card Client card preferences allow you to select what details must be recorded on a client card to ensure the Client card is complete Note it becomes difficult to save a Client card if the details you tick as being required are not available Select tick boxes as to whether e Address is required e Atelephone number is required e Email address is required e Show Business field on Client card Invoicing e Check Cash Drawer Session allows the cash drawer to start and stop automatically at the start and end of each day We recommend you check this option e Default in Payments whether you wish to have Kitomba automatically insert the full value of the invoice into the payments table e Default Payment Method select the method most of your customers pay you by this option is only active if the default in payments option is sel
82. ional Product Select with a single click the Category in the left hand window to which the service should belong 2 Select Create Professional Product button 3 Enter the name of the product You can also change between professional retail and voucher on this screen using the Type drop down 4 Enter the Code of the product either scan the products bar code into the Code field or type in the code 5 Assign a supplier and set the Min amp Max levels for ordering purposes These are the minimum and maximum amounts you want in stock or on hand 6 Add the Standard Cost price 7 Click the Save button The new professional product will now be added to the list on the left ie Fh cael gt Cards E3 Product Search ta 9 al ih a a Create 8 a G Me S Professional Product EEA Mame Splsto Professional YP Professional f Category nm E Deserigbon funky hair gunk Code 543 l E arematecode webadres Td Supplier Details a D Blonde Glam G B Body Full Supplier PlushRest Min Level D Clear Moisture aaa EE coorenona Svpetercou ati if Stock on Hand 0 0 Order lot id S E Fresh Curs ji D Real Contra Prica Details Pe rt G D RedkenForMen Standard Cost eru GST Trigger Magic Marketing D Scalp Reliet Cl en sold oT code nane E 37 CARDS Create a Retail Product Select wi
83. ip Admin 2 pm Administration A Message Template m G Business Unita a GF omba De m E Message Ternpils 2 Template Name Appt Reminder a es T ApptCona Appt Reminc Appi Remine F Colour Folko Happy Birthd Template short form used for SMS Txt messapes HET Havent See Short fonm CUST_FIRST youte booked in Kitomba Dermo Salon APPT_DATE_ TIMES with 4 F j Mothers Da ed VES io conim of CANCEL to tantel callus on 0800 161101 New client 3 LJ Mens letter Je rey B Promotion m 1 Template bong tonm used for Plain Text email Call Me amp Post messages Racal SubjectHeading fyour Kitomba Demo Salon Appointment Reminder Thank You De HET Top Client Long form i CUST_FIRSTH Valentines D r D Wedding An QuIck reminder we ve gol you booked in for an appoininent 4PPT_DATE_TIME with C xmas Moss a hare you booked in for FALL_APPT_TYPES HET Accept Web i Ban User Wwe US a call on 04 970 7636 if you cant make id a Deny Web B nok forward to Seeing you Beri HET Edit Web Bo 55 In the Admin Tab you can choose two words one word which when the customer replies with will confirm their appointment and one word which when the customer replies with will cancel their appointment Go to the Admin tab Choose Preferences Select the Appointment Messages tab PECAH Write Confirm and Cancel Words here When your customers reply with either of these words Kitomba wi
84. issing information Once you ve added the explanation it will appear in the customer s card The information will be in Customer Attributes tab under the Comments box co tel pe b ki Fitornba Fo H ip P cna cor 4 32pm aB custemer searen EOE E croate LE LCP QO be I Customer Prosan e First Name Tite Mmo o Female Male Accept L Eman Britil PERAR Mi Accepts Reminders reminders Search fo tee eaea Se COTES Birthdansammy Accepts Promos ee cce aaa i Bith waar A tevatty Mernner eae Customer ae Attributes Waker Cllent Address Street and City required Customer must have a contact number home work or mobile Validati aliaation Client email address warning Preferred Contact e Online Booking Incomplete Upload Clotk Not required s ane ah a ce If the client details remain incomplete a Card Incomplete icon will appear in the bottom right hand corner of the client record screen 25 CARDS When you click on the red x the Card Incomplete box will appear and show you the information that needs to be added x A Please add the following client information to complete the client card Client Address Street and City required Client telephone number home work or mobile Client email address is blank or is not valid Search for a Customer To search for a customer use the search facility on
85. istics This report provides you a list of all product items that have been sold during the nominated date range Stock Take This report provides you with a list of expected product levels for stocktaking purposes Products can be selected by category Deactivated products are not displayed Stock Turnover Stock turnover is a measure of how quickly stock is converted into sales Use this report to see what stock sells well and what stock doesnt to help set your minimum and maximum levels Stock Value This report shows current value of stock using the accounting method set in preferences Products can be selected by category or report can run for all categories Wages Summary The King of all Wages reports shows a breakdown of all working hours and commissions for staff people Voucher Statistics This report will give you voucher statistics for the defined date range Voucher Trace Report This report will show you the detailed transactions relating to a particular voucher 63 RELF Help Tab So you ve read the manual tried it yourself but still feel you d benefit from a helping hand Give our team at the Help Desk a call they re here to help Once you are on the phone to us clicking on the Help Desk option will show you a menu from which you can choose the Technician you are on the telephone to By clicking on the technicians name they will tell you who to connect to they will be able to see your screen move your mouse and ta
86. isually shows you in Kitomba which clients are your 5 Star Clients and what s stopping other clients from becoming a 5 Star client Now you and your staff can quickly see your clients in a totally different light and gain an immediate impression of how to increase their value Star Clients is also great to help direct your marketing to where it s most effective Clients can earn a star when they Re book Purchase Retail Purchase a Colour Chemical Purchase a Treatment oe a SY Purchase a core Service e g cut and style Timing is important so clients will earn a full star if they do one of the five things withing the Full Star time which you set and half a Star within the Half Star time you set Administration a G Business Units o EJ Magic Marketing amp amp Commission Grou EE Security Groups o E Attributes S Gf Payment Types e EJ Hardware L marar e Referal Types J Cash Drawer Sess l E Loyalty Hi Discounts H a Capability Mi Reasons ej Rotas Turn Star Clients on Enter Full Star time Preferences C Admin Appointment Messages Calendar Client Card icno i Reporting Security Star Clients Stock a Kitomba s Star Clients allows you lo award Stars to your clients up to 5 stars per cllenh Star Clients visually shows you in Kilomba which clients are your 5 Star Clients and what s stopping other clients from becoming a 5 Star Client
87. it e How will you send it email text post etc Everyday Marketing These are automatically sent messages ie clients birthday clients appointment reminders new client welcome etc _ Name the Message Decide When to send ie birthday billing date appointment date etc Then decide if message is to be sent before on or after that date Enter the time of day to send Enter Who to send it to details Decide What message template to send Decide How to send Add items from list on the right Save N 2a SS T Administration E Business Units Gd Message Templates D Lists Everday Marketing Big 9 Recall U Campaign Marketing Commission Groups E Security Groups Attributes E Payment Types Everyday Marketing Date Client Birthday z Sand message G B f r the data above On the dale above Afler the date above om eh mmANe 4 Preferences 5 Referral Types Gal Cash Drawer Session EGP Loyalty g Discounts BT Card Link Fa Capability __ Reasons a Rolas Senato ai Customers x WhoAccept Reminder or Promo x Age group anages x All Genders x Message Template Happy Birthday z Deliver Campaign ean ma Messages last created 26 Apr 11 2 47 PM tothe cusiomer via No messages due in next 7 days the first valid address from the following list vove oome Sar ance In this example Everyday Marketing will sen
88. k menu you can ent Confirm David Bowie 2 00 PM Wed 9 Mar Kal TS 7 Mar 4 59PM G Book 3 00 PM Wed 9 Mar Lucy Tl jwarasopm Books a rae eco ra 59 PM ip B Jok 5PM UD Book 59PM U Book 33PM UD Book Alice Band Joan Jett Daisy Field Thelma Simpson Client Card Goto Calendar Send message Update Call Time The Text Inbox screen Change the status of this customer s appointment with the Status Icons To go directly to the customers card in the cards tab by choosing the Client Card option To go directly to the calendar tab by clicking on the Goto Calendar option To reply to a text message send an updated text message or send an email to the client you have selected by clicking on the Send Message option See clients who have requested a call me message or even clients who you have telephoned as well as sent a text message the Update Call Time option will update the contacted column with the current time and date This is great for when you have different people confirming appointments as you can quickly see how long ago this client was phoned The text message inbox lets you see all incoming text messages You ll noticed some icons on the left navigation panel have changed Unread messages in the inbox will be in bold Inbox a Texts Recelved gt Cards Message Reports Help Admin EE hat When you click on a __Recaked message so it
89. k receipts order stock from suppliers and create supplier credit notes Having Suppliers entered in Kitomba allows you to e Track which products you purchase from which suppliers e Book new stock into your business as it arrives from your supplier e Generate Auto Orders for each supplier an Auto Order is a separate purchase order suitable for print fax email for each supplier for stock re ordering Create supplier Invoice Credit Notes and Orders A tomba i l 3 _ File meie I Supplier Search 1 a Create EJ I ic O Name C A with Suppliers Pronsew e mail This view is where you can work with your Suppliers as You can search for specific Suppliers by using the search feature mom at the top left of your screen or you can browse your Suppliers H W Hide Deactivated J Search Results P Adjustments P Bods I suo I ess P L Oreal OP Flush Rest OP Plush rest 3 P sebastian p To create 4 new supplier click the Create Supplier button located at the top right hand corner of your screen To create a new invoice for a supplier click the Create Invoice button I located at the top right hand corner of your screen You will not be able to click this button unless you have first chosen a supplier from the left To create a new credit note for a supplier click the Create Credit Note Refund button C located at the top right hand corner of your screen Y
90. l buy for example a 10 trip concession card and visit the salon 10 times before they have to purchase another concession card Kitomba will track each clients concession visit showing you how many concessions they have remaining on their account Creating a service concession card 1 Find the service you want the concession to belong to or create new service if required Select the category to which the service should belong click the Create new Service button enter in the details for the service and save 2 Click on the Create Concession Charge button at the bottom of the Service screen and then enter the Number of Conces sions and Price of the Concession Card and Save Name Description Categor Fanning E cs fi Gender specit anyone E This serice appears onthe calendar Yes No This serice has a price Yes No pumps CO varable Length Display Colour ia Follow on Semice Time before next service minutes E Splato Hair Rescue For b E Sptato Professions Uevelnentsentce eenovawer Z Bi sciwarzian ca Soa LI Technical Service LU No Reporting LJ Uripiail Tirri E GLa Fe puppies Pricing Ino Laminates Ser E3 lip balm Hi Prive nel GST fg49 00 GST Code SplitRatic Services E Chemical Services ii Create Special Pricing Rule p This item has special p Tiigger Magic Marketing E Foil Highlights Ei commission rules when sold E Fem D Permanent Colour D Straighteni
91. l retail products and services tO an INVOICE 1cccseeeeseeeeneeees 20 Adding Clients to aN INVOICE errs cs sec ctnrtiienbanisenenticeassxcasmeoseneueesaaatetecebeeeeenteneels 21 Preparing an INVO Ce naoananaannonnnnsannnsannnnnnennnnsnnnnsnrnrerennnrrnnrrnnnnnsnrnrsnrnsnnrnnnrrenar 21 On Account Putting money on a customers ACCOUNL 1cccccseeeccseececsneeeseneees 22 Cards Tab 23 OVErVIE W aerians neroni ena ii i NAE en ee ee ere 23 Working with Customers cccccsseesseeeeeeeeeeeeeeeeseeseesseeesenenenseaneesennees 24 Create a CUStOME seer eee ea eee a nee ae ae eee eee eee 24 Customer information validation ss crsecetess recta reccseenetadeaidecduerserseccenlanenstscedicesesanceieess 25 Sy ete 6 ag a CUSTOMS Aaa eon eee ene eee ee eee ae ete enone Meee emer ere eee 26 To Deactivate Reactivate a CUSLOINED cccccccccsseeccssesessssesseesessenseeseneeesseeeeaes 27 Transferring Customer Details ccccccccsecccssesccesesecssescssseessesesseesessauseessnseesaes 27 Deactivating unnecessary Client after trANSfer ccccccccssecccseeeccsseeecssesceseesesanes 27 To display a customers GDDOINUINOING ic scrcstintasieccletneceevesinswdisnevecinedisintdeinadecetcncnbensuiee 28 Creating Invoice for Retail purchase Only ccccscccccececcceeeecseeeccsnseecsessetsseessnaes 28 Creating a Customer Invoice from the Cards Tab ccccccseccccsescecsnssessnseessneees 28 Creating a Casual Customer INVOICE bic cccs
92. lete a committed invoice Ei Allow Re Commit and Ctri 0 to manually open Cash Drawer Allow Creation of Invoices tor Future Appointments 0O Can appir a manual reason to a petty cash invoice g Allow reopening of old cashdraw sessions O 19 ADMIN MANAGE STAFF Creating a Security Group ee ee Go to Security Groups Click the Create button Give a Group Name and a Description to the security group Set your permissions by ticking the appropriate boxes Click Save when finished Calendar lt gt Cards T Messages Administration Business Units EJ Message Templates g Lists E Everyday Marketing C Campaign Marketing gJ Commission Groups a All Groups G Restricted G Administrator ra Manager EJ Attributes caenar EJ Payment Types 3 E Hardware A Preferences A Referal Types Cash Drawer Session Administration EI Business Units Suggestion Modify the Restricied Security Group so rat its access nights match those you wish to provide to most of your staff Ifyou wanito give some staf extra access rights e g a Manager then create a Security Group for thal group of staff Foreath staff person who has access rights differant trom the Restricted User assign them a password and record their Security Group under Admin Tab Business Unit Sta Person Secunty While you may have as many Security Groups as you wish we recommend keeping the total number s
93. lick on the group name Restricted from the list 3 Edit the permissions you wish to provide by ticking or un ticking the relevant boxes and lastly click save Note while you can edit the permissions but you cannot edit the name of this group Calendar Cards Messages Reports 3 44 pm Administration Security Groups Group Name EJ Business Units Ge EJ Message Templates in E Lists DJ Everyday Marketing 5 Campaign Marketing Description c E Commission Groups i E Security Groups his is the restricted access account tean be modified but cannot be A All Groups Secu rity Grou ps list i Restricted NOTE A tick i a checkbox indicates that this Security Group has access to this function Administrator GP Manager C Calendar amp Appointments P E Attributes Allow Appointment Delete wi ji rp ll ad Allow Audit of Appointments g 3 Preferences Allow Creation of Past Appointments g 5 pa Allow Staff Timetable Overrides on Calendar Ti A Cash Drawer Session 1E Dlacrants Can change the price ofa Samice Ti A Capability Can change the price of a Product I SS rescone Can change the price of a Voucher al ej Rotas Can apply an overall discount to an invoice Fj i Can apply a manual discount to an invoice a Can commit an unclassified item Zil Allow Low level Commitied Invoice editing ag add new iteme f Allow High level Committed Invoice editing eg pricing Z Can de
94. list to go to the Lists screen and click Edit List to go to the Select Customer screen The search results panel contains the list you can then remove customers from the list individually using the Remove from List button e To add clients who don t qualify according to the reports criteria but whom you wish to receive the campaign select Add to List and use the Select Customer Screen to add more customers e You can also Delete the list from the Lists screen The following is a list of possible Lists groups of customers and the associated Kitomba report to generate them LIST TQ WHOM MATCHING KITOMBA REPORT All Clients Default list New clients Customers New Report Clients who have purchased a particular item s in a Customers who purchase a product or service Report particular time period Clients not seen recently who have no bookings Customer Retention Report Top spending clients Customer Spend Report Clients that match some other criteria Customer List Report See page 59 for running Reports Creating the message to send Create the message you wish to send out using Message Templates or kmail Kitomba mail and save it Both will be listed under Message Templates in the Admin Tab but have different icons TK Kitornbs Calendar Cards Message Reports Help 7 Admin 10 31 am TJ Administration a e amp EJ Business Units Message Template 0 Message Templates a Appl Remind amp mar
95. lk you through whatever you need to know About To find out what version of Kitomba you are using click the About button A pop up window will appear with the version number Click the Ok button to close the window Useful Links The Help tab also has some quick links to the Kitomba website how to guides and videos kl Kitomba Jemo Terms and Conditions HELPDESK Ty 0800 161 101 www J Launch Download Kitomba com Teamviewer eamViewer Search Kitomba Online Activation Code 64 Help Desk If you need our help call the Help Desk on 0800 161 101 for New Zealand or 1800 161 101 for Australia and use these links to connect to one of our Help Desk team When you connect to the Help Desk Kitomba technicians will be able to see your screen move your mouse and talk you through whatever you need to know e Launch TeamViewer to enable the Help Desk to connect to your computer and remotely control your desktop e Download TeamViewer link if you haven t already got it using this link e Launch VNC is the old way to connect if you haven t got TeamViewer Clicking on the Launch VNC Option will show you a menu from which you can choose the Technician you are on the telephone to Help Desk kitomba Contact the Help Desk Team hours Monday Friday 8 30am 6pm ph 04 920 7636 tollfree 0800 161 101 email support kitomba com VNC Enable our technicians to see your screen and control your mouse Plea
96. ll automatically Confirm or Cancel that clients appointment on the Calendar tab Make sure your Appointment Confirmation Message reminds your clients that they can text back also reminding them what to text back with 1 In the Admin tab 2 Choose Message Templates click on the circle to drop the list of tem plates down then clicking on the mes sage template name you want to edit 3 Ensure that your template text matches the confirm and cancel text in your Preferences You only need to edit your short form message MESSAGE The Confirm Appointment screen In the top right hand panel you will see the list of appointments booked for the date s shown at the top left If you click on a name to highlight it you will see information appear in the bottom right panel including e Customer name e Customer contact details e Booking details e Last message sent e Customer s reply Ase n o de Message gt Reports Date navigation buttons mKopomtment contin Daa Bowie TOO PM ied abar Ka T i Booked Sort appointments by status Wed 9 Mar S00 PM WaLa Lucy g U Boae Show all appointments rose lt le S15 PM rieda Mar Back ie le All appointments e Unconfirmed appointments E SEEN AE ae pog booked for the e Cancelled appointments F __vncontmea o Theta Simpson SOOPMWed9Mar Lucy K 7 Mart33PM U Booked e Confirmed appointments 7 ea CS Sort appointm
97. mal Commission Usual setup O Escalating Commission Advanced This is an normal commission The specified commission rates are only applied to sales within each level below Click Add level to add a new level Enter that start of each level into the From box the To box is automatically worked out tor you Commission Levels are setin dollars O Commission Levels are setin number of units Commision Levels are set on a multiple of wages Fror To i Commission Add Level 500 00 Commissions are calculated using GST exclusive sales figures You change this setting in Preferences under the Admin Tab canca ADMIN MANAGE STAFF Advanced Commission Plan features You ll notice an option for Escalating Commission Once a target is reached the commission rate applies to all sales not just to sales above the target For example Target is 500 Commission is 10 If sales person achieves 550 they receive 10 on all 550 not just 50 The Target Based On drop down allows you to separate out targets and commission payments For example you could pay a staff person 10 on all their Retail if they break 1000 in Total Turnover retail services Assigning Commission Groups Now that you have setup your Commission Groups in order to use them you will need to put your staff into their correct Commission Group To do this 1 Select the staff member under Business Units and select the Commission tab 2
98. matically upload the messages for you If you use dial up to access the Internet Kitomba will tell you when you need to connect on the Upload Clock Admin Tab The password protected Admin Tab allows you to tailor Kitomba to suit your business You can record Reports Tab Help Tab The Report Tab provides you The Help tab gives you quick links with the ability to run a variety of to video guides mini guides and reports If the report that you want kitomba com isn t there let us know and we ll see what we can do Your preferences as to how to run Kitomba How you want to run your Kitomba Loyalty programme What promotional campaigns you want to run Which businesses or business units are using Kitomba Which staff work at each business unit The seniority of staff and the chargeable group they belong to How you want your messages to sound Who you want to target with your marketing campaigns What additional types of information you want to record for every customer and appointment Pull Down Menus File gt Connect Clicking on the Connect option will Connect your Kitomba to the Kitomba Servers allowing you to upload messages and backups to them Connect LoginvLogout F112 AutoMessage File gt Login Log out F12 End of GST Period The Login and Logout facilities allow you to unlock and lock secure parts of the Upload application Press the F12 key or click on the Padlock
99. mation so that you may stick pricing barcode labels onto products you have for sale Bar Code List This report prints out a copy of the barcode for all Services with an alpha numeric code Note you need to limit the number of letters used to three you can use lots of numbers This report gives you a complete list of all your services for quick bar code scanning at the time of sale Business Summary This report gives you a Summary of your business activity over a selected time period in terms of appointment types appointment status customer gender rebookings and total appointments If you are using Kitomba Dollars the overall totals include the Business Sales less the Kitomba Dollar discounts This provides a true idea of your business income Each individual staff persons sales figures are shown excluding Kitomba Dollar discounts so that you have the correct base for commission calculations if any To learn more or go to www kitomba com Cash Drawer Reconciliation This report provides a summary of the cash drawer session selected allowing you to balance your cash drawer Cash Till with the sales you have recorded in Kitomba Cash Drawer Transaction Summary This report provides you a detailed list of all transactions and payments for the date range supplied This report is commonly used when the cash drawer does not balance Cash Drawer Takings Report This report shows a breakdown of everything coming into and going out of the Cash
100. mba checks approximately every 30 seconds to see if messages need to be sent and then sends them If you want to manually upload messages connect to the Internet go to the File Menu and select Upload File gt Backup Kitomba will automatically backup your database everyday if you are connected to the Internet when you close Kitomba If you use a dial up connection you will be prompted at this time to be connected to the Internet While this backup is taking place the database is temporarily unavailable If you want to backup your data perhaps because you weren t connected to the Internet the last time Kitomba closed do the following Connect to the Internet go to the file menu select backup option and Kitomba will do the rest for you File gt Restore Database restore is usually run once automatically as part of the set up process 10 If we store another database on our servers you can retrieve it for use in your Kitomba by selecting the Restore option on the File menu File gt Quit Local backup The Kitomba Quit feature allows you to close the application without performing a backup to our servers You may wish to use this if you have recently backed up your data and want to close Kitomba quickly It will still create a backup but only to your own computer File gt Report The Kitomba export feature allows you to save any of your reports in a permanent format You can save reports as pdf or html files After running
101. me reports we recommend you run regularly Beginning of the day 1 Print off your day s client schedule There are two reports you can run to show a schedule for a selected staff member e Customer History by Staff will give you list of all your clients with scheduled appointments on the selected date A cover page is also printed to provide you with a summary of all your appointments e Customer History One Page shows you the same information as the previous report except in calendar format 2 Confirm appointments by checking the Messages tab to see who has auto confirmed their appointments by text or email For clients that need to be called run the Message List report End of the day O 3 Balance your cash drawer by running the Cash Drawer Reconciliation Wizard to balance If things don t balance run the Cash Drawer Transaction Summary Report 4 Check your cash position for the day by running the Cash Drawer Takings report This report will take into account any voucher sales and other non cash payment types so you know exactly where you stand 5 Fora full picture of your retail sales service sales rebooking rates and more you should run the Business Summary Report This report could also be run weekly End a week 6 If you ve set up star clients in your preferences you ll be able to run the star client report which will quickly show you how many clients your staff have in each star category You can also see a b
102. n percent ag 10 Tree reserve ton ae IY Price includes OST Sidia Cost emt GST WARMING This will adjust the prices costs of all items of the o selected type that aee contained within this category This praon is very diticudl io umd make more the inn PiUSiment and comhl Ape you ure you want to continue GB Limited edition black Gomes ghd EXAMPLE 2 Choose category action to apply in this case change prices Cenne JC posmen see JE easel I WANT TO SET MIN MAX LEVELS FOR THE RETAIL PRODUCTS IN THE CLEAR MOSITURE RANGE IN REDKEN Deactivated items appear as Ga goorra gray in the list GB Civar Most Inet Polish 14 Professional products have a plain tag icon EE Clear Moisture instar i ET Clear Moisture Mirit Ends EF ClearMoisture Shampoo Retail products have a dollar sign in the icon d Comer Externe WARMING This will update the masimumiminimumfonder lot levels of all tems ofthe selected type that are conkaired within this category Are vow gure vou wani bo contieue Set Max Min levels 53 Message lab Overview With the Kitomba Message tab you can e Confirm or cancel appointments when customers reply to text messages e Reply to text messages from customers e Check your incoming text messages e Check the last appointment message that was sent to a customer The Message tab layout has a set of navigation buttons dow
103. n the home page HM Home Templates Help Settings Logout k mail Template Name Email Subject Template name and enter template nace Please enter a subject email subject S20 0 F 8 7 U A Potty Foto F i j edtmode JJ kaj Editor options Enter email body panel ons Enter email content Save Send Tesi To Youmali Delete this message gt EEE Save delete and send email to a testing email address Preview window Templates Create Blank Template Vly Templates list Happy Birihday Free have webbe unig gn Sai Une ar it Ctedtoday On 441 Edtedtoday 04645 We Seni 89 ADMIN MANAGE MARKETING KMAIL To edit a kmail 1 Double click on the template name on the Home page list or from My Templates to bring up the Template Options pop up 2 To Edit the kmail click Edit to go to the kmail editor window 3 Make changes and click Save Template Options Soe cae ag co eer ay E THR PER ee PeH aF EEA WIJ PEL MI Duart ed eee ee ee ra TEE PS se eee ee ee Bere See P O les n i Template Options pop up To delete a kmail 1 Double click on the template name on the home page list or from My Templates to bring up the Template Options pop up 2 Click Delete you will be prompted are you sure you want to delete this template 3 Click either Cancel or Delete You can also delete a template from the kmail Editor screen see abo
104. n the left hand side sort messages by status and contact method To change which window you want to look at click on one of the three window options e Confirm appointments screen below e Inbox e Compose message k emb Fila Heip Calendar Cards Message Reports tel Appointment Confirm ant ointments ee ne n Date navigation App __AppiDate SnrSta Type ContactOate Status buttons so you can Wed 9 Mar David Bowie 200 PM Wied G Mar Kal a D Booked check other days and pote ars ice Band 3 00 PM Wed Mar Lucy a U Booked date ranges Today Holl Golightty 315 PM Wed a Mar Buck io UO Booked Daisy Fietd 415PMWedoMar Becca T D Booked Y Uncondrmed 6 Thelma Simpson 5 00 PM Wed bar Lucy me Twart 33PM Booked our messages __ Cancelled 0 Confined 0 Appts 6 Irec hache e Joan Jett i mob OF 123 45678 Message Services Send ecer Cut amp Blowave Womens at 4 00 PM with Amanda Booked details Last texvemail we sent Hi Joan your re booked in Kitomba Demo Salon Tue amp Mar 4pm text YES to confirm or CANCEL to cancel or call 0800 161101 To change which window want to look at click on one of the three window options TD semysor Upload Clock Nod required When you first visit the message tab you will be in the Confirm Appointments window Before you send new messages 5 UP Now your customers can reply to their te
105. nder EE Top Client a AE RE ST HP Valentines Day Long torn Hi FCUST_FIRSTE 0 Wedding Anniversary Lona form E xmas Message QUICK Fenner wee Got you booked in for an appointment FAPPT_DOATE_ TIMER with FAaPPT_STAFFE g J i an eg email Accept Web Booking e have you booked in for FALL_APPT_TYPES g T Ban User Edt Web Booking ook forward to seeing you then Patch Test Reminder ei Lapsed Client neers Use Template E Appointments F Massage Tab C Magic Marketing O Web Booking Where you want the ose template to be used Lipload Clack Mot required Upload succeeded GL Administrator It is important to write both a long form and a short form for each template Your customer will get the long form if they like to be contacted by email fax or post They will receive the short form if they prefer to be contacted via text message When writing a long form it also has the addition of a Subject Heading The subject heading will be what appears in the subject line of the email fax they receive You ll see all the templates you ve created appear on the left hand side of the screen If you ever want to view or edit a template select it in the left hand window by a single click and all of its details will display in the right hand window Expand fab You can also click the small symbol to the left of the message Bussin Linit templates Gl Message Tempe template heading to display or hide all the message templates
106. nformation depending who you re working with i e working with suppliers You can search by name phone number email address or a number of other parameters Give your clients one more reason to come back by creating a client loyalty programme that lets them earn Kitomba Dollars You decide how many dollars your clients can earn for every 100 they spend although we recommend starting low i e under 5 Sleep easy knowing your data is safe in the unlikely event of an emergency Kitomba automatically backs up your client data to its servers every time you close your Kitomba It also backs itself up to your hard drive every hour and with the press of a button you can back up to a USB memory stick i OVERVIEW Kitomba Overview No matter where you are in Kitomba some things will always be visible These are the drop down file and help menus in the top left hand corner the screen tabs and the upload clock bottom left hand corner In Kitomba sometimes a window will pop up e g when you create an appointment you will need to deal with the pop up appointment window before you can click on the main Kitomba window again Cards Tab The Cards Tab shows all of your customer supplier product and service records You can update customer records search by customer supplier and also view all previous and planned appointments for every customer You can group products into Message Tab categories update product and service pricing
107. ng Chemica Concession Charges T ck a Ho of Concessions Price Remove rule gt Ga Tanning td Fa E After Serica Blow Wave EE Blowave E Cut Bioware Mans 0 Upload Clock Not required pln nae A TREE le To Create Concession Charge click to create one or multiple concession charges add the number of concessions and the price NOTE You still need to give the service a standard price under Pricing Info 47 CARDS Concession purchase 1 Search for or create the client record and create a new Invoice 2 Search for the concession item in the Description list and Commit the invoice 3 Once you have committed the invoice click on the customer head icon to jump to the Customer card screen and you will see in the Customers Details Account Tab that the concession details are present Selling a Concession Card When your customer comes in to purchase a concession card there are frequently two situations you may see e A customer purchasing a concession card e Oracustomer purchasing a concession card and using a concession or trip at the same time See below Customer s Invoice Phone any e Business Unit Hair amp BeautyByDesign 7 Address Status commited Era iz Customer Austin Powers si Powers Document No Invisss OoOO O Clear mere _search_ Date a 7 Hide Deactivated Click on the
108. ng on it with your mouse If you are using the Loyalty programme please refer to the Loyalty section see page 105 for how to redeem K 2 Discounting After you have listed all products and services being billed you can apply any relevant discounts Discounts can be applied to any individual item or to the whole invoice bill 3 Payments To enter the payment window either use the Enter key or mouse click into the payment window Select the pay ment method being used and key in the amount received It is possible to have more than one type of payment The F2 but ton will also pull up the list of available payment options You can use your Preference settings on the Admin tab to default in the payment type and amount f you are using the Loyalty programme please refer to the Loyalty section page 105 for how to redeem K 4 Commit To finish the transaction amp open the cash drawer click the Commit button Committing the invoice both saves the transaction and adds it to the total of all your financials Note you can correct errors add new payments comments or add a sales person after an Invoice has been committed 5 Printing To print a receipt either click the Print button on the Invoice or select the print option under the File menu r i k Ee it pp of ntm eni Appointment Invoice Customer s Invoice Business Unit KitombaDema Address i Status and shortcuts Customer Sustomer 38 140 Wakefela Steet Document No oan elli
109. ngton withing the KS Avaliable 0 00 Date Invoice window Editing Tips Reference S100 Cut amp Biowave SENES 68 50 S104 Foils Quarter Head 64 50 Click or press 743877 Color Extend Rich Defend 250ml 47 00 F2 to search and add additional items Designated Sales Person Lucy i Sub Total a comment pate Pamen viscous C C promo 10 0 on Cut amp Blowave ene promo 10 0 on Foils Quarter Head a Total 1 66 70 Comments change Given includes any discounts you have added History C Delete Appt Ned add cients commi Print Select payment Complete Sale method here and open cash drawer 20 Adding Clients to an invoice To add a client to this Invoice click the Add client button This will show you a pop up window which will allow you to choose one or more uninvoiced clients from today which you can Invoice in the same billing screen custome KS Available 0 00 Editing Tips x 5100 Cut amp Blowawe 69 50 x S104 Foils Quarter Head 64 50 10 743077 Color Extend Rich Defend 250ml 47 00 Designated Sales Person Lucy Te Payments Sub Total Soar Ea Of Feb11EnPos 166 70 Dept OUR mE C Includes GST 15 of 21 74 promo 10 0 on Cut amp Blowave L L m promo 10 0 on Foils Quarter Head Total Payments Total 1 66 70 Change Given 0 00 eman O7 Feb ii Team 1 4 E E Cina Add Clients When you click the Add selected customers to bill button yo
110. omer you select Is this what you wish to do Ifyou would only like to transfer selected Invoices etc please click Retum to Kitomba go to that particular Invoice and click Transfer on that Ifyou want to Transfer all Invoices Appointments and Records please click Continue with Transfer Continue with Transfer Retum to Kitamba It is a good idea to transfer the client with the least amount of information to the client with the most available details This will give you a Customer Search box where you can e Search for the correct customer e Select their name e Then click on the Transfer Now button Deactivating unnecessary client after transfer Once you have checked that the correct details are all on one client name you can then select the customer record that is no longer required and deactivate the unnecessary client record to avoid any further confusion in the future 2 CARDS To display a customers appointments To display a customer s appointments first find the customer in the search window and double click on the customer s name to show hide appointments or click once on the circle symbol next to the customers name F k Ki omba cos i Fil Help Fist Name Tw C Orme Mate Last Hame coa Age Group E Accents Reminders Reformed By a aoia Customer Bintidaytddtmeny F Accenls Promos Preferred Staff Birth vear OC Loyalty Member A kek yA Hide Bercial Search F
111. on the bottom right hand Sync corner of Kitomba then enter your user name and password and click the Login Hot Backup button Restore Export File gt AutoMessage Marketing Setup Wizard Quit Local backup CLICK T Every time you click Save on an Marketing Message Kitomba identifies and I generates messages that meet the criteria you have set Everyday Kitomba s in tenort Save as HTML built AutoMessage routine scans for new messages that match your criteria for all Marketing Messages you ve saved and then generates them In this way messages associated with all your Marketing Message campaigns are identified generated and subsequently sent save as PDF VIDEOS If you want to manually run the AutoMessage routine that identifies and generates messages that meet your criteria pull down the File Menu top left hand corner and select the AutoMessage option and Kitomba will ensure all your Marketing Messages are identified and generated If you update your message template and want to see the affect on your Marketing Message campaign run AutoMessage from the File Menu File gt End of GST Period The End of GST Period routine associates all committed Invoices and Credit Notes with dates that match the date range you enter Example if you are on a two monthly GST cycle you enter the dates for the two months concerned File gt Upload Kitomba will automatically upload messages if you are connected to the Internet Kito
112. ook Preference choose whether all services will stay with the main staff member or you prefer one click to book in a colour with one person and cut with another e Lock down non working time this prevents making appointments in non working time e Colour Based Appointment Status you can either use the appointment book calendar with different types of appointments shown in different colours and the appointment status shown with an icon or all types of appointments are shown in a colour that indicates their status e Full colour appointments if not using Colour Based Appointment Status tick to make appointments a single solid colour If this is not ticked the notes area of the appointment will appear a lighter colour e Auto expand Service List will show an expanded service list in an appointment screen e Calendar Interval allows you to select the interval on your calendar requires Kitomba to be restarted to take effect e Calendar Refresh e Suppress Move Appointment confirmation pop up e Always grey out completed appointments e Notes on Appointment e Prompt for patch test Ok Kemba i Administration E Business Units EJ Message Template E Lists EJ Magit Marketing Gj Commission Groug Security Groups Amiputes Payment Types Hj Hardware cv N Referral Types iS Cash Drawer Sess W Loyalty oO Discounts Jf Capability p Fieasone Ea Rotas Default Female Appoin
113. ories for ALL customers in your database this will be slow for large databases Customer History One Page Report This report lets you see a full appointment calendar for a staff person and a history report for the client on the same one page 61 REPORTS Customer List This report provides a list of all your customers Customer Retention This report provides a list of all clients who have been in to see you over a selected time period the default date range is between five and six weeks ago but who have not yet re booked or returned These customers are potentially at risk of taking their business elsewhere You can of course modify the default dates We recommend running this report once a week Customer Spend This report provides details of top spending customers Spend is calculated over the period shown below Customer Statistics This report provides a range of customer statistics including total customers and number of customers seen recently Customer Transaction History This report displays a list of all invoices and their current payment status for a customer If both name fields are set to blank the report won t produce any data Customers New This report provides a list of all new customers over the time period selected We suggest following up with these new customers to convert them into repeat customers Customers New Customer Form This report provides a form which can be used to collect new customer information
114. ou will not be able to click this button unless you have first chosen a supplier from the left To create a new order for a supplier click the Create Order button O located at the top right hand corner of your screen You will not be able to click this button unless you have first chosen a supplier from the left Upload Clock Not required 32 Create a Supplier 2 To create a Supplier click the Create Supplier Icon on the Cards tab and fill in their details as you would for a new customer and click Save when finished The Create Supplier button has an icon that looks like a box on it Ordering new Stock O To order stock select the Supplier you wish to order from and click Create Order icon which looks like a green O in the Create menu There are two ways to generate an order Either Create Order Automatically which requires setting up a list of products or Create Order Manually Create Order Manually 1 Select a Supplier and click the Create Order button and the Supplier s Order window will pop up To order manually just click on the Create Order Manually at the bottom of the window 3 The window closes and you are taken to Supplier s Order screen You can now search add remove stock items in the same way as you would for making a customer invoice by clicking in the Description field 4 Once you have created the order click Commit and the Order will appear under that suppliers name in the Search list as
115. oucher is sold at a different price to the face value of the voucher Ike Collect Voucher nurnt i In the Collect Voucher Number window you will see an option to tick where it says Voucher is sold at a different price to the face value of the voucher Voucher Voucher Number We recommend that this box stay un ticked as this is only to be used Voucher Price in cases where the voucher purchase price is discounted but the redeeming value isn t Voucher Value Expiry Date blank for no expiry For example Recipient s First name e Staff purchasing gift vouchers for family and receive a 20 discount So they buy a 60 Voucher but only pay 40 for this e When the staffs family member comes to redeem the voucher Notes Staff member discounted they will redeem it for services valued at 60 pucher for farnity Recipient s Last name E Voucher is sold at a different price to the face value of the voucher Voucher face value 43 CARDS Working with Services Overview Use the Services tab to create edit and search services and make changes across a category with category actions categories being either products services and vouchers Kitomba always comes with the products services and suppliers that you specified pre loaded as well as a standard voucher But from time to time you may want to add a new product range or introduce a new service or create a specific voucher You may also want to edit current categories
116. ould normally click with your mouse and a text character is underlined You can use the Alt key in combination with that character to activate that button for example Alt lt Activates the Prev button in the appointment dialogue Alt S Save Push the Alt and S keys together to save an appointment Alt M_ Push the Alt and M keys to make a sale Alt A Adds a new service to an appointment Use the Tab key to move forward to the next field For example on the customer card when the cursor is in the First Name field it will jump to the Last Name field Use the Shift Tab to move backwards to the previous field e g from Last Name to First Name Use the spacebar instead of a mouse click For example if you tab down to the search button in Kitomba you can push the Spacebar key on your keyboard the wide one near the bottom of the keyboard to execute the search instead of clicking with a mouse Cancel on appointment dialogue Copy You can use the Ctrl and C keys pushed together to copy text Cut Ctrl X is like copy but it cuts the text you have selected so it is removed from that place You may then paste it to a new place Paste Push the Ctrl and V keys together to paste text you have on the copied cut into a new place 108 Ukitomba 2
117. p Vouchers by using the search feature les Loea at the top left of your screen or you can browse your Products amp Vouchers _ Hide Deactivated GJ Search Results Products D Senices A To create a new retail product click the Create Retail Product button 9 vouchers located at the top right hand corner of your screen a To create a new professional product click the Create Professional Product button located at the top right hand corner of your screen m To create a new voucher click the Create Voucher button located at the top right hand corner of your screen a To create a new category click the Create Category button located at the top right hand corner of your screen Go Security is OFF Upload Clock Not required 36 Products Search for a Product Service or Voucher To search for a product service or voucher use the search facility on the left hand window the same as you would if searching for a customer on the Calendar tab Type in the first letters of the product service or voucher s name and click Search You don t have to type in the complete name the search facility will find all items that begin with the letter s you type in You can also search by entering Code Type Category Supplier or Supplier Code You can change how you search by using the three drop down menus in the search area and selecting which of the above you want to search by Create a Profess
118. p from your account the date willl be advised Ar iA Cancel purchase 91 ADMIN MANAGE MARKETING KMAIL Using the kmail editor The kmail editor has 2 modes Basic and Advanced The main difference is Advanced lets you insert tables and also edit the HTML code directly this is especially useful if you have a template a designer has already made for you in another application Insert Image and upload images Insert Kitomba Attributes S08 F B 7 U ae Ax Fontfemly Fonte J JE lestmode Basic Edit Haiam a mode EE _ l Insert predefined template content these are extra templates to get you started EditMode Fontfamiy Fonts B 7 U 4x E SSE Advanced j amp E LbLevso Edit mode Meaz 818009 HTML Source Editor Insert Table Insert edit image To Insert an image 1 Click in the space you want the image to appear 2 Click on the Tree icon to bring up the Insert Edit Image pop up window 3 Give an Image Description 4 Click the icon to the right of Image URL field to go to the Image Manager window Select image from list or upload a new im age using the Upload button in the top right to bring up the Upload pop up window 5 Use Browse to locate the file to upload and click Upload The new image will be displayed in the Image Manager 6 Select Image to use If the image looks stretched or squashed in any way this may be because the image Dimensions in the Insert
119. reakdown of the types of stars within each staff member s client base This is a great tool for understanding how your staff are progressing and where they may need extra support 7 Stocktake regularly to keep a tight hold on your stock levels and monitor for unusual variations Run and print the Stock Take report and check actual stock amounts against expected and adjust any variations on Kitomba Having a good stock manage ment process reduces waste and can have a hugely positive impact on your cashflow 8 Fora full picture of your retail sales service sales rebooking rates and more you should run the Business Summary Report Customer Retention Thursday 27 January 2011 to Wednesday 2 Feb 2011 Keeenba Dera Satan Potter Harry Mi yinda H m E Hogenarts Than Highlands Visits 1 visi W Semiland HE Da 222 Pee Rominders Yeg E Prenants Pref contact Cail Mie Last Visit Details 2m1 100 AM ikar Cul Chiki 11 17 Yra secondary school students Band Alice Mi he 333 a H F Visits 5 visits 7 i Reminders Yeu E alicegband net a Report example Promos bid Pref contaci Txt Last Viet Dotais ie Snr Jonathan Cul Bkwave JO Fler 11 45 PM Debhas kiragro Filan 11 200 Phi Debbie Fois and Base Colour shor Med length hak Bob Sponge Me O27 ddd ad Piranha F Bikira Bonam iii The Goif cf bimdzo Visite 1 val a He Da sid ae Romindera Yig E Promos Pref contact Txt Last Wisi Datails ZF ete 5 30 PM Debbie Unavadaben
120. rences Ne Referral Types Ga cashOrawersess state S WG Loyalty Discounts Postcode ooo nee ff Capability Country New Zealand _ Reasons ca Rotas Ly CG Upload Clock Mot required Street 138 Wakefield Street ADMIN MANAGE STAFF Manage Staff Wages and Commissions Kitomba can help you with calculating how much money to pay your staff Kitomba will record your staff members hourly rates their commission plan and calculate sales commissions and commission plans for your staff Commission Groups and Commission Plans will make your commission agents calculations a breeze for your payroll staff by giving them a report generated by Kitomba which is accurate as to what has been recorded on the computer including all of the figures along with a breakdown of how the figures were obtained Key steps to setup Kitomba Commission and Wages Set Hourly Rates Set Commission Groups Set Plans Within a Group Assign Staff to a group IP oy gt Run Reports Setting up hourly wage rates You can set up and use the wages without using the commission settings To set up staff wages 1 Under Business Units choose Staff Person you added in the previous step and go to the Commission tab to view the wages section 2 Set their seniority level and speed 3 Set the Hourly Rate this is the figure Kitomba will use when calculating their wages 4 You can also set whether the staff person works set
121. rmall Upload succeeded ear bit security Groups E kitomba Demo Salon AI Bridget Jones Group Name Kai Cobain Description Lucy Woodward Buck Springfield Becca Davidham Internal Stat Member MOTE A tick in a checkbox indicates that this Security Group has access to this function EJ Message Templates m u gpu C Calendar amp Appointments E n eas Allow Appointment Delete g A Commission Groups Allow Audit of Appointments oO Security Groups Allow Creation of Past Appointments C amp All Groups Allow Staff Timetable Overrides on Calendar g G Restricted G Administrator O iwoicing amp Can change the price of a Service A Attributes Can change the price of a Product A aa r Can change the price of a Youcher ra P Pr A EER Can apply an overall discount to an invoice g Referral Types Can apply a manual discount to an invoice gO Cash Drawer Session Can commit an unclassified item 0O EB Loyalty Allow Low level Committed Invoice editing eg add newitems C l G Discounts Allow High level Committed Invoice editing eg pricing g Fi Capability Can delete a committed invoice O Reasons Allow Re Commit and Cti O to manually open Cash Drawer cj Rotas Allow Creation of Invoices for Future Appointments T Can apply a manual reason to a petty cash invoice O Allow reopening of old cashdraw sessions 0O 80 Create security group There are many options you can select to
122. rs e Time to send how long before or after to send appointment reminders e Send Msgs at the time you normally send out an appointment reminder e Use Preferred Contact tick this box if you wish to use the customers preferred contact method when sending them an appointment reminder e Confirm text the word you want people to text with to confirm appointments and that automatically confirms appointments in calendar e Cancel text the word you want people to text with to cancel appointments e Don t create message when time to send has passed e Suppress No Messages confirmation pop up e Require Web Booking response e Disable Web Booking response on Accept e Use Preferred Contact for Web Booking responses 99 ADMIN CONFIGURE YOUR KITOMBA Calendar e Default Female Appointment type the most frequently used appointment type for women e Default Male Appointment type the most frequently used appointment type for men e Default Business Unit the business unit you make most appointments for e Sign off invoiced appt as completed if you tick this then when you invoice the appointment the status will be set as completed e Prompt for rebookings tick if you want a prompt to rebook when committing appointment invoices e Rebook Rules you can choose which services are automatically rebooked when you click the rebook client button Choose from All Services or Only First Service e Move and Reb
123. rthdays anniversaries or other special occasions that you choose Campaign Marketing is used for one off communications such as monthly newsletters Christmas and Mother s Day promotions and more Wow your clients with the details you remember about them Client cards make it easy for you to keep track of contact details their history and services you ve provided them You can even record how they like their coffee and the things you talked about during their visit for future reference Know what sells and what doesn t create stock orders easily manage your suppliers and stocktake with Kitomba s stock management features These include the Stock Take report Stock Turnover report Stock Value report and Auto Ordering amongst other stock features Easily track when and who has an appointment with you manage updates cancellations and more in Kitomba s calendar It s easy to set and adjust your product and service pricing create invoices credit notes orders and quotations Regular reporting of key financial and business metrics will provide the intel you need to run an efficient and profitable business Popular reports include the Business Summary report Cash Draw Reconciliation wizard Stock Turnover report Star Clients report and more these reports will give your business eyes Find what you re looking for in an instant with the search function in the Cards tab You can search for client supplier product and service i
124. s listed in the third drop down in the customer cards search field see opposite Don t Show on customer history print outs You could apply this to sensitive details you don t want printed out Trigger Alerts Does this attribute cause an alert 5 Click Save when finished The new attribute will appear in the appropriate attributes list in the left hand side Move Up and Move Down Buttons allow you to rearrange the attributes into the order you want to see them displayed 97 ADMIN CONFIGURE YOUR KITOMBA Records Records are a collection of several attributes An example would be recording evidences from apprentices To create a record 1 Click on Records in the Admin tab and click Create in the top right fp 2 Name of the record e g Apprentice Evidences a Gl Magic Marketing a eerste peronea 3 Click Add Attribute and name it e g Service performed Gil Commission Groups es Gd Security Groups Tipe fee 4 Add Data Type os Uses saute a 2 5 Select how to use the Attribute if applicable save i earan Senne 6 Click Create to add more attributes into the record and Save in this B omea evens customer searches LJ example time taken text field and signed off check box and notes j A time takan on this service text area have been added so apprentices and man E aa agers can review past work To fill in a record ik Kitomba a 1 Go to the Edit Appointment Calendar
125. s of the same product eg a customer pays up front for 5 units of a product but can claim 6 over a period of time This is another way to create loyalty from your customers 38 Vouchers Vouchers can be tracked or un tracked Tracked vouchers allow you to keep a record of all transactions with a particular voucher If you choose to make a voucher un tracked Kitomba will not retain any details about the Voucher when it is sold It is not ideal to sell Vouchers with a Casual Customer as you cannot record any purchaser details this way By selling a Voucher to a Client in your database you can record details about the purchaser This is useful in the case of Vouchers being lost or stolen so you can verify that it was purchased and who by Create Voucher To create a voucher oT SO NS Select Create Voucher icon from the Cards tab Enter the name of the voucher By default Kitomba already has some generic vouchers already added Enter the Category select Voucher Enter a Code this will help you find the voucher later Enter the price details and an expiry date if necessary To make a tracked voucher check the Use Tracking Numbers box To generate the tracking numbers automatically check the Auto Generate Voucher No check box To make an untracked voucher don t tick either box Click the Save button The new voucher will now be added to the list on the left under Vouchers Mame J retary Upload Chock i Not require
126. s Promos Preferred Staf lt io Vaiue gt gt z Bith Year C Loyalty Member _ Contact Details Mobile Phone 447 275 35808 Email kitonbag imagicpulse com Fax 044732686 Work Phone 4920 7636 ext i pw _ Home Phone Preferred Contact wed Upload Clock Not required 23 CARDS Working with Customers k Komba fie Help Calendar lt Cards Message Reports Help 7 Admin Gg customersearch E P ei e a ame Ee H Working with Customers Ema This view is where you can work with your Customers i m You can search for specific Customers by using the search feature ra al ihe top left of your screen or you can browse your Customers Create customer G e Daoa a To create a new customer click the Create Customer button up at the top right hand Comer of your Screen To create a new invoice for a customer click the Create invoice button I located at the top right hand comer of your screen YOu will not be able to click this bution Undess you Nave first chosen a customer from the left To create a new credit note for a customer click the Create Credit NoteRefunc button c located at the top right hand comer of your screen YOu wil not be able to click this button UNbeSss you Nave first Chosen a customer from the lem To create a new payment for a customer click the Create Payment but
127. se select a Kitomba Technician to connect to Darryl Bruce C Matt James Ben Connect with TeamViewer Simon Emma Connect with VNC choose a Technician to connect to Close Tools IP address This may be handy if you are running remote Kitomba s or talking to the Help Desk Activation code To upgrade your Kitomba you can enter an activation code Contact the Kitomba Help Desk to learn of the features and benefits of moving to the next level Send us a Backup Backup to remote servers Click the Send Us a Backup button to send a backup of your Kitomba as it currently stands you ll successi then get a pop up window with the message to let you know if the backup was successful or not 65 ADMIN Admin Tab Customising Kitomba The Admin screen allows you tailor Kitomba to suit your business e Manage Staff Record details about your staff manage commissions timetables rotas staff access rights Security and wages and staff skills See page 68 e Manage Marketing Store lists generated from reports message templates to sent to customers and create marketing campaigns See page 82 e Configure your Kitomba Record details about your salon s manage payment types hardware discounts loyalty and set preferences for specific areas of Kitomba See page 96 The Admin tab is organised into files much like the organisation in the search panel of the cards tab Click on the a title to crea
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129. see there are two check boxes one called Accepts Reminders and the other called Accepts Promos Use these to record whether your customer will accept reminder and promotional material you may wish to send them 24 Customer information validation To check what information you are recording when setting up your new customers go to the Admin tab click on Preferences from the left hand menu Select the Client Card tab and tick what you require as a minimum amount of information for Kitomba Administration Se Gj Business Units Preferences e E Message Templates cl gq Lists S E Magic Marketing a Commission Groups Client Card S EJ Security Groups Client Card preferences allow you bo select what details must be recorded on a client card to ensure the a Attributes Client Card is complete Mote it becomes dificull to save a Client Card ifthe detalls you fick as being 2 gJ Payment Types required below are not available Pref g Hardware Referral Types a iS Cash Drawer Session Atelephone number is required Ea IGP Loyalty 1 Email address is required Discounts a i J Capability Show Business Field y Reasons Show Business fleldonClientcard 0 Rotas Once this information has been saved all new clients will have a minimum amount of information required before being able to make them a new client If you enter all the required information Kitomba will prompt you to add the m
130. set leave for staff without changing their timetables Leave Dates are inclusive Upload Clock Not required Calendar Okitomba Tue 10 May Start date ii New Leave Entry d Sato WI Always Retains Commission Security Commission 14 44 am W Leave tab Leave pop up window Enter start end dates and reason for leave In the calendar screen the leave is displayed for those dates ADMIN MANAGE STAFF security amp Kitomba has a flexible Security system which allows you to control who has access to the various areas of your Kitomba You can e Run Kitomba with security turned off e Run Kitomba in Restricted User mode control and customize what access rights a restricted user has e Use Security Groups that give selected staff a different set of permissions Each Staff person is assigned a PIN or password to access particular parts of Kitomba e Still log in as Administrator with full rights to all areas of Kitomba including the ability to change the rights for other staff Turning security On Off The first step to using security it is deciding to turn it on or off 1 Click on Preferences and select the Security tab 2 Then by ticking the checkbox to Turn Security On if you want security on There are two other options that you can also set in the same section which are e Login as Restricted User with no password
131. sidswrtsscunsanbyniisesanweidusssosheuiiesnatsduesuddeiaiens 87 Repor on a marketing COMDGIQN cisiccisisinnsnanisustdusniitin utusemuannbiawieaetininsdatuadndctiuanedaive 87 Marketing ideas naaannnaannaonnnssnnnsannnnnnnnnnnsnnnnsnnnssrennnrrnnnrnsnnrsnrrrsernssnrnnnnrennresnnne 87 HOM Al PEE E E E A A E T E E E 88 TO CICS AIAN EE banner E E EE S 89 TOS FIA a a E E E 90 To delete a kMall ssssrstimitordinarrsirrn renei erani senior NATEN ENERE REEERE AE ENEA 90 TO COD IN a E E E E EE E A 90 FOU OO OS a EE E EE AE E ae ee eee 91 Using the kmail editof cess ts ia teasdcadteid cence tenian atid saabieh ornadvaicedbasnaaanieasiniDhaaapseseut enced tenbadtents 92 WAST COTE GIA cased tae eee riir iner ain cence EEE EEE EE OAE EEA EEA OEE EEE 92 aa 9e EE 9 OEN EE E AE AE AEA E E NT E 93 kmail Reporting seereis a aa aa iaa 94 Configure your Kitomba s ssssnsnnnnsnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 96 PCCP USS sorana E 96 To croato an FIC teste spd rie AE ia EEE bt 97 POC ONS oera a E E E E E E E E A 98 Famen 1 DCS en E E E 98 AONE a a N E E A AE sebieneane onto 98 PRCTCVON CCS sarine EE E EEE EE 99 AO a E E E E E A E tat dates 99 Appointment messages ccsccccceeccsescnsescssusensecssenenacsensusensusssauessuaesausessusesenseses 99 CADO eeo ee ae AE E EE A eo 100 ace ge E E A E E EEEE E zee 101 V o E E E E T N E A EE 101 RDO eera a e I E PO O T E E 101 Se e EAEE ee A E E E E eee eee 102 O EE E E E EE E 103 EI I EE ESA
132. st report During the day 3 Check the Message tab for text message responses from customers To see their responses select the Confirm Appointments button on the bottom left of the Messages tab Their response is displayed in the Client s Reply column Check your emails as we ll send all your customer Kitomba email replies to your nominated email address Update your customer cards when you see each client to make sure you have their correct contact details especially mobile and email This information is important it s how you contact your clients End of the day 6 Balance your cash drawer by running the Cash Drawer Reconciliation Wizard to balance If things don t balance run the Cash Drawer Transaction Summary Report Check your cash position for the day by running the Cash Drawer Takings report This report will take into account any voucher sales and other non cash payment types so you know exactly where you stand For a full picture of your retail sales service sales rebooking rates and more you should run the Business Summary Report This report could also be run weekly Once a week 9 10 cle If you ve set up Star Clients in your preferences you ll be able to run the Star Client report which will quickly show you how many clients your staff have in each star category You can also see a breakdown of the types of stars within each staff member s client base This is a great tool for understanding
133. svecasaciencvidiad deveieeesdi tbeeeedeavactuveevetedeexcees 29 Creating a Credit Note refund sansscatesscagicas vatmaetnsSentenstn cee bondeasmateestahseuseetnseecaest 29 Creating a Customer Payment psssscccessexeredence gendestesxaetdepecameaten siinicbnendeviaeecesteoees 29 Creating a Customer Quote cccccssseeccccsecceesseseceeseeeecsesseecesseeeesssseeecessaeeeeeeas 30 Creating a Customer Order genre eee mene eee nner eee eee eet me er ee eee 30 Removing a committed invoice from a customers file cccccceccccseeeceeneeeseeeenes 30 PTI CoS tsi a sees tn estes sa tts a nls es sain se a peste eect een 31 Working with Sd PS scarce Secs seve cg cee sees 32 0 51 N eee ee nen A cere ane ee ee er eee eee 32 Create a SUD ON OP spaces cocenecenteasanasoaatadnnn teased ctowneecte Se toanehsaaensaaeeaseierienwtaunecoseces 33 Ordering new Stock treo sieninsesisccicnnatienteh idoadiemscelenaneattioadieteimendadestensateidsiesecantienbontent 33 Create Order Manually cusctteseunsiebiseadtiennitecctdanen EENE bE pi ierni 33 Create Order Automatically ssrrsissrorsidisisiiesrsrneienrnr innari neira 33 Receiving Stock from a SUPPIIOCL ccccccecccccecccesnecesceeeecseeeesaeesessueeesauseessnssesaes 34 To manually receipt stock from a SUPPIIOs cccccccseeeccsseecceeecsseescesnesessnssensees 35 Returning Stock to a Supplier Creating a Credit NOt ccccssccccessseeeeeneees 35 Checking Out Stock for Internal Use sicscsnscesuccstecs
134. taff purchases add a mark up here Allowing Staff Sales Staff person icon vs a Customer person icon You can now allow staff to purchase products from you at a cost price and you can also add a percentage mark up dodas bridget a frost bridgette R Mackinby Bridget Moore Bridgette e In the Security amp Commission tab tick the Allow staff purchases box and add your Cost plus amount e To sell to members of staff go to the Cards tab search for staff person Staff have a different face icon to customers so you can identify them easily they have shades on e Sell the product as you normally would and Kitomba will work out correct price for you cost 5 for instance 72 Running the Wages Summary Report el 5 Once you have checked the hours are correct click Go to run the report Select Wages Summary report from the left menu Source Documents Stalements Customer Account Summary Stalements Individual Customer Staf Wilisation Stock Auto Order Stock Ordering Stock Item Trace Stock Movement Summary Stock Statistics Noucher Statistics Voucher Trace Report Vouchers Outstanding Report A breakdown of working hours and ommissions for staff people Start Date 15 Mar 11 j End Date 15 Mar 11 nE Staff Person Credit Services to Mode Show 0 Commissions Calculate Upload Clock Not required Select date who and what to report on de
135. tails here and click Export to confirm hours worked In the Reports Tab find the Wages Summary Report Select start and end date for report and other details Choose to calculate Wages only Commissions only or both Wages amp Commission Report Tuesday 15 Mar 2011 to Tuesday 15 Mar 2011 Kitomba Demo Salon Retail 10 paid on All Retail Sales hom All Retail 452 01 excl GST Retail 10 commission 46 26 Semice 25 over 00 paid on All Semice Sales fiom All Semice P46 22 exol GST La Semice 25 over S00 commission 111 30 Commissions Total 150 57 Wager 9600 6 0 hour 1 0 16 00 per how Wages Total 96 00 Biidget Total 255 57 Kat Commission Group gt Juniors Commissions Junior Retail paid on All Retail Target i bated on All Retail Sales of 204 35 Sales fom All Retail 304 365 excl GST Junior Retail commission 4505 Commissions Total 45 05 Wages 62 40 5 0 hour 1 0 12 50 par hour Wage Total 52 50 ETETE rI m Serer Kat Total 108 15 Created Tue 15 March 2011 1ofz camz 13 nI When you execute the report the Confirm Hours window will ask you to confirm the hours your staff have worked You can edit the hours at this time to allow for sickness late finishing or starting etc For example this report has been run for 1 day This report is calculating wages and commissions Bridget is in the Seniors commission group
136. te a new item The list of items that have been created are listed under the folder it relates to File Help Calendar lt gt Cards lt Message Help NA Admin Administration Business Units Business Unit a B Kitornba Demo Salon EJ Message Templates r amp ney In this area you record Create a new item g Clients seen in the last 12 mo i A Everyone Business name contact details and opening hours MA Customer Retention 10 03 20 E Magic Marketing staff details names contact details seniority imetables secunty and commission U Birthday aS test G Commission Groups DESIGNERS ES Designer mutiple of wages 7 E Senior Example List of created items within a folder OE Janet EJ Security Groups i All Groups Restricted Administrator ra Manager EJ Attributes Gf Payment Types S Hardware 4 Preferences 5 Reterral Types iS Cash Drawer Session KG Loyalty Discounts Capability Reasons Expand and collapse with the circle as you would in the search menus in the Cards Tab Upload Clock Wot required 66 MW Business Units amp Probably the first thing you ll do in the Admin tab is to set up your Business Unit your salon or salons and staff details Kitomba allows you to run multiple business units each with their own staff and appointment books Each business unit has access to the same customer database An example of
137. th a single click the Category in the left hand window to which the service should belong 2 Select Create Retail Product button 3 Enter the name of the product You can also change between professional retail and voucher on this screen using the Type drop down 4 Enter the Code of the product either scan the products bar code into the Code field or type in the code 5 Assign a supplier and set the Min amp Max levels for ordering purposes These are the minimum and maximum amounts you want on your salon s shelves 6 Add the Price and the Standard Cost price Retail Products will show the Price the margins in and are automatically calculated based on the price cost to customer and the standard cost cost to you that you enter 7 Click the Save button The new retail product will now be added to the list on the left a Fie ma Search Results Products b D Redken spiato S n i Upload Clack Mol required Calegary Redken Description Funky hair gunk Code 557587 Mtematecod C O O O e Supplier Details Supplier PiushRest Min Level Supplier Code MaxLevel O Stockon Hand 0 0 Order lot m Price Details Price intl GST Margin in ene GST ca This hem has special Commission rules Standard Cost excl GST lers oa Margin as GST Code Sanaan Creale Concession Change You can create concessions for repeated sale
138. the left hand side window Type in the first letters of the customer s name and click Search You don t have to type in the complete customer name the search facility will find all names that begin with the letter s you type in You ll see a list of the search results displayed Select the customer by highlighting the customer with the cursor If a large number of customers are displayed you may want to type in more letters of the customers name If you type in more letters click the search button again to commence the new search Alternatively use the blue scroll bar to scroll down to find the customer concerned Fae Calendar Cards 3 12pm OB Customer Search a HAK Create I C P Q O Customer S I __ raetname ip Ofemue wat cc a ene A z kc e wo raat E accoste Reminders ee ciar _ sean Reta ovecusoner_ himnas Beeson Search Results Prefemred Statt Bith Year 9 Blogs Jo Becca E __ Ml Loyalty Member 0g 091 2313139123 Fax Work Phone Home Phoma Prefered Contact lt No values w x Upload Clock Nol required la Security is OFF 26 To Deactivate Reactivate a Customer When a customer becomes inactive you believe you have not done much business with them over recent times and or you are unlikely to do future business with them in the future you can deactivate their file To do this click the Deactivate button in
139. tion 2 Leaves the invoice history with a zero balance and no purchase made Using the Cards Tab go into the Invoice Discount the entire Invoice with 100 discount Delete the payment made Re Commit the Invoice Put a note into the Comments as to why the Invoice is Zero ae oe a a Option 3 Removes the invoice completely from Kitomba 1 Using the Cards Tab go into the Invoice 2 Discount the entire Invoice with 100 discount 3 Re Commit the Invoice 4 Press the Delete button on the Invoice 30 Hh 5 Petty Cash 1 Click the Petty Cash icon Red cash box icon 2 Enter the details of the petty cash You ll need to add a description of the purchased item to the Comment box and cash amount then click Save The petty cash transactions are recorded as a Payment and saved under Petty Cash in the Customer Search window along with the previous transactions kl Kitomba Demo Money taken from till a a Petty Cash Money retumed to till tant Payment eee Total patty cash used le og Screen i Search Results Petty Cash mime Patty Cash Reason Coffee records 37 Apr 11 5 00 ofee ip 31 Jan 09 42 00 Upload Clock Not required To report on Petty Cash transactions go to the reports tab and click on the Petty Cash Report See Reports tab page 59 gt 31 CARDS Working with Suppliers Overview Use the Suppliers tab to create and edit suppliers record suppliers invoices stoc
140. tomba reports The Kitomba logo on the top of your Kitomba reports can be replaced with a custom logo of your choice To do this you will need your own logo in suitable format see below and save it as C Program Files Kitomba report_logo gif overwrite the existing file Logo Format e Format gif This means that the logo will support transparency if you want to make some parts of the logo see through e Maximum size 80x45 pixels that is 80 pixels wide and 45 pixels high or 1 1 x 0 625 inches or 2 8 x 1 6cm Once you restart Kitomba you should now see the new logo at the top of all your reports 60 Available reports Appts Double Bookings This report shows a list of all appointments that have been double booked in the future Appts Future Appointments This report shows a list of all future appointments for a staff person customer or equipment resource NOTE Staff person will be ignored if report is run for a customer Appts Uninvoiced Appointments This report shows a list of all appointments made from the specified start period to today that have not yet been invoiced AutoMessage List This report allows you to look at messages associated with selected or all of your AutoMessage campaigns NOTE The AutoMessage report allows you to look at past messages as well as messages that are due to be sent in the next 7 days Bar Codes and Bar Codes Large This report prints out a copy of the barcode label with pricing infor
141. ton P located at the top right hand comer of your screen You will not be able to click this button unless you have first chosen a customer from the left To create a new quote for a customer click the Create Quote button located at the top right hand comer of your screen You will not be able to click this button unkess you have first chosen a customer from the left To create a new order for a customer click the Create Order button O located at the top right hand comer of your screen YOu will not be able to click this bution Undess you have first chosen a customer from the left Upload Clock Not required Security is OFF To begin working with your customers click on the Working with Customers icon from here you see a breakdown of things you may want to do Create a Customer Click the Create Customer button at the top right side of the Customer screen Enter the name and other details of the customer Next enter the contact details for the customer To enter the customer s address details click the tab with Address on it You will see the address tab appear The Customer User Fields tab is accessed in the same way Click the tab and you will toggle to that tab You ll recall these are fields you have decided should be available for use with any customer If you have information you d like to record against this customer in these fields enter it now 6 Click the Save button ae eS YS You ll
142. ttributes Com Port r EI Payrnert Types E Hardware a oscan M Fes Artes Oria 2 Preferences U Reteral Types Field Separator Ei 98 Wi Preferences Preferences allow you to customise Kitomba to best suit your business so Kitomba will automatically select the option that is most frequently used by you The Preference screen is broken into sections Fie Help Calendar 9 Cards 1 Message Reports Hep AI Admin Admin 2 51 pm Ie Aaministration mm Gj Administration i Admin Praverances Lg Pina Template e Appointment Messages S gi Lists Do Star Clients to p Gil Magic Marketi n es Calendar ClientCard Calendar Bd Commission Groug ppoinment Mecsas aema nemecan E Se G Telephone Area Code e Client Card i co Invoicing Perec M Reporting YeP Soare a Referral Types P Security J cash Drawer Sess Display Notifications e Star Clients 1 Loyalty Q Discounts e Stock _ Capability e Wages o Reasons Rotas Admin Preferences Upload Clock Mot mesquired Upload succeeded Admin e Area code the telephone area code that applies to the majority of your clients e Hide Deactivated Items on Admin Tab a way to shorten your lists in the admin tab Appointment messages e Default Message Type the message type you as a business would like to use most often for appointment confirmations e Template the message template you use most often for appointment reminde
143. ttributes can been seen in the Customer card file by going to the Cards tab Coast wine at r i rrp sa Ceen Appointment Attributes can been seen in the Calendar screen the customer Edit Appointment window you can also see the customer attributes in the same window Appointment attributes ivan Jet T not amp Biva W Double click on an appointment E i in the calendar screen to view Edit Appointment pop up window 96 na a aa sie x 9 4 53 pm Message Reports Heip 7 Admin Attribute 1 Administration G pI Business Units Ge D Message Temalates E Lists Magic Marketing g Gf Commission Groups G Security Groups Customer Attributes fr Gd Attrioutes gt Gi Customer oN Wielrome Pack A Occupation A Recall Date Name Caines Nene Data Type Text l Ugg ihis atribuie ak a Template Parameter O How do you want to Lise this attribute in use the attribute tuslormer Searches Lj Dont show on customer history printouts oO Titk here bo allow this airibuie fo Bigger aleng f Recall Reason AY DrinkeCottee f AJ Preferred Appt dayiti Ay Red Flag i m A Colour Glini ay Cormienenks A RereiedEy A Archived History f H A Heard bouts A archived History Appointment Attributes G Gl Appowntment mA New Qustomer m AY Notes 4 Colour Notes AY From Web Booking L A
144. two business units on Kitomba might be a hair salon and beauty salon operating in the same premises Kitomba can also have business units that are in different premises This allows you to centralise some business functions such as telephoning customers It also allows you to access your Kitomba system without having to be in your business practice To learn more about these types of applications give the Help Desk team a call To add a Business Unit 1 Click on Business Units and Create in the top right 2 Fill in Business details and click save On the Calendar tab you will be able to view the appointment book for each business unit you have saved To add Staff 3 Under Add Resource choose Staff Person and click Add to bring up the Staff Person window 4 Add Staff name contact and address details and click Save You ll now see the new staff member listed under the business unit We ll go into more detail with Staff Timetables Security Wages and Commissions in just a minute lt Cards Message 1 Admin Administration g Business Units Business Unit Name Kitomba Demo Salon Description GST Number esrPreterencs fe CS Payment Terms al l Payment Info stel Hours 9 00 AM til 9 00 Pm E Magic Marketing Address ContactDetails Business Leave Business Overtime Commission Group gt EJ Security Groups a Attributes Payment Types GremertTwes Hl caus Ze Profo
145. u are happy with it e Getting someone who didn t write or create the message template to proof it for you k Kitemba File Help _ 2Cards Messages Reports Help Admin P e A Message Template E Message Templat ET Appt Reminde Api Template Name New client welcome ET Appt Reminde EP Campaign R inset Parameter T Kitomba FT Colour Follow T Happy Birthas LP Havent Seen 1i fo Mothers Day Short form g aia attributes TI Newsletter T Promotion r T Recall ge5L3 r y FCUST_FIELD Recall Reasor vfext email Cali Me amp Post messages P Thank You i Subject Heading kitomba Demo Salon revamped EP Top Client Long form j CUST_FIRSTE ust a short message to let you know we ve revamped our salon We d love it it you popped in to have a look To celebrate we re giving 10 off all retail sold this week ook forward to seeing you here al Kitomba Demo Salon Cheers gt Gol Everyday Marketing RNa Damo Salon Taam Campaign Marketi e Commission Grou Use Template Te Massage Tab EJ Security Groups Ge EJ Altributes Sarees o Upload Clock Not required 83 ADMIN MANAGE MARKETING Marketing This is where you send out your text messages and email messages and where you control marketing from Kitomba Firstly decide these things e Is it an everyday or campaign e Who will you send it to e What will be the message e When will you send
146. up Search and Add customer Search and select your customer using the Customer Search fields on the left Okitomba Mon 7 Feb Kitomba Demo Salon x Po First Name Tie Phone corm E tastname Maecwun Tz E accepts R So Ps rereaer Binay Saccepisr baag l Pretenedsiat eano vamer CR customer Ktomba Demo eae 7 275 35608 losszo reas et a Prefered Contact re e resa J a Click next and the Appointment Services box will appear Categories E Foil apemaneearct text Search Recent Services Recent Services Foils Full Head All Services m All Services metal Chemical Services Cut amp Style Extensions Ol Minimum Foils Hair Ups makeup Specific Category sm Misc Services Perm Permanent Colour _ New Services to add to this Appointment och wsos Straightening Chemica Cut amp Blowave Tasks Foils Quarter Head Suggested Service ojos su Toners Treatments Adding a service From here you have three options e Select a service from Recent Services booked by that customer e Select a service from a specific category e Select a service from a list of All Services Once you have chosen the first service you will see that it now comes up under New Services to add to this Appointment You can now choose another service in the same way as the first or you can pick t
147. ur Invoice will show the added customer and they will be Invoiced when you click Commit Preparing an Invoice You can now prepare invoices for your clients This is great for when you have a client waiting in reception for their appointment and they want to add products to their final bill There are two ways in which you can do this from the Calendar Screen 1 Either right click on the appointment and select Prep Sale or double click on the appointment to bring up the Appointment Window and select Prep Sale at the bottom right The Prep Sale Invoice window will open Add products or services to the invoice then click on Save 3 When you re ready to complete the sale you can right mouse click on the appointment and select Complete Sale CALENDAR Customer s Invoice Business Lirak Kilomba Dema Salon Customer pme id Soarch eem a amn sa G Pide Garcia Editing Tips Code F610 Cut amp Blowawe W rng TITT A Son Shampoo incudes CBT 15 of F O7 Fee11 Cash Damien O7 Feb41 Temmi 1 mA E E EE a On Account Putting money on a customers account If a client wants to credit their account with money while they are paying for their current service you can do this in the Invoice screen by putting the total amount they wish to give you into the Payments box in addition to what they owe you today Customer s Invoice 1 In this Invoice it says Change Given as a
148. ut three messages per page It has been designed for postal type messages but can be used for any message type This report works very well with an A4 sheet that is perforated into three postcard size messages Product Service List This report displays a list of all products and services This includes professional retail services and vouchers Deactivated products are not displayed Sales Daily Sheets This report provides details of all sales made by a staff person for the defined period Sales Invoice List This report provides details of all invoices and credit notes for the day Security Log Report This report provides some basic event details of logged security related events This is not a detailed security log 62 Service Statistics Report This report provides details of stock items sold for the supplied date range Sales by Month and Type This report provides the total sales of Tax Invoices less Credit Notes for each month To group by month and product category use the Sales by Month and Category report to group by month and staff person use the Sales by Month and Staff Person report Sales by Staff Person and Category The total sales of Tax Invoices less Credit Notes for the defined date range Grouped by staff member and category Sales by Staff Person Graph Breaks down sales by staff person into a bar graph Source Documents This report allows you to select a source document Invoice etc that match either the
149. ve image To copy a kmail Double click on the template name on the home page list or from My Templates to bring up the Template Options pop up Click Copy you will be prompted to enter a new name for the template Enter new template name pes Click Copy the new copy will open up in the kmail editor make any changes and Save Name Copied template 90 Premium templates Premium templates look good and the words sound good They re all pre tested to ensure they display correctly within the most popular email programs your clients use Microsoft Outlook Hotmail Yahoo and gmail Plus all images provided within each template are fully licensed for promotional email use What s more they should be a fraction of the cost of anything created by an external design agency We ve done the hard work to make your marketing easy and once you ve purchased a template you can update change and send it as many times as you want To use a premium Template 1 2 3 Click on Templates and Library Templates to show all the pre prepared email templates Click on a template to purchase a larger preview pop up will give the options to cancel or purchase Click purchase to go to the Template Order Confirmation pop up window once you click purchase from here you will be invoiced and the fee will be directly debited from your account The kmail will then open up in the kmail editor for you to adjust and Save Once saved it will be stored under
150. xt messages and you can read and reply to them through your Kitomba Message tab When customers send you a reply from their Appointment Reminder Text Message you can set Kitomba up to automatically confirm or cancel their appointment on your calendar based on the words they reply with When they reply all text they reply with will appear in Kitomba in these places 1 In the message tab Confirm Appointments Screen 2 In the message tab Inbox Screen 3 On the appointment on the Calendar Screen Setting reply text preferences Tk Gtomba l OOO Administration E Business Units D Message Templates en GF Lists i Security Star Clients EI Magic Marketing Admin Appointment Messages Calendar Clier amp Commission Groups EJ Security Groups Default lt 3 Txt x 5 Attributes a Paani a Template Appt Reminder A Preferences Time to Send Day before F Referral Types Sy Ea Cash Drawer Send Msgs at Ep Loyalty ae o chee Use Prefered Contact E capability Confirm text yes m Reasons E Rotas Cancel text cancel Dont create message when time to send has p Pal Suppress No messages confirmation pop up g Require Web Booking response m Disable Web Booking response on Accept O Use Preferred Contact for Web Booking responses o Editing the Confirmation Message templates CE Kitenb keko meai o Calendar _ Cards Message Sf He
151. y be assigned to one commission group To setup your Commission Groups 1 Select Commission Groups from the Admin tab 2 Click on the Create button 3 Name the Commission Group and add a description if required and Save The new group is now listed by its name under Commission Groups in the left panel Calendar Message pEi Bridget J 5 Commission Groups Sate nals Senior S Commission Group name Description ncludes retail and servite Any details about this Commission Group you wish to record Delete Selected Plan Edit Selected Plan Create Plan To add edit and change plans within this group cd Security Groups z E Payment Types Save Delete and Cancel this 24 Preferences Delete Entire Group Save group i Security is OFF MALI Na cars Setting up Commission Plans Commission plans are e The detail of what your staff commissions are calculated on e Sales targets e Where commission percentage dollar details are set Once you have setup your commission group you can now create some Commission Plans for your staff Each commission group can have multiple commission plans A group can for example have a commission plan for services and a commission plan for retail 69 ADMIN MANAGE STAFF To create a plan Click Create Plan this will open a the Commission Plan pop up window Name the Commission Plan Choose what to pay commission on for example only retail will generat

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