Updates

The new video tutorial series

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

#ScaleUp!

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

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

4. How to Create a Reservation from Ovatu on Vimeo.

Tags to display 'Customer Request Type'

App(s) Updated:

Web App, iOS& Android 


What does it do:

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

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


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


What does it look like:




Find out more:

How do I create a new Reservation?

Square integration now supports online payments!

App(s) Updated:

Web App 


What does it do:

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


What you need to know:

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


Why is this good:

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


What does it look like:


Find out more:

How do I connect my Square account?

How do I take deposits and payments online?

Drag & Drop Breaks ARE HERE!

App(s) Updated:

Web App, iOS (Version 5.4.3) & Android


What does it do:

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


What you need to know:

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

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

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


Why is this good:

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




Find out more:

How do I move a Break?

Change Customer on a Reservation, Sale or Pass (Now available on iOS)

App(s) Updated:

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


What does it do:

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

 

What you need to know:

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


Why is this good:

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


What does it look like:





Find out more:

How do I change the Customer on a Reservation?

How do I edit the details of a Sale?

How do I view/edit my Customers' Passes?


What's the big deal about Health Checks? ๐Ÿ˜†

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


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


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



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


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


Contacting us sooner rather than later stops small issues potentially becoming big problems ๐Ÿ˜‰


Change Customer on a Reservation, Sale or Pass

App(s) Updated:

Web App


What does it do:

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

 

What you need to know:

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


Why is this good:

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


What does it look like:




Find out more:

How do I change the Customer on a Reservation?

How do I edit the details of a Sale?

How do I view/edit my Customers' Passes?

Single Customer Email & SMS Improvements

App(s) Updated:

Web App


What does it do:

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

 

What you need to know:

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


Why is this good:

It's simple, with less steps and makes contacting an individual customer quicker and easier โ˜บ๏ธ 


What does it look like:


Find out more:

How do I send an SMS to one Customer?

How do I send an email to one Customer?

Update to Gift Card Purchasing

App(s) Updated:

Online Booking


What does it do:

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

 

What you need to know:

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


Why is this good:

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


What does it look like:


Welcome Amy

Weโ€™re super excited to introduce Amy to you, as Ovatuโ€™s newest Customer Success Specialist!

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

 

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


1. What is your most useless talent?

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


2. Where is the most interesting place youโ€™ve been?

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


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

the grand scheme of things?

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


 Welcome Amy!

Change Employees on Timetabled Reservations

App(s) Updated:

Web App


What does it do:

You can now change the Employee for a Timetabled Reservation

 

What you need to know:

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


Why is this good:

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


What does it look like:


Find out more:

How do I edit a (timetable) Class Reservation?

Vouchers - Multi Service Mode

App(s) Updated:

Web app, Mini-Site & iOS app


What does it do:

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


What you need to know:

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

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


Why is this good:

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


What does it look like:


Find out more:

How do I add a new Voucher?

Customer & Reservation Notes

App(s) Updated:

Web App


What does it do:

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

 

What you need to know:

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


Why is this good:

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


What does it look like:


Find out more:

How do I add Notes to a Customer File?

How do I add Notes to a Reservation?

Exporting Customer Reviews

App(s) Updated:

Web App


What does it do:

You can now export all your customer reviews at once.

 

What you need to know:

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

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


Why is this good:

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


What does it look like:


Find out more:

How do I enable and manage customer reviews?

Square Integration

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

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

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


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

Next in line for integration, by popular demand is the SumUp Card Reader. Stay tuned.... ๐Ÿ’ช

App(s) Updated:

Web App, iOS & Android

Now available in the Apple App Store & Google Play Store


What does it do:

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


What you need to know:

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


Why is this good:

More colours give you more flexibility to differentiate appointments on your Bookings screen. They look funky too ๐Ÿ˜Š๐Ÿ˜Š๐Ÿ˜Š


What does it look like:


Email a Customer a Copy of Their Form

App(s) Updated:

Web App


What does it do:

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

 

What you need to know:

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

 

Why is this good:

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


What does it look like:


Find out more:

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

Updating Customer Marketing Preferences

App(s) Updated:

Web App


What does it do:

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

 

What you need to know:

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


Why is this good:

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


What does it look like:


Find out more:

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

Re-opening a Locked Form

App(s) Updated:

Web App, iOS & Android 


What does it do:

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

 

What you need to know:

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


    Why is this good:

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


    What does it look like:


    Find out more:

    How do I re-open a locked Form?

    Consent Checkbox within a Form

    App(s) Updated:

    Web App, iOS & Android 


    What does it do:

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

     

    What you need to know:

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


    Why is this good:

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


    What does it look like:


    Find out more:

    How do I create a new Form?

    Full Customer Deletion

    App(s) Updated:

    Web App


    What does it do:

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

     

    What you need to know:

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

     

    Why is this good:

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


    What does it look like:


    Find out more:

    How do I delete a customer?

    How to I restore and archived customer?

    Full Customer Export

    App(s) Updated:

    Web App


    What does it do:

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

     

    What you need to know:

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

     

    Why is this good:

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


    What does it look like:


     


    Find out more:

    How do I export a Customer file?

    Customer Consent Checkboxes

    App(s) Updated:

    Web App (iOS & Android coming very soon)


    What does it do:

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

     

    What you need to know:

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


    Why is this good:

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


    What does it look like:




    Find out more:

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

    How can Ovatu help my business comply with the GDPR?

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


    Articles 7, 8 & 9 - Consent   

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


    Article 15 โ€“ Access & Article 20 โ€“ Data Portability 

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


    Articles 16 โ€“ Rectification 

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


    Articles 17 - Erasure 

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

    Customer Time Mode

    App(s) Updated:

    Web App


    What does it do:

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

     

    What you need to know:

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

     

    Why is this good:

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


    What does it look like:


    Find out more:

    What is 'Processing' and 'Finishing' Time?

    Pass Payment Tags

    App(s) Updated:

    Web app

     

    What does it do:

    When a reservation is paid for with a pass, the โ€˜Paidโ€™ tag on the reservation on the Bookings page, has been replaced with a โ€˜Passโ€™ tag.

     

    What you need to know:

    • this will be released in the iOS app soon

     

    Why is this good:

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


     What does it look like:

    Emoji's in SMS

    App(s) Updated:

    Web app

     

    What does it do:

    Emojis are now fully supported in all incoming (replies) and outgoing SMS messages, including marketing and reminder SMSs. ๐Ÿ˜Š

     

    What you need to know:

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

     

    Why is this good:

    Emojis are becoming more and more popular and are a great way to insert some fun into your messages ๐Ÿพ๐ŸŽ†๐Ÿ’ƒ๐Ÿป


    What does it look like:

    ๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜๐Ÿ˜

    Duplicating Services & Products

    App(s) Updated:

    Web app

     

    What does it do:

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

     

    What you need to know:

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

     

    Why is this good:

    Saves time when adding multiples of similar Services & Products


    What does it look like:


    Find out more:

    How do I duplicate a Service?

    How do I duplicate a Product?

    Cost Column in Sales Reports

    App(s) Updated:

    Web app

     

    What does it do:

    The Sales report now includes a โ€˜Costโ€™ column. This column provides the total cost of the Services provided for the filter criteria chosen.

     

    What you need to know:

    • This is the โ€˜Cost Priceโ€™ for each service, as added to the Service by the customer, multiplied by the number of services provided
    • This is not intended to replace a dedicated accounting system

     

    Why is this good:

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


    What does it look like: