REV23 Desktop COVID-19 Update

What a strange couple of months it has been. Above all, we hope everyone is healthy, which is the most important thing.

Coming back to the studio is likely going to be stressful as you try to manage all of the new policies and procedures, as well as rescheduling a large number of appointments. We’re hoping to provide a little relief in that area with a new feature we’ve tinkered around with to solve a couple of challenges in REV23 Desktop.

For most people, the inclination to reschedule an appointment is to just drag and drop it to its new timeslot. Sure this works but there are a few critical things that make this approach less than optimal.

• Once an email or text appointment confirmation has been sent for an appointment, it won’t be sent again.
• You lose valuable data by not tracking how many reschedules have occurred. By just moving the appointment, your analytics will never take into account that an appointment was rescheduled.
• Sometimes a client does not know when they want to reschedule for, therefor it becomes floating with no way to track it.

REV23 Desktop 18.1.9 includes a new feature that aimed to solve all of these issues which should help your flow for post coronavirus rescheduling and beyond.

How does this feature work?

1. Locate the appointment and right-click it.

2. Select “Reschedule” from the menu. Depending on if your filter is set to ‘Scheduled Appointments’ or ‘All Appointments’, the appointment may disappear. It’s still there, but its status has been set to ‘Rescheduled’

The appointment now goes to a "Rescheduling Queue" for lack of a better word. You now go about rescheduling it in a couple of ways. The choice is up to you.

3. Use the Find Opening tool which will locate a slot. Use the new ‘Reschedule’ button next to the 'Search For' (duration) editor to locate an appointment that needs to be rescheduled and set the parameters properly. Find the new spot and select ‘Book It’ and the appointment will be recreated in the new slot.

OR

4. Find a time slot manually like you normally would, and when you right click, select ‘New Rescheduled Appointment’ in the popup menu. This shows appointments that need rescheduled that will fit in the selected time slot (or you can choose to show everything). Once selected, the appointment will be recreated in the new slot. When the appointment is recreated, we’re essentially doing a glorified copy-and-paste. Deposits, notes and attachments all move forward to the new appointment (they’re no longer associated with the old ‘orphaned’ appointment), and appointment confirmations are reset, allowing them to be sent again.

We hope this new feature streamlines your rescheduling process as you begin to re-open and are inundated with calls and emails. Please let us know what you think and share any feedback on how you think this new feature could be improved!

We will also use this blog post to address some frequently asked questions regarding REV23 and this time.

COVID-19 FAQ

Q: Can clients sign their release form from their phone or tablet out of the studio?

A: No. As always, clients must sign the secured signature pad. Besides being a legal grey area, release forms have always needed to be signed in person, and a physical ID check performed. In the long run this does not seem like a huge concern. If someone is in your studio getting tattooed for hours, signing the signature pad won't make much of a difference. Lysol wipe the pen when they're done, and you should be good to go. DO NOT SPRAY LYSOL DIRECTLY ON THE SIGNATURE PAD! REV23 X, our upcoming mobile app will be able to support such a scenario with ease, though I'm still not sure if it will be added because of the aforementioned grey area.

Beyond that though, its recommended you read REV23: A Decade of Tattoo Studio Software Part 4 - Road to Mobile for background information on why REV23 Desktop cannot suddenly support this feature.