Setup

1. Chart of Accounts (if varying from default)

2. Venues - with related rooms

3. Staff

4. Staff Roster Patterns by venue

5. Staff Renter Patterns by venue

6. Certificates

7. Link certificates to staff with level (if pricing by level)

8. Link certificates to rooms (where specific equipment is required)

9. Product Categories (for products and services)

10. Services

    1. link certificates ( and prices by level if pricing by level)

    2. Bulk purchase prices

    3. Service Bundles and related pricing

11. Surveys

    1. Link Surveys to Services that trigger them

    2. Indicate if only if no visit in 12 months or only initial visit

12. Stock location/s

13. Suppliers

14. Stocked items with pricing, min max by warehouse etc

15. Customers

16. Setup credit card gateway/s for Online and POS

17. Create rosters (using roster patterns)

18. Grant Staff Access (with associated roles)

19. Turn on customer online ordering

Migrating from Kitomba

Customers that want to migrate from the Kitomba system now have an easier path

Kitomba will provide (for a price) an export of limited data from their system. One of the revealing impacts is that customer documents (surveys) are stored in PDF form only.

Migration involves

1. Venue and room setups - no data provided

   1. Kitomba do not provide a master here - instead each room needs to have external ID added

2. Staff Setup

   1. StaffID column to be added to our system (External Reference)

3. Product Categories (not provided separately)

4. Services (two tabs)

   1. Useful data > ID (External ref), Code, Name, Description, Duration, Price, Category, category tree, Requires room

   2. Will require manual mapping to certificates and pricing by seniority

5. Packages

   1. These are a combination of “Bulk Buys” and “Bundles” in our system

   2. Packages do not have a unique ID provided

   3. Ideally manually create

6. Product Suppliers > no separate tab > create as found in product import

7. Products

   1. Useful data > barcode, name, description, retail price, cost, product category, min, max level, supplier code and name, Parent (Brand), Parent 2 (Range), Type (attribute)

   2. Stock levels > import to stock count screen once products created

8. Customers

   1. Key = Client ID

   2. Useful data> Fname, Lname, phone numbers, sex, address, accepts promotions

   3. Customer notes TAB > Customer id, date, notes (not linked to appointment)

   4. Purchases TAB > Customer id, date, notes of overall purchases in text only

9. Customer account balances

   1. Customer ID, current account balance (no detail)

10. Customer Attributes

    1. Will require (1) create attribute field and (2) import attribute if required in system

11. Customer Caution Alert

    1. Client ID, notes (put in Watchlist comments)

12. Customer Concessions (effectively pre-purchased services, no provided start date or qty used)

    1. Service ID, Qty, price, Expiry # months, ID

13. Customer Concession Cards (effectively bulk purchases or bundles paid for in advance)

    1. Client ID, Qty remaining, Purchase date, expiry date, service ID, initial qty

14. Customer Loyalty

    1. Customer ID, Loyalty Points

15. Customer online deposits

    1. Client ID, Appointment ID, Amount

16. Vouchers

    1. Voucher ID, Client ID, Date, Expiry, initial $, remaining $, Comments

17. Appointments

    1. Keys > Customer ID, Staff ID, Service ID, Date, Start time, duration, Room, Appointment id (external ref)