The Settings section allows you to configure Timewise. As an administrator, you can use the Settings section to set the defaults across the system, override the value of a field in a location, and more. As a location manager, you can use the Settings section, to configure the system in the locations in which you're a manager. The following table describes the subsections of the Settings section:


ItemSubsectionDescription
1Company ProfileWhen your Timewise account was set up, the owner provided a company name, primary and secondary phone numbers, and the address of your website. When you access this subsection, the system pre-fills all these fields, but you can update them.
2Locations

Administrators can create, remove, and update locations. Some settings can be overridden on a per-location basis. Use this subsection to manage your locations.

3Store HoursWhen an administrator creates a location, Timewise assigns a default schedule to that location. Use this subsection to customize the working hours for each location, designate days of the week as non-working days, and specify dates for holidays.
4Online BookingUse this subsection to enable or disable online booking and specify if customers are allowed to select staff.
5RoomsTo allow your customers to book appointments or schedule classes, you must set up at least one room. Use this subsection to manage your rooms.
6ServicesA service is an item that you offer as an appointment. To help you organize your services, Timewise groups services by categories, and also allows you to specify whether a service is a parent or an add-on service. For example, your parent services may include "Haircut" and your add-on services may include "Shampoo" or "Color". Use this subsection to manage your services.
7Classes

A class is a service that a staff member offers to more than one student. For example, you can offer a cycling class every Monday and Wednesday at 11 am. The teacher is always there, but students can come to the classes that fit their schedules. To help you organize your classes, Timewise groups them by type.  Use this subsection to manage your classes.

8ProductsUse this subsection to manage products and update your inventory.
9StaffUse this section to manage your users.
10RolesRoles specify how users access parts of the system. For example, if you are a yoga instructor, you are allowed to modify your own schedule but not the schedules of other users, whereas a manager can modify the schedules of all users. Timewise provides four built-in permissions: owner, admin, location manager, and staff. Besides these, you can define custom roles to provide your staff members access to various functionalities.
11MembershipsMembership plans require your customers to pay a recurring fee that entitles them to specific benefits. Each membership plan has a specific start and end date, and you can indicate the benefits that you want to offer. For example, a membership plan can give a 10% discount on the original cost of a specific service such as haircutting. Use this section to manage your memberships.
12PackagesYou can use packages to bundle multiple services or classes into a single package and discount the total price. For example, you can create a package that includes a body scrub and an aromatherapy massage. Use this section to manage your packages.
13Discounts

The discounts feature allows you to:

  • Target either members or non-members.
  • Offer discounts based on several criteria such as the booking date
  • Specify the services, packages, classes, memberships, and products to which Timewise applies the discount
  • Specify the number of times customers can use a discount code
  • For services, specify that the discount is valid only if customers book the service within a specified set of dates.
  • Indicate whether customers can use the discount with other discounts or not.

Use this section to manage your discounts.

14RewardsThe rewards feature allows you to set up a loyalty program that rewards your customers with loyalty points they can redeem. You can customize the number of points customers earn for each action or purchase and specify different values for members and non-members. For example, members can earn 100 points for booking an appointment online, and non-members can earn 20 points. Use this section to manage your rewards.
15Payment Methods

A payment method defines how customers pay you. Timewise supports the following payment methods:

  • Credit card
  • Cash
  • Store credit
Use this section to configure your payment methods.
16TaxesUse this section to set up taxes for products, services, classes, memberships, and packages.
17WaiversA waiver is a mechanism through which customers agree to your policies. Use this section to manage your waivers.
18PoliciesUse this section tospecify the policies that your customers see in the booking application. You can define separate policies for services, classes, packages, memberships, and products.
19Customer NotificationsUse this section to set up notifications that remind both your staff and customers of their appointments and classes.
20SubscriptionTimewise is available with two pricing options, Small Sized and Medium and Large Sized, which offer features for different types of companies. By default, when you create a Timewise account, it'll be set to Small Sized. Use this section to change the pricing tier.
21BillingUse this section to manage your payment methods.


NOTE:
Administrators have access to all subsections, but location managers and staff members may not see every subsection, depending on the role or the privileges that are assigned to them.

Navigation Components

The following illustration shows the Company Settings section and the primary navigation components:

Legend:

  1. Sidebar: The sidebar lists all the subsections, organized into groups. Select an item to open the related subsection. The current subsection is highlighted in blue.
  2. Filter: In the Filter box, type a keyword or phrase, and the system will display only the items that match your keyword or phrase.
  3. Main body: This example shows the Company Settings subsection.


Layout

The layout of the Settings section is comprised of subsections, entities, and records. The following chapters describe each of these elements.


Subsections

A subsection provides access to all the functionalities you need to manage a specific feature. For some subsections, the system displays a separate sidebar that allows you to create a new record or search existing records:

Entities, Records, and Fields

An entity represents a specific type of data such as a waiver. Each entity consists of a series of records. For example, for the waiver entity, each record describes one waiver, and each record is comprised of several fields such as the name of that waiver:



Open the Company Settings Section

Note that you must be an administrator to open the Company Settings section.

  1. Sign in to Timewise as an administrator.
  2. Open the Company Settings section:


Open the Settings Section

  1. Sign in to Timewise as a manager or staff member
  2. Open the sidebar by selecting the four dots icon at the top left corner of the screen:
  3. Make sure that the location for which you want to manage its settings is selected. If not, use the dropdown to select it. In the following example, the Kiwee Thai location is selected:
  4. In the left sidebar, select Settings:


Create an Record


  1. Open the Settings or the Company Settings section.
  2. Choose a subsection.
  3. Select the Create New button.
  4. Populate all the required fields.
  5. To save your changes, select the Apply Changes button.


Remove an Record

  1. Open the Settings or the Company Settings section.
  2. Choose a subsection.
  3. Find the record you wish to remove.
  4. Select the Remove button.
  5. In the modal, select the Remove button.

Update the Global Value of a Field

NOTE:
You must be an admin to perform these steps.
  1. Open the Company Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to update.
  3. Enter the desired value for the field that you wish to update. Note that, once you modify the value, the system displays the Discard and Apply Changes buttons.
  4. Select the Apply Changes button located at the bottom right corner of the screen.


Override the Value of a Field in a Location

When the system displays a cog icon next to a field, that field can have both a global and a local value. Follow the steps in this section to update the value of a field in a location.

Depending on your role, the following sections describe how to override the value of a field in a location.


For Admins

  1. Open the Company Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to update.
  3. Select the cog icon located next to the field you wish to override:
  4.  In the modal, go to the location where you want to override the value and enter the desired value:
    Note the following about this example screenshot:
    - Once you modify the value, the system displays the Discard and Apply Changes buttons.
    - A revert icon is being displayed next to the Terms and Conditions label. This allows you to reset to the global value. See the Reset to the Global Value of a Field section for details.
  5. Close the modal and then select the Apply Changes button:


For Location Managers

  1. Open the Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to update.
  3. Enter the desired value:
    Note the following about this example screenshot:
    - Once you modify the value, the system displays the Discard and Apply Changes buttons.
    - A revert icon is being displayed next to the Terms and Conditions label. This allows you to reset to the global value. See the Reset to the Global Value of a Field section for details.
  4. Select the Apply Changes button.


Reset to the Global Value of a Field in a Location

When the system displays a revert icon next to a field, that field can have both a global and a local value, and the global value was overridden in the current location.

Depending on your role, the following sections describe how to reset to the global value of a field in a location.


For Admins

  1. Open the Company Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to update.
  3. Select the cog icon next to the field you wish to reset:
  4. In the modal, go to the location where you want to reset the value of your field, and then select the revert icon:
    Note that, once you select the revert icon, the system displays the Apply Changes and Discard buttons.
  5. Close the modal and then select the Apply Changes button:


For Location Managers

  1. Open the Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to update.
  3. Select the cog icon next to the field you wish to reset:
  4. Select the Apply Changes button.

Open a Location to Manage its Settings

NOTE:
You must be an admin to perform these steps.
  1. Open the Settings section. See the Open the Settings Section page for details.
  2. Find the location where you want to manage the settings, and then select the eye icon at the far right of the row:
  3. Update the settings of your location.
  4. When you've finished, select the Apply Changes button.


Enable or Disable a Feature Across the System

NOTE:
You must be an admin to perform this action.

Some features can be enabled or disabled across the system. When so, the system displays a Disable or Enable button at the top right corner of the screen. The following example screenshot shows how you can enable or disable the online booking feature:


Enable or Disable a Feature or an Record in a Location

Some features and records can be disabled or enabled on a per-location basis. When so, in the Locations section, administrators will see a toggle at the left of the row, and location managers will see a drop-down at the top right corner of the screen.

Depending on your role, the following sections describe how to enable or disable a feature or an item in a location.


For Admins

  1. Open the Company Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to enable or disable.
  3. Find the location where you want to enable or disable this feature or record, and then use the toggle at the left of the row to disable it:
    Note that, once you turn this toggle on or off, the system displays the Apply Changes and Discard buttons.
  4. Select the Apply Changes button.


For Location Managers

  1. Open the Company Settings section. See the Open the Settings Section page for details.
  2. Find the subsection or the record you wish to enable or disable.
  3. Use the dropdown at the top right corner of the screen to enable or disable this feature or record:

    Note that, once you select Enable or Disable, the system displays the Apply Changes and Discard buttons.
  4. Select the Apply Changes button.


Dealing with Errors

In the Settings section, you can encounter the following types of errors:

  • Required fields are missing
  • Fields containing invalid values
  • Record does not exist

This section provides suggestions for how you can fix these errors.


Required Fields Are Missing

Symptom: The system highlights a field in red. The Apply Changes and Discard buttons are not be visible.


Cause: You left the value of a required field empty.
Resolution: To solve this issue, make sure you populate all the required fields and then select the Apply Changes button.


NOTE:
The required fields are marked with a blue asterisk:



Fields Containing Invalid Values

Symptom: A field is highlighted in red and marked with a triangle. The Apply Changes and Discard buttons are not be visible.

Cause: You entered an invalid value. In this example screenshot the email address is not valid.

Resolution: Hover over the red triangle to see more details about the error, and then make sure you enter a valid value.


Record Does Not Exist

Symptom: You update the settings of a record and then select the Apply Changes button. The system displays an error saying that your record does not exist.

Cause: Another user has removed that record while you were editing it.

Resolution: Cancel your changes by selecting the Discard button. Next, you can create a new record with the same values by selecting the Create New button.