Configuring Services

Offered services are the core of your business and without them, your customers wouldn’t be able to schedule appointments with you or your employees. Here, we will explain how you can create and manage them using the Trafft booking system.

Video Version

Creating Categories

During the onboarding process, we created some dummy services and they were all added to the Default Category which is also automatically made. We wanted to make sure that you don’t skip anything so we created this category for you. This category cannot be deleted but you can easily rename it by clicking on the three-dots menu (…) on the Category bar and choosing the  “Edit Category” option

To create your categories click on the “+ Add Category” button on the left side of the page, right below the Default category, visible in the screenshot above.

You will be asked to enter the category name and once you do that click the “Add Category” button and your category will be added to the list on the left side of the page.

Reorder categories by clicking on the drag-and-drop button next to each category and drag and drop to set their position. The category position that you set here will be used later when displaying the categories on the Booking Website. Next to each category, you will see the three-dots menu (…) which provides two options: to Edit the Category name and to Delete the Category (except the Default one that will not have the Delete option as we explained above).

Once you add at least one service to this category, another option will appear under the three-dots menu – “Get Booking link”.

This option allows you to share only this category with your customers. By clicking on it, it will offer the Share Link, the Embed link, the QR Code, and the Email option. When you select one of the options, the category will be preselected, so you can share the entire category, but of course, you are also able to select specific service, employee, location, date range, or specific time slots – it’s up to you to decide.

Creating Services

To create your services click the “+ Add Service” button in the top right and a modal for creating service details will come up:

In there, you’ll be able to configure the service that you’re going to offer to your customers on the Booking Website:

Service image – Here, you can upload the main service photo that will be shown on the Services page in the admin dashboard as well on the Booking Website to distinguish the services in a better way than just by color. To upload a photo click anywhere in the square to choose a photo from your files and click upload, or drag and drop a photo into the square.

Service name – This is what defines your service – its name. This field is mandatory and without it, the service cannot be saved.

Color – This lets you choose a color in which the service avatar will be shown on the admin service page and the Booking Website in case you don’t upload a service photo. By clicking on the color, the palette will be shown where you can choose a color for the service or enter the HEX or RGB code to show the exact color that you need.

Category – Here, you need to choose one of the categories in which the service will be stored. This field is also mandatory because, at the moment, a service can’t be created without a category. Also, please note that a single service can’t be stored in multiple categories. You are able to duplicate the service and move the duplicate to another category, but one service can’t be added to multiple categories.

Description – This is what describes your service. A simple “Men’s Haircut” service doesn’t need a big description, but if you need to describe what you’re providing to your customers, it’s a good idea to configure this. This description will be shown on the Booking Website, informing your customers more about the specific service they are about to book.

Employees – Here, you need to select employees that will provide this service. This field isn’t set as mandatory because maybe you will start creating services before any employees are created. Even though this is not a mandatory field for creating a service, please note that without at least one employee assigned to the service, the service will not be shown on the Booking Website, and you won’t be able to book any appointments for this service.

Duration – This defines the duration of the service you’re creating. Offered time slots will depend on the Default Time Slot Step chosen in the General Settings so if you don’t see the time frame that you need, go back to the General Settings and change Default Time Slot Step.

Price – The price is listed as a mandatory field, but you can leave $0.00 so your service is provided for free. It will cause no issues with creating the service. The currency position and the number of decimals and separators are shown in the format which was defined in Payment Settings, so if you want to change them, open Settings/Payments and make changes. You can finish configuring the service before you edit Payment settings, as Trafft can’t automatically calculate the exchange rate, so if you configured $10.00 but you need €10.00, save $10.00; save the service; configure the Payment settings and all service prices will automatically be changed to Euros (the amount will remain the same).

Once you create the Service, you will be able to go back to the Service List, or if you click on “Go to Service“, Trafft will redirect you to the service’s page where you can configure additional options for this service.

This page can also be accessed by clicking on the three-dots menu next to each service and clicking on the “Edit Service” option.

When you edit the service, you’ll see 4 menu items on the left:

Appearance – This tab contains all appearance options you filled in during the creation of a Service, so if you wish to change any of them, you can do that here.

Settings – This is the tab where you configure additional options for your service:

• Employees – Here you can select employees that will be assigned to this service;
• Where do you want to provide the service – This is where you define if the service is going to be held Online, On-Site, or on All Locations. In order to provide the service online, you need to configure at least one online meeting integration (Zoom or Google Meet). This option allows you to define only whether the service will be provided online or at a physical location. The specific location of the service will be the location to which your employee is assigned (by default, it uses the employee’s Default Location, but please note that employees can work on different locations configured in their Working Hours and/or Special Days).
• Service Badge – This is a badge you can assign to the service to point it out to your customers. When you expand the drop-down menu, you will see default badges added to the account automatically (Best Value, Most Popular, and Premium), but if you click on the “Manage Badges” button at the bottom of this drop-down, you will be able to expand the existing badges and edit them (or delete them) and you’ll also be able to add more badges that can also be used for other services later on.

• Duration – This is the duration you configured when you created the service, but you can change it here if you need to.
• Enable Buffer Time – Once this option is enabled, you will see two additional options: Buffer Time Before and Buffer Time After – you can set time before and/or after the appointment that will make the employee unavailable before and/or after the appointment. Customers will not see this time on the Booking Website, but it will be shown on the admin calendar when the appointment is booked and it will reduce the number of free time slots in a day (because buffer times are added to the appointment duration, so a 1-hour service, with 30 minutes of buffer time will last 1.5 hours, not 1 hour and will therefore block 1.5 hours in your employee’s calendar). “Buffer time Before” allows your employee to prepare for the appointment, while “Buffer Time After” gives the employee additional time needed to rest or clean up after the appointment. Just like the “Duration” option, the time slots you see here are based on the Default Time Slot Step defined in General Settings.

• Price – This is the price you configured when you created the service, but you can change it here if you need to.
• Tax – By default, you don’t have any taxes configured in Trafft, so expanding the “Select Tax” drop-down will show “No Data”. In order to add taxes, you need to access the Finance menu item on the left and then navigate to “% Taxes”. Once you add taxes, you will be able to select the tax when editing the service.
• Enable deposit payments– This option is disabled by default, and it can’t be activated until you add at least one online payment method (Online Payments is a Custom Feature and it counts toward the number of Custom Features & Integrations included in the selected plan).
• This is a private service – Enabling this option will make the service invisible on the Booking Website. You will be able to book an appointment for this service via back-end (through the Appointments page). Also, you will be able to share this service with your customers by selecting the service through the “Get Booking Link” option on the top of every page in back-end of Trafft. This will make the service visible on the booking website only if it is entered through this specific link.
• Enable recurring appointments– Enabling this option will allow you to configure this service so it is bookable in a recurring fashion. Once enabled, you’ll be able to choose the frequency (daily, weekly, monthly), set the minimum and the maximum number of recurring appointments a customer can choose, configure the manner in which the recurring appointments will be paid for, and select the logic in which the non-available recurring dates/times will be handled. (Recurring Appointments is a Custom Feature and it counts toward the number of Custom Features & Integrations included in the selected plan)

• Redirect URL after a successful booking– Enabling this option will allow you to add the URL to the page where your customers will be redirected after booking an appointment. This can be configured for each service individually. If you enable this option in Service Settings, it will override the Redirect URL set in the Customize section.
• Enable group booking – When you enable this you will see two additional options: Min Capacity and Max Capacity – this is where you will define the minimum and the maximum capacity for the service. By default, both values are set to “1”, which means that the appointment can be booked only by a single person, without an option for multiple customers to book the same appointment. This capacity can be set for the whole service and applied to all assigned employees but you can also set different capacities for each employee which is explained on our Employees page. If you want multiple customers to book the same appointment until the maximum capacity is reached, you will also need to access this feature under Settings/Features & Integrations/Features -> Group Booking and enable the “Allow multiple customers to book below minimum capacity” slider. If this slider is disabled, as soon as a single customer books above maximum capacity, the appointment will close. If this feature is enabled, multiple customers will be able to book the appointment until the max capacity is reached. (Group Booking is a Custom Feature and it counts toward the number of Custom Features & Integrations included in the selected plan)

Extras – This tab allows you to add extras to your services. These can be used as up-sells so, for example, a barber would like to offer “Beard Oil” as an extra that a customer can purchase when they book an appointment. (Extras is a Custom Feature and it counts toward the number of Custom Features & Integrations included in the selected plan).

When you edit the Extra, you can add its picture, define its name, set the price, apply the tax, choose the duration, the quantity a customer can purchase, add the description for it, choose whether you’ll hide it on your Booking Website, and choose whether the price will be multiplied by the number of people (if the service is a Group service).

Gallery – This is the image gallery of your website, where you can upload images relevant to the service. For example, you can upload pictures of your offices, of your employees, of a procedure that’s being done during the appointment, or simply upload images related to the industry the service is from. If you add multiple images, they will be shown in a slide-show on the front-end when the service is accessed.