Service Setup

Cosmesoft’s Service Setup system allows you to efficiently categorise and allocate services across your clinic. Services are configured at the business level, enabling you to assign them to specific locations without the need for duplicate setups at each site.

This guide will walk you through the process of setting up services, including customising billing, deposits, and treatment times.

If you'd like baseline service data (e.g., Wrinkle Reduction, Medi-Facial) pre-loaded, please contact our Sales and Admin team.

Permissions Overview

To manage services, the following permissions are required:

• View/Add/Edit/Delete Services

Access Levels:

• Managers & Admins: Default access to set up services.
• Receptionists & Clinical Operators: Can book services into the calendar but need additional permissions for service management.

1. How to Set Up Services

Set Up Service Categories

1. From the left-hand menu, navigate to Admin > Services.
2. Click Add Service Category on the left-hand side.
   Service categories help organise treatments for easier navigation (e.g., Dermal Therapies can include Skin Needling, LED, Hydro-Dermabrasion, etc.).  
3. Enter a Category Name. If the category is for internal use only (e.g., Numbing Cream which a client wouldn't book in for), check the Internal Use box. This ensures the service doesn’t appear on the online booking platform but can still be booked by staff.
4. Click Save Changes.

Set Up Services

1. After the category is created, click Add Service on the right-hand side.
2. Enter the Service Name and select the appropriate Category (if not already created).
3. Choose the Appointment Block Colour for easy identification on the calendar. To avoid confusion, use different colours for services within the same category.
4. Allow Billing: If selected, the service will have a monetary value at the POS. For example, an LED session may have a service charge, as no product needs to be processed at the POS.
   On the contrary, Botox injections should be billed based on product use for stocktake and compliance (e.g., Botox Units). You can also charge both—for example, a consultation fee of $50 and an additional charge for Botox Units.
   If Allow Billing is unchecked, the default price will be $0.
5. Booking Deposit Required: Select if a deposit is required for booking the service. Deposit prices are configured at the Location and/or Operator level. For more information, refer to the article on Deposits.
6. Add a Form Connection if necessary. This will ensure that clients are issued a specific consent and/or aftercare form for the chosen service. Eg. Wrinkle Reduction appointments could have an Anti-Wrinkle Injections Consent and Aftercare attached.
   Select Add Connection. 
   Select a form type and a delivery time frame. 
   Select the red + icon to add another form connected to this service. 
   Select Save when all required forms are added.
7. Select the appropriate GST setting.
8. Set the Timing for the service:
9. • Pre-Treatment Time: Time needed before the treatment (e.g., 10 minutes for Numbing Cream before a Skin Needling session).
   • Gap Time: Time between pre-treatment and actual treatment (e.g., a 20-minute wait for the numbing cream to take effect). 
     Tip! Another service can be booked into the Operator's calendar during the Gap Time.
   • Treatment Time: Actual treatment time, in 10-minute increments.
   • Post-Treatment Time: Time required for patients to stay after treatment (e.g., 15 minutes for monitoring after an allergy test).
9. Add a Service Description if necessary. This description will appear in the online booking platform to give clients more information when booking in a service online.
10. Click Save Changes.

2. Allocating Services to an Operator

1. Navigate to Admin > My Team.
2. Find the relevant team member and click the three horizontal lines menu under Actions.
3. Select Location.
4. • If the team member has accepted the invitation, their assigned location(s) will be displayed.
4. Under Actions, click Services next to the relevant location.
5. • A list of all services assigned to the location will appear.
   • If any services are missing, go back and complete the service setup.
5. Select the box next to each service you want to assign.
6. • Use the category dropdown filter for easier navigation.
6. Click Add to assign the selected services to the team member.
7. To remove a service, select it and click Remove.
8. Click Save Changes to finalise.

Repeat these steps for each location where the team member works.

3. Editing or Deleting Services

1. Navigate to Admin > Services.
2. Locate the service you want to edit or delete.

To Edit:

• Click the Edit icon, make the necessary changes, and click Save Changes.

To Delete:

• Click the Delete icon, confirm by selecting Yes in the popup.

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