Although SoftBooking has been designed to be intuitively easy-to-use and many functions are common sense to anyone who has even a small amount of computer experience. The system also comes with a full manual (in printable format) and a searchable help database, but nevertheless we always recommend some on-site training to allow users to make the most of their software as quickly as possible. This allows for a faster return-on-investment.

The way that we train is very flexible and is always customised to best fit the client’s individual requirements. For example you may wish to have a single staff member fully trained on all functions of the system, who will then in-turn train the remainder of the staff. If this is the case we highly recommend the selected trainee to be a manager, as training is split into two levels: level one for all users and level two for management features. Alternatively you may wish to have all your staff trained simultaneously, it is worth noting though, that the more people present on a single training session may result in becoming less useful for each member.  To maximise the effects of a training session, ‘one on one’ training is recommended. We discuss your individual requirements and plan a training schedule accordingly with you.

Training guide

For training purposes, we split the system into two levels: level one introduces all users to the basic functionality of the system; while level two is manager/administrator training which introduces the more advanced functions of the system.

Level one training

Objectives

The objectives of the level one training session is as follows:

• System familiarisation – getting to know the system, understanding general system features and be familiar with the look and feel of the system;
• Using the booking screen – using and viewing the booking screen and learn how to make, confirm, moving, cancel and pay bookings and courses;
• Creating, finding and maintaining client information;
• Product and treatment information – how to create and maintain products and treatments;
• Point-of-Sale – completing all sales including booking payments, selling and redeeming vouchers, adding client details to walk-in sales, setting commission-to, applying discounts and issuing refunds.

Estimated Duration: 3-4 hours – for 1-3 members of staff; 5-6 hours 4+ staff.

Level two training

Objectives

Level two training covers the following:

• Setting up the booking screen – creating the staff columns, setting colours.
• How to create a new staff member and maintain their information, including: setting working hours; skill sets; system privileges and applying holidays and sick days.
• Stock takes and product/treatment information maintenance;
• Purchase ordering – including setting up suppliers, creating an order and checking-in a delivery;
• Using the reporting function -  a guide on how to use the reporting function and a overview of main reports, plus you will learn how to create custom reports using the ‘reports table’;
• System Options – setting up and maintaining your system, including setting opening hours, product groups and printing options;
• Exporting and importing to and from SoftBooking;
• Backing up.

Level two training will train the user on all the functions the system has to offer that is not covered by level one support and should be completed following level one.

Estimated Duration: 4-5 hours – for 1-3 members of staff; 6-7 hours 4+ staff.

Preparation for training day

It is recommended that you decide before your training day how many and which staff you wish to have trained. We generally recommend that all staff members are trained to level one, even if they just have an hour in front of the PC. At least one person should have level two training, note this will require at least four hours.

It is also very useful to have the following details to hand:

• Staff files - contact details, working hours, holidays, etc;
• Treatment list – duration, description and price;
• Suppliers’ details – address, email address, account number, phone number, etc.

And finally don’t forget a notebook, as you will need to remember a lot of information in the training session.