Getting Started
Quick Start Guide
Welcome to Lopay Appointments, your all-in-one appointment scheduling solution! This article is designed to help both new users and those who are just starting to use this feature to get up and running quickly.
For New Users
1. Sign Up and Log In:
Start by visiting www.lopayappointments.com and signing up for a new account.
After registration, you will receive a welcome email on how to setup you account - from here you can login to your unique website address.
2. Set Up Your Profile:
Upon logging in for the first time, complete your profile information.
Navigate to Settings to customize your business details, including your business name, logo, working hours, and contact information.
3. Configure Services:
In the Services section, create the various services you offer to your clients.
Add service details such as name, duration, price, description, and any additional extras or add-ons.
4. Add Employees:
Head to Employees to add your staff members.
Assign specific services to each employee based on their expertise and availability.
5. Customize Your Booking Page:
The Booking Page is where your clients will schedule their appointments.
Personalize your online booking page by choosing colors, uploading images, and setting up booking rules and policies through the Customize section.
6. Front-End Booking for Clients:
Clients can now visit your customized booking page to easily schedule appointments.
They select their desired service, preferred employee, and convenient date and time for the appointment.
7. Back-End Booking for Admins/Employees:
As an admin or employee, you can create appointments from the back end.
Navigate to the Appointments or Calendar section and click on “+ Add Appointment” to fill in the necessary details.
For Existing Users (Just Started Using Lopay Appointments):
1. Review Your Setup:
Log in to your account to review your existing setup.
Ensure your profile details, services, and employee assignments are accurate and up to date.
2. Manage Appointments:
Utilize the Appointments section to efficiently manage all your scheduled appointments.
Easily view, edit, and delete appointments as needed.
Utilize filters and search options to quickly find specific appointments.
3. Group Appointments:
Enable the Group Booking feature for services that allow multiple customers per appointment.
The “+X” indicator next to a customer’s name shows the number of additional customers in a group appointment.
For services allowing customers to bring guests, view the total number in the appointment details.
4. Advanced Features:
Explore additional features such as custom fields, discount coupons, and recurring appointments.
Use the “Three Dots” menu within appointments to access options like editing, duplicating, viewing activity logs, or deleting appointments.
5. User Roles and Permissions:
Understand the different user roles: Admin, Superadmin, and Employee.
Admins and superadmins have full access to appointments, services, and customer data.
Employees can only view and manage appointments assigned to them, ensuring privacy and organization.
6. Exporting Data:
Export your appointment data for record-keeping or analysis.
Select Export Data to choose the desired delimiter and columns for the exported CSV file.
Appointments will be exported based on the selected date range.
7. Custom Roles (Optional):
For advanced control over user permissions, create custom roles in Settings -> Users & Roles.
Customize roles to grant specific capabilities, such as viewing all appointments, employees, customers, services, and locations.
8. Support and Help:
Reach out to our dedicated support team for personalized support and prompt assistance on [email protected]
Logging in
To log in to your existing Lopay Appointments account, visit the URL that was sent to you in your welcome email. Please check your spam account if you cannot find this. Alternatively you can visit trafft.com (our Appointments partner) and click on the “Log In” button at the top right. You’ll then be prompted to enter your email and temporary password. After entering your password, click “Continue” to access your account.
Logging in through this page works for all users (admins, superadmins, and employees) but not your customers. If you allow only registered users or a combination of registered or guest users through your Customize section, registered users will need to visit the booking website and log in there.
Once you have logged in, please update your password in the account settings section.
Forgot password
If you can’t remember your password, don’t worry. Click on the “Get Help” option next to “Forgot your password?” and enter the email you used to create your account. Click “Reset”.
Since the email is automatically checked when you enter it in the previous step, you’ll already know whether the email you’ve entered is correct or not but please take care if you have multiple accounts and emails. Once the “Reset” button is clicked, we will send you an email with a link to set up a new password. Once you have the new password, you can use it along with your email to access your admin dashboard.
Account Settings
When you log into your account as a superadmin and click on your name or picture in the top right corner, you’ll see a number of account settings.
Personal Info
In this section, you can modify your First Name, Last Name, Email, and Time Zone. Additionally, you can upload your profile picture by clicking on the photo field or dragging and dropping a photo into the designated area. After making any changes in the Personal Info settings, be sure to click “Save Changes” at the bottom of the screen.
Change Password (available to all users)
In this section, you can update the password you initially set during sign-up. To do so, enter your current password, followed by your new password, and then confirm the new password by entering it again.
Integrations (available to all users)
In this section, you can connect your own Zoom, Google Calendar, Apple Calendar, and Outlook Calendar with your account. Other users will also have this option if the admin has activated these integrations on the Features and Integrations page.
Assigned Services (available to admins or users with custom roles)
This section allows admins or users with custom roles to enable the services they are assigned to as employees.
Working Hours (available to admins or users with custom roles)
Here, the working hours for your account can be configured.
Days Off (available to admins or users with custom roles)
Configure non-working days for your account in this section.
Special Days (available to admins or users with custom roles)
If enabled in the Features & Integrations section, this option appears in Account Settings. Here, you can configure special working days that do not follow the standard Working Hours.
Taking payments with Lopay Appointments
With Lopay Appointments, you can accept payments when a customer books a service. Simply generate a payment link in your Lopay App and link it to the corresponding service in Lopay Appointments. Follow the step-by-step guide below to set it up.
Navigate to Services
In your Lopay Appointments dashboard, go to Services, click the three dots next to the service, and select Edit Service.
Edit Settings
Go to the Settings tab, where you can customise every aspect of your service—including duration, pricing, recurring appointments, and group bookings.
To enable payments for bookings, head to the Advanced Settings section and turn on the Redirect URL after a successful booking option.
Here, you can enter a payment link from your Lopay app. See below for step-by-step guidance on generating and accessing payment links.
Creating a payment link
Payment Links allow you to charge customers who may not be physically near you. You can take a payment from anywhere by sending your customer a link via SMS, email, or social media.
1) Open the Lopay app and select the 'Payment Links' tile on the home page
2) Accept the Terms & Conditions
3) Select "Create a link" at the bottom
4) Add a description so the customer knows what they are being charged for and configure the Link as required - the following are optional:
Require that the customer provides their name and/or contact details
Edit the link type:
'One-time' - The link can only be paid once, it will become void once paid.
'Donation' - The customer will be able to edit the amount they pay. The 'charge' you enter will show as the default/recommended amount but it is editable.
'Permanent' - The link can be paid repeatedly.
Add taxes
Add an additional note that is not visible to the customer
5) Select 'Create' and then select a sending method - for example email, SMS, or social media. You could also copy and paste the link into an invoice if required. It is your link to share as you like.
You can now copy this link and add it to you Lopay Appointments service. You can find more information on payment links here.
Customer experience
Once they confirm their booking, they will be redirected to the payment link to complete their purchase.
If you'd prefer not to collect the full payment upfront, you can adjust the payment link to a lower amount.
