Backoffice for management
24/7/365 portal for managing your company. Real-time employee occupancy calendar and quick update of information about the structure and cost of services.
Customer base
High-quality and automated customer base will allow you to quickly scale your business to the current size of the company. Maintaining a client's card, linking up the loyalty cards and memberships. Customer's visits statistics and all reviews in one place.
Reports and statistics
The report about financial position will allow you to stay on top of company's business. Financial results will show the success of your employees. Cash flow will show the main items of income and cash registers making payments.
Calendar of appointments
Convenient display of all visits to the company and planned events. Ability to add important information and update the details of appointments. Supplies update and making customer orders right on the schedule.
Application for employees
Invite employees to manage their own schedules, this will greatly speed up your business processes
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How to do this
- Moving your client list from a notebook or spreadsheetWhat to bring across, what to leave in the archive, and the order that makes the automations work from day one
- Staff working schedulesCyclic schedules, one-off changes, breaks and time off, and why the schedule should follow demand rather than fairness
- Several branches on one accountWhen a branch structure is worth it, what is configured per branch, and what stays shared
A CRM for service businesses where the schedule and the client base work together
Backoffice in Wlaunch brings together what many companies keep apart: the staff occupancy calendar, client records, cash registers and reports. As a CRM for service businesses it differs from a plain contact list in one key way: every client is tied to real visits on the schedule, and every visit to a specific employee, service and payment. The portal is available around the clock, so an owner can check how busy the team is or what the day brought in from wherever is convenient.
A client record gathers contacts, visit statistics, reviews, loyalty cards and memberships in one place. If the company has several branches, the client base stays shared: a person who first came to one location is known at the next one too, with their visit history and balance intact. A chain never has to enter a regular client twice.
Each user sets up the schedule screen to their own liking and switches between the daily and weekly view. The same screen is where a resource's hours for the current day are changed, breaks and days off are added, and appointments are dragged to another time or to another employee, as long as that person provides the service. The full list of actions is collected in the article on working with the appointment calendar.
For a manager, the portal delivers numbers without stitching spreadsheets together by hand. When the price list changes or a new service appears, its structure and cost are updated in the same portal. The lost clients report finds people who have not booked during a chosen period and opens them in the client list with the filter already applied, so winning them back takes no manual search.
Employees do not need to log in to the portal from a computer: they see their appointments in the free mobile app for your team, while Backoffice remains the workplace of the administrator and the manager.
An administrator's working day in Backoffice
- In the morning the administrator opens today's schedule, sees every visit and planned event in the company, and adds a new event or an employee to the schedule when needed.
- When someone on the team is ill or running late, the administrator changes that resource's working hours or sets a day off right on the schedule, then moves their appointments to a colleague who provides the same services.
- During a visit they open the appointment details: they change the status and source, adjust consumables, and create a related order if the client buys a product. The same view shows quick messages and the history of automated notifications.
- In the client section the administrator calls the client with one tap, and in the appointment details applies a membership and marks the cash register the payment went through.
- To take a visit off the schedule, they do not delete the appointment but set its status to cancelled, so the hour opens up for others while the record itself stays in place. If the client just wants a different time, the administrator changes the start time or the resource in the appointment details.
- At the end of the week or month the manager opens reports filtered by period: appointment sources with each channel's share of the total amount, and client returns to branches and to specialists. Any of them can be exported to a file, and an overview of the available reports explains what each one shows.