Text Appointment Reminders to Clients

Posted on March 1, 2013 by Natalie Eckdahl

It takes just minutes for clients to add the ability to receive a text of their appointment reminders. Our system automatically sends out an email confirmation of the appointment and an email reminder the day before the appointment.

In order to receive a Text of their appointment reminder, clients need to log into their account and opt in.

Service providers can also receive a text notification when they have a new appointment or cancellation by following these instructions.

How to get SMS or Text Appointment Reminders:

It’s easy for clients to get text reminders. They just log into their account from our home page or http://www.ScheduleMAX.com/account.

Then they click on Notifications, click the Text box and enter their phone number.

Any NEW appointments they book will now send a text reminder of the appointment.

Enabling Texting of Appointment Reminders

How Client’s Add Texting to your ScheduleMAX.com Account.

Remember, our texting system just sends out texts, it does not have the ability to receive replies. Clients can change appointments by logging into their ScheduleMAX account or by contacting their Service Provider directly.

Texting is currently only available in the US and Canada. If you would like to request texting in a different country please email info at schedulemax.com

about the author: Natalie Eckdahl is the co-Founder of ScheduleMAX.com, an online scheduling solution that is elegant and easy to use. ScheduleMAX allows your clients to book online 24/7, reduces no shows through automatic Email or SMS notifications and saves everyone time!

Using ScheduleMAX.com for Email Appointment Reminders Only

Posted on February 4, 2013 by Natalie Eckdahl

We’ve made it easy to use ScheduleMAX.com just for sending out Email Appointment Reminders. While many businesses allow their clients to schedule their own appointments online, you can disable online booking and just use our system for its automatic email and text appointment reminders. You do NOT have to let your clients book online.

We have a number of service providers that prefer to talk to their patients or clients when booking an appointment or have a receptionist that books all their appointments. They do not want their patients or clients to book their own appointments online.

However, these service providers DO want the ability to send out automatic appointment email confirmations and reminders. We find this especially works for Doctors, Dentists, Chiropractors, Acupuncturists and others in the medical field or anyone that needs to speak to their patients or clients before they book an appointment.

Appointment Reminder Testimonial

Dr.’s Andy and Jennifer Harmon of Peak Sports Chiropractic are using ScheduleMAX.com for our automatic appointment reminders with great success. Their receptionist enters all new appointments into their ScheduleMAX.com calendar.

Just wanted to let you know that our patients are loving this system!

I think everyone (including us) loves that when they leave the office, by the time they get back to their email, the have confirmation of the appointment we just made…then they get confirmation the day before their appointment.

Awesome! This is resolving our no shows, and when people do need to change their appointment, they are contacting us ahead of time. Love it!

We offer a 30 day free trial and our prices start at $15/month for a solo practitioner. For 2-10 schedules or resources the price is $25-40/month. #setupinminutes

Block Off Time in Your ScheduleMAX.com Calendar

Posted on January 21, 2013 by Natalie Eckdahl

It’s easy to block off time in your ScheduleMAX.com calendar!

One of the first things we suggest you do when you start using ScheduleMAX.com is to add all the appointments you currently have on your books to your ScheduleMAX calendar. This should include personal appointments and business events. If there is white space in your calendar, then this is time available for clients to book into.

Sometimes you just want to block off time so that clients cannot book into those slots. Here’s the easiest way to do that.

Block Off Time

1) Click on an open time slot in your calendar and click CREATE EVENT

How to Create a Custom Event

2) Create a Name for Your Event and Determine the Duration to Block Off

Create a Custom Event to Block Off Time

You have the option to create a one time event or a recurring event. In the above scenario, I am blocking off my time from 1PM-6PM on Saturdays from February 2nd thru February 9th. I initially clicked on the 10AM time slot in my calendar, but then manually changed the time to 1:00 PM.

You can also change the color of the events in your calendar. For my calendar, I like to put all personal events in BLUE and all business development events in GREEN (the color of money).

3) Voila! 1PM to 6PM is Blocked Off

Remember, you cannot break anything in our software. Play around with the calendar and get comfortable. You can create events and delete them.

We are here to help and pride ourselves on providing a superior level of customer support. Email info at schedulemax.com for the quickest response.

Happy Scheduling!

Five Years From Now – Who Will You Be?

Posted on January 12, 2013 by Natalie Eckdahl

Happy New Year from our ScheduleMAX.com team!

I love how a new year gives us a chance to reflect on where we have been and where we are going.

I heard the best quote this week and it just stuck with me and continued to come to mind as I thought about the trajectory of the next few years in terms of my personal and professional life.

Coach John Wooden provided leadership inspiration on and off the court.

Who Will You Be in FIVE Years?

It’s easy to get busy just going through the motions of life and work and not take the time to reflect on what you are transforming into. Based on former UCLA head basketball coach John Wooden’s advice, we should think through our networking opportunities and our intellectual development if we want to become something different in the future.

Make a Plan with Specific Goals

How can you go about applying this concept to your life? It starts with a plan that has specific goals in mind. One idea for intellectual and personal growth is to plan to read at least one business or inspirational book a month. If you’re not a fan of reading or can’t find the time, why not listen to audio books in your car?

I listened to The Tipping Point by Malcolm Gladwell with my then 9-year-old while we drove to and from school and activities. She still references concepts from the book two years later (like becoming an expert in something by putting in your 10,000 hours). Here are a few of my favorites to get you started:

Great Business Books:

How to Win Friends and Influence People by Dale Carnegie
The Tipping Point by Malcolm Gladwell
The E-Myth Revisited: Why Most Small Businesses Don’t Work and What to Do About It by Michael E. Gerber
Ready, Fire, Aim by Michael Masterson
Delivering Happiness: A Path to Profits, Passion and Purpose (story of Zappos.com) by Tony Hsieh

Tips on How to Meet New People

You might read the quote above and think you need to find all new friends and business contacts, but that is not what Coach Wooden is referencing. He is talking about expanding who is in your life (and possibly letting go of 1-2 people who only supply negativity). Here are some ideas on how to meet new people

Join a business networking group that includes people from a variety of industries like BNI
Attend continuing education events related to your industry
Join a book club
Attend a Meetup related to your business or a hobby
Join a church or synagogue
Try a new activity
Volunteer for a cause that is important to you

Years ago I was part of a triathlon club. We had meetings once a month, did ocean swims once a week and had group bike rides on Saturdays. It was amazing that there were people from every walk of life, income level and age group (early twenties to late sixties). I realized that many of these people would never have crossed my path had it not been for our common interest in triathlons. What a great way to expand the type of people in my life! A few became lifelong friends and one contact led to a job interview.

How to Connect with New People

Some people struggle with getting past a casual introduction or small talk at an event, but if you realize that most other attendees are hoping to connect and expand their sphere of influence it becomes less intimidating.

First, when you meet someone you want to connect with, listen to what they say is going on in their life or business. If you can help them, let them know, then follow-up within 24 hours. For example, you could recommend the new book you are reading (hint, hint), your web developer, hair stylist or baby sitter or whatever that person is looking for.

You could also email a new connection and ask if they are free to meet for coffee to discuss how you can help grow each others businesses. In the business networking group BNI referenced above, attendees are encouraged to have 1/1 meetings with others in the group including guests.

If you struggle with remembering details after you meet a variety of people at once, ask for each person’s business card and discretely jot down details you learn about them after you talk. It’s helpful to carry a fine tip Sharpie in your pocket or bag for this purpose.

Visualize 2018

Make the most of the opportunity to expand your mind and the people in your life and visualize where you want to be in 2018. The next five years are going to go faster than any of us can imagine. For a bit of perspective, Twitter launched just 6 years ago and Pinterest and Instagram launched 2 years ago. What new technologies and inventions are going to also impact our lives and work?

Take a moment to reflect on how old you will be and if you have kids how old they will be in 2018. Where do you want to be in your business and personal life in five years? How can you meet new people and what books will help you expand your mind and inspire you to meet your goals?

Dream it. Believe it. Do it.

6 Ways to Increase Referrals

Posted on November 30, 2012 by Natalie Eckdahl

Appointment based businesses get the bulk of their growth from word of mouth referrals. Have you noticed that some people are better at referring than others? How can you get more people to refer business to you?

Check out our six easy steps to improve your referral rate.

1. Create a tracking system

I was at my hair stylist a few weeks ago and a friend I haven’t seen in ages was just paying her bill. We hugged and caught up and then I sat down in my stylist’s chair. My stylist said, “I didn’t realize that you and Stacy knew each other.” I gently reminded her that I had referred Stacy to her about 5 years ago.

At first I was surprised and a little hurt. Then I thought, it’s been 5 years. While I do not expect my stylist to remember everyone I referred going back 5 years, if she had a good system, it would be easy for her.

Your referral tracking system could be as low tech as keeping a note card of each client with their contact information, appointment history and who referred them to you and whom they in turn have referred. If you are more techy, an excel spreadsheet or online scheduling program can help you track your referrals.

2. Acknowledge your clients for referring

It is very important to thank your clients for sending you business. It seems simple, but if you don’t have a good tracking system, then you might forget who referred who, especially if they visit you weeks or months apart.

I am a connector. I like to connect old friends with new friends and people I know with service providers I use. I like to share information I have and help other people grow their businesses. I do this because I enjoy it.

At the same time, I appreciate when a professional acknowledges and thanks me for referring someone to his or her business. Last year I sent my friend Grace to my esthetician for a Brazilian wax. My esthetician never mentioned anything about the referral. I would have just loved to hear, “Oh thank you so much for sending your friend Grace to me. “

3. Reward for referrals

Have you considered rewarding your clients for their referrals? It requires that you create a system for tracking referrals (see step #1). I have talked to massage therapists that will give a free massage for every 5 referrals or will add on extra time or an upgrade such as aromatherapy or hot stones for every referral.

I suggest creating a reward system that “thanks” your client immediately on their next visit. For example, you could give them an upgrade on their service as mentioned above, such as a $10 discount or a % off of product they are buying.

The instant gratification is great for the client, and it is also easier for you to track. You don’t have to try to remember, OK, Jamie has referred me four clients, after she refers one more, I need to give her a free massage.

Finally, you need to tell your client you are rewarding them for the referral. This is why we have step #2 (acknowledge). A few months back, I noticed my bill was lower than I expected and asked my massage therapist about it. She said it was because I sent her three new clients. Her gesture would have been so much more powerful if she had thanked me and shared in advance why she gave me a discount. What if I hadn’t noticed?

You might say, “Natalie, thank you so much for referring Linda to me. I really appreciate your help in growing my business. I am going to take $10 off your bill today as a special thank you.”

4. Be consistent

So now you have a system to track your referrals, you are verbally thanking your clients and giving them some time of reward, now you need to be consistent.

Whatever reward you have decided on, you need to make sure you do it for every referral you get. This is especially important for those clients who send you multiple referalls. Make sure you acknowledge and reward them for every person they send to you.

If you haven’t seen the referring client in a while, give them a call to thank them.

Ring, ring…”Hi Jamie. It’s Natalie from SpaPerfect. Thank you so much for referring Linda to me. She came in last week for a facial and I really enjoyed meeting her. I wanted to let you know that next time you come in, I will be giving you $10 off your service. I really appreciate you helping me grow my business!” (An added benefit to a call like this is that Jamie is likely to book an appointment with you on the spot!)

5. Understand the 80/20 rule

The 80/20 rule is very valuable to remember in many aspects of your business. As you start to track your referrals, you will see that 20% of your clients are doing 80% of the referring. That is because only certain people are connectors and get that joy from helping you and helping others.

Once you know this, you can start to track your best referrers. I bet you already know a few off the top of your head. They have sent you 3 or more new clients.

I would create a special list of these people and consider them my VIP clients (you also want to track who your biggest spenders are as well and keep them on a list).

6. Bend over backwards for your “VIP’s”

Your VIP clients (top referrers and top spenders) are the clients that you want to bend over backwards for. If I am your top referrer and I ask if you can come in early or stay late, you want to say YES. If I ask if you can squeeze me in before an important event, you want to do everything in your power to make it happen.

You also might create special one off rewards for them that make sense based on what you think is important to them. For example, I love coffee. You might give me a gift card for coffee down the street from your shop or if you sell product, give me a free product that would help me. This is in addition to your regular referral gift.

Make sure you are telling your VIP client why you are treating them special. They will appreciate that you have noticed how they are helping your business grow.

My friend Jodie is one of those VIP clients you would want to jump through hoops for. Jodie has a wide and diverse network of friends. If she is a fan of you, she is going to tell so many people it will make your head spin.

Last year she wanted to take a parenting course, but the day being offered did not fit into her schedule. She asked the instructor if a new class on Thursday mornings could be created if she found enough other people. The instructor agreed and guess what happened? Jodie filled the class using her network.

How would you have rewarded Jodie? She is one of those VIP clients you covet and want to make sure she feels appreciated.

We would love to hear your system for tracking referrals and how you reward for them. Please share in the comments section below.

How to Add Texting to Your Account

Posted on November 15, 2012 by Natalie Eckdahl

We’ve made it so easy to add Texting of notifications to your business account. When you enable texting, you will receive a text when you have a new appointment or cancellation. (Please note that your carriers standard texting rates apply.)

Once you set up your business account on ScheduleMAX, you simply log into your account, click on the left SETTINGS menu, click on NOTIFICATIONS, then check the TEXT BOX and input your cell number.

Our texting system is very efficient and sends texts every minute. So you will get updated immediately when you have a change to your schedule.

Texting is a premium feature and is $5 more per month for a business account with 1-5 staff members and $10 more per month if you have 6-10 staff members. Check in with us if you have a larger business.

All of our features are free to use and test during your 30 Day Free Trial regardless of the size of your business!

6 Tips for Mastering Your LinkedIn Profile

Posted on November 9, 2012 by Natalie Eckdahl

Notice anything different on your LinkedIn profile page? It’s not your imagination–and it needs your attention. Here’s what you need to know.

The recent LinkedIn profile updates may seem subtle at first glance, but to stay current on this professional social networking site, there are some things you should know and do. First, be prepared to get a professional head shot, given that your smiling face is much more prominent as a result of the updated look that LinkedIn rolled out in late summer.

Wayne Breitbarth, LinkedIn consultant and author of The Power Formula for LinkedIn Success, reminds us that this isn’t Facebook–LinkedIn is all about professionalism and credibility. It’s important to stay current on your profile and give your contacts what they’re looking for. Breitbarth stepped in to help with that task by providing this review of the LinkedIn profile changes and simple tips to help you stand out. Breitbarth’s pointers might take only minutes to execute but will deliver a powerful impression. Here’s how:

1. Put more emphasis on your profile photo.

LinkedIn is putting the focus on your face with a larger profile image. This means you had better have a photo, and it had better be good, now more than ever. Stick with a simple head shot, dressed as you would when meeting a client. People want to do business with people they like, and your photo is the first impression; make it professional and likable!

2. Take advantage of what’s no longer featured.

Gone are the number of recommendations and the full synopsis of your work and educational experience. And your websites are no longer prominently displayed on your profile page. This means that LinkedIn users need to take greater advantage of the other profile features to make this information more visible.

3. Work on your headline–it’s more important than ever!

Because the amount of information in your top box has been reduced, the remaining information is more important than ever, including your headline. The 120-character headline is one of the best spots on your profile to explain your brand. You’ll want to include your most important keywords as well. Your current job title will be shown in the top box only if you have just one. However, if you have multiple current jobs, only the company names will be displayed, not your titles. In this case, consider the keywords by which you want to be found. If the job title is relevant, include it in the headline.

4. Also note: The summary section is much more prominent.

Because of the reduced size of the top box, your summary is now above the fold; thus more important, especially the first few sentences. Those sentences had better pack a punch relating to your current business objectives and your credibility.

5. Treat “contact information” like a business card.

This information used to be in various spots on the old version of your profile page. Now it is summarized nicely in the top box and opens after a person clicks the Contact Info tab right next to the picture of the index card. Be sure to include all the ways you feel comfortable with people contacting you. Available options are websites, Twitter, email, phone, IM, and your address.

6. Consider that website addresses are harder to find.

The websites included on your profile (you can list up to three) were previously front and center, but now they are a bit hidden in the Contact Info section. Thus, you may want to mention your website(s) in your summary and in the description(s) of your job experience. This will not be a clickable link, but at least a person can find it without having to open the Contact Info tab.

So, smile for the camera, update your new profile page, and leverage your LinkedIn experience and relationships to build your business. Let me know how you do!

About the Author: Marla is a small-business advisor who helps entrepreneurs around the globe grow their businesses well into the millions. She speaks widely on combining strategic and creative thinking for optimum success and happiness. @MarlaTabaka

Special thanks to our guest blogger Marla Tabaka. Don’t miss our interview with her. This article originally appeared in INC. Magazine.

Learning to Adapt with Marla Tabaka

Posted on November 8, 2012 by Natalie Eckdahl

We are so excited to have Inc. Magazine writer and life coach, Marla Tabaka, be our guest blogger this week. Tomorrow, she is going to share some fantastic tips for using Linked In. Today, though, we get to learn more about her personal life and how she has overcome some seemingly insurmountable obstacles.

I was inspired by how Marla was able to adapt to an unexpected change in her life years ago, and found creative solutions to allow her to not only survive, but to thrive! I love how Marla’s career has evolved into 3 seemingly disparate jobs that all meld into the perfect entrepreneurial adventure!

Tell us about all the different facets of your business.

I help business owners grow, both personally and financially. What I most love is working with someone who has a scalable business model but who also has something blocking them from attaining growth. It’s wonderful to witness the change that coaching can bring to their life and to see that business take off once the barriers are dissolved.

I also write for Inc. Magazine online and host two internet radio shows (The Million Dollar Mindset and EFT Radio Online). This gives me the opportunity to reach so many more people, not only with my own insights and experience, but also with expert advice from the brilliant people I interview from time-to-time. It’s exciting because I learn from them as well!

Lastly, I am an EFT practitioner and Reiki Master. EFT (emotional freedom techniques) is a very powerful modality that allows people to let go of fear, anxiety, limiting beliefs and the affects of trauma. I credit EFT for a great deal of my success as a coach – it’s my secret weapon!

Can you share about how you stayed motivated when you lost your husband 16 years ago and became the sole provider for your 8 year olds?

I still wonder how I did it! To this day I am so grateful that our children were a part of my life; they gave me the determination and strength to face the challenges and deal with the grief. My spirituality grew more important to me during that time and frankly, I believe that this life experience is what ultimately led to my choice to become a coach. I also had a wonderful career at NBC-Chicago so I could manage financially.

But a long commute and long work day was a challenge. So I offered room and board to a woman and her young son who had just fled from an abusive marriage. She cared for my children while I was away at work. The understanding that we were helping one another kept us both strong and determined.

What is the best advice for your business you ever received?

To stop trying to do it all alone! Entrepreneurs get caught up in wanting to do it all, and I fall into that trap as easily as anyone. Letting go is the only way to grow – that’s my motto!

What quote or mantra defines you?

My favorite quote is “What lies behind us and what lies before us are small matters compared to what lies within us. And when we bring what is within us out into the world, miracles happen.” By Ralph Waldo Emerson. It is my reminder that anything is possible.

What’s the latest piece of technology you fell in love with (phone, tablet, app, website, blog, tool, etc.)?

Every time I use my financial banking app I thank the tech-gods for the time and frustration that it saves me!

What business book would you recommend to someone just starting out?

Definitely the e-Myth by Michael Gerber.

How do you balance wearing all the hats in your life (from mom, to writer, to life coach, etc)?

Life balance? What’s that? Seriously, I listen to myself when I’m coaching clients and make sure that I take my own advice. I remind myself that when I take the time to meditate, play, be in nature, and enjoy my relationships I’m not only better at what I do, but I also have more focus and clarity. Taking time for yourself actually creates more time for what you need to get done because of the increased clarity. As long as I remember that I’m just fine.

Where is your dream place to travel?

Ever since I read Eat, Pray, Love I’ve wanted to go to Bali. I will someday.

If you could eat only one meal for the next 6 months, what would it be?

Anything Thai. Well, I think I’d have to toss in a pizza now and then.

What movie can you watch over and over?

Sleepless in Seattle. I’m a hopeless romantic!

SPEED Round:

Coffee or Tea? Coffee

Night Owl or Early Bird? Early bird for sure!

Beach or Mountains? I couldn’t choose just one!

Cats or Dogs? Large, crazy dogs.

Hugs or Kisses? Kisses

Finally, What is something about you that would surprise your readers?

When my kids were still at home we had a “zoo” consisting of 2 dogs, 2 birds, 2 rats, 2 snakes, 2 iguana’s, 2 cats and a pond full of koi. Noah’s ark had nothing on the Tabaka household!

Thank you Marla for taking the time to share a bit about yourself. We can’t wait for your post about Linked In tomorrow!

about the author: Natalie Eckdahl is the co-Founder of ScheduleMAX.com, an online scheduling solution that is easy to use and elegant. ScheduleMAX allows your clients to book online 24/7, reduces no shows through automatic confirmations and reminders and saves everyone time!

Client History

Posted on November 7, 2012 by Natalie Eckdahl

Client History Have you ever had a client book with you and they seem familiar, but you don’t quite recall them?

What about when you know you have had a conversation about a client’s family, but you can’t remember their husband or kid’s name?

Have ever forgotten to credit a client for a great referral they gave you?

Problem solved. Our client records automatically record the appointment history!

The notes section is customizable by you. Write whatever you want!

It’s simple and elegant! That’s how we roll!

ScheduleMAX – Scheduling Made Simple.

Adding Video to Your Blog

Posted on November 4, 2012 by Natalie Eckdahl

This week we introduced you to Beth Jones, popular fashion blogger of B. Jones Style. Beth has been blogging since 2007. Her site is a great reference for where a mature blog can grow. Don’t be intimidated, be inspired!

We love her hair tutorial videos which feature Beth demonstrating how to create a hair style. They are short, simple and easy to film. Think about your business and how you can add video to your blog. For example, can you demonstrate a new product or service you offer? Can you video a DIY tip to your customers such as how to do massage at home, how to stretch properly for a certain injury or a new core exercise. Browse YouTube and see what others in your profession are doing and start filming!

Here are a few more notes from Beth on how to create a blog and how to add relevant video! Also, Beth graciously let us post two of her “Your Cheapest Accessory” videos. Enjoy.

What advice would you give someone who wants to start a blog to complement their service oriented business, such as service providers like hair stylists, estheticians, massage therapists, chiropractors, personal trainers, etc.?

Make it personal, fun and engaging. Don’t let it just be a place for non-connective content like promotions and events. Engage your followers with photos behind the scenes, video tutorials, favorite products and why you love them, how-to’s, photos that inspire, tips and tricks, etc. Make sure the blog is clean and fresh looking and photos are large and not overly processed. I suggest using WordPress over Blogspot because photos can be much larger. The more photos the better.

How did you get the idea to do the Your Cheapest Accessory videos?

I always change the way I wear my hair, and often people would ask how I did it. I decided to start making videos showing my readers how to achieve looks that I wore on a daily basis.

Have you had any professional training doing hair, or just a skill you honed over the years?

No training. I just have a lot of hair, and I love creating different ways to wear it. I play with it and try to figure out how to make different looks work.

How do you film your videos?

I’m very basic. I just use my apple computer which has a built in camera and I film it straight into iMovie and then edit them.

How do you edit your videos?

I use iMovie from apple. It’s pretty easy and user friendly. I mainly take out the excess time in between tips.. like holding the curling iron in the hair. I will mention how long I hold it in, but not show those extra seconds. Look on youtube for tips to using imovie if it seems to difficult.

Does anyone teach you how to use the technology or do you figure it out on your own?

Most of the time I figure it out on my own, or look online to find tutorials on how to do things.

Any suggestions for someone who wants to get started adding video to their blogs?

Make sure the lighting is decent and there are no major distractions in the videos. Edit to make it a great tutorial, not an opportunity to gab for an extra 10 minutes. Look at other successful tutorials on youtube with the same topic you may be covering.

about B. Jones: Beth Jones is a full-time blogger at B. Jones Style, a fashion blog that peers into her daily life cataloging daily outfits, where-how-and-what she shops, hair tutorials, fashion inspirations and how style seeps into every nook and cranny of her life. She is part of the The Huffington Post’s STYLELIST network as well as Vogue’s Influencer Network. As a Vogue Influencer she was chosen to be featured in the September 2011 Issue for a Covergirl Campaign. Beth acts as video host for Youtube’s new Kin Community channel and hosts style episodes on a weekly basis.

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