Tattoo Studio Management Detailed Documentation

Tattoo Studio Dashboard

• The dashboard provides a complete overview of your tattoo studio’s operations and performance through various visual elements and quick access features.
• At the top, you will find a QR Code that customers can scan to directly access the booking page, along with a Copy Link button to share the booking website link easily.
• The dashboard displays important summary cards showing Total Appointments, Total Revenue, Total Artists, and Total Tattoos, giving you instant insights into your studio’s key metrics at a glance.
• The Appointment Status Distribution chart displays a pie chart showing the breakdown of appointments by status (Confirmed, Pending, and Cancelled), allowing you to quickly monitor the overall health of your appointment pipeline.
• The Studio Overview bar chart displays a visual comparison of the total number of Artists, Tattoos, and Categories currently in your system, giving you a quick snapshot of your studio’s content at a glance.
• The Recent Appointments table at the bottom displays the latest appointments with columns for Name, Email, Date, Placement, Amount, and Status, allowing you to monitor and track the most recent client bookings directly from the dashboard.

System Setup

Brand Settings

• In the Brand Settings section, you will find fields for Site Logo, Favicon, Site Title, Footer Text, and Footer Description. You can upload your logo and favicon using the Browse button. Enter all the required details and click Save Changes.
• In the Dashboard Welcome Card Settings, you will find fields for Card Title, Card Subtitle, and Card Description. Enter all the details and click Save Changes.

• Once saved, the Site Logo will appear in both the header and footer of your website. The Site Title will represent your studio’s name across the site. The Footer Text will display as the copyright tagline in the footer, and the Footer Description will appear as the short introductory text below the logo in the footer section.

Banner Section

• In the Banner Settings section, you will find fields for Title, Subtitle / Tagline, Banner Image, Years Experience, Experience Label, Tattoos Created, Tattoos Created Label, Sterile Environment, and Sterile Environment Label. Upload your banner image using the Browse button and enter all the required details. Click Save Changes.

• Once saved, the Title and Subtitle / Tagline will appear as the main heading and supporting text in the hero section on your homepage. The Banner Image will display as the full-width background of the hero section. The Years Experience, Tattoos Created, and Sterile Environment values, along with their labels, will appear as the three highlight stats displayed in the stats bar on the homepage, giving visitors an instant overview of your studio’s credibility.

Service Section

• In the Service Settings section, you will find fields for Service Section Title and Service Section Description. Enter the heading and supporting text for the services area. Below that, you will find individual service items, each with a Service Icon, Service Title, and Service Description. To add more services, click the “Add Service” button. Click Save Changes when done.

• Once saved, the Service Section Title and Description will appear as the heading and subtext above the service cards on the homepage. Each service item will display as an individual card showing its icon, title, and description, helping visitors understand the range of tattoo services your studio offers.

Testimonial Section

• In the Testimonial Settings section, you will find fields for Title and Description for the section heading. Below that, you will find individual testimonial items, each with a Customer Name, Rating (selectable star rating), and Comment. To add more testimonials, click the “Add Item” button. Click Save Changes when done.

• Once saved, the Title and Description will appear as the heading and subtext above the testimonials on the homepage. Each testimonial will display as a review card showing the customer’s name, star rating, and comment, building trust with potential clients visiting your website.

Social Links

• In the Social Links section, you will find individual items each containing a Social Media Icon and a URL field. Select the platform icon from the dropdown and enter the full URL of your social media profile. To add more platforms, click the “Add Social Link” button. Click Save Changes when done.

• Once saved, the social media icons will appear in the footer of your website as well as in the Follow Us section on the Contact page, allowing visitors to connect with your studio on social media directly.

Quick Links

• In the Quick Links section, you will find individual items, each containing a Title and a Link field. Enter the label name and the corresponding URL or anchor link for each item. To add more links, click the “Add Quick Link” button. Click Save Changes when done.

• Once saved, all quick links will appear in the Quick Links column in the footer of your website, providing visitors with easy navigation to key pages or sections directly from the footer.

Contact Section

• In the Contact Section Settings, you will find fields under Header Section for Heading Title and Description. Under Contact Information, you will find fields for Title, Studio Location, Phone Number, Email Address, Email Response Note, Open Days, Open Time, Close Time, Location Icon, Phone Icon, and Email Icon.
• In the Follow Us Section, enter the Title and Description for the social media block. In the Find Us Section, enter the Title, Description, and paste your Google Map Iframe code to embed your studio’s location on the map.

• Once saved, the Heading Title and Description will appear at the top of the Contact page as the page banner. The Contact Information block will display your studio address, phone number, business hours, and email with their respective icons. The Follow Us section will appear with your social media icons, and the embedded Google Map will display your studio’s exact location for visitors to find you easily.

CTA Section

• In the CTA Settings section, you will find fields for Title and Description. Enter a compelling call-to-action heading and a supporting message to encourage visitors to book an appointment. Click Save Changes when done.

• Once saved, the Title and Description will appear as the call-to-action section on your website, prompting visitors to take action and book a consultation with your studio.

Title Section

• In the Page Titles & Descriptions section, you will find two blocks. Under Artwork Section (Home Page), enter the Title and Description for the gallery preview on the homepage. Under Gallery Page, enter the Title and Description for the full gallery page. Click Save Changes when done.

• Once saved, the Artwork Section Title and Description will appear as the heading and subtext above the featured tattoo gallery preview on the homepage. The Gallery Page Title and Description will appear at the top of the dedicated Gallery page, giving visitors context as they browse your full collection.

FAQ

• In the FAQ section, you will find fields for Title and Description for the section heading. Below that, you will find individual FAQ items, each with a Question and an Answer field. To add more questions, click the + Add FAQ button. Click Save Changes when done.

• Once saved, the Title and Description will appear as the heading above the FAQ list on the Contact page. Each question will display as a collapsible item that visitors can click to expand and read the answer, helping them quickly find information about your services, booking process, and policies.

Custom Pages

• To add a new custom page, click the “Create” button at the top right. In the Create Custom Page form, enter the Title, URL Slug (lowercase letters and hyphens only), Description, and write the page Contents using the rich text editor. Click Create when done.
• In the Custom Pages section, you will find a list of all existing pages with their Title, URL Slug, and Actions. In the Actions column, you can use the edit option to update the page content or the delete option to remove it.

• Once saved, each custom page will be accessible on your website via its unique URL slug. These pages are linked in the Legal section of the footer, allowing visitors to read your studio’s policies directly from the website.

Appointment Settings

• In the Appointment Settings section, you will find fields for Title, Description, Custom Tattoo Price, and Price Per Inch. Enter the booking page heading, a short description, and set your pricing values. The total price is automatically calculated using the formula: Total Price = (Price Per Inch × Inches) + Custom Tattoo Price. Click Save Changes when done.

• Once saved, the Title and Description will appear at the top of the Book Now page. The pricing configuration will be used to automatically calculate the total appointment cost based on the tattoo size entered by the customer during booking.

Tattoo Categories

• To add a new category, click the “Create” button at the top right. In the Create Tattoo Category form, enter the Name and select an Icon from the dropdown. Click Create when done.
• In the Tattoo Categories section, you will find a list of all existing categories with their Icon, Name, and Actions. In the Actions column, you can use the edit option to update the category details or the delete option to remove it.

• Once saved, all tattoo categories will appear as filter tabs on the Gallery page (e.g., Japanese, Celtic, Tribal, Geometric, Floral, and more), allowing visitors to easily browse tattoo designs by style. The category name will also display as a tag on each tattoo card in both the homepage gallery preview and the full Gallery page.

Manage Appointments

• To add a new appointment, click the “Create” button, which is located on the Manage Appointments page. In the Create Appointment form, under Personal Information, enter the customer’s Full Name, Email, Phone, and Instagram handle (optional). Under Appointment Details, select the Preferred Date, Preferred Time, and Estimated Duration.
• Under Tattoo Selection, choose the Tattoo Type from the dropdown. Under Tattoo Details, enter the Body Placement, Size (inches), and Tattoo Description. The Price Breakdown section will automatically calculate the Base Price (Price Per Inch × Inches), Custom Tattoo Price, and display the Total. Click Create Appointment to save.
• The list page displays a table of columns including the appointment’s Appointment ID, Customer Name, Email, Phone, Appointment Date, Time, Amount, Status, and Payment Status. Use the search bar to find a specific appointment by name or details.
• Click the Filters button to apply filtering options, including filtering by Status (All, Confirmed, Pending, Cancelled) and Payment Status (All, Paid, Pending). Click Apply to filter the data or Clear to reset it.
• In the Actions column, you can use the view to see the full appointment details or the delete to permanently remove it from the system. For appointments with a pending payment, a Process Payment will also appear in the Actions column.
• To process a payment, click the Process Payment icon on the relevant appointment. A Create Payment form will open, displaying the Booking Details, including the customer’s name, email, phone, booking date, placement, size, and total amount. Select the Bank Account, confirm the Payment Date, enter the Amount, add an optional Reference Number and Notes, then click Add Payment to complete the transaction.
• Once a payment is successfully processed, the Payment Status for that appointment will update from Pending to Paid in the appointments list.

• On the website, the Book Now page displays a booking form where visitors can fill in their Personal Information, Appointment Details, Tattoo Type, Body Placement, Size, Tattoo Description, and select their preferred Payment Method (Stripe or PayPal). Every appointment submitted through this form is automatically recorded and appears in the Manage Appointments section in the backend for the studio to review and manage.

Manage Payments

• The Manage Payments list page displays a table of columns including the payment’s Reference Number, Customer Name, Payment Date, Amount, Status, and Actions. Use the search bar to find a specific payment by reference number or customer name.
• In the Actions column, you can use the view to see the full payment details. For payments with a Pending status, Approve and Reject will also appear in the Actions column.
• Click the Approve icon to mark a pending payment as cleared. Once approved, the payment Status will update from Pending to Cleared in the payments list.
• Click the Reject to decline a pending payment. Once rejected, the payment will be marked accordingly and the Approve and Reject action icons will no longer appear for that entry.
• Payments with a Cleared status will only show the view in the Actions column, as no further action is required for already processed payments.
• On the website, visitors can select their preferred Payment Method (Stripe or PayPal) directly on the Book Now page when submitting their appointment. All payments made through the website are automatically recorded and appear in the Manage Payments section in the backend, where the studio can review, approve, or reject each transaction.

Manage Artists

• To add a new artist, click the “Create” button, which is located on the Manage Artists page. In the Create Artist form, enter the artist’s Name, Contact, Email, Speciality, Years of Experience, and Age.
• Upload a profile Image using the Choose File button, select the Gender (Male, Female, or Other), and toggle Available on or off to set the artist’s current availability status. Click Create to save.
• The list page displays a table of columns including the artist’s Image, Name, Contact, Email, Speciality, Years of Experience, Age, Gender, Status, and Actions. Use the search bar to find a specific artist by name. The page also allows you to toggle between list view and grid view.
• Click the Filters button to apply filtering options, including filtering by Gender and Status. Click Apply to filter the data or Clear to reset it.
• In the Actions column, you can use the edit to update the artist’s information or the delete to permanently remove the artist from the system.

Manage Tattoos

• To add a new tattoo, click the “Create” button, which is located on the Manage Tattoos page. In the Create Tattoo form, select the Artist from the dropdown, enter the Tattoo Name, select the Category, enter the number of Sessions Needed, set the Price, select the Rating, upload a tattoo Image using the Browse button, and enter a Description. Click Create to save.
• The list page displays a table of columns including the tattoo’s Image, Tattoo Name, Artist Name, Category Name, Session Needed, Price, Rating, and Actions. Use the search bar to find a specific tattoo by name. The page also allows you to toggle between list view and grid view.
• Click the Filters button to apply filtering options, including filtering by Artist, Category, and Rating. Click Apply to filter the data or Clear to reset it.
• In the Actions column, you can use the view to see the full tattoo details, the edit to update the tattoo information, or the delete to permanently remove it from the system.

• Once saved, all tattoos will appear as cards on the Gallery page and in the gallery preview section on the homepage. Each card displays the tattoo image, name, artist name, category tag, star rating, sessions needed, and price exactly as entered in the backend. Visitors can also filter tattoos by category using the filter tabs at the top of the Gallery page.

Manage Supplies

• To add a new supply, click the “Create” button, which is located on the Manage Supplies page. In the Create Supply form, enter the supply Name, Category, Quantity, Unit, Brand, and an optional Note. Click Create to save.
• The list page displays a table of columns including the supply’s Name, Category, Quantity, Unit, Brand, and Actions. Use the search bar to find a specific supply by name.
• In the Actions column, you can use the view icon to see the full supply details, the edit icon to update the supply information, or the delete icon to permanently remove it from the system.
• The Manage Supplies section is an internal studio management tool. The supply data entered here is used by the studio to track and monitor stock levels of tattoo inks, needles, safety equipment, and other studio essentials, and does not appear directly on the frontend website.

Follow Ups

• To add a new follow-up, click the “Create” button, which is located on the Manage Follow Ups page. In the Create Follow Up form, select the Appointment from the dropdown (note: each paid appointment can have only one follow-up record), select the Follow Up Date, enter the Tattoo Name and Customer Name, select the Follow Up Type (Retouch, Consultation, Aftercare Review, or Touch Up), set the Status (New, Completed, or In Progress), and add an optional Note. Click Create to save.
• The list page displays a table of columns including the Appointment ID, Tattoo Name, Customer Name, Follow Up Date, Follow Up Type, Status, and Actions. Use the search bar to find a specific follow-up by customer name.
• Click the Filters button to apply filtering options, including filtering by Follow Up Type and Status. Click Apply to filter the data or Clear to reset it.
• In the Actions column, you can use the view to see the full follow-up details, the edit to update the follow-up information, or the delete to permanently remove it from the system.
• The Manage Follow Ups section is an internal studio management tool used to track post-appointment care and client communications. The follow-up records entered here are managed entirely within the backend and do not appear directly on the frontend website.

Contact Messages

• The Contact Messages list page displays all messages submitted by visitors through the Contact page on the website. The table shows each message’s Name, Email, Phone, Subject, Date, and Actions. Use the search bar to find a specific message by contact name.
• In the Actions column, you can use the view icon to read the full message details or the delete icon to permanently remove it from the system.

• On the website, the Contact page displays a Send Us a Message form where visitors can fill in their Name, Email, Phone Number, Subject, and Message, then click the Send Message button to submit their enquiry.
• Every message submitted through this form is automatically recorded and appears in the Contact Messages section in the backend, allowing the studio to review and respond to each enquiry directly.