Setup Agent + Service / Appointment Details
Available on: Desktop · Web · Phone
Navigate to Setup\Setup Accounts\Setup Agents and click on "Setup Agent + Service / Appointment Details".
This is where you tell Logic ERP which stylist does which service, how long it takes them, what they charge, and when the branch is open. Setup Appointments uses it every time it offers a stylist or works out an end time, so set it up before you start booking — see Getting Started.
The screen has four tabs.
Define Service Stages
A service can be split into stages — the separate steps the client goes through. Each stage has:
STAGE NAME
The step, for example Application
TIME MALE(MINUTES) / TIME FEMALE(MINUTES)
How long the step usually takes for a man and for a woman
STAGE DESCRIPTION
A longer description, if you want one
STYLIST STATUS
Whether the stylist is busy during this step, or free to look after someone else
Select Service, enter its stages and click Save. The Total Time (Male) and Total Time (Female) show the whole service in hours and minutes, for example 01:20. Order changes the order the stages run in.
Auto Create Stages adds one busy stage, named after the service and its pack, with no time, to every service that has none. Enter the times afterwards.
A stage that any stylist's time uses cannot be deleted here — you are told "Stage can not be Deleted.".
Busy and free stages
Only the stages where the stylist is busy block the stylist's diary. During a free stage the stylist can be booked for another client. Each stage starts one minute after the one before it ends.
Example — a colour client waiting. Hair Colour has three stages: Application 30 minutes (busy), Development 30 minutes (free), Wash & Dry 20 minutes (busy). Neha books a hair colour with Anita at 2:00 PM. Anita is busy from 2:00 to 2:30 and again from 3:02 to 3:22. From 2:31 to 3:01, while Neha's colour develops, Anita is free — so a short service for another client can be fitted in with Anita from 2:31 PM, as long as it finishes before 3:02 PM.
Stylist + Service Wise Rate + Time Slabs
For each stylist and service, enter what the stylist charges and how long they take.
Tick Select Stylist and pick a stylist — or tick Select Stylist Group to set the same values for a whole group at once.
Tick Select Service and pick the services, then click Refresh. The grid lists those services with any values already saved.
Fill in the grid and click Save.
SERVICE NAME
The service
RATE MALE / RATE FEMALE
The stylist's rate for a man and for a woman
MULTIPLYING FACTOR
A percentage added to the cost of products issued for the appointment when it is billed (see below). Leave it at 0 for no mark-up
TIME MALE(MINUTES) / TIME FEMALE(MINUTES)
How long this stylist takes. Click the cell to open the Service Stages window and enter the minutes for each stage; the time is their total
The service's stages must be set up on Define Service Stages first — otherwise you are told "Please define Stages for the selected service".
A stylist is offered for a service only if they have a time for it here — for a man or a woman, matching the client. The time is also the length of the booking.
Which rate is charged
With Use Agent+Service wise Item Rate switched on in the Appointment Manager's Settings, the appointment is priced at this stylist's RATE MALE or RATE FEMALE (the female rate for any client not recorded as male), plus the cost of any components set for the service in the item master.
With it off, the service's own item rate is used (the rate chosen in Default Rate in Settings), whichever stylist does it.
Multiplying Factor — products used during the service
When products are issued against an appointment (Inventory\Issue Stock against Appointment) — a colour tube, a mask, an ampoule — their cost is added to the service on the bill. The Multiplying Factor is the percentage mark-up applied to those products. It applies only when stylist rates are in use (the setting above is on). It does not change the stylist's rate or the service time.
Example. Anita's rate for Hair Colour is ₹1,500 (female) and her Multiplying Factor is 20. For Neha's colour, two colour tubes at ₹150 each are issued against the appointment. On the bill the service comes to ₹1,500 + (₹150 + 20%) × 2 = ₹1,500 + ₹360 = ₹1,860.
Setting a whole group at once
When you pick a stylist group, an extra tick, Overwrite Existing, appears.
Not ticked — stylists in the group who already have their own values for a service keep them; the others get the values shown.
Ticked — every stylist in the group gets the values shown, replacing what they had.
Only the stylists who already have values are compared. If they all agree, the grid shows that value, and saving gives it to the group's other stylists too. If they differ, the row shows empty and is saved only if you change it — so leaving it untouched does not wipe their own values.
Example. Your Senior Stylists group has Anita, Ravi and Meera. Anita already charges ₹2,000 for a Hair Spa; the others have no rate yet. Pick the group: the Hair Spa row shows ₹2,000 (Anita's rate). Change it to ₹1,800 and save without ticking Overwrite Existing: Ravi and Meera get ₹1,800, Anita keeps ₹2,000. Save again with Overwrite Existing ticked, and all three charge ₹1,800.
Copying one stylist's setup to others
When a new stylist joins and does the same work as an existing one, click Copy Agent + Service / Appointment Details on this tab:
Pick the Source Stylist — the one whose setup you want to copy.
Pick the Destination Stylist — one or more new stylists.
Optionally Select Service to copy only some services.
Tick Overwrite Existing Service Details if the destination stylists already have values you want replaced.
Click Copy.
Stylist + Service Wise Time Slabs
Set how long each stylist (or group) takes for each service — TIME MALE(MINUTES) and TIME FEMALE(MINUTES) — in the same way: click the cell and enter each stage's minutes in the Service Stages window. Use it, for example, to give a faster stylist a shorter application stage while the development stage stays the same.
The same Select Stylist, Select Stylist Group, Select Service and Overwrite Existing choices work as on the Rate tab.
Week Day Shifts
Enter the branch's SHIFT START and SHIFT END for each WEEKDAY NAME and click Save. Every day needs both times — otherwise you are told "Please Fill Shift Timing Properly".
These are the hours shown in the Appointment Viewer. No appointment can start at or after the shift end, and a stylist is offered only if the whole service finishes by the shift end.
Things to know
Changing the stylist, group or service clears the grid. Save first if you have changes.
Deleting a line for a group deletes that service for every stylist in the group; on the Rate tab it removes both the rate and the time. You are asked first.
Stage times used by booked appointments are kept. When you delete or change a stylist's time, the stage times that existing appointments use are not removed, and you are told how many were kept.
Rights: saving needs modification rights for this screen (Week Day Shifts needs the configuration right), and deleting a line needs deletion rights.
On the web
The screen works the same way on the web, including the Service Stages window and the service search on Define Service Stages. On a phone, the four tabs show two by two so they all fit.