Document Upload

Overview

The Document Upload plugin allows you or your Customers to upload documents into the DaySmart Appointments scheduling system. This allows you to save key documents and have them linked to a Customer’s profile or a specific Appointment for future review.

Three Ways to Use the Document Upload Plugin

Supported document types (maximum size of 25MB)

When to Use Document Uploads

Customers filling out forms prior to their Appointment

In many situations, such as with massage therapy, new Customers are required to fill out intake forms. Many other professions also require some initial documentation for Customers. With the Document Upload plugin, you can have your Customers upload their document while they are making their Appointment. The document can then be accessed via the Customer’s profile or when viewing their Appointment.

Customers uploading a document for review

Some writing centers and tutoring companies have their students submit papers to be reviewed during the Appointment session. By having students upload papers when making their Appointment, it ensures the paper is associated with the Appointment and saved in the system. Staff Members can then access and download the paper for review at their convenience.

Organizing Customer documentation

By uploading key Customer documentation, it allows you keep all important forms in one place and ensure that they don’t get lost. You can access all documents associated with a Customer at any time.

Sending documents via email notifications

In some cases, after a Customer has booked an Appointment, companies will want to have that Customer fill out some information to bring with them to the Appointment. With the Document Upload plugin, you can attach any document to any email. For example, you can attach a form to the Appointment Confirmation Email. When the Customer sets an Appointment and receives their confirmation email, it will include the form they need to fill out.

NOTE: Customers cannot view or make changes to documents after they have been uploaded.

Pricing

This plugin is available as a supplemental feature from The Marketplace in your account. When added to your subscription, you will be charged an additional $20 per month and this will provide you with up to 10GB of file storage. Once you exceed this amount, you will be charged an additional $20/month. You can monitor or adjust the documents stored using the Document Monitor in Settings.

How It Works

You can enable the Document Upload plugin at any time via the Marketplace link at the top right corner of your account. To complete the activation:

Once you enable the plugin, you will be able to immediately begin uploading documents into the system. You will also have access to a set of preferences that will allow you to control how the plugin is used in your account, including whether or not to allow customers to upload documents.

Uploading Documents through the Customer View

If you enable the ability for your Customers to upload documents, they will be prompted to upload a document during the Appointment setting process. An example of what the upload page looks like is below.

NOTE: Customers can only upload documents when logged into the Customer View. We do not recommend allowing Customers to upload documents unless you require them to log in prior to creating Appointments.

You can also control the text that displays when the Customer is prompted to upload a document. The text defaults to: “If you would like to upload a document, please click on the Document Upload button below.”

You can edit this text via the Document Upload Instructions link in the Pages/Text tab in Site Administration.

NOTE: If you do not see the Document Upload Instructions link after clicking the Pages/Text tab within your account, please contact our Support group to have this feature enabled.

Uploading Documents Via Site Administration

Staff Members can upload documents associated with Customers or an Appointment through Site Administration. Uploading can be done via the Customers section of Site Administration, or you may upload a document while making a new or viewing an existing Appointment.

Upload with New Appointment

After you have selected (or entered) a Customer in the Make Appointment, click Next to move to the Appointment details page. On this page, you'll see an option to add documents to this Appointment. When uploading documents in this view, it will be associated with this specific Appointment.

When you click Documents, the page will update to show the document upload area. If you are booking an Appointment with a current Customer who has previously uploaded documents, those will display in this area. If it is a new Customer, you will see an empty panel with No documents have been attached.

In this panel, you are given the ability to do the following:

When uploading documents, you can include a document title (required) and description. This helps to identify the document.

When you look up a Customer and click on their name to access their information via the Customer Search page in the Customers tab, you will see a Document Upload link. When you click on that link, you will have the same options.

Viewing Documents for Existing Appointments

For existing Appointments, you are able to access the documents already uploaded. To do this, click on the Appointment from the calendar to open the summary window. Next to the Edit Details and Profile links, click on the document icon, which also shows you how many documents associated with this Customer.

In the subsequent window, you'll see the profile info and the available documents for the Appointment.

Pets or Children

Similar to Customers, when you access the details of a Pet or Child via the Customer Search page, or when making or viewing an Appointment, you will be able to maintain documents of the Pet or Child in the same fashion as you would for Customer documents.

Uploading Internal Documents

You can upload internal documents that you can then attach to any of the automatic emails sent by the system. You can also access these documents for viewing or downloading at any time.

To upload internal documents to the server, click on the Internal Documents link in the Settings section of Site Administration.

NOTE: If you do not see an “Internal Documents” link after clicking the "Settings" Tab within your account, please contact our Support group to have this feature enabled.

Attaching an Internal Document to an Email

To attach an internal document to an email, go into the Notifications section within the "Settings" tab. Click on any of the notifications in the list. At the bottom of the notification will be a section prompting you to attach one or more of your internal documents to the email. When attached, the documents display in the email as clickable links. They are not sent as true attachments. This helps lessen the likelihood of emails being mistaken for spam.

Settings

You can control key document upload settings to help ensure proper usage for your specific needs. The following are preferences you can control via the Document Upload section of the Preferences, or the Marketplace section of Site Administration.

Allow documents to be uploaded via Site Administration.

Allow documents to be uploaded by Customers via the Customer View.

Maximum number of documents Customers can upload when uploading via the Customer View

You may choose to set a specific maximum limit, or you may choose to allow unlimited uploads.

Maximum number of documents users can upload for each Customer when uploading via Site Administration.

You may choose to set a specific maximum limit, or you may choose to allow unlimited uploads.

Only allow Headquarters Administrators to delete documents.

Monitoring Documents

Whenever you allow Customers or Staff Members to upload documents, it’s a good idea to monitor the documents that are being uploaded. The DaySmart Appointments Document Upload plugin allows you to view any documents uploaded to your account through the Document Monitor page. You can also edit or delete any internal documents within this section. This functionality is limited to Headquarters and Location Administrators.

On the Document Monitor page, you can search under any date. The page will list who uploaded the document, including whether it was uploaded by a Staff member or a Customer, and the date they uploaded it.

Reporting on Appointments with Documents

When your account offers this feature, administrators running the Appointment Report will be able to include information about the Appointment's documents.

The executed report will now contain a new column. The column will display a numeric value representing the documents that were uploaded to the specific Appointment.

Note: If you choose the HTML view option for the report, the Document information will display as a hyperlink. When clicked, the user will open and view the list of Documents associated with the Appointment in the row of the report

Disabling the Plugin

If you decide that you no longer want to use this feature, you can return to the Marketplace and remove the plugin from any or all Locations.