To enter the Coconut Calendar application, you will receive an enrollment email from Coconut Software.
The login page can be accessed at [your_company_domain].coconutcalendar.com/login
To change/recover your password from the Login page, click the Forgot your password? (1) link. You will be prompted to enter your account username. You will then receive an email with instructions for how to set a new password.
To change/recover your username, click on Forgot your username? (2) link, where you’ll be asked to enter your first and last name, as well as your email address. Once the information is submitted, you will receive an email with further instructions.
The menu bar on the left hand side of the staff view will allow you to navigate to different areas. To collapse this side menu, press on the hamburger button .
The Dashboard (1) provides an overview of the schedule for your location today, this month’s stats, and booking shortcuts.
Manage, view, and edit your appointments in the Schedule (2). You can also view and edit your staff member’s schedules.
Navigate to Reports (3) to create and view standardized and customized reports for key statistics impacting your clients, appointment statuses, and services.
Find an overview of your Clients(4), including contact details, upcoming appointments, and appointment history.
The Staff (5) section will allow you to add, remove, and manage employees at your location, including assigning staff members to different services and locations.
In the Locations (6) menu, you can manage location contact information and add new locations
Add new services and manage existing service preferences in the Services (7) menu.
Configure your staff and location availability in the Hours (8) menu.
Access the Settings (9) menu to configure your company settings, including notifications preferences and client view.
Help Centre (10) will direct you to the Coconut Help Centre.
The Dashboard screen is the first screen you see when logging into Coconut. It provides a quick snapshot of schedule and appointment details happening at your locations.
Your Schedule (1) provides you with a snapshot of your appointments happening at your locations today.
Click on Online Booking (2) to access the Client View, as it would appear to customers booking appointments online.
View Coconut Notifications (3) concerning product changes or updates by clicking the bell. You can access your profile information (more information in the My Profile section) by clicking your avatar (3) icon.
The 10 most Recently Booked Appointments (4) are listed for your convenience.
This Month’s Stats (5) provides you with a categorized count of all appointments at your locations for the current month.
Booking Shortcuts (6) is a tool that allows you to create personalized links to the Client View for your customers.
You can update the Support section of this page to list your company’s internal support information. Simply have an account administrator contact firstname.lastname@example.org to update this.
To edit your personal preferences, as well as to set up and manage your email sync options, access “Edit Profile” in the top right avatar menu options.
Edit your contact information (1), and add a BCC email if you’d like to have email notifications sent to additional addresses.
Update your username and password (2). Passwords must be a minimum of 10 characters.
If available, select your user language (3).
Edit the limit (4) of appointments that you can take in one day. Once this daily limit is reached, clients will no longer see available appointment slots on that day.
Select your prefered time zone (5), in which your schedule will be displayed.
You can send your clients specific instructions in their email notifications by adding text in the meeting information (6) field.
If your company uses Google Calendar or Outlook.com, individual users will be able to sync to their calendar through the Sync tab. If your company uses Outlook365 or Outlook for Enterprise, please have an account administrator contact your Coconut Software Customer Success Coach to inquire about integrations.
As an administrator, you can view and manage your own schedule, as well as the schedules of all the staff members in at your company.
Choose the Location (1) that you wish to view the schedule for. You can choose to display All staff’s schedules, or select a specific Staff (2) to display an individual’s schedule across all locations they are assigned to. Appointments for the selected location will appear in full colour, and appointments at other location will be semi-transparent.
Choose from the Week view or the Day view (3) to display your schedule. The Day view allows you to see all staff schedules side by side, which can be used when re-assigning appointments from one staff to another.
You may have a waitlist icon (4) appear in your schedule. This icon becomes blue when a new waitlist request is received. Click on the mailbox to view client’s requests.
You can create a new appointment by either clicking on the Add (5) button, or by double-clicking on the time slot of your choice within the schedule (more information in the Adding a New Appointment section).
You can view your calendar, create new appointments, review, edit and delete existing appointments within the Schedule (6). The gray areas show the times you are closed. The current day is highlighted in yellow.
Adding a New Appointment
To add a new appointment, click the Add button at the top of the schedule, or click anywhere in the schedule. Then, follow the instructions below:
Pick the option which works best for your event: Appointment or Busy (1).
- Appointment: an event, where a service is delivered to your client.
- Busy: time reserved for an activity other than a client appointment (Personal, Sick, Vacation, Other).
Enter the Details (2) for the appointment you are booking, including the service, staff member, time and status. Ensure that the Location and Date are set correctly.
If you wish to add an existing client(s) to an appointment, type in the client’s first or last name into the Search Existing Clients Field.
To add a new client to your appointment, click on + New Client, and enter their contact information in the pop up screen.
Check the Receive SMS box in order to send out text notifications to your client. You must request consent from your client prior to enabling this.
Check off the Notify boxes so that your Client(s) and/or Staff receive email and text notifications for this appointment, as configured in your Settings. Text notifications are only sent to clients (not to staff).
Click Save. The new appointment will be visible in your schedule.
Note: Appointments can be changed to a different day or time in the Schedule View by clicking and dragging them to a different slot. You can also change appointment details by clicking on an appointment, making changes to it, and clicking save. If you select the notify boxes, your clients will receive notifications indicating a change has occurred to their appointment.
Creating a Recurring Appointment
Click on the “Recurrence” tab when creating an event if your appointment repeats. You have the option to choose a Daily, Weekly, or Monthly recurrence.
Daily: Repeats every set amount of days.
Weekly: Happens on the same days weekly.
Monthly: Repeats on a set day every month.
Recurring appointments will be scheduled continually until the end date that you indicate. When editing a set of recurring events in your calendar, you will be prompted to choose if the change should take effect for only the current events, all future events, or all events in the series.
Understanding your Schedule
Different types of appointments are displayed in different colours on your schedule.
To update the status of an appointment, click on the appointment and select No Show (1), Complete (2), or Confirmed (4).
Busy times can be marked as Sick (3), Personal (5), or Vacation (7). Group appointments (6) must be scheduled by a staff member to appear on the client view.
Closed (8) times will reflect your location’s hours of operation by default. You can edit them to reflect your hours of availability by clicking on a gray area.
In the Clients tab, you can view, edit, merge and delete client information for your own clients. You can also view the appointment history for each client.
Use the Client Search Bar (1) to search for a specific client by first name, last name, email address or phone number.
The Client Log (2) lets you view the appointment history and any upcoming appointments for a particular client.
To edit a client’s contact details, click More (3).
You can Merge (4) client entries to eliminate duplicate entries for the same client. Coconut automatically merges clients with the same first name, last name and email address.
Administrators are the only users who have permission to add, edit, or delete Services and Service Categories. To make changes, go to the Services menu, and click Add to create a new a service, or More to edit a service.
In the Edit screen, enter a service Name (1). A Slug (2) can be assigned, which will make your URLs human-readable. For more information on slugs, visit our Help Centre.
Select a Duration and Buffer (3) time if applicable. If you’re looking for different time increments, contact email@example.com for help.
Select the Group Service (4) option if you are creating a service such as a class or a workshop, where your clients will be signing up to a set session. If the group service can happen at any time between the start and end of the appointment, select Staggered Start.
Choose whether the service will be Performed (5) at a location, virtually, or at a remote address which will be requested from the customer.
You can upload an Image (6) that will appear in your Client View in the list of services offered.
Add a Description (7) for your service, and any Instructions (8) you’d like your attendees to receive in their email notifications.
Access the Staff menu to view, edit, archive, and unarchive existing Staff, or to create new staff members.
To add a new Staff, click Add. In the Edit pop up box, enter the Staff Details (1) including first name, last name and email address.
Assign a Username and Password (2) if needed. When a new staff is created, they will receive an email requesting that they set a password within the next 3 days.
Assign an appropriate Role (3), which will determine what functionalities the staff will be able to access.
Assign the staff to Locations (4), specifying where the staff will perform the services that they offer.
Choose the Services (5) that the staff will offer.
Select the Private checkbox if you wish for the staff member to only be available through the schedule view, not the Client View.
Managing Availability (Hours)
Create a weekly recurring staff availability by navigating to Hours, and select Staff. Click Add to set up hours and availability, or click on “More” to make changes to set hours and availability.
You can specify which Location (1) and Staff you wish to set your hours for. The Staff option will only appear once a Location is selected.
Choose a date range for the Effective Start Date and Effective End Date (2) for which these hours of operation are valid.
Available Hours (3) can be set up for each day of the week. These set hours will repeat from the Effective Start Date through to the Effective End Date.
Set a day’s status as Unavailable (4) if the staff does not accept appointments.
Note: If your availability matches the location hours, there is no need to follow the above steps. If your availability changes weekly, open and closed times can be managed directly through the schedule view.
Hours of operation for a location can also be managed through this menu. Click on the Locations tab, and click More (1) next to a location. These hours will be displayed in your client view, and are considered regular hours of operation.
To view and manage Location details, head to the Locations menu and click More next to the location you want to view or edit. The information entered here will be reflected in your client view. As an administrator, you can also Add a new location.
Enter the Name (1) and Address (2) (5) of the location.
If a location does not require clients meeting in person at a geographical location, then check off the Virtual Location (3) box.
The Timezone (4) setting allows you to select the timezone that the schedule for this location will appear in.
Enter a contact Phone (6) number, which will be listed in your client view.
An Email (7) address can be added, which is where staff notifications will be sent if an appointment has no assigned staff.
Assign a unique Slug (8) which will simplify the URL of booking shortcuts.
Reports allow you to obtain further insight into your business, through several key metrics. There are multiple standardized reports that you can pull. Alternatively, metrics and criteria can be specified when building custom reports.
The following reports can be obtained:
Schedule By Staff allows you to retrieve all scheduled appointments details, including date, service, location, price and client information.
Summary By Staff gives you a summary of appointment details including service, hours, times performed and charges by each staff member, as well as the total by the business.
Summary By Client provides you with a summary of appointment details like service, hours, times performed and charges by each client as well as the total by the business.
Build a Custom Report provides you with the opportunity to select your own criteria for the custom report(s) and to retrieve a report aligned with your chosen criteria.
Waitlist reports are available only when the Waitlist feature is active at your company. This report will list all requests currently active.
Activity Overview and Contact Information provides you with fast, brief client related data, including a summary of appointments for a specific client and their contact information.
Customize the data you want to see in your report based on multiple filter options including Location, Staff, Status, Service.
You can choose whether your Report will display only appointments Booked by Staff, only appointments Booked by Client, or appointments booked by both.
Once you’ve selected your required filters and fields, click Generate Report for a printer friendly version, or Export Report to download a .csv file to open in a spreadsheet processor.
The Settings menu is where you, as an Administrator, can set and adjust preferences that impact the operation of your business. In Settings, you will find 6 tabs of preferences and settings that can be set and adjusted:
Notifications: Manage your appointment email and text messaging notifications settings.
Client View: Settings that affect how the Client View looks.
Payments: Settings for payment management, integration with Stripe service.
Questions: Allows for customizable questions to be set up and asked to Clients and/or Staff when creating or updating an appointment.
API: Allows API Key and Secret to be generated, to build custom integrations with Coconut. Refer to our online resources for more information on APIs.
Contacts: Set up your main contacts who will receive communications from the Coconut team.
Email notifications are sent to the staff and clients associated with appointments.
Text message notifications are sent only to clients who have, staff do not receive text message notifications.
General Notifications (1) are sent when an appointment Is created or changed.
Missed Notifications (2) are sent when an appointment status is marked by a staff as No Show.
Completed Notifications (3) are sent when an appointment is marked by a staff as Completed.
Reminder Notifications (4) are sent to clients to remind them of their upcoming appointment. Multiple reminders can be set up, so your clients receive these at different times prior to their appointments.
You can choose what information is included in the email notifications:
Attendee Information (5) including the customer’s name, email, appointment notes, confirmation code associated with client and appointment)
Answers to Questions (6) that were responded upon booking the appointment can be included in the notifications.
ICS files (7) let your customers download a small file that will be sent as an email attachment, that allows them to easily add their appointment to their device’s calendar.
You can add extra information to the email notifications that are sent to clients by adding text in the Email Content (1) section. This will appear at the bottom of email notifications. Email content can also be added on a per-service basis through the Services preferences in the Instructions section. If you have multiple languages enabled, add the translated messaging in the Languages (1) section. A Homepage URL (2) and Feedback URL (3) can also be added to your email notifications.
Setting up Custom Notification Providers (4) allows for email and text notifications to be configured using other accounts, as opposed to through the Coconut default account. We recommend keeping this option to the default setting.
Client View Settings
You can manage preferences that affect how your clients view information when booking an appointment.
You can choose to enable or disable your Client View (1). Disable your client view if you don’t want your clients to be able to book appointments online.
The minimum amount of notice that clients are required to give for cancelling appointments (2), booking individual appointments (3), or booking group appointments (3), can be personalized based on your business’ preferences. You can also choose how far in advance appointments can be booked online (4).
You can edit which first step (5) your client sees, whether they first choose a Location or a Service.
If you have service categories, you can choose whether the first category (6) is collapsed when the service selection screen appears. You can also choose whether your clients can book a limit of one service (6) at a time.
Based on your company’s workflow, your staff member’s names can appear or be hidden from your client view (7).
A Pre Booking Statement (1) allows you to add additional information that will appear to clients in the final stage of the Client View before the booking process is complete.
Enabling social media sharing (2) allows your clients to share their booking with social media sites. When this setting is active, an option to share will appear in the appointment confirmation screen.
You can change how your clients see available times (3). Select Service if you want available times in the client view to be displayed based on the length of the service selected, reducing potential down time. Select Time if you want the available times in the client view to be displayed based on a predetermined time interval, allowing your clients more flexibility on when they can meet.
Choose to enable or disable a waitlist (4) , and add a contact email address where notifications will be sent when a client registers to the waitlist. Add multiple email addresses by separating them with a coma.
Edit which client contact details (5) you’d like to collect when they are registering for an appointment. First name, last name, and email address are always mandatory.
To embed you client view (6) into your own website, provide your website administrator with the line of code displayed here, and provide us with your URL so we can authorize your site by emailing firstname.lastname@example.org
If you your services have prices, check off the payment management (1) box. This will allow you to list prices for your services in your client view in the service selection screen.
If you’d like payments to be processed when an appointment is booked, and you have a Stripe account, select the Enable Credit Card Capture (2) option, and enter your Stripe keys (3).
You can change your preferred currency (4), which will be reflected in the client view.
Questions can be asked to your clients in the client view when an appointment is being created, or when an appointment is created or updated by staff in the schedule view. Your staff can review their client’s answers to better prepare for an appointment.
To create a question, click Create, or click Edit next to an existing question to change the details of an existing question.
Select your answer format (1), and type your question (2).
For Text and Textarea questions, enter a placeholder (3), which will appear in light gray text before your client starts to type in the field, as a suggestion of the type of answers you would like them to enter.
You can select Private (4) if you want your question to only be displayed to your staff when they view or edit an appointment in the schedule view. A Required (4) question will be mandatory for the booking to occur.
If you create a Select, Checkbox, or Radio question, click Add next to Options (5) to format the possible answers.
By default, questions are assigned to all services. However, you can choose to have a question asked only for select services by clicking on the Services tab and selecting which services this question is applicable to.
If you have multiple Languages enabled on your account, you can add the translations to a question and its options in the Language tab.