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.
Navigate to the Dashboard (1) for an overview of your schedule for today, this months stats, and booking shortcuts.
Navigate to the Schedule (2) to view and edit your own schedule.
Navigate to Reports (3) to create and view standardized and customized reports for key statistics impacting your clients, appointment statuses, and services.
Navigate to Clients (4) for an overview of your clients, including client details, upcoming appointments, and appointment history.
Navigate to Hours (5) to configure your hours and set your availability.
Help Centre (6) 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 your schedule and appointment details.
Your Schedule (1) provides you with a snapshot of 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.
This Month’s Stats (4) provides you with a categorized count of all your appointments for the current month.
Booking Shortcuts (5) is a tool that allows you to create personalized links to the Client View for your customers.
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.
As a Staff Plus user, you can view and manage your own schedule. You can also view the schedules of the staff members assigned to your locations.
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. 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.
Managing Availability (Hours)
You can adjust your working and off-hours according to your personal schedule by navigating to Hours. Click on Add to set up your hours and availability, or click on “More” to make changes to your set hours and availability.
You can specify which Location (1) you wish to set your hours for.
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, Sunday through Saturday. 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 you are not accepting appointments that day.
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.
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.