Woman at computer using Kitomba for business management

How Kitomba can help you during the novel coronavirus (COVID-19) pandemic

20 Mar 2020 by Kitomba

COVID-19 continues to change the world, so we’ve created this blog to provide you with ways Kitomba can help you and your business at this time.

Communicate with your clients

As things continue to change rapidly, it’s important to have a plan in place to communicate with your clients. 

Send a marketing campaign

Kitomba integrates with MailChimp so it’s easy for you to stay in touch with your clients. You may want to:

  • let them know the steps you’re taking to ensure their safety,
  • advise them of any changes to your regular opening hours or business closures,
  • communicate staff absences and rescheduling information,
  • remind them to follow you on social media for updates, or
  • promote your online store to cover their product needs.

To get started with creating a MailChimp campaign, watch our video.

Stop your appointment reminders

If your business is closing or things have changed, it’s a good idea to stop your appointment reminder messages. That way your clients won’t be confused by a reminder message and your business won’t incur any unnecessary costs at this time.

You could either:

  • set your appointment reminder messages to “call me” so they aren’t sent to clients and you aren’t charged or
  • cancel any appointments and contact your clients to reschedule for when you’re open again.

Manage a waitlist

We recently released a new waitlist feature for Platinum and Diamond customers. This allows you to add clients to your waitlist, from anywhere, on any device. Then when you reopen you can seamlessly move them onto your appointment book. To learn more about how it works, visit our blog.

Add an appointment buffer

We want to make it easy for you to comply with Government regulations related to cleaning, disinfecting and reducing waiting room contact between clients. Our Online Booking appointment buffer allows you to choose to automatically add a buffer to the end of every appointment booked online. Learn more about this feature in our blog.

Update your Online Booking site

Edit your opening hours

If you’d like to leave Online Booking on so your clients can make bookings for when you reopen, we recommend adding business leave in Kitomba to show the dates you’re closed. Visit our support guide for help doing this.

Turn off Online Booking

If you’re not going to be operating your business, you may want to turn Online Booking off during this time. It’s easy to do – just visit your Kitomba 1 Settings, select ‘Business details’ and switch your Online Booking website to ‘Off’.   

Keep a close eye on your business

Kitomba is a business management software that makes it easy to see what’s going on in your business, whether you have one or multiple locations. We help you to manage your business in the good times, when your business is booming and your client list is growing. But we’re also here to help you navigate the hard times. At times like these, having a clear picture of your business is more important than ever. It allows you to understand the health of your business, identify opportunities and make informed decisions. Here are some of the features you can use to do this:

Business Summary

The Business Summary report allows you to keep an eye on your overall revenue and revenue sources and keep track of your clients’ behaviour. For everything you need to know about the Business Summary report, check out our support guide.

Future appointments

For information on future bookings and revenue refer to your Scoreboard in Kitomba 1, the Future Appointments report in Kitomba and the Appointment Value report in Kitomba 1. 

Staff utilisation

The Staff Utilisation report provides you with a summary of each staff person’s utilisation for a specified date range, outlining the ratio between their working and non-working hours. This report may come in handy if you need to create new rosters to cater for quieter days.

Client lists

If a staff member is unwell or needs to self isolate, you’ll need to contact all of their upcoming appointments to reschedule or cancel. You can use the Customer Retention report to see all client appointments for that staff member across the affected dates. The report includes contact details for those clients so you can get in touch with them individually, or use the list to create a marketing message in Kitomba.

For more advice, assistance and tools that can help you at this time, visit our COVID-19 Resource Centre.

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