How to add a new bed or equipment to Tan-Link

Important:

Once a new bed has been created and mapped. Customers will be able to use it. Please do not delete or rename a bed once it has been used as it will be permanently removed from check-in history, reports, lamp hours, and package/equipment. Please contact support if you require to move or rename beds.

When a new bed has been installed at the salon, you will need to map the new room in the Tmax with the correct room number before it's added to Tan-Link.
Please contact Applied Digital if you need assistance with this step. [phone]

If the new bed is already mapped in the Tmax, please log into Tan-Link and go to General Settings> Equipment > Update Beds/Rooms

Please ensure you are logged into the location where the equipment will be added.

You can create a new bed by copying from an existing one.

Use the most similar bed that is already in the system. For example. If you installed a new level 3 bed.
Please copy from an existing level 3 bed. If it's a sunless booth, please copy an existing sunless booth.

If nothing is similar, you can copy from any room.

Click on the COPY BED button. It's located at the bottom of the page:

Enter the new bed name in the pop-up window that appears and click OK.

You can enter a name that your staff can recognize quickly. A good way to identify numbers is to match the number they have in the Tmax and add the room number to the name. For Example:

01 - OPENSUN 550
02 - DIAMOND
03 - VERSAPRO

You will need to refresh the page to see your new bed listed on the left.
Hit F5 on your keyboard to refresh and select your new bed from the list.

Edit the Session Type as it will still show the one for the bed that you copied from.

The Session Type should be the same as the bed name. You can copy/paste the name.

 

Online Appointment settings

Online Reserved Under: If you allow online appointments, this is the name that will show online for customers to book this room. If no name is added here, the bed will not be displayed online for customers to book appointments.

Reservation Length (Minutes): This is the default time slot that will be reserved per customer booking.

ChatBot Waiting List Name: If you have the TL Bot enabled with the Checkin feature, you can add the name to display to customers online here.

2/24-Hour Appointment Reminder Text: An automatic SMS will be sent to your customers to remind them of their appointment. Please contact support to enable appointment reminders.

Equipment Availability

Set Bed Available to "Yes".
If set to "No" this room will be unavailable at the salon and it won't show on the Home Page or the Customer's Page.

Display on Row: Select the row # where the bed will be displayed. 
Row 1 will display the bed on top of the list.

Equipment Access

Type: Choose an equipment type from the list. You can edit the list of equipment types available under General Settings> General Settings. Search for "List of the types of equipment available" click on Change and edit as needed. Please make sure the list of names is separated by a comma only.

Group: A group MUST be selected for all beds to allow package access and deduct properly.
Please contact Support if a new Group is required.

Timer Settings

Room/Timer #: You need to match the room number it has on the TMAX manager. 

Important: When setting the room number, please make sure the room number is not already in use by another room or Tan-Link will be unable to set or show the appropriate bed.

Timer Type: Set it to T-max unless instructed differently by support.

TL Device and Color options do not require configuration unless you have the TL plugs or any other timer device.

Max Time/Code: Set it to the maximum number of minutes allowed for this room. The number of minutes is provided by the equipment manufacturer.

Session Codes are used for Sunless booths. If you want to add a spray booth to your sunless equipment list, please see the article on How to set up sunless equipment codes in Tan-Link. 

Bed Image: You can upload your pictures or select from the ones we provide. These pictures will be displayed on the home page and customer's accounts for staff to easily identify each bed when checking customers in.

Click on UPDATE BED to save the new bed configurations.

Once a new bed is added, you will need to follow these steps:

1. Map your packages to add this bed to existing packages. That option is in Packages > Map Sold Packages - By Level and By Beds. Mapping by level is a quick way to include all beds in a level. You can then go to mapping by beds to remove any you don't want included.
   
   
2. Map your existing packages to add this bed to future sold packages. Go to Packages > Update Packages. Select the package that should include this bed and go to the Equipment Access and Sessions Tab. Then select the new equipment from the dropdown list in Beds In Package 1

Please test your new equipment from a customer's account once it's been mapped to any packages that apply. Contact support if you require assistance.