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Bodywork Buddy Blog

Bodywork Buddy: business management software for the solo therapist that keeps you organized and makes tax time a breeze.

Showing posts with label organization. Show all posts
Showing posts with label organization. Show all posts

Saturday, November 28, 2015

*NEW FEATURE* Online Client Intake Forms

Start 2016 out right with a paperless practice!

We've recently launched the new feature of online client intake forms in Bodywork Buddy. You can now email clients their form to fill out securely online and already have it attached within their client file in BWB.

There is a default form you can use, but you can also edit and create your own custom forms from within your account. (dashboard > clients > client intake forms > edit.)

Add, delete, or edit any fields you want and click save. Hover or click over the blue "actions" button to open a preview of what your client will see.

Clients can fill out their form (securely!) from any device with an internet connection: desktop, laptop, tablet, or smartphone. Their info will then be connected with their client file in your BWB account under the medical history tab, and also at dashboard > clients > intake form > main.

When a new client is scheduled with you, you'll have the option to send them an intake form. You can also send an intake form to existing clients anytime from within the client's file > actions > send client intake form.

This feature is still in Beta which means we're doing some fine-tuning and there will be more cool aspects to this feature to come.

We would love to hear what you think!

Thursday, November 19, 2015

How To Tell if Your Client Received Their Email Reminder

Like most online schedulers, Bodywork Buddy sends automated email reminders to your clients for their upcoming appointments.

Unlike most online schedulers, Bodywork Buddy includes an email log so you can see when emails were sent and even when they were opened by each client.

To see if your client received their email reminder, go to dashboard > account > email services > scroll to bottom "sent email history". Here you will see the most recent emails sent from the system in your account.

If an email is labeled "sent", it hasn't been opened yet and the date/time stamp indicates the time it was sent. Once an email is opened, the status changes to "opened" and the date/time stamp indicates the time the client opened it. It also lists the type of email sent (appointment confirmation, appointment reminder, testimonial request, etc).

You can find the email logs for each client from within the client file as well.

This is handy if you've ever wondered if your client received their email reminder, or to find out when the email address you have for a client is not valid or undeliverable.

Email reminders cut down on no-shows and help enforce your policies. (Not to mention that they make you look like a rock star with their professionalism.) Bodywork Buddy emails include an area to add your own text as well as lists your cancellation policies.

Want to try it out yourself and eliminate no-shows and last minute cancellations? Sign up now for the free trial of Bodywork Buddy and we'll import your existing client list for you for free, so you can get started right away without needing to do a bunch of data entry!

Monday, November 9, 2015

*NEW FEATURES* Canceled and Missed Appointments Reports

You can now generate a report for canceled and missed appointments within Bodywork Buddy.

For missed appointments: from dashboard > reports > missed appointment > date range > generate report.

For canceled appointments: from dashboard > reports > canceled appointment > date range > generate report.

We're currently working to add in the ability to print these reports as well. This should be available soon!

Are you a solo massage therapist looking to make your life easier with your practice? Check out the FREE 15 day trial of Bodywork Buddy and see how we can help you get organized and have more control over your massage practice!

Wednesday, October 7, 2015

How To Block Off Time In Your Calendar

In Bodywork Buddy, your open business hours are highlighted in green in the calendar day and week view.

Click into the day you want to block off time. A popup window will appear with options of General Event, Confirmed Appointment, or Completed Appointment (Session).

Click the General Event button. Fill in info with any details needed, including length of time if you're not choosing an all day event. (You'll also have the option to drag the event longer or to a different timeframe in the day once it's created.)
Be sure to have "busy" selected.
Click the green "save appointment" button.

The event will now show in the calendar in light gray with the title you gave it. (Shown here with title of "closed".)

You can click on the event and drag it to different days or times in the calendar, or you can grab the lines at the bottom of the event to drag it to last shorter or longer in the day.

You can still schedule appointments in this timeframe if you want by clicking into the green area to the sides of the gray general event. (But clients will not see these times available online if you've chosen "busy" for the event.)

Tuesday, August 11, 2015

How To Sync Your Google or iCal Calendar

Did you know you can sync your Google and/or iCal calendars to your Bodywork Buddy calendar? Enabling your sync and feed settings will allow your BWB massage appointments to show in your Google and iCal calendars and vice versa. Many massage therapists love this feature that allows them to see all of their calendars from any location.

From within your Bodywork Buddy account, go to Dashboard > Calendar > Google Calendars > click green "enable Google calendar sync" button.

Oh look! That's me on live chat, available to help if you need it :)

Google will ask you to select which account you want to sync to.

After clicking on the appropriate account, you will have to click "accept" to grant Bodywork Buddy access to your Google calendar. 

Check the box next to the calendar(s) you want to sync with. Click the green "enable selected google calendar(s)" button.

Next, go to Dashboard > Calendar > Feed Settings > click green "enable feed" button.

After the feed is enabled, there will be a box in the lower left of this screen with a button to add to your Google calendar and/or Microsoft Outlook, and a link to add to any software that supports the iCal format.

Simply click on the buttons to add to google or microsoft outlook. If adding to iCal, highlight and copy the link > open your iCal > click File > New Calendar Subscription.

Paste the link into the text field and click "subscribe".

And that's it! Follow these steps and your calendars will be synced, allowing you to see events/appointments on both calendars from both places.

Have questions? Need help? Contact us, we'd love to help!

Wednesday, July 22, 2015

Massage Chains Versus YOU

As a solo massage therapist, it may seem daunting to try and compete with the franchises. The key is to set yourself apart from the big chains, not to try and compete with them on prices or try to run deeply discounted groupon deals or membership specials. Remember that they have a huge staff to implement those deals… you only have YOU! If you try and compete on price, you will only burn yourself out and not make any money in the process. (Not to say that you shouldn’t run group deals, but if you do, know how to run them to work for you! Don’t expect to run them the same that the franchises do and be successful. Check out Hillary’s blog posts on running a successful deal campaign: Part 1 & Part 2. We also have a special offer just for the Bodywork Buddy readers of 50% off Tiger Lily Studios audio book on using social buying sites. Enter code BWB50 when ordering. Valid through July 31st only, so go get it now!)

It’s important to create a niche to set yourself apart from the big massage chains. Identifying or creating a niche means digging deeper into what sets your business or service apart from the competition. The typical marketing question is "Why would I schedule an appointment with you instead of <insert massage franchise>?" Identify what makes your independent massage practice different, and then play up those features.

In addition to having a niche, it’s important to have systems in place to keep your business organized and to have a professional online image. Take a look at your local massage chain’s website. Now view that side-by-side with yours.

  • Where is there room for improvement to appear more professional?
  • Is it obvious to clients viewing both sites how your independent massage practice is different?
  • Do you offer unique services or techniques and is that prominently displayed on your website? (Professional images will really help here.)
  • Do you offer the convenience of online scheduling? (Remember that a lot of clients are now doing most browsing and scheduling from their phone… is your scheduler mobile friendly?)
  • Do you have client testimonials or raving reviews on your site?

These things can boost your professional image online and help further set you apart from the chains. (If you’re looking for a solution that offers all of these, we’ve made it super simple for you! Check out the free trial with Bodywork Buddy.)

Saturday, June 27, 2015

How To Run a Successful Deal Campaign: Part Two

Now let's dive in to the actual process of working the deal.
Remember, it's going to be hard work but I think you're up to the challenge!

Here are my nine steps to a successful deal campaign.

1. Get ready!
First, decide what your offer will be.
Will you do a Swedish massage or a completely new service?
For example, I might want to get creative and create a 30 min. foot massage / peppermint foot scrub followed by a 45 min. focused massage, this way I can add some value to the offer and raise the price a bit on this service.

Next decide on a price point and add it to your services and website. Do this before you sign up with a deal site.

Don't forget to buy any new equipment or supplies ( like towels, new sheets, sugar, peppermint oil...)
Remember to think about making a good impression. If your sheets are funky, think about replacing them. You are aiming to retain these clients so first impressions matter!

2. Put processes in place or sharpen your existing ones.
What is your booking process?
What is your communication process?
Really think about this. You're going to be working with more people than usual so you'll need to have these processes streamlined. They need to be CRYSTAL clear. Don’t make things complicated and make sure your website is easy to navigate.

3. Get online booking, like now!

Requiring that people who buy the deals book online is a great way to manage the influx of new business. Make your tools work for you. Automate as much of the booking and communication as possible through email. After all, That's how they found out about you in the first place so it's a great tool to use in order to communicate.

For example, when someone books with me, I send them my welcome email. Every client gets the same one. I introduce myself, important information about my practice, directions with a map and a picture, and attached links to my intake and policy paperwork so they can fill out everything before they get here if they want to.

Then my booking system takes care of the rest with email confirmations/reminders as well as text reminders.

4. Clean and organize your office and get all your paperwork ready.
Is your treatment room appropriate and comfortable for new clients?
Is your intake form professional?
Do you have a policy agreement ready for new clients to sign?
Do you have a place for them to fill in their email and a check box if they'd like to be added to your list for future contact?

Make sure you outline your policies on no shows, last minute cancellations, and expirations on packages and promotions. Lay it all out there for them and have them sign the agreement. You can even have a copy to put in your welcome bag. (More on that later)

Remember that your main goal is to retain them as long term clients so you'll want to let them know about your policies.

5. Give a stellar treatment.
This is your time to shine, knock their socks off! Be friendly and focused on doing your best work. Listen to them and find out their bodywork goals. Anticipate their needs and give five star customer service.

6. Create a rebook incentive.
You just gave them an outstanding massage, so they are totally relaxed and amazed at your awesome skills! Great Job!!
Now, you want to retain these wonderful clients so give them even more incentive to come back.

I decided that I would offer a package with special pricing so that I could show that my work was consistently great and to get them in the habit of seeing me regularly. That might not work for your practice so think about your goals and get creative. Also, make sure to put appropriate restrictions on your incentive.

7. Give them a welcome bag.
Some ideas for things to add to your gift bag: a heartfelt welcome letter, your brochure, your business card, samples of pain relieving gel, mints, coupons for other like-minded businesses.

You could even put some gift certificates in there for their friends (first time clients only) if you’re doing Eric Brown’s 60 clients in 60 Days program. Another great way to boost your clientele!

8. Add them to your email list.
DO THIS. Once you’ve grown your list, you can start running your own deals, NO profit sharing. Remember, scarcity is really important so don’t run too many specials or deals. I only run two specials a year and it’s an extremely successful campaign for me because people anticipate it.

This is how you retain the value of your work. People feel like they are getting something truly SPECIAL, because they are! Running specials all the time is not...well, special. It becomes expected.
My email list is one of my most valuable marketing tools.

9. Follow up with a handwritten "thank you" note.
Handwritten is KEY. Don’t let bad handwriting be an excuse to skip this step. Take your time and do this. I promise you’ll make a huge impression.
Include a few business cards for their friends and offer a referral bonus. Something catchy like, "Send three, get one free". This is just an example. Be creative and make it juicy so they will want to refer.

Have you had success running “deals”? What are your tips for success?
Share your experiences!

Hi! I’m Hillary Arrieta and I help people improve their lives by offering holistic solutions to eliminate stress. 
I own Gaia Bodywork in Richardson, TX. and specialize in unique and effective massage and meditation techniques such as Barefoot Bar Therapy and iRest® Yoga Nidra.

Sunday, December 1, 2013

3 Easy Tips For Starting Your Email Marketing

Are you collecting email addresses from clients? Have you been wanting to, but not sure where to start? Or not even sure there's much benefit to having client email addresses on file? 

A while back, Hillary wrote this guest blog post about how she made $10,000 in one day. A huge part of her success was that she regularly emails her clients. And like I pointed out in this post, email marketing is a more personal way to connect with clients than social media.

So here's a few ways you can start to collect the email addresses from your clients:

  1. Online Scheduling.
    Bodywork Buddy requires the client to enter their email address to schedule an appointment online. (I would imagine most online schedulers require this - as it's kind of a cornerstone to the concept of online scheduling!)  Bodywork Buddy also automatically sends email reminders to your clients of their upcoming appointments which helps to cut down on no-shows.
  2. Health Intake Form.
    Make sure your health history form asks for their email address and states that they are approving you to send them emails.
  3. Opt-in Form on your website.
    Include a newsletter signup or a "special offers" signup on your website.  (Mailchimp offers a great free program up to 2,000 contacts and lets you easily create a signup for your website.) Often times, prospective clients may be visiting your website but not committing to making an appointment yet. This is a great opportunity to get their contact information so you can continue to keep in touch with them and stay on the top of their mind.
Once you have gotten started on your list, you can start working to create email campaigns.  More on this in an upcoming blog post - stay tuned!  

If you're on Networked Blogs, be sure to add this blog to your list of follows (click follow in the Networked Blogs box to the right). Or you can signup to the right to receive each new post in your inbox so you're sure to get upcoming posts.

Do you have other tips for collecting email addresses that I haven't included here? Leave them in the comments below, I'd love to hear what has worked for you.

Cindy Iwlew is co-founder of Bodywork Buddy Massage Software, a complete online management solution for independent massage therapists that includes online scheduling. She continues to operate her own private massage practice of 14 years. 

Wednesday, May 1, 2013

Five Lessons I've Learned [Guest Blog Post]

Today's post is a guest post from my friend and fellow MT Hillary - enjoy!

online scheduling for massage therapists

Five Lessons I've Learned From 
Running My Own Private 
Massage Therapy Practice

About two years ago I set out to become self employed in this crazy economy. It was a super scary leap of faith but now I am much more fulfilled by my work. I've learned some things about how to make my practice successful and here they are:

1. Organization.  
In the beginning, it was important for me to figure out my processes and make plans for implementation. I decided what my ideal client would be like, how I was going to retain ideal clients, how I would handle no shows, late clients, and confrontation.  These things are not always fun to think about but we all know that they will come up, sooner or later. 
Having a plan or a policy in place helps create consistency in your practice and will show clients that you are well prepared to address the issues that come up. It will also give you confidence in handling uncomfortable situations. You can even create “scripts” for no shows or inappropriate clients. Knowing what you’re going to say beforehand and having a plan of action will give you the professionalism needed to be successful.

2. Use tools to help you. 
An email list and an online booking option have been some of the most helpful tools I've added to my practice.  
Being a gen Y-er, I hate talking on the phone. I will avoid it at all costs so having an online booking system suites me well and my GenY clients. Even older generations prefer to book their own sessions. 
Anyone up for a game of phone tag? No thanks! 
I am a Bodywork Buddy user and absolutely love all of the features it has to offer. My clients love booking sessions at their leisure and the system is so user friendly. It also helps me keep track of my expenses and soap notes- (and a ton of other stuff too) LOVE that! It’s just one thing I don’t have to worry so much about and I feel like I’m covered!

3. Invest.  
Buy good equipment and supplies. It’s okay to spend some money on the front end for good stuff that will last forever. I saved up $1200 for equipment before going out on my own and sat down and decided what services I was going to offer, supplies I would need, and how to get the most bang for my buck.  My clients notice the quality and I love the fact that I have everything I need and I’m not shelling out lots of money every month replacing or restocking.

4. Work on yourself. 
Personal presence is something that is worth thinking about. 
How you communicate verbally and non-verbally will ultimately determine your success when working with other people.  
Some questions to ask yourself:
  • What is my posture saying about me?
  • Is my hygiene on point?
  • Do I look people in the eye?
  • Would I feel confident with me if I were a massage client?
Personal presence also means looking at the “energy” you’re putting out there. Are you aware of yourself? Do you listen to your clients or can they tell that you are off in la la land?  
When I was in massage school, we learned about “grounding and centering” ourselves. I was in my early twenties and had no clue what that meant but now I use this exercise EVERY DAY. When I begin and end my massages I try to calm myself and connect deeply to my inner mama bear - My fierce and nurturing center. It’s a powerful practice that I know my clients pick up on- and it tells them that I am confident and that they are safe to relax.

5. Seek out Sage advice. 
The moment that propelled me in to manifesting my massage practice is one I’ll never forget. I was sitting in a private yoga therapy session, feeling overwhelmed, unhappy, and stuck in my current work environment - my therapist took me on a sensory journey that was so powerful that it created Gaia Bodywork right then and there. She asked me what I wanted my practice to FEEL like, Then she asked me what I wanted it to SMELL like, TASTE like, and so on. With her help, I had set a powerful intention that became a reality. 
Business coaching or life coaching can be a blessing! Some of my favorite “sages” are Marie Forleo, Danielle Laporte, and my semi local bad ass biz coach Lauren Sheehan of the Feminine Rhythm.

I hope these suggestions have inspired you and your practice!

Love & Light 

Hillary owns  Gaia Bodywork in Richardson TX. and has been a licensed massage therapist since 2004.

                                  Thank you, Hillary!

order/chaos photo: 

Monday, February 11, 2013

Cool Tool - Cardmunch

Check this out - turn business cards into contacts on your phone.

I can think of all sorts of situations that this would come in handy!  What do you think?  Conventions, meetups, BNI meetings?

According to, 88% of business cards handed out with be thrown out in less than a week.  So of course, it'd be awesome if you could somehow get your clients to download this app and card munch YOUR card... but I suppose that is probably unlikely.  However, if you're like me and can't stand cluttering up your desk, wallet, purse, etc with tons of cards - (only to forget you even have them!) - this could be a good tool, especially to help organize people you meet at business opportunities.

The free iphone app 
that turns business cards
into contacts.

It’s easy and smart.

Take a picture with the app and a business card

is converted to a contact automatically.

We'll also show you LinkedIn profile information

and connections you have in common.

Tweetable: According to, 88% of business cards handed out with be thrown out in less than a week.

Cindy Iwlew is co-founder of Bodywork Buddy Massage Software, a complete online management solution for independent massage therapists that includes online scheduling.

She continues to operate her own private massage practice of 13 years.


Monday, February 4, 2013

How Client Importing With Bodywork Buddy Will Ease Your Stress

How's your 2013 shaping up so far? We're discovering that a lot of therapists find January to be the perfect time to get started using Bodywork Buddy. (Although, any time is a great time to get more organized, right?)

If you've been thinking of making the switch, but are dreading inputting all of your clients into the system - you're in luck. Bodywork Buddy has always had the ability to import contacts via v-card, but now we have the added ability to do contact imports for you.  No need to convert the files to v-card.

Simply contact us, send your file and let us know what scheduler you're coming from, and we will do the import for you. Simple as that. Bodywork Buddy is excited to offer this free service to our members.

Tweetable: Any time is a great time to get more organized, right?

Cindy Iwlew is co-founder of Bodywork Buddy Massage Software, a complete online management solution for independent massage therapists that includes online scheduling.

She continues to operate her own private massage practice of 13 years.

Export pic:

Wednesday, July 11, 2012

The Best Thing I Ever Did For My Massage Business

One of the best ideas I ever implemented for my massage business was a referral program.

I offered a "refer 3 friends, get a free massage" program. I put a sign up in my massage room, as well as placed around my studio. Signs like "want a free massage? Ask me how!"

I was amazed at the response. I got a lot of new clients from this program. But actually ended up giving away only a handful of massages. Very few times did 3 new people come from 1 client.

I definitely recommend having an organized way of tracking your referrals. It can be as simple as index cards in a recipe box. Have a card for each client who has referred to you, and list the clients they have referred. After 3 (or however many you decide to make it) - offer them their free massage and mark it on their card when they received that massage.

*Shameless Plug: if you use Bodywork Buddy, there's a referral tracking feature built in. When a new client comes in, you can record who referred them. Then look up a client file at any time to see how many people they have referred.

Do you have a referral program? How has it helped your massage business?

Cindy Iwlew is co-founder of Bodywork Buddy Massage Software, a complete online management solution for independent massage therapists that includes online scheduling

She continues to operate her own private massage practice of 13 years.