Getting started with Fons Set up and Onboarding Current and New Clients is easy. Below are some suggested best practices for starting Fons with current clients and new clients.
Remember:
Set up is different when you are first getting started with Fons, because you are in Setup Mode.
Once your account is live, there are a few different workflow for bringing clients on board.
Setting up Fons for the first time with your current clients (your account is in Setup Mode):
Setting up Fons for the first time with your current clients (your account is in Setup Mode):
NOTE: while in setup mode all client notification and payments are disabled!
For the most intuitive experience in Fons complete set up in the following order:
STEP 1: Invite Staff
If you don't have any additional staff Skip to Step 2: Add Clients
If you have additional staff member to add click +NEW in the "Invite Staff" box to invite them.
This will send your staff members an email asking them to join your organization in Fons.
Staff that provide lessons will not be able to be scheduled for lessons until they are added.
STEP 2: Add Clients
If you do not have any clients to enter skip to Step 4: Customizing your Business.
When setting up families - enter the parents information first, then add family members.
Always set up billing under the student, even though the parent is paying.
The family manager (parent) will get the emails to set their preferred payment and all receipts.
Adding Clients Manually in Setup Mode - Watch Video
If you have your clients in another system, or already in a spreadsheet, you may want to consider using our Client Import Tool.
Learn how to import clients HERE.
STEP 3: Schedule Appointments
Once clients are entered and billing is established for them you can create lessons for them.
Click +NEW in the Schedule Appointments block to begin
Appointments do not have to be entered to Go Live
If you do enter appointments, the first appointments you enter into Fons should be on a date AFTER you plan to Go LIVE. (ie: you plan to Go Live on August. 20th, the first appointments you enter in Fons are on the 1st of Sept.)
STEP 4: Customize Your Business
This is required in order to Go Live
Your Logo and Primary color will be used to brand all communications
Your email will not be seen by clients
The phone number entered will be used in the Fons Welcome Email
STEP 5: Set your Booking Options
This is required in order to Go Live
Decide whether or not you want Fons to send clients SMS text reminders about their appointments
Fons will automatically enforce your cancellation policy. Learn more about Cancellation policy enforcement
Decide if you want to allow clients to book appointments on your calendar
If you do want to allow client self-booking adjust the various options - Learn more about Appointment Scheduling Options
STEP 6: Enable Payments and Payouts
This is required in order to Go Live
Fons uses Plaid to connect to your preferred deposit account. If you are having trouble connecting to your bank, write in to our Fons Customer Support team for help.
After your bank account is connected you will need to verify your business identity for Stripe - Click "Verify" to start the process.
STEP 7: Review Setup and GO LIVE
Once you have completed the required steps above you will have the opportunity to review all the information you have entered and GO LIVE.
It is recommended that you Go LIVE at least 3-5 days prior to when you want your first payment to run so clients have time to receive your email and get their account set up.
👇Watch the video below on how to Review your Setup and GO LIVE 👇
Clicking Go Live Now sends a welcome email that invites your clients to join your organization on Fons. (watch video above to learn how to take your account live)
Clients without billing OR an appointment set for them will not receive a welcome email.
All families will receive one unified email containing information for all family members.
You will be given an opportunity to review each client facing communication before going live. Watch video above to learn how to review this information
See screenshot below to see an example of the automated Welcome email from Fons.
If you would like to send out an email of your own prior to taking your account Live check out these email templates.
Pro Tip: schedule a connection with a Fons team member to review your set up and ask questions.
Example Welcome email Fons will send out when you click "Go Live Now"
Onboarding New Clients once your account is Live (no longer in setup mode)
Onboarding New Clients once your account is Live (no longer in setup mode)
Best Practices when Onboarding New Clients
Setup our Meet & Greet - why a meet and greet and not just have new clients signup on their own for classes? Case studies show if you send a potential client to signup for classes on their own over 50% of them will never go back to the signup site and complete the process, resulting in lost clients.
To find out if the client is a right fit
Placing the client with the right staff member and class for their needs
White gloving the new client through the signup process for a personal touch
Pro Tip - when you have a potential client in a meet and greet and they are ready to begin working with you, enter them into system, setup their billing, and book an appointment while you are meeting with them. Don't rely on them going back to your website to signup. Data shows close to 50% of clients fail to follow-up if they have extra "To-do" items after their meet and greet.
There are a few workflows you can take when onboarding new clients once your account is live. Choose the path that is right for your situation...
For the most intuitive experience in Fons complete client set up in the following order:
Step 1: Add clients (click this link to learn how to create a client)
If the client registered for a Meet and Greet they are already in your client list; however you many need to add additional family members.
If adding parents and children - enter the parent first, then add family members.
Optional: Send new clients who have chosen to work with you an email thanking them for choosing your studio and explaining Fons to them.
Step 2: Set the students up with the appropriate billing model (click the link to learn about our 3 automated payment processing models)
Always set up billing under the person attending the lesson (this is often a child, even though the parent gets the bill)
If you don't add a payment method (credit card) and approve the automatic payment for your clients this step will initiate an email from Fons asking them to join your org and enter their preferred payment information.
If you do add a credit card and approve automatic payment this step will send them a receipt.
In the case of children, all payment requests and receipts go to the primary contact (parent)
Setting up billing sends out a notification to the client
Step 3: Schedule Appointments (click this link to learn how to create an appointment)
If you don't confirm the clients attendance this will send them an email asking them to confirm the appointment.
Only a verified organization can confirm appointments for clients (see our article on how to get verified)
Clients can not confirm appointments unless they have a payment method on file.
Related Articles: