Setting Up Your Organisation

• General information: Ensure organisation’s official name, registration number, brand name, and contact details are accurate.
• Contents: Ensure about us, terms & conditions, privacy policy, and data consent terms are accurate. You can use the ‘write for me’ feature powered by Sfera AI to assist you in generating this content. Make sure to edit to ensure the accuracy of the content generated.
• Theme: Ensure your brand’s logo, and color correctly represent your organisation’s branding.
• SEO (Search Engine Optimisation): Ensure the Focus keyphrase, Page title, and Meta description are updated to improve your ranking when your potential customers search for you via Google or other search engines.

Note: Your system admin may change the ‘Use AI’ function language in > Settings > Organisation > Marketing > Contents A.I. > Language

Sfera supports multiple locations. When registering your business for Sfera, you’ve already entered your first location. 

Your online profile visitors will automatically redirected to the location’s page nearest to them and can change it if they want to do so.

To manage your locations go to Organisation > Locations.

• List of locations
  Here you will be able to view a list of locations. If you have many locations, use the search input to search the name of your location. Click on New location to add a new location or click on Edit on the record to edit the location information.
• Create/edit location
  When creating or editing a location record, ensure information such as name, location’s permalink (https://your-sfera-url.mysfera.co/{permalink} ), phone number, email, and location’s address and ensure status is Active if you want to allow your customers to select the location.
  Once the location records have been created, you can edit the location’s coordinates on the map by simply dragging and dropping the marker and then clicking Save Changes.
• Location’s operating hours: Ensure the location’s operating hours are accurate to allow your customers to select the date and time during your operating hours and to avoid misunderstandings with your walk-in customers if they come outside of your operating hours.
• Location’s photos: You may upload authentic photos of the location premise or activities, and put a caption. This will be displayed on your online profile.
• Location’s banners: You can use banners for promotions or simply to summarise what are the services that you are doing. Similar to the Social media page cover. It will be displayed at the very top of your online profile.

Depending upon which industry you are on, staff can be doctor, nurse, hairdressers. Sfera allows staff to work in multiple locations, simply add their shift/schedule in Organisation > Staff schedule. Ensure the status is Active to make it available for selection.

To manage your staff records, go to Organisation > Staff.

• List of staff: Here you will be able to view a list of staff. If you have a lot of staff, you can use the search input to search their reference no, or names, job title, or specialisation.
• Create/edit staff: To add new staff, click on the New button or click Edit on the record to edit the staff record. You may edit the staff’s name, email, phone number, identification number, DOB, job title, specialisation, and status active/inactive. On the edit page, at the bottom, you are able to see the staff’s bookings/appointment history, services related to them, feedback and ratings by the customers, and add notes (& documents).

When creating a booking via online or manual booking, the system will check for staff’s availability, and the user will be able to select a staff that will provide the service. To achieve this, organisation is required to maintain staff’s schedule/working hours.

You may create a single schedule or a shift (bulk schedule/multiple schedule).

To view a list of staff schedules (working hours), go to Organisation > Staff Schedule.

• Schedule calendar: You may filter the schedule by staff or by location.
• Create a schedule: To create a single schedule for staff, click on New schedule, select the staff (operator), the outlet he/she will be working at, and the date and time the schedule starts and ends. Submit and refresh the page.
• Delete a schedule: To delete a schedule, click on the schedule on the calendar and click Delete.
• Create shift (bulk schedule): To create a single shift for staff, click on New shift, select the staff (operator), the location he/she will be working at, the start date, when the time the shift starts and ends, repeat the scheduling creation every day (daily), weekly (on this day eg Monday/Tuesday/Friday, etc), and when to end this repeat schedule creation (end of month, end of quarter, or end of year). Submit and refresh the page. You can delete a single schedule to trim their schedule eg delete Sunday due to a holiday etc.
• Delete shift (bulk schedule): To delete a shift (bulk schedule), click on the schedule on the calendar and click Delete bulk shift.

Sfera allows you to reserve a facility (resources or space) when a service is booked - optional. (A facility can be a meeting room, event venue, conference hall, workspace, training room, function room, sports facility, studio, accommodation, outdoor space, therapy room, community center, healthcare facility, virtual space, and retail space).

This feature allows you to use Sfera for space rental businesses to unlock your business’ facilities utilisation.

To manage facilities, go to Organisation > Facilities.

• List of facilities: Here you will be able to view a list of facilities. If you have many facilities, you can use the search input to search names.
• Create/edit facilities: Ensure accurate information for the facility- name, description, location it is located, type of facility, status active/inactive, and photo of the facility. Ensure the status is Active to make it available for selection.

Similar to staff, you need to specify when the facility will be available for booking. Here you can create/delete a schedule, and create/delete a shift (bulk or multiple schedule) for a particular facility. To manage the facility schedule, go to Organisation > Facilities schedule.

It is up to you how you would like to categories your services. Examples of categories for dentistry: General & Preventive, Preserving Bones, Root Canal, Crown & Bridges, Smile Design Makeover, Camponeers, Dental Implant.

To manage service categories, go to Organisation > Categories. Here you can see a list of categories, create a new category or edit existing category. You can also make the category not visible for booking without deleting it.

It is up to you how you would like to manage your services. Examples of services Root Canal, Health Screening, and Pregnancy Screening.

To manage services available for bookings, go to Organisation > Services.

List of services: Here you will be able to view a list of services. If you have many services, you can search by service name or filter by category.

Create/edit services:

- Specify service name, category, description, photo (if any), status active or inactive.

- Set the pricing whether the price is an actual price or estimation, normal price, or special/discounted price - will appear as the slashed original price on the online profile page. A service can have multiple pricing types eg 4D screening - $100, 3D screening - $50.

- Specify the duration and processing time needed to provide the service.

- Specify the location the service is available, the facilities required to be reserved for the service, and the staff that can provide the services. Ensure staff & facility schedules have been updated with accuracy to avoid miscommunication and bad experiences by the customer.

To manage users who can access the system and manage relevant records.

• List of users: Here you will be able to view a list of users and their roles. If you have many users, you can search by user’s name.
• Create/edit users: Specify the user’s name, email, phone number, password, outlet/location he is managing/working at/has access to, the staff record he is linked to - if any, and the status - active/inactive. Specify a location to limit the user’s access to the records related to the particular location only. Specify a staff to limit the user’s access to the records related to the particular staff only.

• Owner (All access)
• Administrator (All access except delete organisation user)
• Manager (Sales + Marketing, Loyalty & Rewards, Promotions module)
• Marketing (Marketing, Loyalty & Rewards, Promotions module)
• Sales (Sales module)
• Outlet Manager (Sales module)
• Staff (Sales: Bookings)
• Customer (Online Profile & Booking)