Initial Shop Setup Checklist

A complete checklist to get your shop up and running on Apprentice.

Overview

After creating your shop on Apprentice, there are several important setup tasks to complete before you start accepting bookings. This checklist will guide you through the essential configuration steps to ensure your shop is ready for clients and your team can work efficiently. Plan to spend 30-60 minutes completing these tasks.

Quick Start Checklist

Use this checklist to track your progress:

• [ ] Complete shop profile information
• [ ] Upload shop logo and branding
• [ ] Set operating hours
• [ ] Configure booking settings
• [ ] Invite your artist team
• [ ] Set up notification preferences
• [ ] Create consent and preparation templates
• [ ] Configure payment settings (optional)
• [ ] Customize your public shop page
• [ ] Test the booking flow
• [ ] Promote your shop URL

Detailed Setup Steps

1. Complete Shop Profile Information

Why: A complete profile builds trust with potential clients and improves discoverability.

Steps:

1. Navigate to Shop Settings → Profile
2. Fill in all required fields:

• Shop name
• Full address (with city, state, zip)
• Phone number
• Email address
• Shop description (150-300 characters)

3. Add optional information:

• Website URL
• Social media links (Instagram, Facebook)
• Shop specialties or styles

4. Click Save Profile

Pro Tip: Write your shop description to highlight what makes you unique - mention styles, award-winning artists, or years in business.

2. Upload Shop Logo and Branding

Why: Professional branding makes your shop memorable and builds credibility.

Steps:

1. Go to Shop Settings → Branding
2. Upload your shop logo:

• Click Upload Logo
• Select image file (JPEG, PNG, or SVG)
• Recommended size: 400x400px or larger
• Maximum file size: 5MB

3. Choose your brand colors:

• Select theme (Light or Dark)
• Choose primary highlight color
• Select font family

4. Preview your branding on the right side
5. Click Save Branding

Pro Tip: Use your actual shop logo, not a generic image. If you don't have a logo yet, use a high-quality photo of your shop exterior or interior.

3. Set Operating Hours

Why: Clients can only book during your operating hours, and your team needs accurate scheduling.

Steps:

1. Navigate to Shop Settings → Schedule
2. For each day of the week:

• Toggle Open or Closed
• Set opening time
• Set closing time
• Add lunch breaks or split shifts if needed

3. Set special hours for holidays or events
4. Click Save Schedule

Pro Tip: Be conservative with your hours initially. You can always expand them later as you see demand.

4. Configure Booking Settings

Why: Booking settings control how appointments work and prevent scheduling conflicts.

Steps:

1. Go to Shop Settings → Bookings
2. Configure these settings:

• Default appointment duration: 60, 90, or 120 minutes
• Buffer time between appointments: 15-30 minutes recommended
• Minimum advance booking: 24-48 hours recommended
• Maximum advance booking: 90 days is typical
• Allow walk-ins: Enable or disable
• Require deposits: Choose if deposits are mandatory

3. Set cancellation policy:

• Minimum cancellation notice (e.g., 24 hours)
• Cancellation fee percentage

4. Click Save Settings

Pro Tip: Start with conservative buffer times. You can tighten them once you understand your workflow.

5. Invite Your Artist Team

Why: Your shop needs artists to accept bookings and collaborate with clients.

Steps:

1. Navigate to Shop Settings → Team
2. Click Invite Artist
3. Enter artist's email address
4. Select their role:

• Artist: Standard team member
• Shop Admin: Can manage shop settings and team

5. Add optional welcome message
6. Click Send Invitation
7. Repeat for each team member
8. Artists will receive an email with invitation link

Pro Tip: Invite all artists at once, then follow up individually to ensure they complete onboarding.

See: Inviting Artists to Your Shop

6. Set Up Notification Preferences

Why: Stay informed about bookings, cancellations, and shop activity without being overwhelmed.

Steps:

1. Go to Shop Settings → Notifications
2. Configure notifications for:

• New bookings
• Cancellations
• Walk-in arrivals
• Payment receipts
• Team activity

3. Choose delivery methods:

• Email (always recommended)
• SMS (Professional/Enterprise plans)
• In-app notifications

4. Set quiet hours if desired
5. Click Save Preferences

Pro Tip: Enable email for critical notifications (bookings, cancellations) but limit SMS to urgent matters to avoid notification fatigue.

7. Create Consent and Preparation Templates

Why: Standardized templates save time and ensure legal compliance for all appointments.

Steps:

1. Navigate to Shop Settings → Templates
2. Create a consent form template:

• Click Create Template
• Select Consent Form
• Add required fields (name, date, signature)
• Include your legal disclaimers and terms
• Enable/disable fields as needed
• Save template

3. Create a health questionnaire template:

• Click Create Template
• Select Health Questionnaire
• Add health screening questions
• Mark required questions
• Save template

4. Set templates as default for all appointments
5. Click Save Templates

Pro Tip: Start with Apprentice's default templates and customize them to match your shop's specific needs and local regulations.

See: Creating Shop-Level Consent Templates

8. Configure Payment Settings (Optional but Recommended)

Why: Collect deposits to reduce no-shows and streamline payment processing.

Steps:

1. Go to Shop Settings → Payments
2. Connect Stripe account:

• Click Connect Stripe
• Follow Stripe onboarding flow
• Verify your business information
• Complete bank account setup

3. Configure deposit settings:

• Enable deposit collection
• Set deposit amount ($ or %)
• Set deposit policy (refundable/non-refundable)

4. Add external payment methods if desired:

• Venmo username
• PayPal email
• Zelle number

5. Click Save Payment Settings

Pro Tip: Start with a $50 or 20% deposit to reduce no-shows while remaining accessible to clients.

See: Setting Up Stripe Connect for Direct Payments

9. Customize Your Public Shop Page

Why: Your public page is often the first impression potential clients have of your shop.

Steps:

1. Navigate to Shop Settings → Public Page
2. Customize these sections:

• Hero image or banner
• Featured artists section
• Shop story or about section
• Gallery or portfolio showcase
• Booking call-to-action

3. Add social proof:

• Client testimonials
• Awards or recognition
• Press mentions

4. Preview your public page
5. Click Publish Changes

Pro Tip: Use high-quality photos of finished work, your shop space, and your team. Avoid stock photos.

See: Customizing Your Shop's Public Page

10. Test the Booking Flow

Why: Ensure everything works smoothly before promoting your shop to clients.

Steps:

1. Open your public shop page in an incognito/private browser window
2. Click Book an Appointment
3. Complete the booking flow as a client would:

• Select an artist
• Choose a time slot
• Fill out the booking form
• Submit the request

4. Verify you receive the notification
5. Check that the appointment appears in your dashboard
6. Test canceling or rescheduling
7. Fix any issues before going live

Pro Tip: Ask a friend or family member to complete a test booking and provide feedback on the experience.

11. Promote Your Shop URL

Why: Let clients know you're on Apprentice and start accepting bookings.

Steps:

1. Copy your public shop URL (e.g., apprentice.io/shops/your-shop-slug)
2. Add it to:

• Your shop's website
• Instagram bio
• Facebook page
• Google Business Profile
• Email signature

3. Post an announcement:

• "Now booking through Apprentice!"
• Include the link
• Highlight benefits (easy booking, AI collaboration, etc.)

4. Train your team to share the link with clients

Pro Tip: Create a short QR code for your shop URL and print it on business cards, posters, and at your front desk.

Post-Setup Best Practices

After completing the initial setup:

• Review Weekly: Check your settings weekly for the first month
• Gather Feedback: Ask your team and clients for feedback on the booking process
• Monitor Usage: Track how many bookings you're getting and from which sources
• Optimize: Adjust booking settings, hours, and templates based on real usage
• Stay Updated: Check for new features and best practices from Apprentice

Setup Verification

Before considering your setup complete, verify:

✅ All artists have accepted invitations and completed their profiles

✅ At least one artist has availability set in their calendar

✅ You've received a test booking confirmation

✅ Your public shop page looks professional and complete

✅ Payment processing works (if enabled)

✅ Consent forms display correctly for clients

Need Help?

If you get stuck during setup:

1. Check related help articles (linked throughout this guide)
2. Contact support through your dashboard
3. Schedule a free onboarding call with the Apprentice team
4. Join the Apprentice community forum for peer support

Updated on: 19/01/2026