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Managing Aftercare Instructions

Managing Aftercare Instructions

Track aftercare instructions sent to clients after their tattoo sessions and make sure everyone gets the care info they need.



Overview


The Aftercare Management page gives shop owners a centralized view of every aftercare instruction sent to clients after their appointments. You can see which clients received their instructions, whether they opened them, and follow up on any that are still pending or expired.


Aftercare instructions are automatically sent to clients after their tattoo session is completed, based on the templates you've set up in your Document Templates settings.



How to Access Aftercare


  1. Switch to your shop workspace using the dropdown in the top right
  2. Click Aftercare in the sidebar under Operations



What You'll See


Dashboard Metrics


Four summary cards at the top show your aftercare stats:


  • Total Sent — How many aftercare instructions have been sent to clients
  • View Rate — What percentage of clients actually opened and read their instructions
  • Pending — Instructions that haven't been viewed yet
  • Expired — Instructions that were sent but never opened within the viewing window


Search and Filters


Below the metrics you'll find:


  • Search bar — Search by client name, artist name, or appointment details
  • Status filter — Filter by "All Statuses" or specific statuses like Sent, Viewed, Pending, Expired


Aftercare Records


The main section lists all aftercare records chronologically. Each record shows which client received instructions, which artist performed the work, and the current delivery status.



How Aftercare Works


  1. An artist completes a session with a client
  2. Apprentice automatically sends aftercare instructions to the client
  3. The instructions are based on your Document Templates (set up in Settings)
  4. The client receives the instructions via their preferred communication method
  5. You can track whether they viewed the instructions on this page



Setting Up Aftercare Templates


To configure what aftercare instructions clients receive:


  1. Go to Settings in the sidebar
  2. Under Run Operations, click Document Templates
  3. Create or edit your aftercare templates
  4. These templates are automatically used when sessions are completed



Tips


  • Check the View Rate regularly — a low rate means clients aren't reading their aftercare instructions, which could lead to healing issues
  • Follow up with clients who have Pending or Expired aftercare — a quick message reminding them to check their instructions goes a long way
  • Keep your aftercare templates up to date with your latest recommendations
  • Use the search bar to quickly find a specific client's aftercare record if they call with questions



Common Issues


  • No aftercare records showing — Records only appear after artists complete sessions and aftercare is sent. If sessions are being completed but no records appear, check your Document Templates in Settings.


  • View Rate is very low — Clients may not be checking their messages. Consider mentioning the aftercare instructions verbally at the end of each session so clients know to look for them.


  • I want to change what the aftercare instructions say — Go to Settings → Document Templates (under Run Operations) and edit your aftercare template.




  • Creating Shop-Level Consent Templates
  • Setting Default Preparation Requirements
  • Starting and Completing Sessions

Updated on: 19/03/2026

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