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Using the Artist Today Console

Using the Artist Today Console

Your personal dashboard for managing today's appointments, walk-ins, and active sessions.



Overview


The Artist Today Console (also called My Work > Today) is your command center for daily operations. It shows all your appointments for today, tracks session progress, manages walk-ins, and helps you stay on schedule throughout your workday.



Step-by-Step Guide


Step 1: Access the Today Console


  1. Navigate to Dashboard > My Work > Today (or click Today in sidebar)
  2. You'll see your personal visit pipeline


The console shows:

  • Today's date and current time
  • Your upcoming appointments
  • Clients who have checked in
  • Active sessions in progress
  • Completed sessions


Step 2: Understand the Board Layout


The Today Console uses a 3-lane Kanban board:


Lane 1: Arrived (Waiting)

  • Clients who have checked in and are waiting for you
  • Walk-ins who just arrived
  • Shows wait time for each client


Lane 2: In Session

  • Your currently active tattoo sessions
  • Shows session start time and duration


Lane 3: Completed

  • Sessions you've finished today
  • Shows completion time and total duration


Each card shows:

  • Client name and photo
  • Project name (if linked)
  • Check-in time or appointment time
  • Wait time indicator (for Arrived lane)
  • Quick action buttons


Step 3: Start Your Day


Morning Routine:


  1. Review Today's Schedule
  • Check the Stats Cards at the top:
    • Total visits scheduled
    • Currently in progress
    • Average wait time
    • Upcoming appointments count


  1. Prepare for First Appointment
  • See expected arrival time
  • Review project notes
  • Check if prep work is required
  • Gather reference images


  1. Monitor Check-ins
  • Clients will appear in Arrived lane as they check in
  • You'll get a notification when someone checks in
  • Front desk can also check clients in for you


Step 4: Manage Arrivals


When a client checks in:


  1. Their card appears in the Arrived lane
  2. You'll see:
  • ✅ On Time (green badge) - arrived within 5 minutes of scheduled time
  • ⏰ Late (yellow badge) - arrived more than 5 minutes late
  • 🔴 Very Late (red badge) - arrived more than 15 minutes late


  1. Wait time tracker shows how long they've been waiting


Actions you can take:

  • Start Session - Begin the tattoo session
  • View Details - See appointment notes and project info
  • Call Next - If you're finishing up and want to let them know you're ready soon
  • Reassign - Transfer to another artist (shop-only feature)


Step 5: Start a Session


To begin working on a tattoo:


  1. Find the client's card in the Arrived lane
  2. Click Start Session button
  3. The card moves to In Session lane
  4. Timer starts automatically


The session card shows:

  • Client name
  • Project name
  • Session start time
  • Elapsed time (updates live)
  • Complete Session button


During the session:

  • Focus on your work—the system tracks time automatically
  • Session is visible to front desk and shop managers
  • Client receives notification that their session has started


Step 6: Complete a Session


When you finish:


  1. Click Complete Session on the card
  2. A completion form appears:
  • Add session notes (optional but recommended)
  • Mark any issues (excessive bleeding, breaks taken, etc.)
  • Record actual duration (auto-filled, can adjust)
  1. Click Complete
  2. The card moves to Completed lane


After completion:

  • Session time is recorded for analytics
  • Client receives completion notification
  • Aftercare instructions are sent automatically (if configured)
  • Next client is auto-called (if enabled)


Step 7: Use Quick Actions


Top toolbar buttons:


Start Next:

  • Automatically starts session for the client who's been waiting longest
  • Great for smooth workflow without manually clicking each card


Take Break:

  • Marks you as unavailable
  • Pauses arrival notifications
  • Helpful for lunch breaks or personal time


View Schedule:

  • Quick link to your full calendar
  • See upcoming appointments beyond today


Settings:

  • Quick access to your availability settings
  • Adjust buffer times
  • Configure notification preferences



Tips


Staying on Schedule


  • Use the Start Next button: Speeds up workflow and prevents accidentally skipping someone
  • Monitor wait times: Try to keep them under 15 minutes for best client experience
  • Build in buffer time: Set 15-minute buffers between appointments in your settings
  • Start prep early: Begin gathering supplies 5-10 minutes before expected arrival


Managing Walk-ins


  • Walk-ins appear differently: They'll have a "Walk-in" badge (no appointment time)
  • Prioritize booked clients: Unless it's slow, honor your scheduled appointments first
  • Quick consultations: Use walk-in time for quick consultations, small pieces, or touchups
  • Add to waitlist: If you're booked, offer to add them to the waitlist for later


Reducing Client Wait Time


  • Be ready when they arrive: If they check in on time, start immediately
  • Communicate delays: If running late, send a quick message via chat
  • Batch setup tasks: Prep multiple stations at once if you have back-to-back appointments
  • Use station numbers: If your shop has multiple stations, note which station on the card


Using the Console on Mobile


  • Responsive design: Console works on tablets and phones
  • Swipe gestures: Swipe cards left/right to move between lanes
  • Notifications: Get push notifications when clients check in
  • Quick view: Tap and hold for quick details without opening full view



Common Issues


Issue: I don't see any appointments even though I have some scheduled

Solution:

  • Check the date selector—make sure you're viewing Today
  • Verify appointments are marked as Confirmed (pending appointments don't always show)
  • Refresh the page (Cmd/Ctrl + R)
  • Check your shop/location filter if you work at multiple locations


Issue: Client checked in but isn't showing in my Arrived lane

Solution:

  • If you're part of a shop, they might be assigned to shop queue instead of directly to you
  • Check the Shop Front Desk console to see all arrivals
  • Ask front desk to assign them to you specifically
  • If the appointment isn't linked to you, it won't appear—verify in Calendar


Issue: Session won't complete - button is disabled

Solution:

  • Ensure session has been active for at least 1 minute
  • Check for open forms or unsaved changes
  • Try refreshing the page
  • If issue persists, complete the session via Calendar instead


Issue: Wait times seem inaccurate

Solution:

  • Wait time is calculated from check-in time, not appointment time
  • If client was late, wait time starts when they actually arrived
  • If they checked in via kiosk but then left temporarily, time still counts
  • Can be reset by asking front desk to re-check them in


Issue: I want to see tomorrow's appointments

Solution:

  • The Today Console only shows today's visits
  • Use Dashboard > Calendar to see upcoming days
  • Use View Schedule button for quick jump to full calendar
  • Check Dashboard > Appointments for a list view of all upcoming appointments


Updated on: 16/01/2026

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