The Kickserv Portal allows you to connect with your customers like never before. Enable online booking for your services, publish a marketing site, and directly message customers from within the Kickserv interface.
The Kickserv Portal includes a marketing site for your company that showcases your services, displays company hours, and allows customers to request services.
You can customize the information that appears on your marketing home page. Providing a description for your company allows customers to learn a little more about you right away.
A header image will appear on the background of your marketing site home page, so choose an appropriate photo to use. Larger photos work best!
In addition to your company name and description, providing an address and contact information gives your customers an easy way to get in touch.
The Kickserv Portal allows you to define company hours (and specific employee availability) which will aid in the booking process.
Adding Company Hours
You can define your company hours on the Company Hours panel within the Marketing section. For each day of the week, you can define periods of availability by choosing a start time and an end time.
If you need to add separate blocks of time (to account for lunch, as an example), just click the
+ button to the right. You can then use the first row of times for your hours before lunch, and the second row for your hours after.
Customizing Employee Availability
By default, any employee that has “User can be assigned work” enabled will use the company hours to determine availability. Obviously, this may not work if your employees work in shifts or keep different hours than your company’s “open” times.
You can adjust each employee’s hours in the Manage Users section of the Settings area. Adding hours for an employee functions the same way as adding company hours, so you can account for lunch breaks or other “off” hours easily.
Do I need to setup availability?
Setting up availability is required if you want to allow customers to request services through the online portal. It can also help you during scheduling as you’ll be able to see when your employees are available.
The easiest way to see the effects of your availability setup is to view your Resource view. Time blocks that are not available will have a grey background. You can still manually schedule appointments at any time, but customers won’t be able to request appointments for those employees during those hours. See the Booking section below for more info.
You can add your company’s services in the marketing setup. These services will be used throughout Kickserv, and you can choose which services your customers can book online.
Adding and Editing Services
You can add new services or edit existing ones directly from the marketing site setup. Bookable services are displayed within your marketing site and are available for onlie booking.
Description, Completion Time, and Cost
The Marketing Description is a great way to advertise your business to customers. It provides them a quick overview of the service you offer.
The Typical Completion Time must be filled out to allow for online booking. Kickserv uses the time you fill out in combination with your employee availability to calculate when appointments are available for booking.
The Typical Cost is displayed throughout the marketing site. The typical cost is not tied to your job charges in any way, but can provide a general idea of how much that service costs to your customers. You can put in a single cost or a range.
Service images are a great way to showcase your business and the services you provide. Images are displayed throughout the marketing site.
Accessing your Marketing Site
In Settings > Portal & Lead Form, you’ll see a link to your finished marketing site (It will be something like
https://yoursubdomain.kickservapp.com/self_service/portal). You can always go back and edit your company information and services. Changes are updated in your marketing site immediately.
If your business is listed on Yelp, you can integrate Kickserv with Yelp to allow customers to request services directly from your Yelp business page. This is an exciting integration that can further your business’s reach and exposure.
To integrate with Yelp, please contact firstname.lastname@example.org or send a message via our in-app help button (the
? at the bottom right).
Messaging allows you to communicate directly with your customers and gives them an easy way to contact your business.
The Messages link in the navigation menu brings you to your inbox. Any time you receive a new message, an indicator will appear next to the Messages link.
Clicking a conversation in the list will load the messages on the right. For Requests, you can add to the conversation, book, or delcine the request. You can find more information in the Requests section.
You can also Compose a new message if you need to contact one of your customers directly. Type the first few letters of a contact’s name and select it from the dropdown. You can also add an employee to a conversation by selecting their name from the employee dropdown. Employees and customers will be notified by email that they have a new message.
Conversations that are directly to your contacts (not associated with a Job or Request) will appear in your message inbox. They’ll also appear on the contact page within a Contact Inbox. This inbox functions in the same way as your messages inbox, but only shows conversations for that specific contact.
On a job page, you can send messages to your customer about the job. They’ll be able to respond back from within the Kickserv Portal. Job Messages will appear in the Message Inbox and on contact pages.
By default, only users with admin privileges can view and write messages throughout Kickserv. You can customize this permission in the Manage Users area. You can allow any admin or staff employee to simply read, or read & write messages. Currently, technicians (users with limited access to their own assignments) are not able to use the messaging features.
Any user with message permissions will be able to read any message within Kickserv. To set a user to be notified via email, enable the checkbox for “new Requests or Messages are created in the Kickserv Portal” on the employee’s profile page.
The Kickserv Portal has been enhanced to take advantage of the new booking features. It has also been designed for better display and functionality on mobile devices.
Your company’s marketing home page is the home page of the Kickserv Portal. Customers can navigate through the portal to find your hours, contact information, and services. The home page and marketing site are always available to customers, whether they are logged in to the portal or not.
Customers can log in to view their past and future jobs. A job page will include the basic job information, as well as job charges, messages, notes, and attachments. If you’ve generated an invoice for that job, customers will be able to view the invoices and make payments (electronically if you’ve enabled online payments).
Customers have their own message inbox within the Kickserv Portal. Here, they can view conversations they’ve had with your company, as well as Job Messages and Requests. The inbox and messaging features function identically to your company inbox and messaging.
Online booking is a great way to allow your customers to book your company’s services. It can take the hassle out of the booking process and allow your customers to choose the time that works for them.
Requests are made via your company’s marketing site. Your customers can access your home page and list of services. After choosing a service to book, users can choose available times to book.
When a user requests service, any user with message notifications enabled will receive an email with the request information. Any user with message permissions will be able to view the request in their message inbox.
Booking a Request
If you want to book an appointment at the requested time, you can click the
Book button. You’ll see a calendar of the day the customer requested service, with their requested time highlighted in yellow.
You can choose which employee (or employees) to assign by hovering over each row and clicking the
You can include a message to the customer, if you’d like, but Kickserv will automatically notify the customer once you click
When an appointment is booked, a new job will be created for that customer, and an event will be scheduled at the requested time. Messages from the request will be brought over to the resulting job.
Declining a Request
If you can’t book an appointment at the customer’s requested time, or if you need to decline the request for another reason, simply click the
You’ll be able to add a personalized message to the customer explaining why you can’t book their appointment.
Requesting Service via Marketing Site
As long as you have at least one bookable service, your marketing site will be visible to customers. Requesting service is a simple process.
First, customers must choose a service. After that, they have to choose a date for service, and fill out a simple form with their location and information.
If a customer has an existing account, they can login. If they don’t, they can create an account. After submission, they’ll be automatically logged in and brought to the request page within the Kickserv Portal. In addition, customers will receive an email confirmation with their request info.
The confirmation email contains a direct link to the request within the Kickserv Portal, so your customers can easily log back in to check on the status of the request or to message you.
Requesting Service via Yelp
If you’ve connected your Kickserv account to Yelp, your customers will be shown a “Book Appointment” button on your Yelp company page. After entering their service address, they’ll be brought to a slightly customized version of the request form.
Customers can then fill out the form, choose a date for service, and book their appointment request. For appointments requested through Yelp, customers will receive a Yelp and Kickserv co-branded confirmation email. The email will contain a link that will automatically log them in to the Kickserv Portal, so they’ll have access to the same messaging and status features as any other customer.