Projects and bookings

A project is one specific tattoo a client wants to get from you, from the first inquiry until it is finished. A booking is a session with a date, a time and a place within that project. A large piece is one project with several bookings.

Project states

You change the state from the project detail, with one button for each state it can move to from the current one, from its card in the list (see below), or you let the agent do it as the conversation moves forward. Cancelling asks you for the reason; completing and archiving ask you to confirm.

Booking states

Confirming or rejecting a held slot

The agent never confirms an appointment: it only holds the slot the client chooses and tells them you will confirm it. The decision is yours, and you make it in the app:

• On the booking page, or on the Slot to confirm card that appears in that client's chat, tap Confirm or Reject.
• Confirm leaves the appointment confirmed and the client sees it right away in the chat. If the project asks for a deposit, it moves to Waiting for deposit first and confirms by itself when the client pays.
• Reject asks you to confirm, frees the slot and the client sees that it has been freed. In their next message, the agent offers them other slots.

A held slot waits 2, 12, 24 or 48 hours (24 if you change nothing). You choose it in Settings → AI assistant, under How long a set-aside slot waits. If you do not answer in time, the slot is freed on its own and the agent offers the client other ones. It never waits beyond the time of the appointment itself.

Each client has only one held slot at a time, even if they have several projects with you: if they choose another, it replaces the previous one.

Creating a project or a booking yourself

Normally the agent opens projects and holds slots from the chat, but you can also create them yourself from the app:

• New project: with the + in Projects or with New project on a client's profile. A project always belongs to a client: pick one from your list or type a new one (name and email; the phone is optional). If that email already belongs to one of your clients, the app offers them instead of duplicating. Only the title is required; the other fields are the same as when editing. With From a flash you choose an available piece and the title, the styles, the price from and the duration are filled in. The project starts in Defining and sits in the client's chat.
• New booking: with New booking in the project detail, or with the + in the Calendar (the one on a specific day already brings that day). From the Calendar you pick the project first; the list has the same search box as Projects. You choose the location, the day, the duration (the project's by default; changing it here does not change the project's) and a free slot, or Another time for any day and time from now on: if it falls outside your hours, extra hours open on that day to cover it. The booking is confirmed when you save it and the client receives the same as when you confirm a held slot: the message in the chat and the email with the appointment for their calendar; if the project asks for a deposit, it waits for the client to pay.
• If that slot is held by another client, it is not saved: the app tells you whose it is and until when, and lets you open it to confirm or reject it. If the same client has a held slot, the app asks whether you free it (checked by default).
• If the booking goes beyond the project's planned sessions, they go up on their own.

Editing a project

From its detail (the pencil at the top right) you change the title, description, size in centimeters, placement, style, planned sessions, price from and estimated duration in minutes. The references are the photos the client sends in the chat (or the chosen flash) and the ones you add, and they enlarge when tapped. To add one, tap the + after the last one (in Summary, next to References) and pick a photo from your library or take one with the camera; you can also long-press any photo in the chat, the client's or yours, and tap Use as reference (if the conversation has several projects, you choose which). On the iPad you can also drag them from another app, up to 6 at a time. A photo that is already a reference of the project is not added twice: the menu says Already a reference. The ones you add are references like the others: they can be the cover, they show in the project confirmation and the agent knows they are there; it never adds a photo of yours (a client photo you add from the chat counts like the ones the agent links, which it may swap if the client asks). To remove one, tap Remove reference (the trash can) when it is enlarged, or long-press it in the detail and choose Remove reference; Drop asks first. A photo from the chat stays in the chat and you can use it again, but one you added with the + is not in the chat and cannot be recovered. The project's cover, the picture on its card, on the client's profile and on the booking, is its flash by default and, without one, the latest reference; to choose another, enlarge a reference and tap Use as cover. If you remove the cover, the default comes back. The project's flash is not removed this way, nor are the references of a cancelled or archived project. Each change to the fields:

• is kept in the project's History (who changed it and when),
• appears as a message in the conversation, so the client sees it,
• is taken into account by the agent in its next reply.

Projects change over time; this is normal and Drop is built for it.

Moving or cancelling a booking

• Rescheduling: on the booking page, tap the pencil at the top right (Edit booking) and choose the location, the day and the time. You will only see the free slots of that location on that day; days when you are at another one (a guest spot, for example) offer none. When you save, a new booking is created and the previous one is cancelled; the client receives a single email with the new date and a button to your chat, and their calendar updates on its own (if they already confirmed their email in your chat; if not, Drop does not write to them and the booking reminds you: see Clients). In the chat there is a single notice that the appointment has been rescheduled, with the new date, and the booking stays confirmed; if you were moving a held slot, it stays held and waiting for you to confirm it. A booking that has already started, or a held slot that has expired, can no longer be moved.
• Cancelling: on the page of a confirmed booking that has not started yet, at the bottom, tap Cancel booking (a held slot is cancelled with Reject, see above). It asks you to confirm and, if you want, a reason, which is only for you: the client does not see it, and you will see it on the booking page. The slot is free right away and the booking leaves your calendar, but it stays in the project detail. In the chat there is a notice that the appointment has been cancelled, and the client receives an email that also removes it from their calendar (if they already confirmed their email in your chat; if not, the booking warns you to tell them yourself). A session that has already started cannot be cancelled.
• No-show: if the session has already started and the client did not come, on the booking page tap Mark as no-show and confirm. You can do it while the session lasts or afterwards, even if it has already marked itself as completed. The client receives no notice, neither in the chat nor by email. The booking leaves your calendar and stays in the project detail as No-show, and it does not count as a session done: the hours the project had left stay pending, and the next session you propose lasts what remains.

If the client asks in the chat to change or cancel a confirmed appointment, the agent does not touch it: it hands the conversation to you (or asks you to move it) and you decide. A confirmed appointment never moves without you.

Completing a project

Each session moves to Completed on its own when its time ends. If the project has sessions left, the first one completed moves it to In progress. The project never completes on its own: you decide.

Once all the planned sessions have happened, the project detail asks you Is this project finished? with two buttons: Mark as completed or Add session if there is still work left. When you complete it (it asks you to confirm), the client receives the review request in the chat and, if they have verified their email, an email. See Reviews.

If the project has a planned duration, each session you confirm or do is deducted from it: the next slot proposal lasts what remains. Once the planned hours are done, the project detail shows Move to «Completed» as the main action and tells you “The planned hours are done.”; if there is still work left, you can keep proposing sessions of your usual duration.

Summarizing a project

Summaries come with Trace and Ink; on Zero the app says Available on Trace. In a project's detail, the Project summary card shows the last summary you asked for, with its date. Tap Summarise the project so the assistant writes a new one in your language with only what the conversation says about that project, along with its data: the idea, the size, the placement, the style, the sessions and the price, what is agreed and what is still pending. If the client talks to you about several tattoos in the same chat, each project's summary leaves the others out. The client does not see it.

For the summary of the whole conversation, go to the client's profile: see Clients.

Each summary is paid with your credits like an assistant reply: usually less than one credit and never more than 5. It does not count toward the conversation's daily cap and works even with the AI turned off, but not without the AI permission: without it Drop sends the chat to no model, the card tells you so with a button to Settings → AI assistant, and nothing is charged. If you have no credits left, it tells you, nothing is charged and the last summary stays there. A project with no conversation has nothing to summarize and does not show the card.

The project list

In Projects you have Active and Archived tabs, filters by state and one card per project. Each card starts with the project's name, with the client's under it, its cover beside them and its state on the right; then the description, the date of its next booking (or “No session booked”) and its price from. A long title takes two lines at most; you see the whole of it in the project's detail.

The search box at the top finds a project by its title, its summary or the client’s name, whatever the case or the accents (“peonia” finds “Peonía”). It searches the tab and the filter you have on: in Archived it finds archived projects too.

Swiping a card to the left changes the project's state without opening it: the same changes as in its detail appear, at most two buttons. Each button says the state the project moves to, next to its icon (for example Defining and Cancelled). If there are one or two, they appear as they are; if there are more, the next step appears plus More, which opens the rest, cancelling included. Cancelling asks you for the reason, as in the detail, and completing and archiving ask you to confirm; a long swipe does nothing on its own. The card updates right away, and if it no longer fits the filter you have set, it leaves the list.

Frequently asked questions

Can a client have several projects at once?
Yes. The agent understands which one they are talking about at each moment and, if in doubt, asks.

What happens if I do not confirm a held slot in time?
It is freed on its own once the time you chose passes, it becomes available to other clients again and the agent offers that client other slots.

Can the agent or the client confirm an appointment?
No. Only you, from the app.