Settings
Staff, price list, online booking, messages, backups and everything else.
Appearance and language
Automatic, light or dark theme; “Background brightness” for a dimmer or brighter background. Language: Italian, English or the device’s.
The items
Some items are seen only by the owner: below they are marked “Owner”.
Business details
Owner. Company name, VAT number, tax code, address and regime (“Standard” or “Flat-rate”): they go at the top of the invoice details.
Revenue and figures
Owner. Takings for the day, week, month or year, compared with the previous period; appointments, average per appointment, clients and new clients; takings per person and most profitable jobs. Appointments with no price are left out, and the app counts them. Also, how many came through the queue and the open deals by stage, with those won in the period.
Expenses
Owner. In “Revenue and figures”, under takings, are the expenses of the same period and the difference, compared with the previous period. “Add an expense” asks for date, description, category, amount and repeat: an expense set to “Every month” counts in every month from its date, without copies.
With “Count received stock” the stock orders received are included too, at purchase price times quantity. Expenses are downloaded and uploaded in Excel from Import and export.
Deal stages
Owner. The stages of the deals: they are renamed, added and reordered with the arrows. “Won” and “Lost” always stay. When you delete a stage, its deals move to the first one.
Forms
Owner. The templates for forms with signature: a title and the fields in order. Field types: text, long text, yes/no, choice (with the options separated by commas), date and signature. There are no ready-made templates: you write the texts yourself.
Price list
The price-list items: product or service, category, duration, price and resource. Choosing them in an appointment brings in duration and price; with a duration they become bookable online.
Online booking
Owner. A public page, offlineagendacrm.it/prenota/name-of-your-business, where the client chooses service, day, time and, if they like, the person.
Enter the business name, the page address and the phone number.
Set opening hours, closing days, bookable services (with duration) and bookable people.
Choose the minimum notice, how far ahead people can book and how often there is a time.
Accept the terms for businesses and tap “Turn on booking”.
Share the link: “Copy the link”, “Share”, “Open the page”.
Requests arrive in the diary. The booker’s name and phone number travel in a sealed envelope: only your business’s devices read them. With “Email if a request waits more than two hours” an alert goes to the account address.
Without a Google account there is a simpler link: the page shows services and opening hours, and the request arrives as a WhatsApp message.
Staff
Owner. “Add a person”: name, initials, role and colour in the diary. Opening a person shows their next seven days with confirmed shifts, services done, hours, holidays and leave, tasks and the month’s figures.
To let them work from their own device:
In their record enter their Google email and tap “Link”.
Tap “New code”: six digits and a QR code, valid for ten minutes.
On their device the person opens AgendaCRM, taps “I have a code” and enters the digits or scans the QR code, then signs in with their Google account.
“Revoke access” unlinks them.
Monthly target: in the person’s record the owner enters the takings and/or appointments to be done in the month. The bar shows progress and below it what is missing (“320 € and 6 appointments to go”); the person sees it read-only on their device. In “Revenue and figures → By person”, looking at a month, the percentage of the target appears.
Tasks and shifts
Tasks: all tasks, including done ones, with who completed them. They are created from here or with “New”.
Shifts: for each week, “Suggest the week” prepares the shifts from the staff’s hours and the staff needed per time band; correct them, then “Confirm shifts”. Everyone sees their own; anyone with notifications on gets “Shifts confirmed” if their shift has changed.
Customer fields and resources
Owner. Customer fields: extra fields for the records, of type text, number or date: number plate, size, contract number. Resources: treatment rooms, rooms, chairs, equipment to assign to appointments.
Messages
The ready-made messages for WhatsApp and email. For each: title, channel, when it appears (always, with an upcoming appointment, near a birthday, near a deadline, when a slot frees up, the day after the visit) and text. The buttons under the text insert the name, client code, and appointment date and time; the preview shows the result.
“Marketing message” is offered only to clients who have given consent. The review link is written once and goes into the message that asks for reviews.
Bin and To check
Owner. Bin: deleted records, to restore or delete permanently. To check: when two people change the same thing at the same moment, the app keeps one version and puts the other here; “Keep it” or “Restore the discarded one”.
Notifications, reports, AI
- Chat notifications: on, off or blocked by the browser.
- Report a problem: a ready-written email to info@offlineagendacrm.it, with the app version and the latest errors. Add what you were doing, and a screenshot if you can.
- For AI assistants: the page to give to your assistant. See Artificial intelligence.
Passcode lock
Owner. A code of 4 to 6 digits to open the app on this device, which locks itself after the minutes you choose; “Lock now” locks it at once. The code cannot be recovered: if you forget it, to use the device again its data has to be erased. The copies on the Drive and in files remain.
Link another device
To use AgendaCRM on another phone or computer with your account: “QR code” to scan, “Copy the link” or “Send by message”. The link signs in without going through Google again, is valid for ten minutes and works once only.
Backups
The data lives on your device: you keep the copies, and it is worth using at least two.
| Google Drive | with the account connected every change also goes into a file on your Drive. “Sync” updates it at once |
|---|---|
| Automatic backup | the copy to the Drive after every change; it can be turned off |
| Folder | a folder on the computer where the copy updates itself, with Chrome and Edge |
| Save a copy | a file to keep wherever you like; “Send the copy” sends it |
| Merge a copy | adds the data from a file to that of the device, losing nothing |
AgendaCRM has no copies of your data and cannot recover it: that is why yours matter.
Account and stations
Account: “Sign out”, “Delete account” (the data stays on your Drive), “Copy the log” to attach to a report. Stations (owner): the business’s devices, with the last sync and the app version; “Rename this station”, “Remove”.
Data
Owner.
| Import and export | clients, stock, tasks, shifts and expenses from Excel or CSV files, with a preview before importing; the same data downloaded as Excel, and the deals |
|---|---|
| Export calendar | the appointments in a file to open with Google Calendar, Outlook or Calendar |
| Replace everything | replaces the device’s data with that of a copy |
| Empty | erases all the device’s data. This cannot be undone |