Client Sync Plugin: Administrator Guilde

This guide provides instructions for administrators on how to set up and manage client appointments using the Client Sync plugin.

1. Core Architecture: The "Dimension" Concept

Unlike other booking systems, Client Sync uses a Dimension-based architecture. You are not limited to just "Staff" and "Services"; you can define any category that impacts a booking (e.g., Rooms, Equipment, Locations).

Setting Up Dimensions

  1. Navigate to Client Sync > Dimensions > System Setup.

  2. Add Dimensions: Create the categories you need (e.g., "Stylists," "Consulting Rooms").

  3. The Primary Dimension: Choose one dimension to be your "Primary" source (usually your Services). This dimension acts as the anchor for the booking calendar.

  4. Resources (Pro): Mark a dimension as a Resource if it has its own independent schedule (e.g., a Room that is only available on Tuesdays).

2. Creating Your Items

Once your dimensions are defined, they will appear as new menu items in your WordPress sidebar.

  1. Go to the specific dimension menu (e.g., Client Sync > Services).

  2. Click Add New to create an item (e.g., "Initial Consultation").

  3. Assign Attributes: Set the color for the calendar, the price, and the capacity (set to 1 for private, or higher for group classes).

3. Defining Availability

Client Sync uses a visual "Painter" to set schedules.

Base Weekly Schedule

  1. Edit a Primary item or a Resource item.

  2. Locate the Base Weekly Schedule meta box.

  3. Manual Mode: Draw the exact slots you want (e.g., 9:00 AM - 9:45 AM).

  4. Automatic Mode (Recommended): Draw one large block (e.g., 9:00 AM - 5:00 PM). Then, in the Primary Attributes box, set an Appointment Duration (e.g., 60 minutes). The system will automatically subdivide that block into individual slots.

Schedule Overrides

Use the Schedule Overrides meta box to handle one-off changes (e.g., marking a specific Friday as "Closed" for a holiday) without changing your base weekly schedule.

4. The Relationship Graph

This is the "Brain" of your system. You must tell the plugin which items are allowed to work together.

  1. Go to Client Sync > Dimensions > Relationship Graph.

  2. Connect the Dots: Drag a line from a Staff member to the Services they can perform. Drag a line from a Service to the Room it requires.

  3. Logic: A time slot will only appear on your website if there is a valid path connecting all selected items in the graph.

5. Customizing Data Collection

You can collect different types of data at different times. Navigate to Client Sync > Custom Fields to manage these.

  • Client Fields: Used for "Who are you?" data (e.g., Phone Number, Date of Birth). This data is saved to the user's permanent profile.

  • Booking Fields: Used for "Transaction" data (e.g., "What is your gate code?"). This data is specific to a single appointment.

  • Conditional Logic: You can set a Booking Field to only appear if a specific Service is selected.

6. Publishing Your Booking Form

Use shortcodes to place your tools on any WordPress page.

  • Main Booking Form: [clisyc_booking_form]

  • Manager Dashboard (Staff only): [clisyc_manager_appointments]

  • Search Results (Rentals only): [clisyc_search_results]

Note: For the best experience, ensure you have selected your "Booking," "Account," and "Detail" pages under Settings > Behavior.

7. Payments & WooCommerce

  1. Enable the integration under Settings > Payments.

  2. Create a Simple & Virtual product in WooCommerce for each service.

  3. Edit your Service in Client Sync and link it to that WooCommerce product.

  4. Dynamic Pricing: You can set weekend surcharges or weekly discounts directly on the WooCommerce product page under the "Dynamic Pricing Rules" tab.

8. Advanced Automation (Pro)

Google Calendar Sync

  1. Designate a "Personnel" dimension in System Setup.

  2. Edit a Staff member and link them to a WordPress User account.

  3. The user can then log in and click "Connect to Google" to enable 2-way sync.

Automated Slot Generation

The plugin automatically generates future slots so you don't have to.

  1. Go to Settings > Automation.

  2. Enable Auto-Generation and set a Lookahead (e.g., 30 days).

  3. The system will run every 15 minutes to ensure your calendar always has 30 days of availability ready for customers.

9. Troubleshooting & Maintenance

  • Timezone Issues: Ensure your WordPress timezone (Settings > General) is set to a City Name (e.g., New York) and not a manual offset (UTC-5).

  • Cleaning Cache: If the calendar looks wrong after a big change, use the Clear All Plugin Caches tool under Client Sync > Testing.

  • Visibility Audit: Use the "Scan for Hidden Slots" button in Settings > Appearance to find slots that exist in the database but are hidden because they fall outside your visible calendar hours.