Setting up your shop information is one of the first, and most critical, steps in Keep the Fees. This section is where you define your shop’s identity in the software. It includes everything from your name, contact details, and branding to your business hours, tip settings, notification preferences, deposit policies, and integration tools.
This information becomes the foundation for your entire setup. The more complete and accurate it is, the better the system will perform for both you and your clients. It affects how appointments are booked, how clients receive notifications, how receipts are handled, and more.
Whether you're a solo artist or managing a full team, configuring this section properly will ensure your booking flow, communication, and client experience are seamless.
Table of Contents
How to Access Shop Information
Step 1: From the Dashboard, click your Your Shop
Step 2: Select Shop Information from the menu
You are now in the core configuration section where all foundational business details are entered.
General Info Settings
Shop Logo
Click the icon to upload your shop’s logo (.jpeg or .png only). This logo appears on your digital forms and should reflect your current branding.
Tip: Having a logo elevates your brand when clients are filling out forms.
Shop Name
This is how your business name will display across receipts, email notifications, calendar invites, and booking links. Enter your studio’s full name as you want it to appear.
Owner Name
This field should reflect the studio’s primary point of contact. If there are multiple owners, select one name to represent ownership here.
Additional owners can be added as artist profiles and assigned Shop Manager permissions.
Shop Email
Used internally and externally depending on your settings:
Will receive notifications for booked appointments (if enabled)
Can be CC’d on calendar invite emails to stay looped in
Will be visible in transaction logs for tracking who completed a payment
Shop Phone
Displayed on receipts and client messages so clients can easily reach out.
Website & Social Media
Website: Adding your website is optional but highly recommended. It provides a quick internal reference point and can be used in redirect fields across the platform.
This is especially helpful if you want to drive traffic to your online booking system or portfolio site. Once entered, your website will always be stored here, making it easy to copy and paste whenever needed for forms, promotional links, or support messages.
Social Media URL: Be sure to paste the full URL, such as "https://instagram.com/yourhandle"—not just your @handle.
This URL is used throughout the system for redirect links, like when a client completes a consent form. Entering your social media URL here also creates a permanent spot where you or your team can come back to quickly grab the correct link. This saves time when updating forms or directing clients to follow your studio online.
Address
Enter the full studio address including street, city, state, and zip. This is shown to clients on their confirmations and reminders.
Tip: You can opt to hide your address, but we strongly recommend displaying it to avoid confusion.
Receipt Settings and Sales Tax
Receipt Preferences
Choose how receipts are handled at checkout:
No Receipt: The terminal will not show any options to print, text, or email a receipt. No receipt will be generated at all. You can still send a receipt later by going to Recent Transactions.
Merchant Copy: A receipt is printed automatically for the shop. The client will not see any prompt to receive a receipt.
Customer Copy: The client will be prompted on the terminal to choose how they’d like their receipt—printed, texted, emailed, or no receipt. The shop will not receive a printed copy.
Both: The terminal will automatically print a copy for the shop, and then prompt the client with their receipt options (print, text, email, or no receipt).
All transactions are logged in the Recent Transactions tab regardless of which receipt option is chosen. You can always return there to send or review past receipts.
Sales Tax
Enter your local sales tax rate as a percentage (e.g., if your local tax is 7.25%, input 7.25). This number sets the default tax rate for your studio, which can be used when applying tax to products or services.
Once you've entered your tax rate here, you still have complete control over which items it applies to.
For example, you might want to charge tax on aftercare products or merchandise, but not on tattoo services, depending on your local laws. You can enable or disable sales tax for individual services and products in the Inventory and Services sections.
This is just the base tax rate. Think of this as the "source" value, while the decision to apply it is made on a product/service level.
This ensures:
Clients are only taxed when appropriate
You have the flexibility to follow local tax rules
Tax is calculated consistently across your studio
If you're unsure which items are taxable, consult your local or state tax authority or a licensed accountant.
Keeping this rate up to date also helps with:
Accurate pricing during checkout
Reliable bookkeeping and reporting
Tax season prep and audit protectionCommunication, Notifications, and Booking Rules
Communication
Email on Appointment Booking
When this is enabled, your shop will automatically receive an email every time a client books an appointment, whether it's through a public booking link, a request form, or an internal scheduling.
This feature helps shop owners and managers:
Stay informed about new bookings in real time
Monitor how many appointments are being booked each day
Ensure no appointments are slipping through the cracks
Keep track of which artists are getting booked and when
Identify open gaps or overbooked days in the schedule
This is especially helpful if you don’t log into the dashboard constantly; having appointment notifications land in your inbox lets you stay on top of the calendar from anywhere.
Send Calendar Invite Email
When this is enabled, clients automatically receive a calendar invite by email each time they book an appointment. This invite allows them to add the appointment to their personal calendar (Google, Apple, Outlook, etc.).
If the appointment is later rescheduled or updated within the system, those changes will reflect on the client’s calendar, as long as they subscribe to the event using the link in the email.
Tip: Let your clients know they need to open the email and subscribe to the appointment update. This is what keeps their calendar in sync if you ever change the appointment time or date. It’s a simple but powerful way to reduce missed appointments and client confusion.
Add Artist as Reply-To on Calendar Invite Email
When enabled, this feature allows clients to reply directly to the automated calendar invite email, and their response will be routed to the email address listed in the artist’s profile. This gives the artist a direct communication line with the client without the need to manually reach out.
Note: The artist is not CC’d on the calendar invite itself. They will receive client replies if this setting is turned on.
Tip: Make sure the artist has a valid email listed in their profile, otherwise, the client’s reply won’t be delivered.
Add Shop as Reply-To on Calendar Invite Email
This feature allows the shop to receive direct replies from clients who respond to the automated calendar invite email. Instead of the client having to reach out separately, they can reply right from their inbox, and the response will go to the shop’s email on file.
This creates an easy and professional way for clients to ask questions, confirm details, or make changes.
Tip: If both the artist and shop reply-to settings are turned on, the client’s reply will go to both inboxes, ensuring everyone stays informed and on the same page.
Tip: This is a great feature to enable if your shop wants to maintain visibility and assist clients without having to rely on artists to forward communications. It keeps client conversations centralized and easily accessible.
Tips, Deposit Policy, Booking Rules and Age Requirements
Tip Presets
Set default tipping percentages (e.g., 15%, 18%, 20%) that clients will see when they are manually checked out by an artist or when paying an invoice online. These presets help standardize tipping expectations across your studio and streamline the checkout process for clients.
These presets apply to:
Manual card entry in the software
Invoices sent via email or text
To have these tipping presets appear on your physical payment terminal, reach out to the Keep the Fees support team via in-app chat. They’ll help ensure your terminal reflects the same preset options shown in the software interface.
Deposit Disclaimer
Enter your studio’s deposit policy here. This is the message that appears any time a deposit is collected, whether the deposit is being paid through a booking link, invoice, or manual booking. It's critical to clearly explain your shop’s expectations so clients understand the terms before confirming an appointment.
If your shop handles tattoos and piercings differently, list both policies here so clients see the appropriate details for their service.
Tip: This section helps protect your business in case of disputes or chargebacks, since the client must acknowledge the terms before payment is submitted.
Tip: Use clear, professional language and avoid fine print. Making the policy easy to understand upfront can prevent misunderstandings later and sets the tone for a respectful, professional experience.
Minimum Age Requirement
This setting controls the minimum age required to complete a consent form. If a client is younger than the age you enter here, the system will block them from submitting the form.
To disable the age requirement entirely, simply set the age to 0. This is helpful for studios in states that allow younger clients with proper documentation.
This feature is particularly useful for ensuring compliance with your studio’s age policy. For example, if your studio does not allow anyone under 18 to receive services, setting the minimum age to 18 will automatically filter out ineligible clients.
Tip: If your studio does serve minors, you can set the minimum age accordingly and make sure your consent forms follow all required legal and health department protocols, such as requiring guardian information or ID uploads.
Minimum Booking Notice
Controls how soon a client can book an appointment when using an artist’s public booking link. This setting gives your studio a buffer between when a client books and when they are actually allowed to come in, ensuring you have enough time to prepare.
This is especially useful for managing short-notice appointments or avoiding last-minute surprises on the calendar.
For example:
Set to 24 hours if you want at least one day of lead time between the booking and the appointment.
Set to 3 days if you need more prep time or want to avoid bookings on short notice entirely.
Maximum Booking Advance
Controls how far in advance a client can schedule an appointment through an artist’s public booking link. This setting helps prevent clients from booking too far out into the future and gives your shop more control over long-term scheduling.
This is especially useful for:
Managing artist availability
Avoiding excessive calendar clutter
Adjusting for seasonal changes, travel, or shop events
For example:
Set to 30 days if you want clients to book within the next month only
Leave it blank (None) if you’re comfortable letting clients book several months ahead
Kiosk Mode Configuration
What is Kiosk Mode
Kiosk Mode enables a shared front desk station for artists to check clients in and out using a secure PIN. Each artist is assigned a unique PIN they can use to access the kiosk, complete a transaction, and then log out, helping keep the station private and organized for all users.
While the PIN is used for kiosk login, each completed checkout is still clearly attributed to the artist who performed it in the Recent Transactions tab. This ensures every transaction is tied to the correct artist, providing clarity and visibility across your shop’s activity.
Tip: This is especially helpful in high-traffic studios where artists share a single computer at the front desk to check in and check out clients
Kiosk Admin Code
This master code is required to activate Kiosk Mode for your shop. Think of it as the central 'key' that unlocks shared kiosk access across your studio. Without setting this code, kiosk functionality won’t work, even if artist PINs are in place.
Once entered, make sure to click Save Changes so the system can apply and store the code properly.
Tip: Use a code that’s easy for management to remember, but hard for unauthorized users to guess. This ensures security and prevents unwanted access to the kiosk environment.
Note: Each artist will have their own unique PIN that you can set up in their Artist Profile. These PINs allow each artist to securely log in to the kiosk to check in and check out clients. The system will log completed transactions under the artist's name in Recent Transactions, ensuring visibility and accountability across your team.
Kiosk Timeout
Set the amount of time an artist can remain logged into the kiosk before being automatically logged out. This setting helps protect sensitive information and prevents accidental use by another person if the artist forgets to log out manually.
For example, you might set a short timeout (like 2–5 minutes) in a high-traffic front desk area to ensure each transaction session stays secure.
Tip: Auto-timeouts promote security, reduce the chance of checkout mistakes, and keep the shared kiosk system running smoothly, especially when multiple artists are using the same device.
Business Hours
To get to the business hours, click the Business Hours Tab above the shop logo.
Set Your Business Hours
Business hours control when your shop appears available on public booking links. Only appointment slots that fall within these hours will be shown to clients booking online.
Tip: If your artists regularly tattoo outside of standard business hours, we recommend enabling all days and full-day availability here. This allows each artist to define their exact working times in their personal Artist Profile under Artist Hours. It gives you maximum flexibility while still maintaining shop-level oversight.
This setting gives your studio a flexible structure while still maintaining overall control of when appointments can be booked.
To enable or disable availability for a specific day, simply click the checkbox next to that day. You can also customize your shop’s open hours by entering specific start and end times in the time boxes for each day. This makes it easy to reflect your shop’s true operating hours or accommodate unique schedules for special days of the week.
Don’t forget to click Save Changes after updating your hours, this ensures everything reflects correctly on your public booking links.
Notification Templates
To access your notification templates, go to the Manage Shop screen and click on Notifications in the top section next to Business Hours. This is where you'll find and customize all automated messages that are sent out from the system.
The Notification Templates section allows you to manage the automated messages sent to clients and artists. These notifications help reduce no-shows, improve communication, and deliver timely reminders.
You’ll see a preloaded list of notifications. Each template includes:
Name – The internal reference for the notification
Method – How it will be sent (SMS or Email)
Sends To – Who will receive the message
Description – When the message is sent and what it includes (e.g., appointment reminder sent 24 hours before)
Editing a Notification
Step 1: Click Edit next to the notification you want to modify.
Step 2: A pop-up window will appear where you can customize the message for that specific notification.
Inside the editor, you can personalize your message using dynamic tags. These tags act as placeholders that will automatically insert the correct client and appointment information when the message is sent.
Available dynamic tags include:
Client Name – Inserts the name of the client receiving the message
Appointment Date – Inserts the date of the appointment
Appointment Time – Inserts the time of the appointment
Artist Name – Inserts the name of the artist assigned to the appointment
Shop Name – Inserts the name of your studio
Shop Address – Inserts the shop’s address on file
Subscription URL – Adds a link for the client to subscribe to their appointment on their calendar
Tip: These dynamic tags save time and make each message feel personal and relevant without requiring you to write individual texts or emails. They work just like “merge fields” and will auto-fill with the appropriate data for each recipient.
Note: The message character limit is 280 characters for SMS notifications only. Email messages do not have this limit. Keep SMS messages short, clear, and informative to ensure they’re delivered properly.
Tips for Effective Notifications:
Use your 24-hour reminder to share a pre-appointment checklist (e.g., bring ID, eat beforehand, etc.)
Include your Google Review link in the aftercare email to boost your online reputation
Add friendly reminders about your deposit and cancellation policy
Click Revert to Default if you ever want to return a message to the system's original version.
You can also toggle each notification on or off in this menu to control which ones are actively being sent.
Once you're happy with your edits, make sure to click Update to save your changes. This ensures your customized message is active and ready to send.
Every notification, whether enabled or disabled, is logged under each appointment record. This gives you a reliable audit trail to confirm what was sent and when. If a client says they didn’t receive a message, you can quickly verify delivery inside their appointment details.
Integrations
To access Integrations:
Step 1: Go to the Manage Shop screen
Step 2: Click on Integrations (located next to Notifications)
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This is what the section looks like, organized and easy to use, with tools for calendar sync, Google Analytics, and webhook setup
Calendar Sync
Allows outgoing sync from Keep the Fees to a Google Calendar. This makes it easy to see appointments at a glance.
To activate the sync, simply click the Connect Calendar button and follow the prompts. This will open a new browser tab where you’ll be prompted to sign in to your Google account and grant permission to access your calendar. Once approved, your Keep the Fees appointments will begin appearing automatically in your Google Calendar.
Note: This is one-way only. Appointments added to Google Calendar won’t sync back.
For full two-way sync, each artist must:
Log into their Keep the Fees account
Go to Account Settings > Integrations
Enable both Incoming and Outgoing Sync
Share Appointment Detail with the Shop
Google Analytics
Add your analytics tracking script to monitor form traffic and behaviors.
Webhooks
Create custom webhook connections to pass client or booking data to other systems. (Full guide coming soon.)
Always click Save Changes after adjusting integration settings.
Properly configuring your shop’s core settings, like business hours, contact details, and communication preferences; lays the groundwork for smooth day-to-day operations. When everything is set up clearly from the start, it reduces confusion, improves client satisfaction, and ensures your team can stay focused on what matters most: delivering great service.