# How to Use this Guide ## **What the guide will look like** On the Left is your navigation bar **between pages.** On your Right is the navigation bar **between sections** on a page (if you don't see it, try and make your browser window wider). Down the middle is the content for that page! At the bottom are navigation buttons to the next step. ![](/files/-M_aQcBOUNs_HSX7B4vD) # Onboarding Guide ## :wave: Greetings Call Once you've paid your invoice, we'll need a couple business days or so to get your portal set up for you. It'll be worth the wait, we'll complete as much as we can from **Step 1** and **Step 2** for you!If you want to dig in now, I recommend documenting any changes you want to make to your Service offering and Pricing **now**. That will help speed up **Step 1**.Before we start setup, let's get on a call. No prep is generally needed unless your onboarder states otherwise. ### Meeting #### Who Your key decision-makers who will lead this onboarding (1-3 people) #### Length 30-45 minutes #### When Within 1-3 business days of paid invoice #### **Goals** * Set communication norms * Discuss Go-Live timeline expectations * Get some branding assets * Introduce booking and pricing to prep for[ Step 1](https://app.gitbook.com/s/-MX7OX0Z1NFp2GEYRfZo-4131523871/order-of-events/step-1) * Ensure everyone who needs access to Tonomo right now has it ## :moneybag: Step 1: Booking + Pricing **Step 1** is all about getting your booking and pricing set up. These reflect your revenue stream and are the foundation for all the other features on Tonomo. During account setup, we added some of your Services and Packages for you. So for **Step 1** we just want to look over that work, answer any questions and make any required changes.In addition, we're going to complete one technical item. ### **Goals** * Everything in [Services ](https://docs.getautonomo.com/services-and-packages/services)completed. * Everything in [Packages](https://docs.getautonomo.com/services-and-packages/packages) completed. * Set DNS records Haven't planned out your Services and Packages clearly yet? We put together a worksheet to help organize your offerings. [Click here](https://docs.google.com/spreadsheets/d/1c2vVPqlPNtxyQdpajiHt6XDEUmo7qkhB9Gr-7tdsK-0/edit?usp=sharing) to access it, log into your Google Account and then click **File** > **Make Copy** in the top left corner. If you don't have Google, copy/paste to Excel. The first spreadsheet is an **example** and the second is a **worksheet** for you to fill. ### When Complete Reach out to your Tonomo onboarder and let them know. We will review your configurations and resolve any questions or issues we find by reaching out in Slack or setting a meeting.Also, see the **Prepare** section for **Step 2**. ## Step 2: Schedule, Users, and Booking Rules ### Prepare * Password to your Dropbox account * Password to your Square account (if you're using Square through us) * Password to your primary calendar account (, , etc) ### **Goals** * Login to integrated services * [Dropbox](https://docs.getautonomo.com/order-management/delivery/asset-delivery#configure) * Square * [Calendar ](https://docs.getautonomo.com/scheduling/calendar-integration)(often Google) * Connect at least [1 user calendar](https://docs.getautonomo.com/Users/add-and-configure-your-users#user-setup) * Set [Scheduling rules](https://docs.getautonomo.com/scheduling/scheduling-configuration) * Set [Booking Rules](https://docs.getautonomo.com/services-and-packages/booking-flows) * Test your configurations by [creating 4-5 orders](https://docs.getautonomo.com/order-management/creating-orders-for-your-customers#booking-flow-method) ### When Complete Reach out to your Tonomo onboarder and let them know. We will review your configurations and resolve any questions or issues we find by reaching out in Slack or setting a meeting. ## Step 3: Order Management In **Step 3,** we want to look at how your employees will use Tonomo in their day-to-day. The Tonomo process will look different from what they're used to, but we can improve the transition by tweaking the system into something tailored to them. ### Goals * Review all of the key features of [Order Management](https://docs.getautonomo.com/order-management/order-management-overview) * Have a meeting with Onboarder to answer any questions and make changes #### When Goals are Accomplished Reach out to your Tonomo onboarder and let them know. We will review your configurations and resolve any questions or issues we find by reaching out in Slack or setting a meeting. ## Step 4: Dry Run + Refining In **Step 4,** we're completing a booking process dress rehearsal to adjust all of the products and processes to your liking. ### **Goals** * Walkthrough a complete order from booking to delivery using fake customer information. * Discover all of the tweaks and changes we want to make in the portal * Decide on a go live strategy: * Go live to all customers at the same time * Rollout to select customers first for feedback * Run staff through system first for feedback * Confirm all staff are within Tonomo and you've set their [schedules/availability](https://docs.getautonomo.com/scheduling/scheduling-configuration/photographer-availability) ## Go Live Before you go live to your customers there are a couple of things we recommend double checking: 1. 1.Your Booking Flow settings, particularly [deposit/payment rules](https://app.gitbook.com/s/-MUkebiCddgbNFLjTeWM/services-and-packages/booking-flows#payment-settings) and what [Services ](https://docs.getautonomo.com/services-and-packages/booking-flows#services)you offer. 2. 2.Your [User's calendars](https://docs.getautonomo.com/Users/add-and-configure-your-users#adding-your-staff) are connected and their [availability](https://docs.getautonomo.com/scheduling/scheduling-configuration/photographer-availability) is set. (You will know their calendar is set if it appears in the **Schedule** section). This will ensure that customers can book normally. # Get to Know Tonomo Interested in just learning more about what it's like working within Tonomo? Here's a few of our how-to's that give you seamless order management and beautiful asset delivery. ## How to Order {% embed url="" %} ## Photographer Workflow {% embed url="" %} ## Order Management and Delivery {% embed url="" %} ## Single Property Website {% embed url="" %} ## Flyer Builder {% embed url="" %} # Getting Started Following the initial onboarding call and the setup of your accounts and pricing, the subsequent steps outlined below will provide a comprehensive understanding of the Tonomo workflow. ## Introduction {% embed url="" %} Explore Tonomo's streamlined workflow for efficient order management. Learn to navigate the Orders Management section and utilize the Order Details sidebar to effortlessly handle tasks such as scheduling, invoicing, customer information updates, etc. For a written explanation please refer to this [document](/order-management/order-management-overview). ## Rescheduling an Existing Order as a Staff Member {% embed url="" %} Effortlessly reschedule customer orders using the scheduling tab. Similar to Google Calendar, you can drag-and-drop events, adjust lengths, or make changes directly. For a written explanation, kindly refer to this [document](/scheduling/changing-scheduling-details/reschedule-an-existing-appointment). ## Rescheduling Settings for Customers {% embed url="" %} Enabling customers to reschedule their orders autonomously requires activating a feature in your booking flow settings. This [documentation](/frequently-asked-questions/faq#how-do-agents-reschedule-and-cancel-their-order) will provide you the instructions for implementing this feature. ## Changing Invoice, Adding Discounts, and Fees {% embed url="" %} In the Sales section of your order, you can easily customize invoices by adding custom line items such as fees, discounts, or coupons. Please refer to this [document](/invoicing/sales) for a written explanation. ### Adding Services or Packages {% embed url="" %} Navigate to the "Project" section, where you can easily add or modify services, whether it's due to customer requests or upselling. The system will seamlessly update the invoice and calendar events with all relevant information for a smooth workflow. Please refer to this [document ](/order-management/adding-services-after-booking)for a written explanation. ## Updating Customer or Branding Information on an Order {% embed url="" %} Manage customer information effortlessly with Tonomo's sidebar. In the "Customer" section, change the customer on an order and add additional emails for related parties. The "Branding" section allows for adding co-listing agents or agents not in the customer role, updating branding information for future orders, and ensuring consistency across listing websites and marketing materials. ## Shoot Day: Handing Off Work to Editors & Delivering Projects to Customers {% embed url="" %} Utilizing our Dropbox integration, Tonomo automates the creation of raw and final file folders, enhancing convenience. Photographers upload raw files into auto-generated folders, and editors access the finished deliverables folder via a provided link. The system's "Sync Delivery Files" feature streamlines the process, automatically resizing and generating a finished delivery page for efficient customer communication. Sync multiple projects simultaneously, keeping tasks in queue for a smooth workflow. ### Previewing the Delivery Page {% embed url="" %} After syncing files with Tonomo, a new link appears in the deliverables section, leading to the final delivery page for your customers. This page displays a preview for your agents, and customers can pay and download files. Please refer to this [Delivery](/order-management/delivery) documentation for more details. ### Enabling the Marketing Kit {% embed url="" %} To deliver marketing websites and materials to your customers. Simply enable these features in the "Website and Flyer Builder" section for each order. Once activated, access the "Delivery" page to explore the automatically generated Marketing Kit. Please refer to the [Single Property Website](/single-property-websites/spw-walkthrough) documentation to learn more. {% hint style="warning" %} The general information for flyers will be based on the details specified in the "Property" tab of the order including the address, total interior area, acreage, and number of rooms and baths. {% endhint %} # Add and Configure your Users ## User Setup Each of your employees will have a user account that allows them to access the Tonomo system securely to manage their orders. At this time, Tonomo doesn't support mass invites to multiple users, so they will need to create their account one at a time, complete a little bit of setup on their end, and then you or another admin will need to assign them permissions. Get started by navigating to **User Management** on the left side of the screen.

But first, a word about the different types of Users we support. ### Who are Staff Every email login on the portal is called a **User**, but you can promote some of your users to **Staff**. **Staff** are the photographers, PMs, and other employees who need to process orders. You can see **Staff** by clicking the **Staff** tab shown in the photo below.

From here, click on your Staff to manage their User settings.

Under **Permissions**, there are three options, **Staff**, **Admin**, and **Contractor**. * **Staff:** The average employee. This person will have permission to process orders but not change booking configurations. * **Admin:** The company leads or other admin assistants. This person has complete control over the portal and can add, change, or remove other users (including other Admins). * **Contractor:** 3rd party users can only view orders and chat in those orders. They have no permissions to change any statuses or information on an order other than using the chat boxes. **Last Used Booking Flow** is primarily for Agents, but what this does is change what Booking Flow the **Book a New Order** button sends you to. ### Who are Users Your Staff aren't the only people who will be accessing the portal. Your customers will have their own User accounts as well! At the time of booking, every Agent will have the option to create an account for themselves. This saves their branding and contact information to expedite the booking process. They will also have access to a limited version of the portal to see previous orders and create new ones. Below is an example of an empty Agent login. We'll go into more detail about their portal in a later guide, but for now, it is enough to know that your Agents should create an account to take advantage of the portal. ### Adding your Staff Now that you know who you should add to your Staff and the different options you have available to you, it's time to add each employee. You can do it on your own, but if you have your employees do it themselves, they will complete steps 1 and 2 on their own. Once they notify you they are done, you will complete step 3, and then they will complete step 4. If you would like them to do steps 1, 2, and 4, send them this link: #### 1. Create the Staff Account First, either log out of your portal or launch an Incognito version of your browser and go to your portal URL. (Most likely portal.yourcompany.com) Click the **Log In** button in the top right corner. If you are using Google is your company's email provider, you can click the **Sign in with Google** button. Otherwise, click the blue **Register here** button. Enter the preferred email and password and then the blue **Sign up Now** button. #### 2. Set up User Profile Before the User appears in your portal, they must first set up their User Profile. After completing **Step 1**, they will be shown this screen. They should enter their **Full Name** and **Cell Mobile Number.** ![](/files/9V8OQz3YiP58LQn01n4G) #### 3. **Set User to Staff** {% hint style="info" %} If you are an employee reading this guide, you cannot do this step yourself. Notify your admin that you are ready for them to complete this step! {% endhint %} Now that the employee is a User in your portal, promote them to Staff so they can see and manage orders. Navigate back to **User Management** and click the **All** tab. Next click on one of your Users. You will set them to Staff under the Permission section.

Once done, the **Role** field will appear. Set their role in your company. {% hint style="info" %} In order to set a person to be a Project Manager for an Order, they must be a **Project Manager** here under **Role**. {% endhint %} You can also hide the reporting pages, pricing, and sales information from staff members by navigating to the **General** section under **Configure Booking.** This helps maintain confidentiality and restricts access to sensitive data.

#### 4. Setup Calendar All staff need to have their calendar connected to Tonomo so we can manage scheduling for them. For more information, please see this: [Connecting Photographer Accounts](/scheduling/calendar-integration#connecting-photographer-accounts) # User Data After clicking User Management in the left hand corner of the portal, you will be directed to your list of Users, both Staff and Agents in the portal. From here, you can see a list of your Users as well as some simple filters:

{% hint style="info" %} If you'd like to change what columns appear on this page, click the small + box to the right of the column headers. {% endhint %} First, let's look at Agent Users. After opening an Agent User, at the top of the page will be your navigation. From here you can change the profile picture, get a shortcut to their orders, and Merge account. You can also navigate to the different portions of the User's profile:

## Personal Information ### User Information From here, you can edit the contact information for the user, set their Brokerage (see [Brokerages Management](/users/brokerages-management) for more information), and set their Permission level.

### Team Branding Image Replace the current team branding image by uploading a new one or, alternatively, delete the uploaded image to revert to the existing team branding image.

### Additional Emails You may also add, delete, or edit Additional emails. Any email addresses within this field will receive the same notification emails and calendar invites as the original ordering Agent. Orders will also appear on this person's dashboard should they create their own account. ![](/files/yHhkJKQAynfnNyb1CCwv) ### Dedicated Staff Members Dedicated Staff Members is for automatically assigning *back-end* staff to your customer's orders. Note: this does ***not*** assign a photographer. This is most typically used for assigning a specific Project Manager to a certain customer.

### Preferred Photographers Choose an exclusive photographer for a particular customer. Upon the customer's booking, this designated photographer will be scheduled, subject to their availability.

### Preferred Method of Contact The Preferred Method of Contact is purely for your organization. It does not change how Tonomo-generated notifications (like order confirmation and project complete emails) are sent. ![](/files/9qLIqDXJSmWNeLU0mq3v) ### Available Booking Flows Designate the available booking flow for your customer. Even if a booking flow is marked as private, it will remain visible when checked under the customer's profile.

### Billing #### Billed To Name Input a preferred name to replace the existing profile name on the invoice. #### Payment Methods This functionality is available for any users within tonomo. Saved Payment Methods refer to cards stored by a user that can be shared with their brokerage or admin. This also enables all members of the brokerage to utilize these saved payment methods in conjunction with their individually saved cards for order payments.

{% hint style="info" %} All saved cards are stored on your connected payment platform, such as Stripe or Square. If you need to remove any of the saved cards, you can simply delete them directly from Stripe or Square, and they will automatically be removed from Tonomo as well. {% endhint %} ### Client Preferences Client Preferences are **public** notes, meaning both the client and staff can see them. This is populated via a question during the booking process that the customer can fill out themselves. Alternatively, you can populate it for them with information they want to communicate on every order.

## Private Notes In addition to Client Preferences, you can set Private Notes that the customer **cannot** see. This would be for communication about a customer that you need to make internally, but would prefer the customer not know about.

{% hint style="info" %} Currently, these notes do not appear on orders. They are only visible within User Management. {% endhint %} ## Balance and Payments Refer to the [Credit and Debit](/users/credit-and-debit) documentation for detailed information on this feature. ## Password You have the option to initiate a password reset email for your customer if required, or alternatively, you can set a new password on their behalf.

## View Orders This will redirect you to the Order Dashboard, providing a comprehensive view of both your past and upcoming orders.

## Merge Accounts You can merge two or more accounts for your client by clicking **Merge Accounts**.

Please watch this video walkthrough for more information. {% embed url="" %} # Export Users {% embed url="" %} # Import Users To import your customer list, follow these steps: 1. Navigate to Users Management > Users. 2. Click on "Import users data." 3. Ensure the imported data adheres to the following format: * **Include Header:** Please include the header when importing your Excel file. * **Save as CSV:** Save the Excel file as a CSV before importing. * **Blank Data:** If customer data is blank, leave it as is during the import process. * **Phone Numbers:** Ensure that phone numbers start with the country code. Here is the link to the template you can use: [Customer List Import Template.](https://docs.google.com/spreadsheets/d/1E2CTTY0ihyv-_MImETLK_oG5Ne11wyI-_hxCn_0RJbI/edit#gid=917307322)

# Brokerages Management Empower your business with the flexibility to manage and organize customers seamlessly, grouping them based on brokerage, team, or any customized criteria. This strategic customer grouping enhances efficiency in multiple facets of your operations, including streamlined billing processes, optimized pricing strategies, and more. {% embed url="" %} # Referrals {% embed url="" %} Our referral system allows your customers to earn $ credit to be applied to their account when other customers book using their unique code. Those new customers will also receive the same $ credit that the referrer did. {% hint style="info" %} If you don't have the following features, reach out to Tonomo support and we can add it. {% endhint %} To get started, you will need to enable the feature and set the $ amount you want your referrals and referralers to earn. Go to **Configure Booking > General**, **Enable** the **Referral program,** type the referral amount, and hit **Save**. You and your customers can find your Referral Code in one of two places.

Next, your customers will need to get their referral codes. It's located under the **Balance and Payments** tab of their user Profile, accessible by clicking their profile in the top left corner.

Second, It's available via the Customer's Order Dashboard at the bottom.

The customer has the option to do these things to their code: 1. **Share Code Option** * The customer has the option to share the referral code. * Alternatively, they can click "Copy Code." 2. **Copy Code Option** * Clicking "Copy Code" generates a link for the new customer. * The referral code is automatically applied when the new customer follows the link. 3. **Manual Entry Option:** * If the customer prefers, they can manually enter the code during the booking process.

# Credit and Debit Photographers have the option to include a transaction credit or debit for particular clients, intended for future use. This provides an alternative to issuing refunds, offering referral credits, or implementing promotions. Conversely, if clients have outstanding credits awaiting application and their payment is still pending, you have the ability to debit their balance accordingly. ## Adding Credit or Debit to a Customer’s Profile To access this, navigate to the **Users Management > Users**. From there, choose the customer you wish to apply a credit/debit transaction to, proceed to their "**Balance and Payments**" tab, click on "**Add a transaction**," and opt for either **Credit** or **Debit**. Step-by-step Instructions: 1. Head over to **User Management** and click the customer's name.

2. Within the customer's profile, locate the section labeled "**Balance and Payments.**" Upon clicking, you'll find a summary of their balance, including both credit and debit amounts, along with their payment history and referral code.

3. Choose "**Add a Transaction**" and opt for Credit or Debit. Input the Amount, provide a description detailing the reason for applying the credit/debit, and include an internal note visible only to you and your team. Finally, click on the "**Apply the credit balance**" button to complete the process.

{% hint style="info" %} Adding a debit transaction will deduct the amount from your credit balance. {% endhint %} ## **Applying a Credit to an Order** ### As an Admin 1. Go to User **Management > Users** and select your customer's profile. Make sure the customer has the appropriate credit balance.

2\. Select "Add a transaction", choose debit as the transaction type, and enter the amount. It will then deduct that debit from their credit balance.

3. After applying the debit to the customer's profile, go to Orders Management and choose the corresponding order to apply the credit then click "Change invoice".

4. Select discount as the type of item, flat discount as the type of payment, and then enter the client's credit that you deducted from his account on step 2. Lastly, click "Add" to finish.

### As an Agent 1. Agents should follow the [Booking Flow Method](/order-management/creating-orders-for-your-customers#booking-flow-method): * Enter the property details. * Choose the desired services and/or packages. * Select the date and time slots. * Provide any necessary notes. 2. In the payment details section, agents can choose to utilize credits for payment. Simply mark the corresponding box, and the system will automatically apply the available credit. Finally, click on "**Submit order**" to complete the transaction.

# Getting Agents to Book Themselves {% embed url="" %} ## Walkthrough Video I recommend creating a walkthrough video of the portal. 60 seconds max. Send this in your email/texts. * Don't even go through a full booking, just say "to see our pricing, enter your address, sq ft, and check out what we offer on the next page" * Show them the dashboard, rescheduling themselves, canceling, and seeing historical assets ## Email to New Agents Hey {{name}},\ \ I appreciate you giving my team the chance to solve your marketing problems. We've invested heavily into providing the best Agent experience in {{our area}}. That all starts with our [portal](https://linktoportal.com). As a special welcome, here's $50 off the first time you book with code ONLINE. After booking the first time, I'm going to create for you a referral code that you can share to earn $50 each time someone else uses it (they get the $50 too!). You can find that at the bottom of your [order dashboard](https://portal.yourdomain.com/order-dashboard) after booking.\ \ There are lots of other ways we make working with us easy, check out my quick [walkthrough](https://linktowalkthroughonyoutube.com). I look forward to working with you,\ \ {{Name/Signoff}} ## Email to Existing Agents Hey {{name}},\ \ It's important that I use your time well and so I've invested in a portal that lets you book, reschedule appointments, and see past deliveries that you can access [here](/scheduling/scheduling-configuration/prevent-last-minute-bookings). As a special bonus, the first time you book yourself here's $50 off with the code ONLINE. {{Name/signoff}}
# Order Dashboard Accessing the Order Dashboard provides a comprehensive overview of your clients' orders, presenting key details such as the photoshoot date, order status, invoice status, payment details, and more.

1. Utilize the search bar to conveniently locate specific customers within the system. This is an autocomplete list, simply begin typing the client's name, and the system will automatically complete the correct letters, streamlining the search process for enhanced convenience. 2. From left to right * Toggle the view from tiles to content. * Search for a specific order related to the client. * Filter orders based on order or payment status. 3. Review the customer's available credit and outstanding balance. 4. Access the comprehensive details and options for each order, including the ability to view or edit order specifics. If the order is still unpaid, the payment button will be available. Additionally, easily navigate to the Dropbox folder and website associated with the order upon payment. 5. In this section, you will find the client's referral code along with the option to conveniently copy the code for reference or sharing. {% hint style="info" %} *In cases where a customer has multiple accounts and their primary account shows no orders, the solution is to merge all the accounts for streamlined order tracking and management.* {% endhint %} # Displaying your Pricing Before you can add all of your services and packages, you need to make strategic decisions on how Tonomo will calculate and display your pricing. Is Tonomo going to be more of a self-check-out experience where Agents submit their projects and know what to expect on their invoices? Or more of a consultative experience where some information is discussed on a future call with a project manager?‌ This guide will walk you through the pricing strategies you will establish to ensure the best checkout experience for your customers. ## Dynamic Pricing While Agents are booking, Tonomo displays the exact price they'll pay. We call this Dynamic Pricing. We can dynamically change the price the Agent will see based on the square footage of their project.‌ To set this up, you first need to configure your Square Footage Tiers, which tell Tonomo how you break down your pricing. For example, you sell Home Photos for $100 at 1,000 Sq Ft and $150 at 2,000 Sq Ft. ## Square Footage Tiers Square footage Tiers allow you to define different pricing for Services and how many hours to schedule per Service. You know your market best, so we let you granularly control how we calculate those pricing and scheduling breaks.‌ For example, once you've told Tonomo you want your Tiers at 1,000 and 2,000 Sq Ft, later you'll tell the system you want a drone tour to take 1 hour for 1,000 Sq Ft and 2 hours for 2,000 Sq Ft. This also instructs the system how to display [Dynamic Pricing](https://app.gitbook.com/@tonomo-writer/s/getting-started-with-tonomo/portal-setup/configure-general-booking#dynamic-pricing).‌ ![](/files/-Mho-YqpEVzxnAyRYTVd) We provide a couple of Tiers already but feel free to edit those and, if you need more, click **+ Add Tier**. If you're coming to Tonomo with established Tiers you've used in the past, enter those and click **Save**. If you have never decided on square footage tiers for your business before, we can provide a rule of thumb. A typical breakdown is 4 or 5 Tiers at 1,000 Sq Ft increments for Residential or larger increments for Commercial. Start there, and you will soon get feedback from Agents if you have too few or too many. These tiers are easy to adjust in the future. # Services Services are why your customers are looking to hire you! Examples of Services are Home Photos, 3D Scans, Aerial Video, or whatever else your agency can provide. Of course, we aren't just going to throw a big list at the Agents looking to book with you. We will help you present your offerings in the best light to drive sales. As with all of our setup steps, the goal isn't pixel perfection on the first go. We're going to get started with the significant components and refine them over time. {% hint style="warning" %} You'll notice we skip over some components of the Services in this guide. This is intentional to focus on the essentials and get your team using Tonomo. We'll provide more guidance later on refining your Services. {% endhint %} To get started, navigate to the **Services** section under **Configure Booking.** ![](/files/-MhysYDtL7sN5Q3hinA0) ## Core Service vs. Add-On We allow you to add two distinct types of Services: Core Services and Add-Ons. * **Core Service** is something like a 30 Second Highlight Video. It's a standalone service that someone could order on its own and get a finished product. * **Add-On** is something like Virtual Staging, which would be an upsell or custom option for Home Photos. Virtual Staging isn't something you can do *without* the Home Photos, so it is an Add-On instead of a Core Service. Here are some more examples of the differences between **Core Service** and **Add-On**. | Core Service | Add-On | | :-----------------------: | :-------------------------: | | Photos | Virtual Staging | | 2D Layout | Illustrated 2D Layout | | 30 Second Highlight Video | 15 Second Agent Intro/Outro | As you can imagine, some of the difference is a matter of preference. For you, perhaps you would only do 2D Layouts if someone is ordering 3D Matterport. Then you would make 2D Layout an Add-On as opposed to a Core Service. {% hint style="warning" %} Haven't planned out your Services and Packages clearly yet? We put together a worksheet to help organize your offerings. [Click here](https://docs.google.com/spreadsheets/d/1c2vVPqlPNtxyQdpajiHt6XDEUmo7qkhB9Gr-7tdsK-0/edit?usp=sharing) to access it, log into your Google Account and then click **File** > **Make Copy** in the top left corner. If you don't have Google, copy/paste to Excel.\ \ The first spreadsheet is an **example** and the second is a **worksheet** for you to fill out. {% endhint %} ## Adding Services Whether you're adding a Core Service or an Add-On, the setup is the same, with a few tweaks at the end for Add-Ons. First, expand the Category for the Service you want to add and then click **+ Add Service**. This will take you to a new window with quite a few options. Let's break that down.

### General Information First, configure the general information for your Service. This includes a thumbnail, title, description, and price. Below is a visual of what this information looks like to the booking Agent. ![](/files/gLu3FNKBbRVereHWCb8T) Our thumbnails for Services are 190x127. We recommend a resolution of 1280x850. The **Price** field is only used for Services with [Custom Tiers.](#undefined) For the **Description**, we recommend only one short sentence. It should be just enough to differentiate it from other Services without turning your booking process into a wall of text. Here's an example of a well-configured Services page. It provides enough content to clarify the Services without overwhelming the Agent. ![](/files/OzmvGGcMz2J83mDWF4Q6) ### Additional Service Details To enhance the presentation of your Services, we support a number of Additional Service Details that are appropriate for one kind of Service or another. To learn more about this, please refer to this [section](/services-and-packages/additional-service-details). ### Pricing Tiers Scrolling down, we can specify the price for every tier. Enter the price for every Tier. This information will inform the Order Management and Reporting features. Click **Save** at the bottom when you're done. {% hint style="info" %} These are the Tiers we set in the [Displaying your Pricing](/services-and-packages/displaying-your-pricing#dynamic-pricing) guide. If you need to revisit these, click that blue **Edit** button next to "Tiers" and return when you're done! {% endhint %} {% hint style="info" %} If you want the price to be the same regardless of the size of the home (like perhaps for Lifestyle Photos), just enter the same dollar amount in each tier. {% endhint %} ![](/files/-Mho0y8eFMNyjLVI5R4N) #### Custom Tiers without Using the Sq Ft You'll notice the **Use custom tiers** toggle there. This is an option for you to customize the pricing for a specific Service that isn't based on Sq Ft. For example, you may use that toggle to display different prices for different numbers of photos. That looks like this in the booking process: ![](/files/XNSYXTWkjfiSzVN0Oyf7) And this is how you configure that offering on the Services page:

Their **Tier Names** are the number of photos in that Tier, then the price for each Tier, the number of hours needed to schedule that Service. In this case, the hours were the same, but you can adjust that per tier. {% hint style="warning" %} The **Tier Price** is *in addition* to the default price you set when you created the service. So if the price you set under the name of the Service was $25 and the user selects 2 Photos, they'll be charged $50.00. Always click "Save" once editing is done. {% endhint %} #### Custom Tiers Using the Sq Ft This is an option for you to customize the pricing for a specific Service that is based on Sq Ft. For example, you may use that toggle to display different prices for 3D Matterport depending on Sq Ft. That looks like this in the booking process:

And this is how you configure that offering on the Services page:

This **custom tier** method allows you to create a unique tier name (see sample above) and input the square footage range for that specific tier. You can also set the tier prices, payout, and scheduling. For example, if a customer booked 1,000 Sq ft, it will only show the specific tier for that Sq ft range and booked 2,600 Sq ft for another sample. Also, if you want to remove the limit, just leave the "Area to" blank and the system will read it as infinity. {% hint style="warning" %} The **Tier Price** is *in addition* to the default price you set when you created the service. So if the price you set under the name of the Service was $600 and the user selects 3D Matterport w/ Floor plan at 2,501 Sq Ft to 5,000 Sq Ft range, they'll be charged $750.00. Always click "Save" Once editing is done. {% endhint %} ### Scheduling Tiers Tonomo includes advanced Scheduling features, allowing Agents to book the time(s) that work for them before they complete the booking. This informs and expedites the project management process. For each Service, you need to specify how long your employee(s) will spend on-site with the agent. This does not include the time spent editing or managing the project. ![](/files/-Mho11cUbpCN3HaTyEKi) Click each Tier and enter the number of hours you estimate each tier will need. As always, you can adjust this information at a later time. Make sure to hit **Save** when you're done! Click the purple **+ Add Service** button at the bottom center of the page. ### Contractor Payout **Tier Payout** is how much you want to pay each employee for completing that Service or Package per tier. ### Service Type The final step that must be done for all Services is to set the Service Type for the order. Navigate back to your list of Services and then under the Service Type dropdown, select the appropriate option. If you're missing an option you need, let us know!\ \ This setting enables our Dropbox integration to perform properly.

### Set Skillsets {% hint style="warning" %} Failure to complete this step will mean Agents cannot book these Services. {% endhint %} Navigate to **Configure Booking > Scheduling,** scroll down to your Services table, and find the new Services. Check the box for any Staff member that can complete these new Services. ## Add-Ons Once you've added all of your Services, configure Tonomo to know which of them are Add-Ons. Back on **Configure Booking** > **Services** on the left side of your screen, click the **Addon** toggle for one of your Add-Ons and then go into **Edit** again. ![](/files/-Mho13BDbdeutrQa9y8F) Some Add-Ons only make sense to add to certain kinds of Services. For example, you might want Agents to be able to select the Social Media Photos Add-On if they're purchasing Twilight Photos or Home Photos. If they're just buying a 2D layout, then they can't select Social Media Photos. The Twilight Drone Photo Add-On has been tied to the Core Service called Twilight Photos in the below example. ![](/files/-Mho14hftgTOYAXRL4PO) ## Don't Create a Delivery Folder One of Tonomo's features is creating Dropbox folders for your delivery assets. If you don't want to create a separate folder for a Service, set the **Skip delivery folder creation** field to **Enable.**

This is common for a service like Twilight Photos where you are just going to include the Twilight Photos in the standard Home Photos folder instead of delivering them separately. ## Videos Video Services require one minor tweak. We handle video projects differently than photos in Tonomo because videos have a different workflow to complete the project. You'll notice that we have separate tabs for Order Management and Video Management on the left side of your screen. ![](/files/-Mho1801-bmKiUoKgCr7) We'll get into the precise differences later, but for now, it's enough to know that we handle videos differently than all other projects. So we want to inform Tonomo which Services are video-related. ![](/files/-Mho19dtqDr3yKddfnVt) Under **Configure Booking** and then **Services** again, there is a Service Type dropdown menu. Click that dropdown and select **Video** just for those Services that include video work. This will route all video orders to your video editors' workflow, which is separate from the workflow your other employees will be using. ## Misconfiguration Alert You may see a red box highlighting a Service or Package, indicating some kind of alert.

This is notifying you that your Service or Package is misconfigured in some crucial way. Note: this will not alert you to ALL fields that are missing information, only those that may break booking in some way.\ \ We check for the following: * [Price](#general-information) * [Pricing Tiers](#pricing) * [Scheduling Tiers](/scheduling/calendar-integration) # Packages {% hint style="info" %} You cannot complete Packages without setting up [Services](/services-and-packages/services). Complete the Services section before continuing here. {% endhint %} Packages are a sales and marketing tool for you to bundle standard Services together into a grouping, typically with a price break. This also improves the booking process by enabling your Agents to check out in a few clicks. A common technique is to offer "Essentials," "Plus," and "Premier" packages, providing a clear upsell path for more premium services an Agent wouldn't typically consider. Here is one example of what that might look like: ![](/files/sc8aiEXdGRKQf0o9XFCi) Setting up Packages is easy because your Services are all ready to go. Start by navigating to **Configure Booking** and **Packages**. ![](/files/7iE8gw51fIwrp9MOVU7d) ## Creating Packages To create a Package, click **+ Add Package** in the top right corner. ![](/files/-Mho2eYMuFe5xJm40xK_) This will take you to a new window with quite a few options. Let's break that down. ### General Information This first section should look familiar to Services. You need to select a thumbnail, name, description, and price. On the second photo below is a visual representation of your listing when you enter the below information.

The size of the Package thumbnails is 600x230. Our recommended resolution is 1280x540. The **Price** field is a "default" price all Agents will see if you aren't using [Dynamic Pricing](/services-and-packages/displaying-your-pricing#dynamic-pricing). If you are using Dynamic Pricing, the price displayed to the customer will be different than what you enter here because we'll customize the price depending on the size of the project. Enable the **Send Two Photographers** feature to assign two photographers per package when needed. This is especially useful for long or complex shoots that might be too much for one photographer. You can customize which shoots require two photographers and which don’t. Choose the **package type** that best fits your needs. Selecting the right package type ensures accurate pricing and a smoother booking process: * **Property** – Ideal for real estate listings, this works with **sq ft pricing** using **Dynamic Pricing**. * **Land Lot** – Instead of square feet, this option **automatically uses acres** as the unit of measurement. * **Branding** – Designed for branding shoots, this option doesn’t require a unit of measurement since pricing is based on the [**Branding Booking flow**](/services-and-packages/booking-flows#general-settings). For the **Description**, we recommend only one short sentence. It should be just enough to differentiate it from other Services without turning your booking process into a wall of text. Under **Packaged Services**, you will select the Services (both Core and Add-On) that you included in this package. Click the box and start typing a name of a service, and the system will show you the options you can include. ### Additional Service Details To enhance the presentation of your Packages, we support a number of Additional Service Details that are appropriate for one kind of Package or another. To learn more about this, please refer to this [section](/services-and-packages/additional-service-details). ### Pricing, Payout, Scheduling, and Twilight

Next, we need to tell the system how much to charge your customer, how much to pay your contractor, and how long to spend on site for Daytime and Twilight shoots. ### Custom Tier Pricing This pricing method allows you to customize the pricing and create a unique name for every tier based on a specific square footage range. For example below, you can see different tier names and adjustments for every square footage.

{% hint style="info" %} Tier Price works differently for Custom Tiers. The Total Price for each tier is going to be the amount you enter PLUS the base price you entered at the top of the page.\ \ So in the above example, the total price for the first tier is $2,300, while the total price for the second tier is $2,400.\ \ Always click "Save" once editing is done. {% endhint %} ### Payout Enter the number you would like us to include in our reporting for [Broken mention](broken://pages/pCf9EVZoqmu3DMM9hs8N). ### Scheduling Enter the amount of time your photographer will require **onsite** and for Daylight hours only. This does not include travel or editing time. ### **Twilight Scheduling** Enter the amount of time your photographer will require **onsite** and for Twilight hours only. So if the total package requires 3 hours and 2.5 hours of that are for the daylight components, enter 0.5 for the Twilight Scheduling. ## Double Check your Work By now, you should have your first Package that includes at least a couple of Services. Repeat the above steps for each Package.\ \ We recommend doing a review to make sure your pricing and scheduling makes sense. For example, if a Package includes photos and video together that are typically $100 and 1 hour a piece as individual Services, make sure that the Package is around $200 and 2 hours. You may offer a price break of $175, for example, but you generally wouldn't want the Package to be *more* expensive than the two services. # Custom Packages Custom Packages allow you to offer unique rates and combinations of services for partnerships you've negotiated. If a brokerage has custom pricing for your Bronze, Silver, and Gold packages, for example, you can set those up in their own pricing page without impacting the packages you offer normally. ![](/files/cBF0DkOstaJiLOGptUlH) Setting up Custom Packages is similar to our normal Packages. First, instead of clicking **Packages**, click **Custom Packages** just below.

Then, click **New Package**. ![](/files/G2unrH2KsjzWrYeukWqz) From there, enter all the information for the Custom Package and click **Save Changes** at the end. The **Agent Code** is what designates that Custom Package as part of a collection. So every Custom Package with the code "ACME" will be displayed together when an Agent goes to that Custom Package booking page. ![](/files/VuDwgo44zUYWQmX7k8Y5) Once done, click the **Edit Additional Details** icon and you can fill out the Custom Packages details like you would for a normal Package. ![](/files/seCfoMCuCdaLyuYri7Uy) Finally, if you want to see all the Custom Packages for a specific Agent Code, just click the link button under **View in Booking** to the right of one of those Custom Packages. ![](/files/sKPBXXQ8a2fEhKAyttPZ) Using the **Agent code** to show the custom package while booking an order. Once you are done creating the custom package you can also access that by booking an order and inputting the Agent code in the Partner ID section. See the example steps below. Also, You can send the code to the specific agent that can only access the specific custom package.

Input the specific code, for this sample "2024" is the sample code.

# Booking Flows Once your **Services** and **Packages** are added to the Tonomo system, you must configure a booking flow that your customers will use to purchase your services. You can have multiple booking flows, perhaps for different markets or for different features. For example, you can accept deposits in one booking flow and not accept deposits in another. Modify the cover photo for your booking flow, which will be displayed on your landing page. You can customize the visibility settings, choosing to keep the booking flow private for specific individuals or brokerages, or make it public for general use. Additionally, you have the flexibility to enable or disable any booking flow as needed.

## Create a Booking Flow To create a Booking Flow, navigate to **Configure Booking** > **Booking Flows** and click **+ Add Booking Flow** in the top right corner.

## Booking Flow Settings ### General Settings Once created, click **Edit** and you will have some new options.

**Thumbnail** serves as the cover photo visible on your landing page. You can choose any image to represent your booking forms. **Booking Flow Name** is a user-friendly name field for you. Most customers will set this to something like the name of their market or the partnership the booking flow is for. **Set the URL for this booking flow** sets what tag we'll add to the URL for the booking flow. For example, for a Chicago booking flow your URL would be portal.yourcompany.com/book/chicago. **Alternate booking flow urls** this will set an alternate tag that we'll add to the URL for the booking flow. {% hint style="info" %} Your **primary** booking flow, will always just be portal.yourcompany.com/book {% endhint %} **Booking Flow Enabled** allows you to disable a booking flow without deleting it. (You cannot disable the Primary Booking Flow). **Booking Flow Privacy** choosing to keep the booking flow private for specific individuals or brokerages, or make it public for general use. **Booking Flow Type (Beta)** in this section, you have a choice to select either "Property" or "Branding" as the type. * Property - this type is commonly used for properties because it asks the address and sq ft of the property at the beginning. * Branding - this type is for branding, where you do not need to know the property address or sq ft but it will ask for an office location where the photoshoot will take place. **Set days available for booking** **and fees for specific days** per booking flow and apply fees for specific days as needed. You can enable or disable certain days to prevent bookings. For example, if you don’t offer weekend shoots or want to block off specific weekdays in a particular booking flow. If you do allow bookings on those days, you also have the option to charge an additional fee.

**Disable Confirmation Email** email can be disabled per booking flow so it won't be sent out to your clients. **Show Acreage input** can be toggled on to show Acreage input for land shoots when booking an order. **Hide Square Footage input** can be toggled on to hide square footage input when booking an order. **Hide Line 2 input** per booking flow. This option conceals the inquiry about your unit's apartment or floor number. **Hide Client preferences** per booking flow. **Hide Saving amount** will hide the savings amount displayed on the top left corner of each package, which shows customers how much they’re saving. **Hide service prices in packages** will hide the individual prices of each service included in the package. Customers will only see the total package price, which helps simplify pricing and keep the focus on the overall value. **Don't invite customer to calendar event** this option skips sending the calendar invitation to the customer. It’s useful if you prefer to notify them through other channels. **Use Integrated Booking** per booking flow. For more information about Integrated Booking, see [this article](https://docs.getautonomo.com/scheduling/integrated-booking). **Allow customers to select photographers** by default this is toggled off and all the shoots will be properly distributed among the photographers. When toggled on, the customers will have a choice to choose a photographer they refer to. {% hint style="info" %} *Only qualified photographer will appear.* {% endhint %}

**Photographer maximum travel time** set the maximum travel time allowed for photographers between shoots. **Nearby distance limit** enables the system to consider your current photo shoot distance when scheduling the next client. This functionality not only streamlines the scheduling process but also eliminates travel fees, especially when you're closer to your next shoot. **Nearby travel time** different cities mean different travel times. Set a limit for your travel time for the smart scheduling feature. **Booking Flow background color** per booking flow. This refers to the background color of your landing page, and you have the flexibility to customize it according to your preferences. **Brokerage** every booking flow can be linked to a brokerage. Once the agent has a link or access to that booking flow, they will automatically be added to the assigned brokerage. {% hint style="warning" %} Make sure to click **+ Update Settings** at the bottom before continuing. {% endhint %} ### Payment Settings

If you are using Integrated Payments, you have some control over how customers pay. Enable **Lock files until order is paid** to force customers to pay before they get their assets. You can bypass this on a per-order basis by setting the payment status manually to Paid. Enable **Hide preview section until order is paid,** this feature could be implemented to encourage customers to complete the payment process before being able to view a detailed preview of their order. Add **Watermark Text** to automatically display on all orders in the delivery page. This watermark will stay visible until the order is marked as paid. Enable **Sales tax** and set the rate and we will add a line item to the order summary with sales tax and include that in their total. Add **Transaction fee** percentage if you want to apply a transaction fee to an invoice. Enable **Payment on delivery** so that they can pay directly from the Order Summary page. You may also enable a deposit percentage or flat $ amount per order that the customer must pay before ordering. * **Allow Payment Only When Order Is Marked Complete** when enabled, agents can only pay when the order is marked as completed. Add **Square Location Id** assigned to each physical business location using Square for streamlined and accurate transaction management. {% hint style="info" %} *Once the agent uses their credit card, it will automatically be saved to their profile. This will give the admin the option to charge it for future orders.* {% endhint %} ### Landing Page Options You may enter information that displays a Booking Flow like a logo or paragraph description. The end result would look like this for example: ![](/files/3vPiD0ywBI9OfWNFP6hI) Like our other editing fields, you have a lot of rich text options like video, table, and embeds ![](/files/jqPfsVT2GmsZ7UQCherh) ### Booking Form Settings #### Property Details Instructions ![](/files/sjTKwSgfE6tPkA3pEh0e) You may set the note that appears before your customers confirm their Property Location & Size on the first step of the booking process. **Scheduling Instructions** ![](/files/rh0UE7Fi9ry5Q663ps2t) You may set the note that appears above the calendar when they are selecting their date and time #### Ask customer for floor plan notes, if 3d tour / floorplan is selected Enable this to ask a question to your customer when selecting a 3D Tour or Floor Plan services. This can also be marked as required.

#### Custom Domain Enable this toggle if you would like your customers to enter the domain they'd prefer when they book a website. ![](/files/qAaXIGY7Jfm000n6caFe) #### Music Choice ![](/files/fGQ202lBp75OVpt4wfiX) You have 4 options for the music choice question. You may set the URL for the Editors' Curated Selection, the URL for Music Library Link, and the name of that link. Finally, you may add an additional note, typically for clarity on what your policy is on music selection and changes. #### Feature Notes You may make the Feature Notes question hidden, required or optional, set its title, and set its description and tip.

#### Entry Notes You may make the Entry Notes question hidden, required or optional, set its title, and set its description and tip.

#### Agent Branding You may set the Agent Branding information to optional, change the prompt, and the link to example data. You may also remove the License # from the branding information form. ![](/files/xSbvsmvFHRk6wN4uWODh) #### Terms of Service Description You may set a note or description below the Terms of Service link to emphasize a point or describe their responsibilities. ![](/files/FTsTtKRGw9kcinhy8sAa) ### Order Status Page #### Date & time explainer message You can leave a message for the agent here. For example, if your portal isn’t using [integrated booking](/scheduling/scheduling-configuration/integrated-booking), you can add a reminder that the selected schedule may change based on photographer availability. You can also use this message to mention additional conditions—like a weekend fee if the booking falls on a Saturday or Sunday. This helps set expectations and reduces the need for follow-up clarification. #### Order Status Page Notes This is a note that will appear on the order status page once an agent completes a booking. You can use it to provide helpful information, next steps, or any reminders specific to that booking flow.

### Travel Fees

Travel fees allow you to charge customers per mile, measured by actual road miles driven, from a home base or office location to the site. Set your **Office Location** that serves as your default. If you want to set a different Office Location per photographer, see **Availability** under **Scheduling**.

Next, enter as many travel tiers as you would like. Here are the steps: 1. Click "Add Range" and add as many as you like. 2. Fill out "Up to (in miles)", the base rate, and the price per mile. 3. Click "Update Settings" to save your work. **Example 1:** If your company: * doesn’t charge travel fees for the first 15 miles * From 16 miles and further, you charge a **flat $15 fee** **Scenario:** Customer requests a shoot for 40 miles from the office, the travel fee would be:\ for 0-15 miles: $0 travel fee\ for 16-40 miles: $15 travel fee Here is what your configuration should look like:

**Example 2:** If your company: * doesn’t charge travel fees for the first 15 miles * From 16 miles and further, you charge a **$1/mile fee.** **Scenario:** Customer requests a shoot for 40 miles from the office, the travel fee would be:\ for 0-15 miles: $0 travel fee\ for 16-40 miles: $25 travel fee Here is what your configuration should look like:

**Example 3:** If your company: * doesn’t charge travel fees for the first 15 miles * From 16 miles and further, you charge a **base rate of $10 and a $1/mile fee**. **Scenario:** Customer requests a shoot for 40 miles from the office, the travel fee would be:\ for 0-15 miles: $0 travel fee\ for 16-40 miles: $10 base rate + $25 travel = $35 Here is what your configuration should look like:

**Example 4:** If your company: * doesn’t charge travel fees for the first 15 miles * From 16 miles to 40 miles, you charge a **base rate of $10** * From 40 miles to 60 miles, you charge a **base rate of $15 and a $2/mile fee**. **Scenario:** Customer requests a shoot for 60 miles from the office, the travel fee would be:\ for 0-15 miles: $0 travel fee \ for 16-40 miles: $10 base rate \ for 41-60 miles: $10 base rate for 16-40 miles + $15 base rate for 41-60 miles + $40 travel fee = $65 Here is what your configuration should look like:

{% hint style="info" %} We bill travel fees per photographer. So if you have Send 2 Photographers set and an order requires 2 Photographers, the travel fees will be mileage times 2. {% endhint %} ### Scheduling Settings ![](/files/ColROAH27KxTIyUNQTDr) Enable **Allow Cancellations** to give your customers the ability to cancel their orders. Your customers can cancel their orders with a button on their Order Summary. Enable **Allow Rescheduling** to give your customers the ability to reschedule their orders. By clicking this button, they'll be taken to a new calendar and schedule where they can select available times, just like when they booked. Set your **Hours from booking to disable rescheduling** to set a limit on when they can reschedule. "1 hrs before booking" would mean that if their shoot was at 2:00 pm, they wouldn't be able to reschedule after 1:00 pm ## Services Once your Booking flow is configured, organize your Services as needed into Categories. Simply click and drag Services from the right-hand bar into a Category on the left. ![](/files/-MhywXDcdQl5wVsWy023) ### Categories If you aren't already, you will soon begin to offer different services. We'll want to organize these types of services into Categories. This is for your organization and because Agents will browse your services based on these Categories. For example, this agency offers photos and drone Services, and so they organized them separately, making it easier for Agents to find and compare Services.

You are welcome to add as many or as few Categories as you need. We provide a few default ones, and you may also remove or rename them as needed. You may also click and drag the categories to re-order them depending on what you want Agents to see first when they're booking. ![](/files/-MhyrxT0Lm_QWZVUhV1x) ## Packages Similar to Services, simply click and drag the Packages you want to include in this Booking Flow from the right to the left. There are no Categories for Packages and you do not have to use all of your Packages in each Booking Flow. ![](/files/-Mhyx4K-MZ9qGMzSI3sw) ## Custom Questions You may add Custom Questions to the Scheduling portion of the Booking Flow (step 2).

You can set the title or label, choose the field type, and specify whether it’s required. The difference between **“Text”** and **“Textarea”** is simply the size **“Textarea”** provides a larger input box, as shown in the image above. Custom questions can also be linked to specific services, so they will only appear when the associated service is selected. You can also set **Custom questions based on selected services** allowing you to link a custom question on your booking flow to specific services. To do this simply edit the booking flow of your choice and in the custom questions section add your question and enable the "Service Based Question" toggle. Then add the services that should be linked to this question. Now that you have configured this correctly this question should only show up when the selected services are on the order.

## Add-Ons Priority You may customize in what order Add-Ons appear within the Booking Flow on the page after selecting Core Services:

First, go to **Configure Booking** > **Booking Flows** on the left-hand panel. Click **Edit** on your Booking Flow you want to change.

Then, navigate to **Add-Ons Priority** and click and drag the Add-Ons into the order you want. We'll display the Add-Ons at the top first.

Note: The priority order follows a couple of rules. * An Add-on won't appear if the Core Service it's [linked ](https://docs.getautonomo.com/services-and-packages/services#add-ons)to isn't a part of the order * We will only display an Add-on if the customer has also selected a Core Service from the same [Category](#categories). ## **Land Lot Services** {% embed url="" %} **How to setup:** 1\) Configure Acreage tiers in **Booking Config > General**

2\) Create land lot services and change service **Type** to **Land Lot** and fill out pricing tiers

3\) Create booking flow and enable **Show Acre input** in **booking flow options**

Better support for Land lot services\ Option to enable Acreage question on the booking page ## **Non-Property Related Shoots** You can now use Tonomo to book non-real estate-related photoshoots. This will remove the first step of asking customers to enter a property address. {% embed url="" %} ## Terms of Service {% hint style="danger" %} The following section is not legal advice. We are providing material for education purposes on what you might want to include in a Terms of Service. You are responsible for the content of your own Terms of Service. Consult an attorney if you have any questions. {% endhint %} The following sections are items you may want to cover in your Terms of Service. Remember, these are typically the "bare minimum" and you can always on a case-by-case basis override these to provide customer service. For example, you may have the policy that you require a $50 late-notice cancellation fee, but frequently waive it. That way, you can maintain good relationships with customers, but enforce protections for your company if someone abuses your policies. But without that policy at all, you cannot protect yourself with good cause. #### Compensation When and how your customers will pay you. #### Delivery How you will deliver your assets and what your customer must do before delivery is made (see Compensation) **Turnaround Time** Provide the information you feel comfortable committing to. For some services like photos, you may know it's always going to be 48 hours. But for video, it may be 3-5 days. It's okay to provide a range. **Fees for Late Payment** If you charge any late payment fees and what those fees include. **Travel Fees** If you charge any fees for travel and how those fees are calculated. **Cancellation and Postponement** How your customers can request cancellations, postponements, and what your rules are. Include any fees, timelines, or restrictions. **Revisions** Your policy on revisions; how many they may request, and the limits of the work you're willing to do for them. **Intellectual Property and Licensing** Who retains ownership and what your customers may use the media for. You may want to include a clause that you are allowed to use the media you create for marketing purposes (on your website, social media, etc.) # Additional Service Details ## **Watch this video first:** {% embed url="" %} \ \ These options appear after your booking Agent clicks **About Service** or **About Package** on the Service or Package during booking.

For example, this Package includes a link to an iGUIDE 3D Tour that is included in the Package. You can add additional content like before/after photos, video, a gallery, etc.

To get this started, click the **Services** tab on the left and then the **menu** icon and **edit** for whichever Service you want to add additional details to. ![](/files/-M_fInwVvm8576XVNmCP) Then toggle the **enable** button on Additional Service Details. ![](/files/-M_fIpek1PKD_c_k65X2) Read about each of your options below to better understand which are appropriate for different services! ## Video You can use Video to show a work sample of what they're purchasing or a promotional video for that particular service. Click the enable toggle and insert a public Vimeo link. ![](/files/-M_fIreLg1HGfuH0GNkr) ## Before/After Comparison Before/After Comparison allows you to add two photos, and we'll insert a slider that Agents can use to flip between two photos for a side-by-side comparison. Before/After Comparison is recommended for retouching services or other digital alterations like virtual twilight or virtual staging. Toggle the option on and then upload two images. ![](/files/-M_fItI7RsgQ8fy6uuWF) ## Image Gallery Image Gallery is a carousel rotation of additional images booking Agents can use to get more information about your service. Toggle the option on and upload your images. If you make a mistake, there's a little trash can button to delete specific images. ![](/files/-M_fIv47QNdvKlJT5kpT) ## Detailed Description Finally, if you just need a little more text to describe and market a service, you can insert a block of formattable text. Toggle the option on, and then you get several options to edit and format your text. The text you enter is "what you see is what you get." What you see in the editor is what you'll see on the marketing page. Make sure to click **Save** at the bottom when you're done, and you can preview your new page by clicking the **Preview Popup** button. ![](/files/-M_fIwyPK1S9H7xamu1w) ### Embed Matterport Embedding Matterport can also be done through **Detailed Description**. Here is a [video](https://www.loom.com/share/a9b7524d84994d4e8d1a2723e97e0c20?sid=5ed1fd65-e5ed-424d-b6d7-6900452bd53c) guide (see 1:53). Here are the steps: 1\. Toggle on the detailed description. 2\. Click the **+** button. 3\. Click **Embed URL**. 4\. Paste the Matterport link in the box. 5\. Click **insert.** 6\. You can preview the embedded Matterport if you click **Preview Popup** or, 7\. You can skip the Preview Popup and hit **save**.

# Checklist Configuration Within any given project, you've always been able to add and manage checklists to help keep your employees on task. These appear on the right side of the project page. ![](/files/-M_fHBIEXoc4_swTOevR) But if you've been manually creating the same checklist over and over, you can actually pre-configure a Service to pre-load a checklist into every project that includes that service. To get started, go into the **Edit** tab of one of your services.

Then, at the bottom of the page will be **Task Configuration** where you can click the **+** mark to create a new checklist and **add an item** to each checklist you've created. Feel free to add as many checklists as you need. These checklists then automatically appear in the Project details every time this Service is included in a Project.

# Contractor ## Contractor Access As a third-party user, a contractor can view existing orders, engage in project chats, and make changes to the orders. However, they cannot change the order status or payment status. You have two options to configure the user's permission level. 1. Send an invitation directly to your team members' emails, specifying their permission level. This can be done under **Org Settings > Team**. They simply need to open the link provided in the email and follow this [documentation](/users/add-and-configure-your-users#adding-your-staff) for creating an account. 2. The alternative approach involves your team member initiating the account creation process initially. Afterwards, you can modify their permission level to Contractor. Refer to this [documentation](/users/add-and-configure-your-users#adding-your-staff) for comprehensive instructions. Under **Users Management > Users**, you can change your team permission level. Additionally, you can specify their role from the following list: * Project Manager * Creative Specialist * Photo Editor * Video Editor * Operations Coordinator * Account Executive * Customer Success * Operations Specialist

Tonomo provides a feature to restrict a contractor's access solely to the orders assigned to them. This ensures they cannot view orders not assigned to them and won't have visibility into any invoice or sales details. To activate this, head over to **Configure Booking > General** and toggle it on under the Contractors section.

## Contractor Payout Reporting Contractor Payout Reporting allows you to easily calculate what you owe your contractors and staff for their work. To access it, see **Contractor Reporting** under **Reporting**.

First, set a **Date Range**. Then, enter what percentage (%) of the travel fee you share with your contractors, and by default, it's 100%. But you could enter 90%, for example, to share with them 90% of the travel fee while you retain 10%. Displayed in the table are all staff members with a **calendar connected**. This means that editors or project managers who are assigned to an order but don't have a calendar connected won't appear. Next, **Service Status** is what Service status you want to appear in the report. You may not be using our feature to manage the statuses of individual services per order. So if you are not, then you will want to check all statuses except Archive so that we can give credit to photographers for all orders.

{% hint style="danger" %} In it's current form, Contractor Payout Reporting double counts orders with more than one photographer. Meaning, if two photographers are on an order with a Completed Service, we will assign the full $ value of that order to **both** photographers. {% endhint %} You can also download this report to Excel in the top-right corner. # Notifications Every Service can be configured to notify specific *Staff* or *Teams* every time they are created. Under **General** > **Services** > go to the **Edit** tab for one of your Services. ![](/files/-M_fGvdGCyIds7IZznUz) Once there, scroll down and under **Notifications** you can enter in either a Staff member's name or a Team (like Video Editor). Click **Save** and you're all set. You may enter as many Staff members or Teams as you need. ![](/files/-M_fGXf7I--YetRtUxaH) # Sales {% hint style="info" %} To fully utilize our Invoicing features, you both need to have [Payment settings](https://docs.getautonomo.com/payments) for the account-wide level turned on as well as settings for each [Booking Flow](https://docs.getautonomo.com/services-and-packages/booking-flows#payment-settings). {% endhint %} Invoicing features per order can be found on the right-hand side of each order under the Order Details panel in Order Management. By clicking **Payment details**, you can see a record of all previous successful and unsuccessful payment attempts. This can be helpful in troubleshooting why a payment failed.

From here, you can also **Make a Payment**.

When logged in, the customer’s credit card will be automatically stored in the system after a payment is made, allowing you to charge their invoice without needing to re-enter payment details.

You can also record a cash/check payment to unlock the files for the customer by clicking the "Cash" button. Also, the description can be changed.

In addition, you can access the invoice via the **Change Invoice** button.

From here, you can download the invoice, send the customer a link, or click **+ Add item** to add any appropriate fees, discounts, coupons, and custom items.

You have the flexibility to enhance your invoice by incorporating three distinct items: **Coupons**, **Discounts**, **Fees, and Customized fees**. * **Coupons:** Easily incorporate existing coupons or generate new ones tailored to your customers. * **Discounts:** Provide flexibility with flat-rate or percentage-based discount options for your customers. * **Fees:** Unlock the ability to create various fees—whether percentage-based, flat rates, or transaction fees. Additionally, you can establish specific fees like travel fees. Enhance clarity by adding a brief description for agents to understand each item thoroughly. * **Custom Items**: Ability to create a specific fee that allows you to edit the title, quantity, amount, and description.

For example below, we choose "Custom".

When you're done, make sure to click **Save Invoice** at the bottom right. The customer will see the changes the next time they visit their invoice page or refresh their page.

# Payments ## Connect Square Account The first step to collect payments in Tonomo is to connect your Square Seller Account. This can be done under **Configure Booking** > **Payments**. Click **Connect** and it will open in a new tab and ask for your username and password. Enter that and you're all done!\ \ No need to set up products, subscriptions, or anything like that. You may want to set up Locations if you operate in different markets and want to track the money coming in more easily that way. ## Accept Deposit on Booking Simply check this box unless you know for certain you don't want to accept deposits from **any** customer in **any** location and of **any** type (i.e. commercial, residential, recurring customer) ## Allow Tips Your customers may add a tip to their order that can then be tracked and applied to photographers. You have two options; by percentage or by amount. "By Percentage" will be a % of the entire order amount, including Services, additional fees, credits, and taxes.

The amounts you enter into the fields to the right "Low tip", "Mid tip", and "High tip", present options to your customer they can easily select. However, they can always enter a custom amount. This works just like you'll see on some receipts from a restaurant. ## Referral Program See [this article](/users/referrals) for more information on Referrals. ## Stripe {% embed url="" %} Here are the steps to connect your Stripe account to Tonomo: 1. Log in to your Stripe account. 2. Click on "**Developers**" in the upper right corner. 3. Click on "**API Keys**". 4. Copy your **Publishable Key**. 5. Copy your **Secret Key**. 6. Go to Tonomo. 7. Navigate to **Configure Booking > General**. 8. Under the **Payments** section, paste the value for the **Public Key** and **Secret Key**. 9. Remember to click "**Save**" when you're done! ## Charge Customer's CC See our features on [Invoicing ](https://docs.getautonomo.com/services-and-packages/booking-flows#payment-settings)to Enable. ## Make manual payments as an Admin If your customers paid using cash or another payment method, you can mark their orders on Tonomo by making manual payments on the order. \ \ Additionally, you can also remove payments that were already made by making negative payments. Since refunds are not processed through Tonomo, this will come in handy if you inadvertently charge the customer or if you are processing refunds.
Here are the steps on how to make a manual payment: 1. Go to **Orders Management** on the Portal 2. Select an order 3. On the **Order Details**, click on **Sales**

4. Select **Payment details**

5. Select **Make Payment** and select **Cash**

6. Complete the details and click **Save** {% hint style="info" %} In this section, you will also be able to charge the customer on their saved card {% endhint %} # Xero # Xero Account Setup This integration allows you to sync invoices from Tonomo directly to your Xero account. Watch this quick video to learn how you can setup your Xero account. {% embed url="" %} # Batch Invoicing for Xero Within Tonomo you can select multiple invoices and batch them together and send just one invoice to Xero. **How to batch Xero invoices** You can now combine multiple invoices into a single batch before sending them to Xero. This feature is particularly useful for businesses that work with large agencies and invoice on a weekly or monthly basis. 1. Ensure Xero is Connected 2. Your Tonomo account must be linked to Xero. 3. Select Invoices 4. From your invoices list, choose the ones you want to batch. 5. Click "Batch" 6. Confirm the action to merge the selected invoices into one. 7. Send to Xero The combined invoice will be ready for syncing to Xero.

If you wish to undo your batch you can reverse previously batched invoices by using the "unbatch" option.

You can also schedule dates for invoices to be batched using the "scheduled date" field. Tonomo automatically sets the batch's **Scheduled Date** to match the earliest date from its orders.

# Syncing Orders to Xero From Order Managment You can sync invoices directly to Xero from the Order Management page by following these steps: * Select an order – Click on the desired order in the Order Management page. * Open the Accounting tab – Once the right-side menu appears, navigate to the Accounting tab. * Choose sync option – Select either: * Sync as Approved (for finalized invoices) * Sync as Draft (for pending review) The invoice will then be sent to Xero based on your selection.

# Coupons Creating a coupon is a great way to offer discounts or promotions to customers. Whether you’re creating a coupon for a Business, Promo, or Discount, here’s a simple guide to help you make one on Tonomo: 1. Go to **Coupons** under **Configure Booking**. 2. Click on **"+ Add Coupon"** located at the upper right of the webpage.

3. In this section, you can edit the coupon code, type, amount, description, and usage limits.

{% hint style="info" %} If the "Bypass Deposit" option is enabled, it will automatically bypass the deposit requirement when a customer uses the coupon, even if the booking flow requires a deposit. {% endhint %} # Order Management Overview ## Video Walkthrough If you prefer a video walkthrough, you can see one [here](https://www.loom.com/share/235e00962ffb4d779a422d1dd2350cbb). We cover the same content below, but also provide an example workflow that may be useful to you as you start to learn to use the Tonomo system. ## Written Walkthrough So far, we've been so focused on setup and refinement. It's hard to keep in sight the whole purpose of moving over to Tonomo! Order Management is the meat and potatoes of the system. Once your Agent requests a booking, Order Management is where the order lives until they've paid the invoice. Everything from the first consultation call to the 2nd editing revision to the final invoice will be recorded and tracked within Order Management. To get started, click on **Orders** under **Order Management**. Let's break down this part of the portal.

1. Increase the number of items per page if you don't see all of your orders 2. Click on a category of order to expand that list and see which orders are included. 3. Click to add which person will be the Project Manager for the order 4. Click to add those people who will be involved in producing and processing the order 5. Click to go into the project's specific management page. More info on that next! Once you've opened the project up, you'll see quite a bit more information about this particular order.

On the left-hand side is each Service's status included in the order.

You've got different Services in different statuses like Pre-Production, Production, Post-Production, and Complete (Archive is for when an Agent cancels a Service). You can click and drag these individual Services into their statuses as the project progresses. The center is the order's chat which is used for teammates to discuss the project internally (these messages will never be shared with the Agent).

The large box in the center holds the historic chat, while the box at the bottom is for entering a new message. If you're familiar with using Slack or any other instant messenger, it works much the same. You can tag teammates in your message by typing "@" and their name, for example, "@JohnSmith." This will send them a notification that they have a new message. At the top is a small toggle that turns on and off an activity log. With this option **off**, you will only see the messages that the humans send each other. With the option **on**, we will display some notes from the portal whenever someone makes a change (in the above example, Brendan created a task, "Home Photos," and we logged that change in the order chat). On the right side of the screen are more project details. We see **Service Details**, **Order Details**, and **Additional Notes** along the top tabs. **Order Details** are the same as we described in [Manually Creating Orders](/order-management/creating-orders-for-your-customers), and **Additional Notes** is just a notes field if needed.

Under **Service Details** are the **Order Notes** and **Checklists**. These can be edited and changed by any Staff or Admins and checked off as work is completed. If you want these fields to be pre-configured, see our guide on [Notifications](https://docs.getautonomo.com/order-management/notifications) and [Checklists](https://docs.getautonomo.com/order-management/task-configuration) ## Unscheduled Orders **Tonomo** includes a feature that automatically stores all **unscheduled orders**. This refers to any order that does **not have an assigned schedule**, regardless of its current status: **canceled, postponed, in progress, or pending**. As long as an order has no schedule, it will automatically appear in the **Unscheduled Orders** section.

# Customize Order Management View **How to customize your order management page to view important details at a glance** \ Being able to view thumbnails, deliverables links and other important details at a glance, can help you quickly manage orders. \ To personalize your order management page: Click the "+" icon on the right side to open the customization menu. Select the items you want to display and deselect those you don’t need. A popular option is the cover feature, which displays a thumbnail of synced photos on the order, making it easier to recall property addresses.

# Edit Columns ## Video Walkthrough {% embed url="" %} ## Written Walkthrough Streamline your order management workflow by using **Edit Columns**. This will allow you to customize what column you need to show in the order management tab.

1. Click on the Edit Column "+" sign 2. Check and uncheck any column you want to appear on your orders management tab. # Orders Management Filter In Tonomo, you can filter the order depending on what you are looking for. This enhances the user experience and streamlines the process of order selection. These filters allow an admin to easily sort and select orders based on their specific needs, making the process of finding the right orders more efficient and personalized.

## Search Orders We offer a search feature where you can find specific orders using details such as the client's name, address, services, and more.

## Scheduled Date This feature allows you to apply filters, and the system will automatically sort the orders for you: * **Most Recent**: Sorts orders by the date they were booked. * **Scheduled Date**: Sorts orders by the shoot date. * **Due Date**: Sort orders by their due date.

## Services Filter for a specific service in this section to view only the orders with those services.

## Team Members Filter for a specific team member to see the events they are assigned to.

## Booking Flow Filtering by specific booking flow allows you to view orders associated with that particular booking flow. This is especially useful if you have a booking flow designed for a specific brokerage and want to see how many orders they have.

## Completed Task This filter is useful for managing your orders. Toggling it on will automatically filter out completed tasks or services. This will only function if you are actively moving services through the [order stages](/order-management/order-management-overview#written-walkthrough).

## Clear All Instead of removing filters one by one, using this option will clear all existing filters you have at once.

## Items Per Page In this section, selecting a number will adjust the total number of orders visible on the page. You can choose to display as few as 25 orders or as many as 500 orders per page.

# Booking Orders ## Customers Booking for Themselves Feel free to share this [walkthrough ](https://youtu.be/9tNQ9qcYkrE)of how they can book themselves. ## Booking Orders for your Customers There are three methods for creating orders for your customers. There are a couple things to consider as each method has it's own uses. First, you can book orders for your customers from the regular [Booking Flow](#booking-flow-method). This allows the system to calculate the amount of time your staff will need for the shoot based on the [Schedule Time](/services-and-packages/services#adding-services) you entered when creating your Services and Packages. The system will also assign the order according to your scheduling settings like Service Zones, Skillsets, and Availability. Second, you can directly via your Scheduler, allowing you to book orders quickly and overriding some rules and automations. Third, you can book [Manually](#manual-method). This is useful if you want to override some system automations. Through this method you manually set the photographer assigned to the order and other options. However, while there are options, almost all orders should be created through the [Booking Flow Method](#booking-flow-method) or [Scheduler ](#schedule-method)methods. ### Booking Flow Method First, click the Book a New Order button in the top left then select the booking flow. This is the same button your customers click when they order.

Next, Enter a Property Address, Total Square Footage, and click **Confirm**.

Select the Services or Packages the customer wants and click **Continue to details**.

On the next page, Select any tiers, and answer any questions. Click **Continue**.

Add-Ons will pop up, add as many as needed then click **Add**.

You can assign this order to a specific Photographer because you are logged in as an Admin. This feature is also available for each booking flow. Select the date and time for the order as well as any final questions and then **Continue.**

{% hint style="info" %} *Only qualified photographers to take on the project will appear in this section. That is based on availability, skillset, and service area.* {% endhint %} Next, use **I'm placing a booking for a new agent,** filling out the customer details, and selecting the correct **Listing Agent & Branding**.

Alternatively, **I'm placing a booking for an existing agent** can be used to avoid filling up the agent information when they already have a tonomo account.

Finally, there are a few toggles available to you because you are creating this order as an Admin. Your customers will not see these options. You may enter payment details or skip it. You may also suppress confirmation emails or texts and calendar invites (if you're just testing an order). Click the **Terms of Service** box and **Submit Order**.

### Scheduler Method The second method to create orders for your customers is through your Scheduler. This method allows you to book with a streamlined booking flow. There are fewer options and distractions like thumbnails and descriptions. To get started, click the **Scheduler** button on your left panel and then **+ Create** in the top left corner.

Next, click **+ Create a New Order**.

The order can be placed for a new customer or search for an existing customer. Enter their contact details if needed. Finally, select the **Booking Flow** this order should be assigned to.

{% hint style="info" %} This method assumes that the contact information you enter is the one and only Booking Agent for the order. If you need to change that or add more, book through the [Booking Flow Method](#booking-flow-method) {% endhint %} Go through the booking; select the **Location**, **Packages**, or **Services**, and answer any questions assigned to the **Booking Flow.** Finally, you'll select the time slot. This works differently than the standard **Booking Flow Method.**

First, you're able to see which Photographer has the skillsets available to complete the shoot with the little "0/1" or "1/1" indicators at the top of the image above. Next, you can see where a photographer is not scheduled to be working with the gray hash marks. This also indicates the travel time needed from the current event to another. Finally, the Green sections indicate where the photographer is both available and has the drive time required to get to the appointment.\ \ However, you can manually override any of this, assigning the order to someone without the skills and/or is unavailable. {% hint style="info" %} If you just want to add an order to your system, but NOT assign a calendar event, you can skip the next steps by clicking Cancel in the bottom right when it asks you to set an appointment. {% endhint %} #### Why Schedule Method This method allows you to manually override scheduling rules like skillsets and availability. It also provides a more streamlined book experience for the Staff member to more quickly book. ### Manual Method {% hint style="info" %} We typically do not recommend booking through this method. If you find yourself booking lots of orders Manually, reach out to Tonomo support. {% endhint %} You may also create orders through the **+ New Order** button on the Order Management page.

Once you click the button, you will need to add the customer details or search for an existing one, and select the desired booking flow. We then create a new blank order in the Pending section with no details. You will then have to fill out all the property details, add services and packages, schedule, etc.

#### Why Manual Method In some cases you may just need to get an order into the system and you don't care about the normal restrictions. For example, you may want to create an order for a weekend when you normally don't. Use this method when you don't want the usual restrictions on an order to be enforced like: * Pay-Before-Delivery (customers will be able to get their assets without paying) * Deposit * Service Areas * Skillsets * Invoice Amount All of these will not be options for orders created through the Manual Method. Due to the chance for human error, the Manual Method should be used as an *exception* and not a rule. If you find yourself creating a lot of Manual orders, please reach out to Tonomo support as there may be a feature that can assist you. ### Reserved Time Slot The Reserved Time Slot feature allows you to secure a specific date and time for a customer's order, even if you don't yet have the property details. Here's how to use it: 1. **Create a Reserved Time Slot** * In the scheduler, click **+ Create** in the top left corner. * In the popup menu, select **+ Create Reserved Time Slot**.

2. **Assign the Time Slot** * On the calendar, choose the **desired date, time, and photographer** for the future order. * You can **add or edit details**, such as notes explaining why the time slot was reserved.

3. **Convert the Reservation to an Order** * When ready to proceed, click on the reserved event and select **Go to Booking**. This will take you to the booking flow with the reserved time slot automatically set as the appointment time on the scheduling page.

* **Change Booking Flow**: If needed, you can switch the booking flow at this step to redirect to a different flow when you click **Go to Booking**. 4. **Optional: Convert to a Blank Order** * You can also convert the reserved time slot into a blank order.

* **Note**: Once converted to a blank order, the option to go to the booking page will no longer be available. You'll need to manually enter the order details {% hint style="info" %} After clicking Go To Booking, you can send the URL that opens to the Agent and they can complete the booking themselves. {% endhint %} ## Delivery-Only Orders Early on in using Tonomo, you may decide to start using the platform to deliver orders, but not receive orders. We support creating orders manually for your customers and then just delivering through Tonomo. This way, you and your customers start getting a softer introduction to the change so that you don't have to do everything at once. ### Setup Dropbox 1\) Click **Configure Booking** > **General** 2\) Scroll down and click the **Dropbox** button to connect your Dropbox account. 3\) Enter a root folder URL and click **Save**. This will be where Tonomo creates folders for all of your Agents and Orders. It should be called something like "Tonomo Orders"

{% hint style="info" %} Enabling RAW Folders allows you to have separate folders to upload RAW files for your editors. {% endhint %} ### Create and Deliver Orders Until your onboarding is complete, booking orders through the normal flow will not work quite right. In the meantime, you can use our admin-override tool for creating orders that you just intend to use for delivery. These orders won't appear in your or your customer's calendars, they're just about getting them their assets in a formatted, consistent way. 1\) Go to **Order Management** > **Orders** and click **+ New Order.** Please see [Manual Method](#manual-method) documentation for more details. This will create a Blank Order and open our Order Details panel on the right. Before you can deliver your order you need to add some information. We will be skipping most fields as they aren't necessary for delivery-only orders.

2\) Under the **Branding** section, click the pencil icon to edit the customer details. Fill out the profile photo, brokerage logo, name, brokerage, phone, and email. Click **Add Agent**.

3\) Scroll down and enter the Property Address and Square Footage

4\) Under **Project**, click **+ Add Service.** In the new window, select the services or package for the order that you are delivering.

5\) If you've added all of these items properly, we will generate a Dropbox folder for you. Click the up Dropbox icon to the right as a shortcut to the folder. Upload your full resolution assets to their respective folders and click **Sync Delivery Files** in Tonomo.

This will do two things. First, we'll process your full-resolution assets into MLS-sized assets and your customers will be able to download both. Second, we'll generate a formatted delivery page so your customers can see and download their assets. To get this link: 6\) Scroll to the top of the Order Details panel you've been working in and click the pencil icon. This will take you to the order summary page and the URL that you can send your customer. You can also click the arrow icon on the deliverables section for this. Re-arrange the photos and once you're satisfied, set the Order Status to **Completed** and we will send a project complete email to the customer with their delivery.

# Adding Services After Booking This article will guide you through adding a Service to an order after the customer has already booked. **Access Orders:** Go to *Order Management > Orders* and click the date or Order Name.

**Add a Service:** In the Order Details panel on the right, click the **+ Add Service** button. You will see a list of Services and Packages that you can scroll through or search. Then, check the Service/Package you want to add, then click **Add Services**.

**Confirmation:** On the confirmation page, indicate if the invoice amount should be updated for the order. Additionally, you can choose to update the calendar event with the new Service. Finally, click **Confirm**.

{% hint style="info" %} Tonomo will automatically update the length of the shoot as long as the "**Update Calendar Event**" toggle is turned on. {% endhint %} # Removing Services After Booking This article will guide you through removing a Service from an order after the customer has already booked. This option is only available for accounts with admin or staff access. Steps to Remove a Service: 1. **Navigate to Orders Management:** Go to *Orders Management > Orders* and select the relevant order. 2. **Access the Project Tab:** On the right-hand side, in the Order Details Panel, open the *Project* tab.

3. **Remove the Desired Service:** Uncheck the service you want to remove. If you need to remove an entire package, go to the package section and uncheck the package. This will automatically remove all services attached to that package.

4. **Confirm Changes:** A popup window will appear, showing the remaining services. You'll have the option to update the invoice and calendar event. Confirm the changes after making your selections. * **Update Options:** * 4.1 **Update Invoice Amount:** Toggle on the "Update the invoice amount on the order" option to remove the item from the invoice and subtract the associated price from the total. * 4.2 **Update Calendar Event:** Toggle on the "Update calendar event" option to automatically adjust the schedule and update the remaining services on the email and calendar event.

# Cancelling Orders You may cancel orders either via the Order Management panel or the Order Details panel of each order. ![](/files/tIcuNhM4SfJu9iSFaDAN) When you set the Order Status to **Cancelled** we'll cancel the order and provide a pop-up asking if you want us to delete the calendar event associated with the order. Indicate **OK** to cancel the event or **Cancel** to not cancel the event. ![](/files/WV62qIKIfrYcuYkb8mdJ) If you cancel the event, the user will receive a notification from their calendar provider letting them know the event was canceled. {% hint style="info" %} If in the future you need to recreate the calendar event, see our article on [that](/scheduling/changing-scheduling-details/create-calendar-event-after-postponing-or-cancelling). {% endhint %} # Payment Errors During booking, if your customers are paying a deposit or full invoice before receiving their assets, they may receive an error from Square. The errors the customer receives may be generic and not very helpful to them. However, you can pull some more information about what the error included on the backend. Under Order Details, click **Payment Details**. ![](/files/kn6NtBkqmSOGgkWX89xj) In this example, the user had typed "-$120.00" instead of "$120.00". ![](/files/Vm65Smf6IDZdy5CyB2Tk) These errors are generated by Square, not us. However, the error may not be this clear and so you may need to do a quick google to learn more from Square. If you have any questions, reach out to Tonomo support. # Delivery # Asset Delivery {% embed url="" %} ### Overview Tonomo can help you save time and deliver your project files to your customers in a beautiful and professional manner. * Integrates with dropbox and automatically creates the folder structure based on the services that are booked * Automatically process your full size images and deliver different resolutions to your customers * Creates a beautiful photo and video gallery that agents can access through their customer portal. ![](/files/Sr9hgu5bWwHx8UjqtBnI) ### Configure To get started you need to connect your Dropbox account which you can do under **Configure Booking** and **General.** ![](/files/hwHOlRozF0eb05m37lzw) Next, enter a root folder. What we mean by "root folder" is a folder where all of your Tonomo orders and files are going to live. This might be called "Projects", "Orders", or "Deliverables." Tap **Save**. {% hint style="info" %} Your root folder must be the **Share** link. Don't just copy/paste the URL from your browser address bar. {% endhint %} ![](/files/8J04cdZ9WKYdLtXJt5me) ### Prerequisites Before we will create Dropbox folders for you, an order must meet a few requirements. The order must have: * [ ] A customer email and agent * [ ] An address * [ ] At least one service If your order comes through the normal booking flow, you will have all of this information and you can proceed with delivering the order. We point this out, however, because it's possible to create an order through a [manual method](/order-management/creating-orders-for-your-customers#manual-method) as an admin that doesn't *force* you to enter this information. So it's possible to have an order missing these prerequisites. ### Using the Dropbox Link Once an order meets the above prerequisites, we will create dropbox folders for your order once it enters In Progress or Completed. You can find your dropbox link for your order on the Order Details panel on the right of Order Management after you've clicked on the order in question. ![](/files/J9SfGBHo6Yyas5H4VawJ) This is not the link you will send to customers, this is the link your staff will use to upload the assets for the order. If you click that arrow-in-a-box icon it will take you to your folder in Dropbox. Within that folder you will see one folder for each of your Services, for example; "Home Photos," "2D Layout," and "Drone Video." Your staff will upload the assets that go into each folder directly. If you do not want us to create a folder for a Service, say, Twilight Photos, where you prefer to just include the Twilight Photos in the same folder as the Listing Photos, you can control this under **Configure Booking** > **Services**. Once there, in the column **Service Type** you can set it to **None**. This means we will not create a unique folder for that Service. ![](/files/Bsw9MMmLTomA84sCmzXV) Your staff only need to upload full sized assets. We will momentarily create MLS resized assets for you. Once we do, we move the full-size assets into one folder and the MLS resized assets into another nested within the parent folder for that Service. ### Video There are two ways you can deliver video assets. You can just upload the file in full and the agent can download it. But you can also give them a Vimeo or Youtube link (and you can of course do both!) Whether you deliver with a Vimeo/Youtube link or a file, we'll display that video on the asset delivery page so that everything is presented in one, sleek location. ![](/files/RUPr6CDHpbALfVZey8D1) {% hint style="info" %} For us to preview your video on the delivery page, it must be in the .mp4, .mov, .webm, or .3gp filetype {% endhint %} To add a Vimeo or Youtube link, just copy the URL and click Create > More > Shortcut and add it to the same dropbox folder as where you uploaded the whole file. ![](/files/OkhHUOnsZ7ztAEjQwwrQ) If you want to offer a Youtube/Vimeo link **and** full files for download, we will default to preview the Youtube/Vimeo link. To preview the full files, click Edit Links and delete the Youtube/Vimeo link. ![](/files/ciuVcxhpvohQPqytitHs) ### Creating Delivery Links Once your assets have been uploaded and you're ready to deliver to your client, navigate back to the Deliverables section of Order Details and click **Sync Delivery Files**. ![](/files/j6dZIcmMrOnWvSQC8mqA) When you click this button, we do a few things:\ \ First, we convert your full-sized assets into MLS assets and get everything organized. Give this between a few seconds and a minute or so depending on the number of images. Second, we will be creating for you a formatted delivery page so that your customers can get a beautiful preview of your work before they download. If you're ready to deliver the order, scroll up on the right-hand bar and move the **Order Status** to **Completed**. Click the icon in the top right to grab your project delivery link for the customer. You can send this link as the final deliverable link to the customer, but we will have emailed them the link as well when you moved them to Completed. ![](/files/KrKn2GIlrISPCB4fFyhk) ## How to sync multiple delivery files in bulk Sync multiple ready-to-deliver orders at once instead of processing them individually. Steps to Bulk Sync Delivery Files 1. Navigate to the Orders section in your dashboard. 2. Check the box next to each order you want to sync. 3. As you select orders, a "Sync Delivery Files" button will appear at the bottom of the screen. 4. Click "Sync Delivery Files" to process all selected orders at once 5. Wait for confirmation that the sync is complete.

## Preview Assets If you are using our Integrated Payments feature, and your customers must pay before downloading their assets, then Tonomo allows them to **preview** their assets before paying. We block the ability for them to download the assets until the order is flagged as **Paid**. {% embed url="" %} # Edit Delivery Links After Syncing Delivery Files for the first time, you can then edit what assets you are delivering to your customers. Perhaps as a one-off you want to remove the folder for 2D Layout or add a link for an additional Service you completed that you don't have in Tonomo. To complete this, click **Edit links** after Syncing the Delivery Files at least once. ![](/files/wLunjmCoMhbtYElV2tHz) ### Add a Link Simply click **+ Add Link** and then enter the Title (a description your customer would understand) and the URL (this can be a link to Youtube, a Dropbox **share** link, or any other publicly available URL). ![](/files/vklstXnT4ItABgwJ1zGF) ### **Edit or Remove a Link** To edit or remove a link, click the Edit button above that link. Then either change it or click Delete . ![](/files/7ItnROi2qA4k2qW07uQf) # Raw Folders ## Raw Folders Tonomo can create your folders for raw assets that your editors can then access. To enable this feature, navigate to your **General** settings under **Configure Booking.** Toggle on the Create RAW Folders button. By default, we will create a folder within your Root Dropbox Folder called "Raw Files." However, you may manually create a folder and input that link and click **Save**. {% hint style="warning" %} If you enter an alternative Dropbox link for raw files, it **must** be on the same Dropbox account that is connected above. {% endhint %} ![](/files/MGu3S6kGubnnrJaEZwQs) Once enabled, all future orders that have their folders created will generated raw folders according to this structure * Root Folder * Raw Folder * Photographer Name (Name of photographer assigned to the order when the folder structure was created. If there are two, we pick the first alphabetically) * Scheduled Date of the Shoot * 1 Folder for each service that has a [Service Type](https://docs.getautonomo.com/services-and-packages/services#service-type) {% hint style="warning" %} Note: If you are **not** using the "Use integrated booking" feature for your booking flow the events are coming as time requests and not finalized dates, therefore, the raw folder will not be created it will require you to manually create an event in the scheduler to create the folder. {% endhint %} # Matterport Delivery ## Video Walkthrough {% embed url="" %} ## Written Walkthrough You have two options for delivering your Matterport project. ### Through Dropbox Go to Dropbox and under the Matterport folder that gets created, click **Create > More > Shortcut.** You will then be able to add a link to the Matterport.

### Through Orders Management Navigate to **Orders Management > Orders**, and click which order you will be adding Matterport to. Under the **Deliverables** page, click **Edit links**, and then you will be able to add a link to the Matterport.

# Project Chat Checklists Aside from having a checklist for each service, you can also add a checklist to the project chat. This creates a preset checklist that helps with project management. One advantage of this is that you won't need to click on the specific service for the checklist to appear. Once you open the project chat, the checklist will be available right away.

Steps to create checklist for the project chat: 1. Create a service named "Project Chat" 2. Under the **Task Configuration** of the service, add the checklist that you need.

{% hint style="warning" %} * The checklist will appear on orders booked after creating the service and will not show on past orders. * The service "Project Chat" does not need to be added to the booking flow. {% endhint %} # Set a Service as an Escalation You can mark a service as an escalation, which will display a red bar on the left side of the order and change the service color to red. This helps highlight important orders or services, making them more noticeable and easier to identify. Quick Steps to Set a Service as Escalation: 1. **Go to Order Management** and select the order. 2. **Click on Project Chat**. 3. **Select the Service** you want to escalate. 4. **Click the Three Dots** and choose "Edit." 5. **Toggle On “Set as Escalation”** and click "Save." The order will now be marked as RED in the dashboard.

# Updating the Address After Booking To update the property address at the client's order or if an incorrect address was entered during booking, please follow the steps below: 1. Select the specific order that requires updating. 2. Navigate to the order "Property" tab within the order dashboard. 3. Here, you will find the current address, total interior area, notes, as well as the number of rooms and bathrooms.

4. Input the new address in the designated field. Google Maps will provide a recommended address. If the address is not displayed by Google, you may enter it manually.

5. Once you have entered the address, a prompt message will appear below confirming your changes.

{% hint style="info" %} Once you update the address, an option to update the invoice will prompt. Please note that changing the address may result in an adjustment of the travel fee, which could either increase or decrease based on the new location. Additionally, when you change the property address while the website is enabled you will need to manually change the address in the website admin panel. {% endhint %} # Localization Settings ## Language Tonomo lets users customize their language settings to match their needs. It supports **Dutch, Italian, French, German**, and **different types of English**. This makes it easier for real estate professionals and photographers to work with clients in different countries. Users can switch languages anytime, keeping things simple and accessible.

## Date Format Tonomo lets you choose the date format that works best for you. You can pick between **dd/mm/yyyy** or **mm/dd/yyyy**, depending on what you're used to. This makes it easier to read and enter dates without confusion. The setting is simple to change, so you can adjust it anytime.

## Currency Tonomo makes it easy to choose the currency you work with. You can select from options like USD, EUR, CAD, AUD, and more. Once set, your chosen currency will be reflected across your portal. This helps keep pricing and transactions clear for you and your clients.

## Time Format Tonomo lets you choose the time format that suits you best. You can switch between the **24-hour format** or the **12-hour format** with AM and PM. This makes it easier to read and schedule appointments the way you're used to.

## Area & Distance Metric Tonomo lets you set up your portal with the right area and distance units. You can choose between **square feet or square meters** for area measurements and **miles or kilometers** for distance. This helps ensure accuracy and consistency based on your region.

# Customization On this page, you can edit various statuses and labels within your portal. This allows you to customize and streamline your workflow to better match your processes and preferences. You can find this section by going to **Org Settings > Customization**. ## Order Statuses Order Statuses allow you to rename statuses to better fit your workflow. These labels appear on the Orders Management page. While you can change the name of a status, its function will remain the same. For example, renaming the "Postponed" status to "Complete Order" will still postpone the order—the behavior does not change.

## Payment Statuses Just like order statuses, you can also rename the **payment statuses** in your portal. While the behavior remains the same, customizing the labels allows you to better align them with your workflow.

## Service Statuses You can also edit the **status of your services** to better organize and tailor them to your workflow. This allows you to rename statuses to something more relevant or intuitive for your team. These service statuses are visible within the **Project Chat** section.

## Other labels This label appears on the login page. You can edit the text to make it more relevant for your agents—especially if they have assigned booking flows that won’t be visible unless they’re logged in.

## Orders Management Once this feature is enabled, a new section called **“Unscheduled Orders”** will appear above the order statuses on your **Orders Management** page. All orders that haven’t been scheduled will be listed here, and any order that gets scheduled will automatically be removed from the list. This feature helps you easily track and manage unscheduled orders in one centralized place.

# Domain Settings ## Allow purchasing domains Turn on this feature to let your admins purchase a **custom domain** for an order. With this option, you can buy a domain directly through Tonomo instead of using an external web hosting service. This makes the process faster, easier, and more convenient. Your custom domain will be linked seamlessly to your portal.

## Default Listing Domains In addition to your default listing domains, like **listings.domain.com** or **properties.domain.com**, you can set a different domain for your **branded** and **unbranded** listings. This is especially useful for **MLS listings**, which often require "mls" in the domain for unbranded versions. With this feature, you can easily meet MLS requirements while maintaining a professional and flexible setup. It helps keep your listings organized and ensures compliance with industry standards.

Here’s how to add a custom listing domain for your **unbranded listings**: 1. Get a domain that includes "mls." For example, if your default domain is `tonomo.io`, you’ll need to purchase `tonomomls.io`. 2. Add your new domain under the **Unbranded** section. It should look like `listings.tonomomls.io` or `properties.tonomomls.io`. 3. Click the info icon, and a popup will show an **A record**. Add this to your DNS records to white-label your listing page. Once done, all your **unbranded listings** will automatically update to use your new domain.

# How to Set Up the Calendar Integration Tonomo offers a seamless calendar integration suite that consolidates your bookings, event details, and photographer availability in one place. By setting up this integration, you unlock features like Integrated Booking, which allows agents to book services directly through the booking flow. We will walk you through connecting Tonomo to your primary calendar. {% embed url="" %} {% hint style="info" %} At this time, Tonomo integrates exclusively with Google Calendar. If you use another calendar provider or need assistance, please contact the **Tonomo Customer Support Team** via your private Slack channel or reach out to your **Tonomo Onboarder**. {% endhint %} ## **Benefits of the New Integration** The new calendar system offers several key advantages over the previous integration: * **Increased Efficiency**: The new setup is streamlined, reducing the likelihood of scheduling errors. * **Support for Multiple Calendars**: Photographers can now connect multiple calendars for greater flexibility in managing availability. * **Simplified Setup**: Tonomo only needs to connect to the main calendar. Once photographers share their calendars with the primary account, Tonomo can seamlessly integrate them. ## **How to Upgrade from the Old Calendar Integration** Upgrading to the new calendar integration is quick and can be done via Slack. Follow these steps: 1. **Reconnect the Main Calendar** \ Go to **Org Settings** > **Team**, then reconnect your main calendar.

2. **Update Your Calendar** * Navigate to **Configure Booking** > **Scheduling**. * Locate your profile and click the pencil icon under the **Calendar Name** column.

* Select their calendar from the dropdown list.

3. **Inform the Support Team** \ Let the **Tonomo customer support team** know you’ve completed the setup. ## **Connecting Your Primary Calendar** When you integrate your main calendar with Tonomo, that calendar will "own" all events created within the system. The connected account will be able to edit or delete calendar events directly. **Recommendation**: Use a generic email account (e.g., or ) to avoid issues if the account holder loses access, or if an emergency requires changes to events. **To connect your primary calendar:** 1. Go to **Org Settings** > **Team**. 2. Follow the prompts to link your account.

**Important Notes:** * If you’re using a generic email account (e.g., ), use that for the integration. If not, choose a senior staff member’s account who will likely stay with the company long-term. * **Less Secure Apps Warning**: If you see a warning about connecting a "Less Secure App" from Google, follow the steps in your Google Admin Console to resolve it. ## **Connecting Photographer Accounts** With our upgraded integration, adding photographers to Tonomo is quick and easy. An Admin must set up a photographer profile for each member in order to view availability and manage events for your team. **Step 1: Share Google Calendar with Primary Account** Each photographer needs to share their Google calendar(s) with the primary calendar connected to Tonomo. They must grant "Make changes to events" permission to allow Tonomo to view event details and calculate travel time. For instructions on sharing calendars and understanding permission levels, refer to the [Google Calendar documentation](https://support.google.com/calendar/answer/37082?hl=en\&authuser=2#zippy=%2Cunderstand-permission-settings-for-shared-calendars).

**Step 2: Set Up Photographer Profile** Once the photographer shares their calendar, you can set up their profile: 1. Go to **Configure Booking > Scheduling** and click on **"Setup new photographer."** 2. Enter the photographer’s name or email in the **User Name or Email** field (only Admin, Staff, and Contractor users will appear). 3. Choose the photographer's primary calendar from the dropdown. If their calendar isn’t listed, it means they haven’t shared it yet—refer to Step 1. 4. If needed, link additional calendars to track availability.

{% hint style="warning" %} If you don't see the '**Setup new Photographer**' button, please reach out to Customer Support via your private Slack channel. {% endhint %} **Step 3: Finalizing Setup** Once you’ve completed the setup: 1. Toggle the **Enabled** option on. 2. Click **Save Changes**.

# Scheduling Configuration # Integrated Booking ## What is Integrated Booking? Integrated Booking is the ability for your customers to schedule their project themselves on your team's calendar. When they are booking, they'll see all of your availability that meet the criteria of the project.

When the Agent selects a time and completes a booking, we create a calendar event on your [primary calendar](https://docs.getautonomo.com/scheduling/calendar-integration) and then share that event to the booking Agent and the photographer we assigned based on your criteria. You will be able to modify the schedule by changing what photographers are assigned or the shoot date/time, but this gives the scheduling a starting place. We will show availability based on the length of the shoot which you have set in your Services and Packages. So if an Agent requests photos and video at 1 hour a piece, we will only show time slots where your staff have 2 hours of availability. We will also ensure there is 30 minutes of availability before and after the shoot for drive time. ## Integrated Booking Setup Integrated booking requires four pre-requisites that are mandatory. 1. Turn Integrated Booking on. This is done under **Configure Booking** > **General** and then **Enable Integrated Booking** and **Save**. 2. [Connect a primary calendar account](https://docs.getautonomo.com/scheduling/calendar-integration#connecting-a-primary-account). 3. Connect the [calendar accounts of every person](https://docs.getautonomo.com/scheduling/calendar-integration#connecting-a-primary-account) who will be going on-site for shoots. 4. Ensure that your scheduling hours are set properly for every [Service ](https://welcome.getautonomo.com/portal-setup/services#scheduling)and [Package](https://welcome.getautonomo.com/portal-setup/packages#pricing-and-scheduling). These are the 4 mandatory requirements for using Integrated Booking, but there are a few other ways we modify your photographers availability. * The [photographer's availability](https://docs.getautonomo.com/scheduling/photographer-availability) in their calendar * [Service Zones](https://docs.getautonomo.com/scheduling/service-zones) so that photographers can only be booked in specific areas * [Skillsets ](https://docs.getautonomo.com/scheduling/staff-skillsets)so that we don't send someone who hasn't been trained in videography to a video shoot * [Prevent Last Minute Bookings](https://docs.getautonomo.com/scheduling/prevent-last-minute-bookings) so Agents can't book with only 30 minutes notice * [Send 2 Photographers](https://docs.getautonomo.com/scheduling/send-2-photographers) so that long shoots can be done more quickly # Photographer Availability {% embed url="" %} ### Calendar Availability With [Integrated Booking](https://docs.getautonomo.com/scheduling/integrated-booking), one of the criteria the system will use to see if we can assign a booking to a photographer is if their calendar has any availability for the requested Services. If the photographer has an hour lunch at 12pm every day blocked out on their calendar and it's set to busy, we will respect that and not book anything during that time. Within Tonomo, as you add photographers, it might end up looking like something like this. ![](/files/-MgRz9GM-1DKs00gLXHI) In grey are events on the photographer's calendar that are unrelated to shoots like that "Tuesday - Q\&A" meeting. In this case, if someone books during that time, this photographer won't be assigned the shoot. If you're wondering why a photographer is coming up as available when they shouldn't (or vice versa), most calendars can mark an event as "available" or "busy". Only events that are "busy" will block availability in Tonomo. This is what it looks like in Google Calendar. There is also an option to add an address to the event, and it will automatically be used when Tonomo calculates the travel time for the next event.

{% hint style="info" %} *If you use your calendar for reminders that you don't want to block availability in Tonomo, make sure those are being set to "Free"* {% endhint %} ### Tonomo Availability In addition to calendar availability, you can set regular schedules for each photographer within Tonomo under **Configure Booking** > **Scheduling** on the left-hand side. Then, click **Edit** for the photographer you want to give a schedule. ![](/files/Iuf9v12HFLSiwEyZDhBP) All photographers will default to an empty schedule. Rest assured, if all days of the week are "unavailable", then effectively the feature is turned off and they have maximum availability. ![](/files/cyC4B3pV6r1YtSJF2Th2) You may set a photographer to something like this where they are not available every Monday for an hour at noon, but available all day for the rest of the week until Friday when they are unavailable.

The intention for this feature is when photographers have standard, repeatable availability schedules. So if a photographer has a doctors appointment, add it to their calendar and we'll block it out. If a photographer never works for you on Fridays, then block it out in Tonomo. **Timeslots Preset** allows you to choose specific timeslots for a certain photographer instead of increments. This acts as a time block for the photographer.

# Service Area ## Video Walkthrough {% embed url="" %} ## **Service Area** **Service Areas** are geographical regions that help manage where your photographers are assigned. For example, if you have a photographer based on the south side of town, you can assign them to a **South Service Area** so they don’t need to drive over an hour to reach a shoot. If a photographer covers more than one region, you can assign **multiple Service Areas** to them. This helps reduce travel time, lower costs, and improve overall efficiency—especially if you have enough photographers in each area to meet booking demand. First, to get to Service Areas, click **Configure Booking** > **Scheduling** > **Service Areas** > click **Enable Service Areas**.

{% hint style="info" %} If Service Areas are **turned off**, photographers will be able to accept bookings from **all geographical areas** by default. {% endhint %} After that, click the **“+ Add”** button to create a new Service Area. Give your area a name, then start plotting it on the map. Click anywhere on the map to place your first point, then continue clicking to add more points and outline the area. Be sure to close the shape by clicking back on your starting point.

{% hint style="info" %} * You can name a Service Area after the photographer assigned to it for easier identification. * If you don’t see the area you want, try zooming out, especially if it’s your first time setting up an area. {% endhint %} Once your Service Areas are created, you can start assigning them to your photographers.\ Go to the **“Assign Service Area”** section and select the appropriate areas for each photographer. You can assign a **single Service Area** or **multiple Service Areas**, depending on where each photographer is available to work. Don’t forget to click **“Save Changes”** to apply and save your updates.

To see a photographer's Service Area, check or uncheck the boxes on the left and the Service Area highlighted in red on the map is the one that you are editing. The others will be in black.

## Custom Message for Out-of-Area Bookings A custom message for out-of-area bookings appears when an agent tries to book a shoot outside your defined Service Areas. To edit this message, go to **Configure Booking > Scheduling > Service Areas** and update the **“Custom Message for Out-of-Area Bookings”** field. You can include any message you like, including contact details or instructions for handling requests outside your coverage. If no custom message is set, a default template will be used.

# Photographer Skillsets {% embed url="" %} Not every one of your staff members may yet be trained on all of the Services you offer so you can set Tonomo to prevent booking those photographers on projects they lack skills in. To turn this on, click **Configure Booking** > **Scheduling** > **Enable**.

Across the top of the table in the columns are your photographers

Across the rows are the Services in the Tonomo portal organized under their categories.

A checked box means that Tonomo *will* book that photographer for that Service (assuming all of the other criteria like availability match). An unchecked box means that Tonomo *will not* book that photographer for that Service, *regardless* of whether they are available or not.\ \ Be sure to click **Save Changes**!

# Photographers Priority You can configure Tonomo to use priority-based scheduling instead of round-robin. Tonomo will assign events to the highest-priority photographer unless they are unavailable at the scheduled time. To enable this, go to **Configure Booking > Scheduling**, and toggle on enable photographers priority under the **Photographers Priority** tab.

Be sure to click **Save Changes**! # Prevent Last Minute Bookings By default, the Tonomo system will display your team as available even if they want a booking 30 minutes from the time of booking. If you would like the system to prevent bookings by few hours or even a couple days, go to **Configure Booking** > **Scheduling** > and enter a value within **Prevent last minute bookings**. Make sure to click **Save Changes**. ![](/files/-MgSAyXmCa9FePEhkuon) # Send two Photographers On projects of considerable length, you may want to send two photographers so that your staff spend less time on-site. This is configurable by the hour, so you can send one photographer for shoots less that only last three hours, but send two photographers for shoots four hours or longer. Go to **Configure Booking** > **Scheduling** > and enter a value within **Send 2 Photographers**. Make sure to click **Save Changes**. ![](/files/-MgSBlUTtD_dq4KSxKYh) {% hint style="info" %} The length of the shoot is determined by the Scheduling you set in each Service or Package. So if an Agent requests three Services that are 1 hour each, that would be a 3 hour shoot.\ \ The length of shoot does not include either of the 30 minute buffer periods we automatically build in before and after the shoot. {% endhint %} If a shoot is the length or longer than the value you enter here, it will look for two photographers who have the skills, availability, and service the area to schedule. But it will **always** assign the order to a pair of photographers that include a **Senior** photographer. To change who is a Senior photographer, select from the toggles at the top of the page. ![](/files/-MgSCGiql52db07XNoGP) This means that even if two junior photographers are available, it will not allow Agents to book during that time. It will only show time slots where a Senior photographer + one other (Junior or Senior) have the Skillset, Availability, and Service Zone that match the booking they are requesting. # Allow Customers to Reschedule and Cancel on their Own If your customers want to reschedule or cancel their order, they can do that without contacting you. We'll update the Tonomo portal with their requested changes and the calendar app will send updates to all emails on the order. ## Setup You have control over some settings on if and when customers can reschedule under each Booking Flow's settings: ![](/files/AQrWP5XTYZjyknMMkvx8) ## Get your Links You can include these links in your calendar description and automated emails. Just copy and paste the below URLs into your calendar description or email template, with your domain instead of \[domain]. We'll fill in the Order ID for every order

Use	URL
Cancel	https://portal.[domain].com/order-status/{{orderId}}/cancel
Reschedule	https://portal.[domain].com/order-status/{{orderId}}/reschedule

If you need to send a link to a specific customer in a text or something out of Tonomo, you need to replace {{orderId}} with the order's ID. To find that, just open the order in Tonomo and the Order ID will be in the URL. The Order ID is everything between "orderId=" and "\&filter" ![](/files/Qm4DGuVUEYghZ4QbUF7t) Once they click those links, they'll be taken to a page where they can cancel or reschedule the order:
![](/files/fdYV23KtoT0OLYLYDvc6) # Client-Facing Arrival Window How to Set Up Client-Facing Arrival Window Display Overview Instead of showing exact start and end times, you can now display an arrival window to customers. This feature provides flexibility by indicating that the photographer may arrive at any point within the specified time range, rather than guaranteeing an exact arrival time. Steps to Configure Arrival Windows 1. Go to Configure Booking > Scheduling. 2. Locate the "Arrival Window" settings section. 3. Enable the arrival window display by toggling the feature on. 4. Set your desired time buffer (e.g., 15 minutes, 30 minutes, etc.). 5. This expands the original appointment slot into a range (e.g., "1:00 PM - 1:30 PM" instead of "1:00 PM"). 6. Save changes to apply the new settings. Recommended Additional Settings To prevent confusion, we suggest: 1. Disabling calendar invitations (if enabled) to avoid conflicting exact-time reminders. 2. Go to Configure Booking > Notifications and turn off "Send Calendar Invites." How It Appears to Customers Instead of seeing an exact time (e.g., 1:00 PM), customers will see a window (e.g., Between 1:00 PM - 1:30 PM). \
# Smart Scheduling {% embed url="" %} Using Tonomo, you can easily manage travel time. When your customers request an appointment, Tonomo will recommend timeslots with photographers who already have nearby appointments. This helps reduce the amount of travel time your photographers spend between photoshoots. Using recommended time slots will also waive travel fees for locations that would normally have them. Here are the steps to enable this feature: 1. Go to **Configure Booking > Booking Flow**. 2. Click **Edit** on the **Booking Flow** you want to set up the Smart Scheduling. 3. Enable Integrated Booking 4. Set the value for the following: * ***Nearby distance limit*** - Set your preferred radius and the system will consider your current photo shoot distance when scheduling the next client. * ***Nearby travel time*** - Travel time will differ depending on the location. Adding travel time will prevent you from exceeding the preferred travel time.

# Changing Scheduling Details # Reschedule an Existing Appointment If you need to change the date or time of a scheduled shoot, you can complete this in the **Scheduler**, accessible under **Order Details** of an order.

From there, you can change the time of the order by clicking and dragging the event, just like you would in Google Calendar.

If you need to change the date, time, or length of the event, point your cursor to the event and click the pencil icon that shows up.

After clicking the pencil icon, this will pop up. You can now change the date, time, or length of the event. You will also have the option to add or remove photographers and guests. Don't forget to hit "Save event" when you are done.

Disable Automatic Calendar Duration Updates Tonomo provides the flexibility to control whether calendar event durations are automatically updated when changes are made to an order. By default, Tonomo adjusts event durations dynamically, but you can disable this feature if you prefer to manage durations manually. How to Configure 1. To enable or disable automatic calendar duration updates: 2. Navigate to Configure Booking > General. 3. Locate the setting: Automatically update event duration. 4. Toggle the setting ON or OFF based on your preference.

# Separating/Creating New Appointments by Services in Scheduler This feature allows you to schedule individual services within an order as separate appointments and assign different photographers to each. This improves flexibility in managing multi-photographer shoots and ensures accurate reporting. How to Schedule Appointments for Specific Services **Step 1: Locate and Open the Order in the Scheduler** * Navigate to the desired order. * Open the order in the Scheduler Tool. **Step 2: Create a New Appointment for Selected Services** * Click "Schedule Appointment" (refer to the screenshot below). * In the scheduling modal, select the specific services for this appointment. * Choose the photographer assigned to this appointment. * Set the date, time, and any other relevant details. * Click "Confirm" to save the appointment.

You can also click on the "Pencil Icon" on the top left of the order to open the calendar event info

Here you will see the services assigned to this appointment. You can make sure the desired services stay checked and the undesired services can be unchecked. Tonomo will also distinguish which services already have an assigned appointment and which don't.

Once you are done selecting services click "save event" Tonomo will then update the event duration based on the services that are still checked on the appointment. To schedule the remaining services that were unchecked, scroll down on the "order details" panel on the right hand side and click "+ add new appointment"

Tonomo will then show you what services are pending an appointment and what services already have an appointment.

Once you are done make sure to click "save event" you can also change the photographer on each appointment and add additional notes. # Change Photographers after Booking Lots can change after a booking has been made, so we support changing which photographers are assigned to an order. {% hint style="warning" %} This article is for if you are using our [Integrated Booking](/scheduling/scheduling-configuration/integrated-booking#integrated-booking-setup). {% endhint %} 1\) Click on your Order in **Order Management** to open the Order Details panel on the right. Click **Open in Scheduler**. (Don't see that button? You may have created this order before turning on Integrated Booking. Try creating a new order.)

2\) To edit, simply point your cursor to the event and click the pencil icon that shows up.

3\) Either click the existing photographer's name to remove the assigned photographer and replace him with another person, or click **Add Photographer** to send two or more photographers to the event. Then click **Save Event.**

# Add Additional Customers to Calendar Event {% hint style="warning" %} This article is for if you are using our [Integrated Booking](/scheduling/scheduling-configuration/integrated-booking#integrated-booking-setup). {% endhint %} 1\) Click on your Order in **Order Management** to open the Order Details panel on the right. Click **Open in Scheduler**. (Don't see that button? You may have created this order before turning on Integrated Booking. Try creating a new order.)

2\) To edit, simply point your cursor to the event and click the pencil icon that shows up.

3\) After clicking edit, this window will show up. You can either click the **X** to remove the existing guest or enter an email address into the **Email List**. Tap your enter key after entering each email address. Click **Save Event** when you're done.

# Accessing and Editing Order Details in the Scheduler You can view and edit order details directly from the scheduler for quick access. To see an order's details: * Navigate to the scheduler. * Click on any order, the details will appear on the right side of the screen. From here, you can review or modify any order information such as customer, see what booking flow the order was placed on, client preferences, customer notes, location, apartment/floor, total interior area, entry notes, feature notes, add or remove services, custom questions, brokerage preferences and add new appointments to the order.

**Photographer Services Filter in Scheduler** You can find a Photographer Services section to the left panel of the scheduler! This helps you quickly find photographers based on the services needed for a specific order. Each service will feature a toggle, enable toggles to highlight only photographers who perform the selected services. How It Works: * Default View: All photographer columns are active (white). * Toggle On: * Photographers who perform the selected service(s) stay active. * Others are de-emphasized (gray). * Toggle Off: Reverts to the default view.

# Add New Appointment to Existing Appointment 1. Click on your Order in **Order Management** to open the Order Details panel on the right. Click **Open in Scheduler**.

2. Click on "**Add new appointment**" at the bottom left under the **Order Details**. Select the time slot for the new appointment.

# Change Calendar Description After Booking {% hint style="warning" %} This article is for if you are using our [Integrated Booking](/scheduling/scheduling-configuration/integrated-booking#integrated-booking-setup). {% endhint %} 1\) Click on your Order in **Order Management** to open the Order Details panel on the right. Click **Open in Scheduler**. (Don't see that button? You may have created this order before turning on Integrated Booking. Try creating a new order.) ![](/files/QGcFotpKU14njyTtczD2) There are two methods for updating the calendar template: First, we can do it for you by clicking the **Reload from Template** and then the **Update Calendar Event** buttons. This will pull any changes to the scheduling, services, or other information we're pulling via [variables](/agent-communication/variables). But if you manually want to update the event details to overwrite the template, simply click into the editing field and make your changes. Finally, click **Update Calendar Event.** ![](/files/kenV7hD4JfR1wxE5wbQ6) # Create Calendar Event After Postponing or Cancelling If you've postponed an event and deleted the Calendar event.

After you move the order back into In Progress, you need to manually recreate the Calendar event.

To do so, locate the calendar of the photographer you want to assign the order to. Click and drag on the schedule to create the Calendar event for the time and date preferred.

After clicking the desired date and time under the photographer's calendar, this window will pop up. You still have the option to change the details. When done, click **Save Event** at the bottom to save.

# Rearrange Photographer Order in Scheduler. **Configure photographers order for scheduling calendar:** You can now configure the order the photographers will appear in the calendar scheduler manually. Simply go to configure booking scheduling and access the photographers order tab, then configure the order you would like to see the photographers in and this should reflect in the scheduler.

# Twilight Shoots {% embed url="" %} Some Services need to be completed at a different time of day than the bulk of services ordered. For example, a Twilight Shoot needs to be completed at 6pm while everything else was shot at 11am. You can configure the system to require your customers to book two appointments at the time of booking so that you and your customer get the correct scheduling information for every order. ## Set Service to Twilight Service 1. First, you’ll need to configure which hours you consider as **Twilight Hours**. This can be adjusted manually at any time to reflect seasonal changes, or set to adjust automatically. To set this up, go to **Configure Booking > General**, and under the **Scheduling** section, you’ll find two options for defining your Twilight Hours. 1. **Manual Twilight Hours** allow you to set a fixed start and end time for twilight shoots. This is a preset schedule and does not automatically adjust based on the day's actual sunset time, which may affect the accuracy of twilight duration. 2. **Automatic Sunset by Location** calculates the sunset time based on the shoot’s location. Once enabled, you’ll need to set a **twilight offset**, which should be equal to or greater than your longest twilight duration. This offset determines the timing of twilight shoots and ensures the schedule automatically adjusts based on local sunset times. {% hint style="info" %} The first set of availability hours should be when you normally take **daytime** appointments. However, if you toggle on **don't split appointments** we allow customers to book daytime events **after** these hours in the cases where they're also booking a Twilight appointment.\ \ For example, if your daytime hours usually end at 6:00pm and Twilight begins at 7:00pm, we'll allow customers to book the daytime portion of their shoot at 6:30pm so that it can lead directly into 7:00pm for the twilight shoot. {% endhint %}

2. Next, you must configure which Services are **Twilight Services.** Under **Configure Booking** > **Services** click the triple dots and **Edit** button for the Service that should be Twilight.

3. Under the **General** box, toggle on **Twilight Service** and click **Save**.

4. To test your changes, click **Book a New Order**, then refresh the page to apply the updated settings. 5. Book an order like normal, ensuring you select the Service you set to **Twilight Service** and one other Service that **is not** Twilight Service. 6. On the Scheduling Page you should be prompted to enter two appointments, one for the Service(s) you selected that are not **Twilight Services**, and one for the Service(s) you selected that are **Twilight Services**.

7. After you submit the order, go to view the order in **Orders Management** and you should be able to see two appointments under **Schedule** on the right hand side.

# Embed Booking Flow Linking the portal to your website's "Book Now" button is a common practice, but you can also embed the portal directly into your website. To do this, navigate to **Configure Booking > General**, where you'll find the Booking Embed Link. You can use this link to seamlessly integrate the booking flow into your website.

Here's an example from one of our clients, Hill Property Media, showcasing the embedded booking flow on their [website](https://www.hillpropertymedia.com/).

{% hint style="info" %} Once you decide to embed the booking flow, please let the Tonomo team know about this to enable some settings. {% endhint %} # Photographer Schedule ## Video Walkthrough {% embed url="" %} # Calendar/Tonomo Mismatch If you have a calendar event with description details or invites that don't match the Tonomo portal, we need to see where that mismatch occured.\ \ Google offers an audit tool to see every action taken on every calendar event in your Google account. You must log in as an admin. Then, {% hint style="info" %} Click this link directly to the [Audit ](https://admin.google.com/ac/reporting/audit/calendar?new=true)section within Google and skip to number 4 below. If that link doesn't work for you, proceed with step 1. {% endhint %} 1. In your Google **Admin console** (at admin.google.com) 2. Go to [Reports](https://admin.google.com/ac/reporting/home). 3. On the left, click **Audit**![and then](https://storage.googleapis.com/support-kms-prod/Th2Tx0uwPMOhsMPn7nRXMUo3vs6J0pto2DTn)**Calendar**.\ ![](/files/v4jC68grHW1jG1kRWHzz) 4. Click **+ Add a Filter**\

5. Click **Event Title** and it will pop up a search field. Select Contains. 6. ![](/files/NZpWQCRPrkRyvMVREaql) Enter in just part of the subject line for the calendar event in question like the street address and click **Apply.** 7\. Click **Search** below the Event Title field. If you get no results, try removing digits from the search. So search "1234 Main" instead of "1234 Main St" 8\. Once you have search results with just the event in question, click **Export All**. This will generate a Google Sheets. Share this with your Tonomo support person at their email which they will provide.

# Scheduling a Due Date To set a due date for a specific order, navigate to that order and go to the "Schedule" tab. From there, you can select the desired due date and time.

Once you choose the date and time, it will appear above the order's address.

# Orders Reporting ## Overview Orders Reporting provides all the order details you need on your portal. It also includes filters that enhance the user experience and streamline the order selection process. These filters allow admins to easily sort and select orders based on their specific needs, making it more efficient and personalized to find the right orders. **First, you need to select a date range for this to work.**

{% hint style="info" %} The advantage of using **Orders Reporting** over **Orders Management** is that it allows you to filter by payment status, coupon used, and tips. {% endhint %} ## Search Orders After selecting a date range, you can use the search feature to find specific orders using details such as the client's name, address, services, and more.

## Date This filter works alongside the Scheduled Date filter. When a specific date is selected, it will: * **Specific Date + Most Recent**: Display orders booked on that date. * **Specific Date + Scheduled Date**: Display orders scheduled to be shot on that date. The date filter works in conjunction with other filters, helping the admin to view the exact order they are looking for.

{% hint style="warning" %} This needs to be selected for the data to appear. {% endhint %} ## Service Use the service filter in this section to view only the orders with those services within the selected date range.

## Team Members Use the team member filter to see the events they are assigned to within the selected date range.

## Booking Flow Filtering by a specific booking flow allows you to view orders associated with that particular booking flow. This is especially useful if you have a booking flow designed for a specific brokerage and want to see how many orders they have within the selected date range.

## Order Status Filtering by order status allows you to view orders with a specific status within a selected date range.

## Payment Status Filtering by payment status allows you to view orders with a specific payment status within a selected date range. This helps you identify which orders have been paid and which haven't.

## Coupon Using the coupon filter will only display orders that have used the specific coupon you selected.

## Filter by Tips Filtering orders by tips will only show orders within the selected date range that include a tip.

## Clear All The "Clear All" option can be used to remove all filters at once.

# Contractor Reporting Contractor Payout Reporting allows you to easily calculate what you owe your contractors and staff for their work. To access it, see **Contractor Reporting** under **Reporting**.

First, set a **Date Range**. Then, the numbers of domains will appear along with the following details: * Date Purchased * Domain * Order Name with Order Link # Video Render Reporting Video Render Reporting allows you to easily track how many video renders you are doing each month. To access it, see **Video Render Reporting** under **Reporting**.

First, set a **Date Range**. Then, the numbers of domains will appear along with the following details: * Rendered Date * Video Name * Video Link * Order with Order Link * Price {% hint style="info" %} It says that the cost per video is $7, but right now Tonomo is offering this for **FREE**! {% endhint %} # Missed Scheduling This page is dedicated to all the missed scheduling of clients. It helps the admin analyze issues or understand what went wrong that prevented clients from completing the scheduling process. This includes all order details such as address, square footage, services or packages included, and more.

By clicking "View Details," a popup window will appear with detailed information on the order and the reason why it did not go through.

# Intro to Templating You have full control over how you communicate with your customers through emails and event descriptions. Our template editor allows you to finetune your copy to match your brand. And the powerful variables pull in all the data you need to tailor each email or event description to every order. If you've never used a templating tool before, see the below example on how variables work to pull in data custom to each order. On the left is how you will program the template and on the right is what your customer will see for their order. | Variable | Output | | :---------------------------: | :----------------: | | Hello, {{client\_full\_name}} | Hello, Sarah Jones | Double brackets "{{" or "}}" tell the system that we're looking for a variable, in this case, `"client_full_name"`. When this template email is fired off to the customer, the system will look for the client's name who submitted the order and replace `{{client_full_name}}` with "Sarah Jones," for example. ## Templating Overview {% embed url="" %} For a more thorough explanation, read on! To see the tool in action, navigate to **Configure Booking** > **General** > and then you'll see two templates, **Send Confirmation Email** and **Calendar Events**. Let's start with **Send Confirmation Email,** so go ahead and click **Edit Template** to its right. ![](/files/-M_WjJFtKVV-TNymRFLK) On the left is the email that your customers will see, and on the right is the editor. As you make changes on the right in the editor, you will see those changes as your customer will see them on the left. You don't need to click **Save template** every time you make a change to update the view on the left. ## Template Editor Taking a closer look at the editor view on the right, you can see we can change the email subject. Below that, some formatting tools like you would find in Microsoft Word. Then in the body of the editor, we've highlighted one example of how you can use variables to communicate information about a specific order. In this example, the text "Project Square Footage" will display as "Project Square Footage," but the *variable* `{{property_square_footage}}` will instead be automatically translated by the system to that order's square footage, for example, "1,333".\ \ When you're done editing, make sure to click the **Save template** purple button! {% hint style="danger" %} When using variables, you must be *exact.* `{{property_square_footage}}` and `{property_square footage}}` may look similar, but that second missing "\_" between "square" and "footage" will break the variable, and we won't replace the variable with any data. {% endhint %} ## Template Data That is one simple example, but as you can see in your pre-populated template, you can use as many variables in an email as you want! The complete list of available variables is here [here](/agent-communication/variables), but you can also see more to the left of the editor under the tab Template Data. ![](/files/-M_WpoYD-0Y4-9PChROq) In the highlighted example, the text in purple `property_square_footage` is the variable, and "1333" in red is the data this example order would populate for that variable. The text in red serves as an example because the name of the variable may not be clear at first glance. To get more information on each of the variables available to you, continue to the [next section](/agent-communication/variables). ## Removing Spaces If your template has too many empty lines, you can reduce these by condensing variable arguments onto the same line. For example, the below template has a lot of unecessary empty space after the final sentence. ![](/files/S5xICC6yhh4Ka8CFlSFP) By condensing the arguments a bit, the space is reduced to a more natural length: ![](/files/90CoW9KPzAhryBvMts8z) ## Enhanced Client Confirmation Emails with Time Slot - Specific Details How to Set Up Enhanced Client Confirmation Emails with Time Slot-Specific Details We’ve upgraded the client confirmation email system to include time slot-specific service and provider details. You can include what services will be completed on what date and by which provider, giving clients a clearer picture of their scheduled appointments. You can set this up by editing your confirmation email template under Configure Booking > General, or by reaching out to our support team for assistance. How to Edit Your Email Template: 1. Go to Configure Booking > General in your account settings. 2. Locate and select the Confirmation Email Template. 3. Customize the template to include the following dynamic fields (if not already present): 4. {Service\_Date} – The date of the scheduled service {Service\_Name} – The name of the booked service {Provider\_Name} – The assigned provider for the service 5. Save your changes.

# Variables ## Available Variables What follows are tables of all the variables we support. In the left column is the variable itself. In the center is an example of what it would look like in an email. On the right is more information about that variable. You are welcome to use this as a guide to copy/paste the variables to your template. Ensure you get both of the opening {{ and closing }} brackets! More information on how to use: {% embed url="" %} ### Order Details

Variable	Example	Explanation
Variable	Example	Explanation
`{{order_name}}`	12345 Main Street, Springfield, OR, 12345 - Sarah Jones	The name of the order as it is displayed in Order Management under the column "Services"
`{{dateCreated}}`	May 4, 2021	The date the order was created
`{{date}}`	May 10, 2021	The scheduled date of the shoot.
`{{scheduled_time}}`	11:00 am - 2:00 pm	The scheduled time of the shoot
`{{orderId}}`	PXhSdRzsfiUYVfSg4ewY	The order's unique identifier in the system. You can search with this or tack it onto a URL to create a link directly to the order (see here)
`{{orderStatus}}`	pending	The order's status in fulfillment, from pending, to in progress, to completed
`{{invoice_amount}}`	650	The amount of the invoice. Note: this does not include the dollar sign, so write the variable as "${{invoice_amount}}" and that will display as "$650"
`{{invoice_link}}`	quickbooks.com/invoice/123456	If you have already entered the invoice for this order, it will display here
https://portal.[domain].com/order-status/{{orderId}}/invoice	https://portal.tonomo.io/order-status/{{orderId}}/invoice	This links to a publicly viewable invoice for the order where they can review, download, and pay the invoice
`{{deliverable_link}}`	dropbox.com/folder/123456	If you have already entered the dropbox link for this order, it will display here
https://portal.[domain].com/order-status/{{orderId}}/reschedule	https://portal.tonomo.io/order-status/{{orderId}}/reschedule	Direct link to where the customer can reschedule the order themselves (if you have Self-Reschedule turned on)
https://portal.[domain].com/order-status/{{orderId}}/cancel	https://portal.tonomo.io/order-status/{{orderId}}/cancel	Direct link to where the customer can cancel the order themselves (if you have Self-Reschedule turned on)

### Project Details | Variable | Example | Explanation | | --------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | `{{property_address.lng}}` | 11.6984987 | The longitude of the project address | | `{{property_address.lat}}` | 48.1394899 | The latitude of the project address | | `{{property_address.placeId}}` | | A unique identifier for Google Maps. No practical purpose | | `{{property_address.line2}}` | Apt. #1234 | The second line of an address, like apartment number | | `{{property_address.formatted_address}}` | 12345 Main Street, Springfield, OR, 12345 | The formatted version of the address | | `{{property_square_footage}}` | 1000 | The square footage of the property | | `{{package.name}}` | Luxury package | The package, if any, the customer selected when booking | | `{{package.agentCode}}` | COMPASS | The package's Custom Package code, if any | | `{{package.PackageID}}` | voZqb9FhgE7SnfrvrZWK | The package's ID code that Tonono assigns | | `{{services}}` | | A list of all services that are part of a package. See [this article](/agent-communication/display-each-item#services) for more information to display your services | | `{{services_a_la_cart}}` | | All services selected that are **not** part of a package. See [this article](/agent-communication/display-each-item#services) for more information to display your services | | {{#if service\_custom\_tiers}} Custom service options: {{#each service\_custom\_tiers}} {{serviceName}} - {{selected.name}} {{/each}} {{/if}} |

Custom service options:
Photography - 10 Photos

| IF there are any Services with a Custom Tier option, list those Services and their Custom Tier | ### Agents

Variable	Example	Explanation
Variable	Example	Explanation
`{{client_full_name}}`	Sarah Jones	The first and last name of the person who booked the order
`{{client_first_name}}`	Sarah	The first name of the person who booked the order
`{{client_last_name}}`	Jones	The last name of the person who booked the order
`{{email}}`	sarah@company.com	The email address of the person who booked the order
`{{phone_number}}`	(555) 555-5555	The phone number of the person who booked the order
`{{brokerage_code}}`	CWB	If the agent book using one of your agent codes for a custom package, we will display that code here
`{{listingAgents}}`		The contact information and branding for the listing agents on the order. As there can be multiple, we recommend an `each` argument so that you display all listing Agents involved. See here for more information

| Variable | Example | Explanation | | ----------------------- | ---------------------------- | --------------------------------------------------------- | | {{photographers.name}} | John Smith | The first and last name of the photographer on the order. | | {{photographers.phone}} | +11005551234 | The phone number and area code of the photographer | | {{photographers.email}} | | The email of the photographer | ### Additional Notes | Variable | Example | Explanation | | ---------------------------- | ------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- | | `{{floor_plan_notes}}` | Include garage | Displays notes, if any, the agent entered for floor plans when booking | | `{{contact_notes}}` | | Displays email(s), if any, the agent wanted included on any communication | | `{{property_feature_notes}}` | Feature the views | Displays notes, if any, the agent entered for unique amenities or features when booking | | `{{existing_contact}}` | John Smith | Displays the name of the employee the Agent indicated they were working with, if any | | `{{calendarEvent}}` | 9o18z099vs21om3om1sk5hsxo | The unique calendar ID for the booking. No practical use at the moment | | `{{entry_notes}}` | The code is 1234 | Displays notes, if any, the agent entered for entry notes when booking | | `{{preferred_contact}}` | call | Displays the method of communication the Agent indicated in their profile | | `{{custom_domain}}` | 123mainstreet.com | Displays the custom domain, if any, they entered for their order | | `{{order_notes}}` | Must not shoot in rain | Displays notes, if any, the Agent entered when we asked them if there was anything else we can help them with or that we should know | | `{{music_option}}` | soundstripe.com/12345 | The URL to the music the client selected, if any | | `{{members}}` | | Legacy code. Generally unused | | `{{customQuestions}}` | | These are custom questions you entered for your orders. Notice they are nested, so to use them type {{customQuestions.\[nested variable in purple here]}} | ### Single Property Websites | | | | | --------------------- | ------------------------------------- | ---------------------------------------------------------------------------------------------------------------- | | Variable | Example | Description | | {{spw\.urlBranded}} | listings.company.com/1234-main-street | Every Single Property Website can have it's own Branded URL you or the Agent sets. | | {{spw\.urlUnbranded}} | listings.company.com/best-home-ever | Because you can set different URLs for Branding/Unbranded versions, you can specify to add the Unbranded as well | ## Nested Variables You may notice some variables are nested within other variables in the [Template Data](/agent-communication/intro-to-templating#template-data) section. You can see these by clicking the little arrow to the left of variables like `{{property_address}}` ![](/files/-M_Wss8ZVUwYYDDYED7V) So `{{property_address}}` is the parent variable and `{{lng}}`, `{{placeId}}`, `{{formatted_address}}` are all variables nested underneath it. To communicate the formatted address for this order, you need to include the parent and nested variable, shown like this; `{{property_address.formatted_address}}`. That "." is what instructs the system to look under `{{property_address}}` to find `{{formatted_address}}`and in this example, it would just be displayed as "Paul-Henri-Spaak-Straße 12, 81829 München, Germany". ## Hyperlinks You may also use variables in hyperlinks. For example, if you want to link to the Order Status page for the order they just submitted, create a hyperlink for a piece of text and in the URL, enter\ `portal.yourdomain.com/order-status/{{orderId}}` Then, when your agent clicks that link, they will be routed to the Order Status page for their order! {% hint style="info" %} Note, you need to replace "yourcompany" with your domain. {% endhint %} # Display Each Item Some orders may have multiple if an order has multiple listing Agents, you will want to display each of the listing agents on that order. Below are examples of commands to accomplish this that you can copy/paste into your template.\ \ These commands may already be in your template, but please refer back here and copy/paste if you delete them. ## Listing Agent | command | Output | | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

{{#each listingAgents}}
Name: {{this.displayName}}
Phone: {{this.phone}}
Email: {{this.email}}
Brokerage: {{this.brokerage}}
License Number: {{this.licenseNumber}}
{{/each}}

Name: Sarah Jones

Phone: (111) 111-1111

Email:

Brokerage: Go for Broke

License Number: 123456

Name: Bobby Jones

Phone: (222) 222-2222

Email:

Brokerage: Go for Broke

License Number: 234567

| This command lists all listing Agents on an order, whether it's 1, 2, or even more. If you want to remove some of the information, like the brokerage, for example, delete the whole line "Brokerage: {{this.brokerage}}". {% hint style="info" %} If you alter this command, do not change `{{#each listingAgents}}` or `{{/each}}` as that will break the command. {% endhint %} ## Services | command | Output | | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

Booked packages and services{{#if package}}
{{package}}
{{#each services}}
- {{this}} {{/each}} {{/if}} {{#each services\_a\_la\_cart}}
- (a la cart) {{this}}
{{/each}}

Booked packages and services

Luxury Package

Home Photos
Drone Photo
Drone Video
(a la cart) 3D Matterport
(a la cart) Dedicated Listing Website

| This command lists the name of the package (if any), then all of the services within that package, then any services selected that are not part of that package. It also formats it into a bulleted list nested under the package name. We do not recommend making changes to this command as almost all components are necessary to function ## Package OR Services | | | | ------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------ | | command | Output | | {{#if package}} {{package.name}} {{else}}{{#each services\_a\_la\_cart}}{{this}}{{#unless @last}}, {{/unless}}{{/each}}{{/if}} |

Luxury Package

Photo, Video, 2D Layout

| This command will display the Packages the customer ordered IF there is one. If the customer ordered only Services and no Packages, it will display a list of all\* Services ordered. \*Be careful, it lists **all** Services, whether that is 1 or 10. So if you use this in Subject lines for emails or calendar events, they may get quite long. # SMS/Text Message Template Email is the main form of communication for most companies. However, it is only one part of the overall client interaction experience during the course of a project. Sending quick texts is a great new way to chat with customers. It helps companies send fast messages about orders and appointments. Text messages get read more than any other form of communication. To enable this SMS template, you will need to go to **Configure Booking > General** and then scroll down to the Text Notification section.

# Configuring Email DNS Records Tonomo handles a lot of the email communication you'll be making with your customers automatically. But we do require one step on your end and that is updating your website's DNS records so that our emails come from your domain instead of a generic one. With these steps done, we'll send out emails for you from @companyname.com so that everything stays on-brand. ## What you'll need * [ ] Admin credentials to your DNS provider (see below if you do not know who this is) * [ ] DNS records from your Tonomo onboarder or support agent ## DNS Provider DNS provider is the company or service that lets you manage and change your DNS records. If you do not know who this is, go to [who.is](https://who.is/) and search for your website. In the results will be a section called Nameservers. The domain for these name servers will be your DNS provider. ![](/files/-Mb71Gf0e9AwrVo-D5u-) In this example, we know that we'd need admin credentials to googledomains.com to change our DNS records. Every DNS provider has their DNS records in a different section of their website. If you Google "\[DNS provider] change DNS Records" (where "\[DNS provider]" is the name of the DNS provider) you will usually find an article on how to navigate to your DNS records settings. If you have trouble finding your settings, reach out to your Tonomo onboarder or support agent. ## DNS Records Now that we're in your DNS provider's settings page with your admin credentials, we need to make a few changes. We need to create 3-5 DNS records. Each record is going to have a **Type** like "MX", "TXT", or "CNAME". They will also have a **Host** that will look like a normal website like 12345.companyname.com. Finally, they'll have a **Value** which could be anything from a website like mx.sendgrid.net or long strings of random numbers and letters. The good news is we can copy/paste these! {% hint style="info" %} If your Tonomo onboarder or support agent hasn't already sent you your DNS records, reach out to them to get that information. You will not be able to continue without this information. {% endhint %} Add each of the DNS records that you receive from Tonomo support. If you receive an error that your DNS provider does not let you enter underscore (\_) characters in your CNAME records, reach out to your Tonomo support agent. They will have make a change to your settings and get you new DNS records. Once done, let your Tonomo support agent know and they will verify your DNS records. Frequently these are verified by the system quickly, but can take up to 24 hours, or in extreme cases, 48 hours. Your Tonomo support agent will let you know when you're all verified or if additional steps are needed.\ \ You're all set! If your DNS provider does not accept underscore (\_) characters, you may have to update these records in the future, but your Tonomo support agent will let you know if/when that needs to be done! ## Common DNS Providers Wix Google Domains Squarespace GoDaddy # Managing Booking Confirmation Emails The Tonomo system sends a copy of every booking email to the primary email on the account. This is intentional because it provides an "offline" copy of every movement of your business. Having redundancy for core functions is an important part of a healthy, growing business.\ \ If you feel your inbox is getting clogged up with emails, however, we recommend creating a filter to move those emails to it's own folder, skipping your inbox entirely. {% embed url="" %} # Text Reminders for Photographers How to Set Up Daily Text Reminders for Photographers You can now send automated daily text reminders to your photographers, informing them of their daily appointment count and the start time of their first appointment. This feature helps keep your team organized and prepared for their schedule. Steps to Enable Daily Text Reminders 1. Navigate to Configure Booking > General > Text Notifications. 2. Locate the Daily Photographer Reminders option. 3. Toggle the feature ON to enable automated reminders. 4. Customize the message (if needed) to include relevant details. 5. Adjust the time when reminders are sent. 6. Save Template

# Follow Up Emails for Agents **Follow up email sequence**\ This feature allows scheduling a follow-up email to be sent after the Project Complete email. To enable this feature simply go to configure booking>general and scroll down to the email templates. Here you will find a send follow up email template you can edit.

Once you edit you will see an option to specify the time delay for sending the follow-up email after the Project Complete email.

**Automated Payment Reminder Emails for Unpaid "Pay to Unlock" Orders**\ You can set up automated reminder emails to send to clients with unpaid "Pay to Unlock" orders. This email will go out to clients every X amount days until the order is paid.\ How to Enable & Configure: * Go to Configure Booking > General. * Scroll down to "Automated Reminders for Unpaid 'Pay to Unlock' Orders". * Enable the feature. * Click "Edit Template" to customize the email message and set the frequency of reminders.

\
# FAQ ## Why doesn't my service show up? To add the missing service to your booking page, simply click and drag services from the right-hand bar into a category on the left.

## How to add a custom item to an invoice To add a custom invoice, click the order to open the **Order Details,** go to the **Sales** section, and select **Change Invoice**. See our [invoicing](/invoicing/sales) for more details.

## Why doesn't my add-on show up? Every add-on service must be tied to a core service. You will have two options to do that. ### First Method This method allows you to link your add-on services to any core service. Whether it be photography, videography, or any core service within your portal. You need to edit your add-on service again and enable the "Link add-on to specific services". In order to do that, you need to click **Configure Booking > Services** and then **edit** the add-on services.

You will then see the "Link add-on to specific services" section. Just tag the core service, hit save, and the add-on will appear when the customer chooses that service.

### Second Method Unlike the first method, where you can link your add-on to any core service, this method will allow you to only link your add-on to a category in the booking flow. Navigate to **Configure Booking > Booking Flows** and click **Edit.**

Under the services section, you will see your different categories and the services on your right side. You will have to identify your add-on service and drag it into the category you want it to appear in. Example: In the photo below, the add-on service is **2D Layout**. Dragging this add-on to the **Photos** category will link it to any core services under this category.

## How do agents reschedule and cancel their order? Agents who have successfully booked an order will promptly receive a detailed email containing their order status. This email provides them with convenient options to either reschedule or cancel their order. Additionally, the email includes comprehensive information encompassing booked services and packages, property details, and the associated invoice, ensuring a comprehensive overview of their transaction.

To activate this functionality, please see this [documentation](/scheduling/scheduling-configuration/allow-customers-to-reschedule-and-cancel-on-their-own). {% hint style="info" %} You won’t be charged by tonomo for cancelled and archived orders. {% endhint %} ## What are the different ways to create an order? You can book with us using four different methods: ### [Book a new order](/order-management/creating-orders-for-your-customers#booking-flow-method) This method is the recommended way to book because it works with all the automation that we have within Tonomo and ensures that the order is booked with all the required fields. ### [Creating new orders through the scheduler](/order-management/creating-orders-for-your-customers#scheduler-method) This method allows you to book directly on a photographer's calendar. This offers more flexibility in terms of scheduling than using the booking flow. There are fewer options and distractions like thumbnails and descriptions. ### [Reserving timeslot through the scheduler](/order-management/creating-orders-for-your-customers#reserved-time-slot) This method creates a hold on a photographer's calendar. You can use this method to reserve a slot for a customer's order when you know the time and date they want, but not the property details. ### [Create a blank order - Manual Method](/order-management/creating-orders-for-your-customers#manual-method) We do not recommend booking through this method for real estate listings. This will allow you to create a new blank order in the Pending section without filling out any required fields. You can use this method to track one off custom projects or work that is not directly related to real estate listings. Since we don't enforce all the required fields, some automations might not work. You will then have to fill out everything, from the Customer's Name to the Invoice Amount. ## Why am I not receiving the calendar invite for my shoot? It should appear automatically. However, if you haven’t had any exchanges with the event sender, google will not add it the first time.\ For more details, please see this: {% hint style="info" %} You can also view the documentation when your calendar invite is being marked as spam. {% endhint %} ## How do I reconnect/change my Dropbox account? This can be easily done on the portal. Head over to **Configure Booking > General**, navigate through Dropbox, and click "Reconnect". {% hint style="warning" %} Please make sure you are signed in to the correct Dropbox account before clicking "Reconnect". {% endhint %}

If you're on a **Mac** and using **Safari**, you might not be redirected to the Dropbox page after clicking **"Reconnect"** due to the pop-up blocker. If this happens, look for an icon in the website address bar (please see the screenshot below). Just click it to continue connecting your Dropbox account.

## How do I import users to Tonomo? If you need help importing users, please reach out to Tonomo Support on Slack. Just make sure you have a CSV file ready with your list of users. ## Will the text message be scheduled along with the completion email when I set the schedule? Yes! The text messages support the “Send Later” feature as well.

## How to create a password for an agent account? Creating a password for your agent only works if they log in using a phone number. If they use an existing password or log in with an email, they will need to reset their password and create a new one. Here are the steps to create a password: 1. Go to your login page. 2. Enter the email and password. 3. Click "Register with email."

# Privacy Policy ## Tonomo Privacy Policy **Effective Date:** July 26, 2024 ### 1. Introduction This Privacy Policy ("Policy") describes how Tonomo, operated by Autonomo LLC ("we," "our," or "us") collects, uses, and discloses information in connection with your use of our website and online services (collectively, the "Service"). By using the Service, you agree to the terms of this Policy. If you do not agree with this Policy, please do not access or use the Service. ### 2. Information We Collect #### 2.1 Information You Provide We collect information you voluntarily provide, including: * Personal information (e.g., name, email address, phone number) * Account registration information * Profile information * Communication content (e.g., messages, posts) * Payment information (processed by third-party payment processors) * Customer service communications #### 2.2 Automatically Collected Information We automatically collect certain information when you use the Service, including: * Usage data (e.g., pages visited, features used) * Device information (e.g., device type, operating system) * IP address * Browser type and version * Date and time of visits #### 2.3 Cookies and Similar Technologies We use cookies, web beacons, pixels, and similar technologies to collect information and provide certain features. These technologies may collect: * Browsing behavior * Preferences * Session information You can manage your cookie preferences through your browser settings. #### 2.4 Third-Party Sources We may receive information about you from third-party sources, such as: * Social media platforms (if you choose to connect your account) * Business partners * Public databases ### 3. How We Use Your Information We use the collected information for purposes including: * Providing and improving the Service * Personalizing your experience * Processing transactions * Communicating with you about the Service * Sending promotional materials (subject to your preferences) * Analyzing Service usage and trends * Ensuring security and preventing fraud * Complying with legal obligations ### 4. How We Share Your Information We may share your information in the following circumstances: * With other users (as part of the Service's functionality) * With service providers and business partners * For legal purposes (e.g., to comply with laws or respond to legal requests) * In connection with a business transaction (e.g., merger or acquisition) * With your consent We do not sell your personal information to third parties for their marketing purposes without your explicit consent. ### 5. Your Rights and Choices Depending on your location, you may have certain rights regarding your personal information, including: * Accessing your information * Correcting inaccurate information * Deleting your information * Opting out of certain data practices * Withdrawing consent (where applicable) To exercise these rights, please contact us using the information provided in the "Contact Us" section. ### 6. Data Retention and Security We retain your information for as long as necessary to provide the Service and comply with legal obligations. We implement reasonable security measures to protect your information but cannot guarantee absolute security. ### 7. Children's Privacy The Service is not intended for children under 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. ### 8. International Data Transfers Your information may be transferred to and processed in countries other than your own. We take appropriate measures to ensure that your information is protected in accordance with this Policy and applicable laws. ### 9. Changes to This Policy We may update this Policy from time to time. The updated version will be indicated by an updated "Effective Date" at the top of this Policy. We encourage you to review this Policy periodically. ### 10. Contact Us If you have any questions about this Policy or our privacy practices, please contact us at: Tonomo (Autonomo LLC) 9450 SW Gemini Dr # 26494 Beaverton, Oregon 97008-7105 United States Email: ### 11. Additional Information for Specific Jurisdictions #### California Residents Under the California Consumer Privacy Act (CCPA), California residents have additional rights regarding their personal information. These rights include: * The right to know what personal information we collect, use, disclose, and sell * The right to request deletion of personal information * The right to opt-out of the sale of personal information * The right to non-discrimination for exercising your CCPA rights To exercise these rights, please contact us using the information in the "Contact Us" section. #### Nevada Residents Nevada residents may have the right to opt out of the sale of their covered information. To exercise this right, please contact us using the information in the "Contact Us" section. #### European Economic Area (EEA) Residents If you are in the EEA, you may have additional rights under the General Data Protection Regulation (GDPR), including: * The right to access your personal data * The right to rectification of inaccurate personal data * The right to erasure of your personal data * The right to restrict processing of your personal data * The right to data portability * The right to object to processing of your personal data * Rights related to automated decision-making and profiling To exercise these rights, please contact us using the information in the "Contact Us" section. By using our Service, you acknowledge that you have read and understood this Privacy Policy. # SPW Walkthrough {% embed url="" %} After enabling the listing website, we automatically pull all media into the website, and it will be published automatically.

## Overview After clicking the **Admin panel** under the **Website** section you will be redirected to the **property dashboard**, allowing you to tailor specific details related to the property. ### Details Within the "**Details**" tab, you have the capability to edit and add information to the property. This applies not only to the address but also to all essential details required for effective advertisement on your property website.

### Photo Gallery Upon selecting "**Sync Delivery Files**" in the **Orders Management** interface, all photos will be displayed in this section. Furthermore, users will have the option to add and manage specific photos for showcasing on the listing website.

{% hint style="info" %} Once the photos are displayed, you will have an option for each photo to hide it or set it as the cover photo for the listing website. Additionally, you can rearrange the photos by dragging them into your preferred position. {% endhint %} ### Virtual Tour Create a photo slideshow that you can enable as a cover on the Listing website. You have an option to pull photos from Photo Gallery or upload new photos to add to the Slideshow.

Please see this video explaining how **Virtual Tour** works. {% embed url="" %} ### Videos Upon selecting "**Sync Delivery Files**" in the **Orders Management** interface, all videos will be displayed in this section. Furthermore, users will have the option to add and manage specific videos for showcasing on the listing website.

{% hint style="info" %} **Note:**\ If the user/admin has already set up the video settings on this tab, resyncing the delivery files in the orders management interface will reset the video settings back to default. {% endhint %} ### 3D Tours Upon selecting the "Add 3D Tour" button, users gain the ability to input their virtual tour URL and modify the title.

### Floorplans #### **Interactive Floor plans for Listing Websites** {% embed url="" %} ### Documents This section provides users with the capability to upload documents for sharing with visitors. Additionally, users have the option to conceal the document from public view, ensuring it remains exclusively accessible for their personal viewing.

## Settings ### Theme The property websites are fully customizable, offering a seamless way to add value to the exceptional service you already deliver. These changes will automatically apply to future websites created for that customer. {% hint style="info" %} When changing the website theme, make sure the "Listing Agents" tab is filled with the agent involved. This ensures that the theme settings are automatically saved for that agent. {% endhint %} ### Domains In this section, you will be able to see all the lists of available domains that you have purchased through us. You can assign any of these domains to the property. Within the "Admin panel" section, a dedicated "**Add custom domain**" button has been provided. By clicking this button, users can effortlessly add any desired domain for a listing, which is typically $14.99 per year. While we offer a suggestion based on the listing's address, you have the flexibility to modify this recommendation.

{% hint style="info" %} Note: When purchasing a custom domain, double-check all details for accuracy. Once registered, it cannot be changed or refunded. {% endhint %} Alternatively, any domain purchased outside of tonomo can still be added as long as the DNS settings for the custom domain are set to the indicated record below.

### Listings Agents Manage your agent by adding or removing it in this section. This will also allow you to change the details of the agent, including the profile photo, team logo, full name, and more.

{% hint style="info" %} If the customer profile is updated or their details are changed, this section won’t update automatically. To refresh the listing agent’s details, you’ll need to remove and re-add the agent. {% endhint %} ### Widgets Add JavaScript snippets to display on the client's listing portal.

# Adding Media ## Videos The easiest way to add video assets you've created for your agent is from Vimeo or Youtube. ![](/files/E2RUiFn91BZsg4Vrtytb) The **Title** appears formatted above the video on the webpage. This allows you to brand the video differently than the title you'd put on Youtube if you prefer. ![](/files/RhiLF5MJmhKXhP9pfg5p) The **Status** lets your control if the video appears on the Branded, Unbranded, or Both versions of the site. You can also set it to **Hidden** if you want to hide the video without deleting it temporarily. The **URL** is any normal URL you get from Youtube or Vimeo for a video like Alternatively, if you have a custom video player for your site that you've already invested it, it may generate some embed code that we can use to play the video. ![](/files/t3bhBgK8YU6U6xKTdjNO) Just click **Add** and then **Save** in the top right corner you'll be good to go! If you're ready to publish, click **Publish** or **Republish** in the top right corner. # Tonomo Video Integration With this enabled on your portal, we can now copy the videos from Dropbox and host them on our servers. There will be no need to upload Vimeo/Youtube web shortcuts on Dropbox. {% hint style="warning" %} Please contact Tonomo Customer Support to enable the Video integration. {% endhint %} ## Single Video Delivery link / Embed link Clients can easily view the video by clicking on the link without needing to download the file. The link will lead to a dedicated page for that video, providing a focused viewing experience. This link can also be embedded in other websites.

# Zapier You can connect Tonomo to any of the [5,000+](https://zapier.com/apps) apps from Zapier. Because we connect via Webhooks, it does require at least having the [Starter ](https://zapier.com/pricing)plan. A "Webhook" is a piece of code that triggers when something happens in Tonomo. Currently, when an order is created or the status changes, we trigger the Webhook to send information about the order to Zapier. Then you can program Zapier to send that information to another app. ## 1) Connect your App If you haven't already, connect the app you want to integrate with Tonomo to Zapier. ![](/files/ocs6siL0p7pC5dJLvzRf) This just requires clicking **+ Add Connection** and logging into your app. ## 2) Set Trigger Click the big orange **Create Zap** button on the left of your screen. From the Trigger page, search for and select **Webhooks by Zapier** ![](/files/5X27AO1Q3b073Qs0MuvK) In the Event field, click **Catch Hook** and **Continue** ![](/files/Gg75w36msYip5r25TrKy) This will generate a Webhook URL. Click **Copy**. This will be placed in one of a few places depending on the action you're trying to perform. So check below for some example workflows. ![](/files/xCejYJ7YMH1vUDKo50Vw) ## 3) Set Action ### Send Customer Information to Email Platform {% hint style="info" %} This webhook is useful for if you want to send customer information to an app like mailchimp every time someone orders. This way Mailchimp can update audiences and send welcome emails. {% endhint %} Enter the webhook at the bottom of **Configure Booking** > **General** under the **Booking Created Webhook** and click **Save.** ![](/files/fgpN9wZoV2ws33xh3FKQ) To test, create an order with dummy customer contact information (Don't just leave stuff blank, create an order as if it was real). Jump back into Zapier and click **Test Trigger.** The test order can take up to a couple minutes to come through, so give it a few tries.\ \ If it's successful, move on! If it's not, double check your URL you pasted to Tonomo matches the one Zapier provided. Then reach out to your support person if the issue persists. From the next window in Zapier, select the app you want to connect to. In our case, Mailchimp. ![](/files/egqwI7DdJkFW8OKMOJ5i) Select an event you want to trigger. In our case, I want to add a user to a specific mail list every time an order is created. ![](/files/GmxMedLbwKZPIGbH8Na1) The final step is telling Mailchimp what I want to happen with the new contact information. I can add it to a specific Audience, change tags, add them to a group, etc. ![](/files/CHlw8RxlcXAnGbck2Xul) ### Send Post-Order Follow up Emails {% hint style="info" %} This method is useful if you want to follow up with customers after a few days to ask for feedback. {% endhint %} Complete Steps 1 and 2 above. When you generate the webhook, enter it into the Booking complete Webhook at the bottom of **Configure Booking** > **General** and click **Save**.

{% hint style="warning" %} If you set an order to Complete multiple times, the webhook will fire multiple times and therefore send multiple emails! {% endhint %} The first app we want to add is a delay. Click the **+** symbol and then search for **Delay by Zapier.** Click the top result.

Click **Delay For**.

Enter the length of the delay. I put 2 days for example:

Click Continue and now we need to build the email that we want to send. Click the **+** symbol and search for Gmail and add it with the Event type as **Send Email**.

Next, we need to set the following fields:\ **To:** search "Email" in the Zapier fields and add the customers email address\ **BCC**: It's common to want a BCC of emails sent, so you can just enter whatever email address at your company you want a copy to go to.\ **From:** Select whichever of the accounts you have connected you want it to come from\ **From Name:** Enter the name of your company or person you want the email to come from\ **Subject:** Enter a combination of plain text and variables to build the subject you want. For example, you might enter "how did" and then enter the variable for the address and ask "go?" at the end. So your subject line would be "How did 1234 main st, Portland, OR go?"\ **Body:** Enter the body of the email in the voice of your company. For example, ask for a review to be placed online or to call you with any issues. Once all fields have been entered, click **Continue** at the bottom and test. # Slack Automation Connect Slack to Tonomo via Zapier to automatically send a message to your team whenever a client books a new order or updates an existing one. Using Webhooks, Tonomo triggers Zapier to forward these updates to a designated Slack channel, ensuring your team stays informed about new bookings or changes in real-time. This automation helps streamline communication and keeps everyone on the same page. ## Step 1: Create a Webhook in Zapier * **Log in to Zapier**: * Go to [Zapier](https://zapier.com) and log into your account. * **Start a New Zap**: * Click the **“Create Zap”** button. * **Set the Trigger App**: * Search for and select **“Webhooks by Zapier”** as the trigger app. * **Choose the Trigger Event**: * Select **“Catch Hook”** and click **Continue**. * **Copy the Webhook URL**: * After setting up the trigger, Zapier will provide a unique **Webhook URL**. Copy this URL—you’ll use it on your portal.

**Set the Trigger App and Choose the Trigger Event**

## **Step 2: Set Up tonomo.io to Send Data to the Webhook** * **Log in to tonomo.io**: * Go to your tonomo portal . * **Access the Webhook Section**: * Navigate to the Webhook section under **“Configure Booking > General”** section. * **Paste Webhook URL**: * Paste the **Zapier Webhook URL** into the designated field. * There are different fields on tonomo where you can use this. For example Booking Created webhook, Booking Created by New Customer, Appointment scheduled webhook, etc. * **Test the Webhook**: * Trigger an event in tonomo.io that matches the webhook's criteria (e.g., create a test booking). * To test, create an order with dummy customer contact information (Don't just leave stuff blank, create an order as if it was real). * Jump back into Zapier and click **Test Trigger.** The test order can take up to a couple minutes to come through, so give it a few tries. * If it's successful, you will see the fields you can use for the message text! * If it's not, double check your URL you pasted to Tonomo matches the one Zapier provided. Then reach out to your support person if the issue persists.

## **Step 3: Set Up Slack as the Action in Zapier** * **Choose the Action App**: * In Zapier, search for and select **“Slack”** as the action app. * **Choose the Action Event**: * Select **“Send Channel Message”** and click **Continue**. * **Connect Your Slack Workspace**: * Authenticate your Slack account and grant permissions. * **Select the Slack Channel**: * Choose the specific channel where the messages will be sent. * **Customize the Message Text**: * Include any suitable message that you want and replace placeholders (e.g., {{{property\_address.formatted\_address}}}) with the actual fields from the webhook payload.

Select the Slack Channel and Customize the Message Text

# Creating Orders Through Webhooks {% hint style="warning" %} This method of creating orders through webhooks is currently intended to be used for CBLC Listing Concierge. If you have questions about how you might be able to use webhooks to create orders from other sources, reach out to our support team. {% endhint %} ## Limitations * Each order can only include one Service OR one Package * We do not enforce booking flow settings like pay-before-delivery for these orders * You can only have two listing agents per order * We do not include Agent Photo or Brokerage Logo, you must manually collect it and add it to the order * We do not include Custom Tiers, you must add those after the order comes through * The date must be in the MM/DD/YYYY format * You will need to manually add the address to the order * You will need to have a [Zapier ](https://zapier.com/)account ## Setup Steps ### Receive orders through Email For this feature to work, you must receive emails in a standard format. The information for every order must be in the same format and location in that email every time. You can set up this feature for multiple types of forms. So for example, the email from CBLC may look different than another brokerage, but as long as all of the CBLC emails look the same and all the other brokerage's emails look the same, this will work. This is an example of a form email that is compliant with our system: ![](/files/B3NDsgfdfvp5YBZNMbx5) However, it doesn't have to be as formatted as that, for example, this one also works: ![](/files/7rYipU1M57BZv2qm9dNj) The important thing is that the format is the same *every time*. That is why we call them "form emails". The only thing different between one email and the other is the order details. ### Parse the Email "Parse" in this context means for a computer to read an email and put the right fields into an order. For example, we'll automatically read the email and understand that "Premier Package" is the Package of Services that the customer wants to order. We'll then set the Services on the order to be those within the Premier Package.\ \ However, first, you need to teach our system the format of your email that contains the order. Zapier has a help article on setting up their email parser [here](https://parser.zapier.com/). See our Variables section below for what information you can parse in Zapier. We highly, highly recommend you put the entire email in `additional_notes` ### Variables There are a number of pieces of information we can use in creating an order. These pieces of information are all *optional*. You should parse as much information as you can into the order so that it's automated, but you don't *have* to.

Variable	Example	Explanation
Variable	Example	Explanation
`booking_flow_address`	CBLC	Each booking flow has a unique url that you can set with these instructions. If left empty, we default to your primary booking flow.
`service_or_package`	Premier Package	Must be the exact name of one of your Services or Packages found in the Booking Flow.
{{#each service_custom_tiers}}{{serviceName}} - {{selected.name}}{{/each}}{{/if}}		Lists each of the custom tiers selected per service
`order_name`	Permier Package - 12345 Main Street, Springfield, OR, 12345 - Bob Jones	You can set the Order Name to be what you want, or leave it blank and we'll default to the Services or Package + address + client name
`client_full_name`	Bob Jones	The name of the person making the order (not necessarily the Agent for the order)
`contact_notes`	sarahjones@brokerage.com	The email addresses for other people that should be included on an order
`email`	bobjones@brokerage.com	The contact email address for the person making the order (not necessarily the Agent for the order)
`phone_number`	1235467890	The contact phone number for the person making the order (not necessarily the Agent for the order). We will remove spaces, dashes, and parenthesis.
`property_address_formatted_address`	12345 Main Street, Springfield, OR, 12345	The formatted address of the property for the shoot.
`property_address_line2`	Apt 2	Apt or Suite number
`rooms_bedrooms`	1	Number of Bedrooms
`rooms_bathrooms`	2	Number of Bathrooms
`rooms_half_baths`	3	Number of Half-Baths
`property_square_footage`	1500	The square footage for the property. We will remove any commas.
`property_feature_notes`	The views.	The answer to the question "What amenities or unique features would you like us to feature?"
`entry_notes`	I will meet you there.	The answer to the Entry Notes question
`date`	06/30/2022	The requested date of the shoot in MM/DD/YYYY format
`scheduled_time`	12:00 PM	The requested time of the shoot
`brokerage_code`	CBLC	If the agent has a brokerage code
`custom_domain`	1234mainstreet.com	If the agent wants a custom domain for their Website
`music_option`	dropbox.com/musicoptions/1	The URL to the music they want
`floor_plans_notes`	Detached garage	The answer to the question: "If you have chosen to book a 3D Virtual Tour and/or 2D Floor Plan; is there an ADU; garage; or additional space you would like to include?"
`order_notes`	Please arrive 15 minutes early.	The answer to the question: "Is there anything else we can help you with or that we should know?"
`existing_contact`	Salesperson Sally	The answer to the question: "Are you working or speaking with anyone on our team already on this project?"
`additional_notes`		The "additional notes" section of orders in Order Management. We highly recommend putting the original email in this field for reference.
`listing_agent_name`	Bob Jones	The first and last name for the first agent on the listing.
`listing_agent_brokerage`	CBLC	The brokerage for the first agent on the listing.
`listing_agent_phone`	1234567890	The phone number for the first agent on the listing.
`listing_agent_email`	bobjones@cblc.com	The email address for the first agent on the listing.
`listing_agent_license_number`	12345	The license number for the first agent on the listing.
`listing_agent_name2`	Sally Jones	The first and last name for the second agent on the listing.
`listing_agent_brokerage2`	CBLC	The brokerage for the second agent on the listing.
`listing_agent_phone2`	0987654321	The phone number for the second agent on the listing.
`listing_agent_email2`	sallyjones@cblc.com	The email address for the second agent on the listing.
`listing_agent_license_number2`	54321	The license number for the second agent on the listing.

### Webhook Endpoint During the parse set up, Zapier will ask you for your webhook URL. Your URL follows this format: `portal.yourdomain.com/webhooks/create-order` So for a photo company called **Real Estate Media**, there's would be `portal.realestatemedia.com/webhooks/create-order` ### Tonomo Creates an Order Within a couple of minutes of receiving an email with an order, Zapier will parse the email, send it to Tonomo and we will create an order in the Pending Status. We highly recommend you review the order for any missing components that the parser couldn't understand and add them. This is why we recommend putting the original email in the Additional Notes. # Slack Our Slack notification integration will notify you when someone @your-name mentions you within the Chat in Tonomo. If this is the first time you've connected this app, you must have Admin credentials in Slack. Future users who connect it will be able to do so without Admin credentials. To start, go to your profile in the top right corner and Staff settings. Click Connect Slack Account

Next, double check that you're connecting Tonomo to the correct community in the top right corner. Then click A**llow**.

Slack will process for a couple of seconds and then tell you that it successfully connected. {% hint style="warning" %} Next, test the integration by having someone **other than you** send you a message in an order's chat. **The integration ignores messages you send to yourself.** {% endhint %} Messages sometimes take a few seconds to arrive, but they will appear within the Apps section of Slack with the message and a link to that message so you can respond to it.