Getting Started #

The goal of the CloudBridal documentation is to help you get familiar with the features and to help answer any questions you have. If you have any questions not answered by the documentation, you can always reach out to our helpful support team by email at support@cloudbridal.com or by phone at (201) 254 – 7826.

If you are a new user, we recommend glancing over all of the documentation articles, especially the ones related to features you are interested in using. We also encourage you to create an account and play around with the system yourself.

Creating an Account #

Creating an account for CloudBridal is very easy. All you need is an email address and a secure password.

  1. Navigate to CloudBridal.
  2. Click the Do you need to create an account? link at the bottom of the form.
  3. Enter the email address you wish to log in with and your password.
  4. Click the Register button.
  5. Use the account that you created to sign in.
  6. After signing in, click I Am the Owner of a Bridal Shop.
  7. Enter your bridal shop’s name as well as the email we should use for any administrative correspondence.
  8. Click the Begin button.

Set Up Your Profile #

Your profile contains settings that are specific to your user account. You can configure these settings to improve the user experience of CloudBridal.

  1. Click your email address at the top right and select My Profile.
  2. In the Profile Details section, enter your full name and save the form.

Two Factor Authentication (Optional) #

You can optionally use Two Factor Authentication to increase the security for your account. Using Two Factor Authentication requires a device like a phone or a tablet. When signing in, you will be required to enter your username, password, and a code that your device generates in order to access your account.

  1. Click the Enable Google Authenticator button.
  2. Download the Google Authenticator app on an Android or an Apple device.
  3. Write down the Secret Key in a safe place that only you can access. This is needed in case your device is ever lost or breaks in order to recover your account.
  4. Using Google Authenticator, scan the QR barcode that displays in CloudBridal.
  5. Enter the 6-digit token generated by Google Authenticator in the Verify Token field and then click Verify.
  6. Once you’re verified, you will need to use a new generated token every time you sign in to your account. You can always disable Two Factor Authentication later on if you change your mind.

Configuring CloudBridal #

CloudBridal offers a rich variety of settings and configurations in order to make sure that the system works according to your personalized workflow. 

Whitelisting Your IP #

Certain features in CloudBridal like the Staff Time Tracker and the Bridal Registration Form do not require a user account to use, and instead use your store’s IP address to ensure that only people within your store can access these features. Whitelisting your IP address is very easy.

  1. Navigate to the CloudBridal settings.
  2. Click the Whitelist IP menu item.
  3. Click the Whitelist IP button.

 

General Configurations #

The General configuration settings are used in various places throughout CloudBridal. We recommend that you set as many of these values as you can for the best experience.

  1. Navigate to the CloudBridal settings.
  2. Click the General menu item.
  3. Modify the settings as you wish and click the Save button at the bottom when you are finished.

Business Information #

Business Name: The name of your bridal shop. This will be displayed in places like printed receipts and appointment emails.

Owner’s Email Address: Used for administrative correspondence like billing and account support.

Business Address: The physical address of your bridal shop. This will be displayed in places like printed receipts and appointment emails.

Business Phone: The phone number that customers can call to reach your business. This will be displayed in places like printed receipts and appointment emails.

Business Email Address: The email address that general business correspondence will go to. This will be displayed in places like printed receipts and appointment emails.

Logo: The logo image of your business. We recommend using a transparent image. This will be displayed in places like printed receipts, appointment request form, and appointment emails.

Customer Types #

Displays on the Customers page to help sort your customers by type. Toggle these values to enable or disable customer types.

Localization Settings #

Currency Symbol: Type of currency symbol you would like to be displayed throughout the app, such as $, €, etc.

Phone Number Format: Phone number format you would like to be displayed throughout the app, such as (###) ### – ####, ### – ### – ####, etc.

Appointment Settings #

Since creating and managing appointments are pivotal to the success of your business, we believe that they need to be easy to administrate while remaining flexible.

  1. Navigate to the CloudBridal settings.
  2. Click the Appointments menu item.
  3. Modify the settings as you wish and click the Save button at the bottom when you are finished.

General Appointment Settings #

  1. Set up your business hours by entering a start time and end time for each day of the week. If your store is closed on a day,  check the Closed checkbox.
  2. If you wish to simplify your calendar to display only the days your store is open, check the Hide Closed Days in Appointments Calendar checkbox.
  3. If you wish to select a specific accent color for the scheduling tool that your customer will use, do so in the Appointment Scheduler Accent Color field. You can preview how this color will look by clicking the Preview Scheduler button, which will open the scheduler that the customer will see.
  4. Click the Save button to save your changes.

Appointment Types #

An Appointment Type is simply the name of the appointment that your customers will book. It consists of a name, duration in minutes, and whether the appointment is for internal creation only.

  1. Create an Appointment Type by clicking the Add Appointment Type button.
  2. Enter a name (e.g. Bridal) and the appointment duration in minutes. If you wish to hide the appointment as an option from the customer, be sure to select the Internal Use Only checkbox, which means that only a staff member can create appointments with that type. This is especially useful for follow-up appointments like fittings and alterations.
  3. Save the Appointment Type.
  4. Repeat for each type you offer.

Appointment Resources #

An Appointment Resource is an entity that can handle appointments. You can choose to represent anything that makes sense in your store, but a good idea is to name your Appointment Resources after fitting rooms. An Appointment Resource has a name, a collection of handled appointment types, and a color that it will display on your calendar.

  1. Create an Appointment Resource by clicking the Add Resource button.
  2. Enter a name (e.g. Fitting Room 1), select the handled appointment types you created before, and a color to display on the calendar.
  3. Save the Appointment Resource.
  4. Repeat for each resource you have.

Appointment Schedules #

An Appointment Schedule is a range of time where appointments can be handled for a day. It is defined by a day of the week and an appointment resource. One way to think about it is that creating an Appointment Schedule is like saying “Fitting Room #1 can take appointments between 9am – 5pm on Friday”.

  1. Create an Appointment Schedule by clicking the Add Schedule button.
  2. Select a day of the week and an appointment resource from before. You can also check the Auto accept incoming appointment requests checkbox if you are okay with customers being immediately approved after they request the appointment.
  3. By default the schedule will use the time range that you selected for opening your store, but you can override this range by clicking the Select Specific Availability Instead link. Doing so will allow you to customize your actual availability for that resource. This is useful for things like lunch breaks.
  4. Save the Appointment Schedule.
  5. Repeat for each schedule you wish to create.

Embedding the Scheduling Tool #

If you wish to allow your customers to request appointments online, you can embed the CloudBridal Appointment Scheduler directly in your website. These instructions will vary based on your setup, but for WordPress they will look something like this:

  1. Download and install the iframe plugin for WordPress.
  2. Create a new page in WordPress and name it something like “Book Appointment”. Adjust the styling as you desire.
  3. In the new page, add the iframe shortcode to the content. You can see the specific code you need to use at the bottom of the appointment settings page. A sample will look like: [iframe src=”{your generated URL}” width=”100%” height=”1000″ allowtransparency=”true” scrolling=”no”]
  4. You can adjust some of the parameters like height or scrolling if you wish.
  5. Add your new page as a link somewhere on your website, like the navbar at the top.

If you have any questions about your setup, feel free to contact CloudBridal support and we will do our best to help you.

Alert Settings #

Alerts are very useful to keep you aware about what you need to focus on in your store. You can disable alerts that don’t matter to you, and can adjust the alert parameters to better fit your workflow. By default, all alerts are enabled and sensible defaults are set.

  1. Navigate to the CloudBridal settings.
  2. Click the Dashboard Alerts menu item.
  3. Configure your alert settings.
  4. Click the Save button to apply your settings.

Late Order Alert #

This alert is displayed when a vendor order has not arrived on time. This happens either when the expected arrival date that you manually set has passed, or if the order takes more than the configured amount of days to arrive after the ordered date.

Order Reminder Alert #

This alert is displayed when a customer’s order is still in the New state even though the wedding date is upcoming.

Staff Member & Roles Settings #

The Staff Member Settings let you create and manage the employees that work for your store. Broadly speaking, there are two categories of staff members:

  • Staff Members with access to CloudBridal: These staff members have their own CloudBridal account and can use it to sign into the system. They can do things like manage appointments, inventory, customers, etc. However, they cannot view or manage the settings, and certain administrative views and actions are forbidden for them. These staff members impact your pricing.
  • Staff Members with no access to CloudBridal: These staff members might use CloudBridal for features like clocking in and out, but do not have a dedicated account. As an administrator, you can still view reports about these staff members like wage reports. These staff members do not impact your pricing, and you can create as many as you want.

Staff Members #

  1. Navigate to the CloudBridal settings.
  2. Click the Staff Members menu item.
  3. If you have not whitelisted your IP yet, you must do so first.
  4. Click the New Staff Member button and set their name, wage, type, and time tracker pin code.
    • Name: The staff member’s full name (required)
    • Wage per Hour: The wage you pay them, used to calculate wage report (optional)
    • Role: The staff member’s role in the store (required). For help on how to set up a role, read the Roles section below.
    • Staff Member Type: Either Sales Associate or Other. A Sales Associate is a unique type because they are associated to a customer during the bridal registration process, which impacts some of the reports. (required)
    • Time Tracker Pin Code: This is the number that your staff member will use to clock in and out using the time tracker. You can either create a number for them, or ask them for a number. (optional)
  5. After creating a staff member, you will see a Registration Code generated for them. If you wish for them to have access to CloudBridal, you will have to give them this code and request that they register for an account. A staff member will only have access to CloudBridal if you give them this code.
  6. If you wish to mark a staff member as inactive or suspend their login, you can edit them in the settings and check the Inactive and Login Suspended checkbox. This will remove them from counting toward your CloudBridal subscription.
  7. You can view inactive staff members by checking off the Display Inactive box in the Staff Members & Roles settings page.

Roles #

With permissions set, you can control exactly what this role can view and manage.

  1. Navigate to the CloudBridal settings.
  2. Click the Staff Members menu item.
  3. If you have not whitelisted your IP yet, you must do so first.
  4. Click the New Role button and set the name of the role and the permissions available for that role.
    • Role: Examples include sales associate, seamstress, assistant manager, manager, etc.
    • Permissions:
      • Permissions to control include: Dashboard, Dashboard Alerts, Dashboard Financial Details, Appointments, Customers, Inventory, Orders, Reports, Staff Schedule, and Settings.
      • View: The view permission only gives users the ability to see a certain section of CloudBridal, with no access to add, edit, or delete data. For example, a sales associate may not need access to the store’s Dashboard Financial Details, whereas a manager would.
      • Manage: The manage permission gives users the ability to add, edit, and delete data. For example, you may choose to give sales associates the ability to view the Staff Schedule, but not the ability to manage them.
  5. Click the Save button to save your settings.

Orders & Tax Settings #

Default Order Dates to Today's Date #

Toggle on this setting to set an order’s status transition date to the current date automatically. For example, changing an order from Ordered to Arrived will set the Arrival Date to the present date.

  1. Navigate to the CloudBridal settings.
  2. Click the Orders & Tax menu item.
  3. Check off Default Order Dates to Today’s Date.

Taxes #

You can set the tax rate for several different categories of orders, such as dresses, accessories, and veils. This tax rate will be used to automatically calculate total amounts at the time of payment.

  1. Navigate to the CloudBridal settings.
  2. Click the Orders & Tax menu item.
  3. Set the Tax Rate for each category of order. For example, to express a 6.25% tax rate use 6.25, not .0625.

Order Receipts #

There are now 2 sections of a receipt where you can customize them with your own text.

  • Receipt header: This section is below the store info header at the top of the receipt.
  • Receipt footer: This section is below the order details at the bottom of the receipt.

In addition to customizing the text, you can also format the text with the following options: bold, italic, underline, strike through, numbered list, bullet point list, font size, font color, font background color, indentation, and text alignment.

  1. Navigate to the CloudBridal settings.
  2. Click the Orders & Tax menu item.
  3. Customize Receipt Header and Receipt Footer text.

Standalone Apps #

CloudBridal currently offers two standalone Android apps: the Time Tracker and the Bridal Registration App. We recommend that you order some tablets to use these apps. Alternatively, you can use the links located within CloudBridal and navigate to those links directly if you wish to use something else like a laptop.

  1. Navigate to the CloudBridal settings.
  2. Click the Download Apps menu item.
  3. Click on Time Tracker or Bridal Registration.

Time Tracker #

The Time Tracker is the app that your employees will use to clock in and out every day. Simply download the APK in the link onto your Android tablet and install it onto your device. Afterwards, you can proceed to use it as a regular app. Alternatively, you can bookmark the Time Tracker URL available within CloudBridal and use it that way.

Bridal Registration #

The Bridal Registration app is what your customers will use in order to intake their information the first time they visit you. The app will collect details like their contact information, dress preferences, event date, and so on. When they finish registering, they will automatically be added as a customer into your database, and you will be able to perform actions like creating orders for them. Simply download the APK in the link onto your Android tablet and install it onto your device. Afterwards, you can proceed to use it as a regular app. Alternatively, you can bookmark the Bridal Registration App URL available within CloudBridal and use it that way.

Subscription Settings #

We try to make your CloudBridal subscription as transparent as possible, and do not require any form of payment to enter the free trial period. However, if you’re satisfied with the product (and we hope you are!), you will need to set up a payment method for your monthly subscription.

  1. Navigate to the CloudBridal settings.
  2. Click the Subscription menu item.
  3. Note your plan details and the active period.
  4. If you wish to subscribe to our monthly service that you can cancel any time, enter a valid credit card number into the field and click the Begin Subscription button.

Using CloudBridal #

Congratulations! Now that you have configured CloudBridal, you are ready to begin using it. The next help section will go over the major features and how to use them.

Your Dashboard #

Your CloudBridal Dashboard is the first page that you see when you sign in and provides an overview of your business. The dashboard really begins to shine as more data is entered.

Orders #

CloudBridal has an overview of all your orders by status for the current year, and you can use the buttons to instantly navigate to orders of that status. If you’re the store owner, you will also be able to view how much money you have received and how much is outstanding for the current year.

Customers #

This section simply keeps you up to date about the number of customers you have and their type.

Inventory #

Get a high level overview of your best performing inventory items, and use the links to filter your inventory by brand instantly. As the store admin, you can also view both the wholesale value and the retail value of your inventory.

Appointments #

The Appointments tab shows everything you need to see about your upcoming appointments. This page is grouped into three sections: Actions, Pending Appointments, and the Appointment Calendar.

Actions #

In the Actions section, you can do the following:

  • Add Appointment: Click this button to manually create an appointment. You will need to fill out the form and then click the Save button to add the appointment to the calendar.
  • Hide days when store is closed: Check this if you wish to condense your calendar to just the days when your store is open.
  • Filter By Appointment Type: Use this filter to show only the subset of appointment types that you care about.

Pending Appointments #

The Pending Appointments section displays all of the appointment requests that customers have created using the appointment scheduler. It displays all of the relevant appointment request details that help you decide whether to accept the appointment or not.

This table also has two actions for each appointment:

  1. View/Edit Details : See the details of the appointment request and make changes as you wish. You can also Decline, Confirm, or Save the appointment. Declining or Confirming the appointment will send a notification to the customer.
  2. Jump to Date: Jumps to the requested date in the calendar to help you quickly see the availability for that date.

Appointment Calendar #

The Appointment Calendar displays all of your appointments in one place.

  • You can navigate around the calendar using the buttons at the top of it, and can even change the view mode to either Month, Week, or Day.
  • Appointments that are pending will have a dotted red border and appointments that are confirmed will have a solid green border.
  • If you click on an existing appointment, you will open the details of that appointment in a popup.
  • You can also click on an empty space to automatically pre-fill the start time and date for a new appointment.
  • The top of each day contains a Notes section that lets you write anything you want for that day, like if a special reminder is needed for that day. Just click on the empty section to set notes.

How Exactly Do Appointments Work? #

  • Appointments can either be requested by a customer through the appointment scheduler tool, or created by a staff member.
  • Appointments created by a customer are typically placed into a Pending state, and need to be confirmed by a staff member.
  • Appointments created by staff members are automatically Confirmed.
  • An appointment defines a type, time, date, customer details, internal notes, and customer comments. Note that internal notes are not visible to the customer.
  • Any appointments that are created or have a status change will notify both the main store email (configured in settings) as well as the customer email.

Customers #

The Customers tab displays everything you need to know about your customers, and allows you to create and manage your customers as well.

Actions #

  • Create New Customer: see Create/Edit Customer below.
  • Filter by type: Use this radio button group to filter by a specific customer type.
  • Only Show Follow Ups: A customer marked with the Should Follow Up With status will display.
  • Filter By Staff: Allows you to filter the list by a specific sales associate. Tip: combine this with Only Show Follow Ups to get a list of customers that a particular staff member should follow up with.

Customers List #

The customers list displays all the customers in a convenient and easy to search place. By default, it displays your newest customers first.

Create/Edit Customer #

If you click the New Customer button or the Edit Customer action button, you will be brought to a Customer Details page where you can manage everything about the customer.

  • Set details like Name, Email, Comments, etc.
  • Create and view orders for the customer. A customer can have as many orders as you want, including a dress, accessory, veil, and so on. An order has the order details that define what the customer is ordering and the payment details that define prices and discounts.
  • Add bridal party members to help you keep track of bridal party groups and their orders.
  • Generate printable receipts at both the customer and the bridal party level.

Inventory #

The Inventory tab helps you keep track of the items in your inventory.

Actions #

  • Create New Inventory Item: see Create/Edit Inventory Item below.
  • Show Discontinued: easily display your discontinued inventory items.

Inventory Items List #

The inventory items list displays all the inventory items in a convenient and easy to search place. By default, it displays your newest inventory items first.

Create/Edit Inventory Item #

If you click the New Inventory Item button or the Edit Inventory Item action button, you will be brought to a Inventory Item Details page where you can manage everything about the inventory item.

  • Set details like Dress Type, Style ID, Size, etc.
  • Set additional details like Season, Year, etc.
  • Upload images of the inventory item.
  • Generate labels that you can use to keep your backroom organized.

Orders #

The Orders tab helps you keep track of all your Orders and states.

Actions #

You can use the tabbed menu to view your orders by status. For example, select the Arrived menu item to view all items that have been delivered but have not had work completed. The different types are:

  • New: Just created for a customer and has not been ordered yet.
  • Ordered: Order has been placed, waiting for receipt.
  • Arrived: Order has arrived, but pending work.
  • Work Completed: Work on order has finished, but pending pick up.
  • Picked Up: Order has been picked up and it is fully completed.
  • Cancelled: Order has been cancelled for any reason.

Orders List #

The orders list displays all the orders in a convenient and easy to search place. By default, it displays your newest orders first.

Edit Order #

The orders page is a bit different than others because you cannot create orders directly through this page. In CloudBridal, orders are always created from the context of an existing customer, so in order to create an order, you must navigate to an existing customer and create it from there.

Once the order has been created, you can click the Edit Order action button, which will bring you directly to the customer details page. Simply expand the order details to make any changes that you wish, like updating the status.

Reports #

Reports make it easy to gather information about the things that matter to you. Note that this tab is only available to the store owner. Each report has a Report Type, a From Date, and a To Date. By defining the date range, you constrain the report to only display the data created during that range. The report types are:

  • Customers Registered: Displays all of the customers that have registered during a selected date range and their details.
  • Inventory Added: Displays all inventory items added during a selected date range and their details.
  • Inventory Performance: Displays how well inventory items are performing during a selected date range based on how many orders are placed.
  • Orders Created: Displays all orders created during a selected date range and their details.
  • Staff Member: Displays staff member metrics for a selected date range like wage, hours worked, number of sales, etc.

For even more powerful reporting functionality, every report can be exported directly to Microsoft Excel, which means you can use features like Pivot Tables to really gather insights about your data.

 

Staff Time Tracking & Schedule #

The Staff Schedule tab displays a calendar with the results of the Time Tracker application. Each time a staff member clocks in and out, they will be added to the schedule so that you can gain an overview about when your employees are working and exactly how much time they spend.

You can also Add Time Manually for staff members that forget to check in, and can adjust times in cases where staff forget to check out.

All times that appear in the calendar will also automatically calculate into the Staff Member report.