How to use Taddoo

Taddoo connects to each tattoo artist's Gmail inbox and takes over customer communication: incoming enquiries are read, captured in a structured way (motif, body area, size, reference images) and placed in the inbox as a ready-to-send draft reply. You read, decide, send. On request, individual steps send automatically. On top of that come the pipeline, a calendar with self-booking and deposits, customer CRM, consent forms, receipts and newsletter marketing.

The three ways in

• Web management (this area): the full interface for studio owners, booking managers and solo artists. Inbox, pipeline, calendar, customers, marketing, dashboard and all settings.
• Artist view on the web: a lean dedicated area for employed or managed artists with their own login: calendar, availability, customers, dashboard and receipts (Chapter 23).
• Artist app (iOS): the app for on the go and at the chair: appointments, checkout with receipt, deposit and booking links, receipt scanner, consent via QR code (Chapter 24).

Solo, Studio and App package

Taddoo is the same product for every size. In the Solo plan you are account owner and artist in one person, with one connected inbox. In the Studio plan one account manages several artists, each with their own inbox; a booking manager works for all of them. Alongside that there is the pure App package without email automation: calendar, booking and deposit links, customers and receipts directly in the app. Details and prices are on the pricing page.

Roles

There are three roles: account owner (owner), admin (booking manager with full access to management) and artist (own access to their own data only, via the artist view or app). In the Solo plan all roles fall to the same person.

How to set up a new account, from an empty account to the first automatically answered enquiry:

1. Create an account: register, confirm your email, choose a plan. You land in web management.
2. Add an artist: gear icon, Artists, add an artist and connect with Gmail for the Google consent. This is a one-time step per inbox. From then on Taddoo reads incoming mail and may send in your name; it never creates drafts in your Gmail and deletes nothing.
3. Fill in context: in the artist under Profile & Context, Context tab, you enter tone, style, prices, rates and no-gos. The more specific the context, the better the drafts. This is the most important lever for quality.
4. Add templates: under gear icon, Templates, paste a few proven replies from your existing inbox (price reply, appointment suggestion, decline). The AI uses them as style examples.
5. Services and availability: fixed packages under Services, weekly schedule and absences in the artist's Availability tab. Both are needed for self-booking.
6. Connect Stripe (optional): Settings, Payments. This lets deposits run automatically and appointments confirm themselves.
7. Observe: from now on every incoming enquiry creates a draft in the inbox. Everything stays for review until you enable auto-send.

The main navigation at the top leads to the six work areas: Inbox, Pipeline, Calendar, Customers, Marketing and Dashboard. The Inbox tab remembers the last enquiry you opened and takes you right back to it when you switch back.

On the right sits the gear icon with the configuration, grouped into three sections: Artists (context, library, automation per artist), Studio (templates and services) and Account & System (settings, system diagnostics and this manual). Every entry carries a short description so you don't have to search. Next to it is the quick toggle for light and dark; you switch the interface language at the bottom of the gear menu.

On mobile a menu button replaces the bar. The menu shows at the top which account you are signed in with, the sign-out button right below it and then all areas.

The home screen

After logging in you land directly in the inbox. Clicking the logo leads to the home screen, a mini dashboard with four key figures (Waiting on you, With the customer, Answered today, average handling time) and an activity heatmap of the last 90 days including a streak display. A glance in the morning tells you how much work is waiting and how consistently you keep at it.

The inbox is the control center. Three columns: on the left folders and the enquiry list, in the middle the email history with the reply field, on the right all the knowledge about the enquiry.

Folders on the left

Right-click a folder to set it as the default when opening the inbox. By the way, mail in the Other folder is only marked as read once you actually open it, so you don't miss anything.

The enquiry list

Each row shows the customer, a short motif description, a stage chip and the date. A blue dot plus a blue stripe means unread. REVIEW (orange) means: the AI checker wants you to look at the draft. DRAFT (blue) means: a draft is ready. Above the list you filter by search; below on the left you pick the artist in a label list with colored dots, like labels in Gmail. You mark a read enquiry as unread again with a single click on hover.

The search covers the whole thread: customer name, email address, sender, subject, all mail bodies, motif, body location and your customer notes. Several terms narrow the results: anna forearm finds Anna's forearm enquiry, not every Anna. A date like 2026-07-15 (or 15.07.) finds all threads with mails from that day, also combined with terms. While searching, the folders on the left show the number of hits per folder, so you can see at a glance whether the thread you are after sits in the archive, under Other or in drafts.

Right-click a row to open the quick menu: On you / With the customer / Closed, Customer cancelled (no follow-up), Archive, finer status setting, mark as Other or spam.

The history in the middle

The middle shows the complete email history with the customer, including attached and embedded images. A short click on an image opens it large; holding it down shows a quick preview for as long as you hold, ideal for quickly checking reference images while scrolling. The most important actions sit in the header at the top: create appointment, change status, archive. Via the Compose button you can also start a completely new email to any address (choose artist, recipient, subject, text); this creates a new thread including customer and enquiry.

Split thread and save email as template

If two Gmail threads wrongly ended up in one enquiry (auto-merge), the scissors icon in the header splits one thread back out: its emails, attachments and drafts move into their own (or the reactivated original) enquiry, and the AI re-reads both. Appointments stay on the original enquiry. Every sent artist email also carries a bookmark icon: one click saves it with title and category as a template into the artist's library, with the preceding customer email stored as example context. And if a customer writes on an already booked or closed enquiry, it automatically jumps back to On you so no reply gets lost.

Right column: the project knowledge

From top to bottom:

• Reply as: in whose name (which inbox) you are currently writing.
• Artist's mini calendar: the next few days at a glance; clicking a day creates an appointment directly.
• Customer card: history, tags, earlier and parallel enquiries from the same customer, link to the customer profile. Here you edit master data, switch the assigned customer (for example when someone enquires on behalf of another person) and, if needed, override the reply address: if an enquiry comes in via a web form whose sender is the studio address, you enter the real customer email and the reply goes to the right person.
• Project summary: an automatically maintained short overview of what this project is about.
• Image gallery: all reference and history images of the project collected together.
• Artist library: files to attach (aftercare PDF, directions), with suggestions matching the stage.
• Duration and price: the control panel of the offer, see below.
• Self-booking: the booking link for this project, as soon as a duration has been captured (Chapter 10).
• Location: for artists with guest locations you assign the enquiry to a location here; the AI then states the right address. If an appointment is created within a guest-spot period, the assignment sets itself automatically.
• Structured fields: motif, body area, size, style, budget and more, with a completeness bar, plus any custom enquiry fields.

The AI fills the fields from the emails. As soon as you change a field by hand it is locked and the AI never overwrites it again. Fields that make no sense for this project you mark with off as not relevant; completeness then counts them as fulfilled.

Duration and price is the control panel of the offer: enter duration and price range (or pick a service package that pre-fills everything), the deposit is calculated automatically from the artist standard. As soon as a duration in hours is saved, a self-booking link is created automatically. The AI also uses these values for the offer block in its drafts.

Replying

Below the history sits the reply field. For a new customer email the AI draft is already there with two chips: the status (Draft / Review needed) and the check result (Check: approved / to review). For Review needed the reason is stated right above it, for example price seems uncertain or unusual enquiry.

Tools in the bar: Discard, Attachment, Correct (the AI fixes typos and grammar in your typed text, tone stays), Template (insert text snippets), Regenerate, dictation microphone and the green Send button (Cmd+Enter). The send arrow next to it offers variants such as Send and close.

Working faster

The lightning button next to the search starts speed mode: only open mail, after sending the next one pops up. With j / k you page through enquiries, a archives, b / x move to With the customer / Closed. Press ? for the full shortcut list (Chapter 28).

If a send fails in the background (for example because the Gmail connection is stalling), a red banner appears at the top of the inbox with details and a retry button. Nothing is lost.

Every enquiry passes through stages, visible as a chip in the list, thread and pipeline:

1. Collecting info: details are still missing, the AI asks for them.
2. Info complete: everything is there, now the offer or price is stated.
3. Consultation requested (fork): only if the customer wants a consultation; afterwards it returns to the main path.
4. Price discussed: the offer is out, waiting for the go-ahead.
5. Appointment proposed: appointment offered, by link or manually.
6. Deposit pending (conditional): only if the artist's deposit workflow is active. The appointment is reserved, the deposit is pending.
7. Booked: appointment confirmed.
8. Cancelled / Declined: end state, no more automation.

The stages are mostly set by the system: the AI moves things up as soon as the info is complete, sending an offer sets Price discussed, a booking sets Booked, and so does a paid deposit. You can intervene manually anytime via the right-click menu; your choice takes priority.

Special case: touch-ups

You recognize touch-up enquiries by their own type. Whether and how you offer touch-ups is set per artist (Chapter 16): which info is mandatory (default: a photo of the tattoo), which service applies (price 0 means free) and in which time windows touch-up appointments are possible via self-booking. If touch-ups are disabled, the AI treats such mail like normal enquiries. You can also switch the type of an enquiry (normal or touch-up) manually in the right column; as with the fields: what you set by hand is locked and the AI no longer changes it.

Behind every enquiry three separate AI roles are at work. Understanding this helps you trust the system and set it up correctly.

• The extractor reads every incoming email including images and fills the structured fields: motif, body area, size, style, budget, appointment wishes, the customer's language. It only fills empty fields or fields it set itself; anything you changed by hand is locked and stays untouched.
• The writer composes the draft reply. It knows the whole history, the customer profile including your notes, the artist context (tone, prices, no-gos, custom rules) and receives the two or three most fitting templates as style examples. It replies in the customer's language.
• The checker is a second, independent AI model from a different model family. It reviews every draft for signature, language, price logic and sensitive wording. If it objects to something, the writer automatically corrects it; if it stays problematic, the draft lands with you as Review needed, with a reason.

Inbound filter

Not every email is a customer enquiry. Newsletters, invoices and system mail are recognized by an upstream filter and sorted into the Other folder without a draft being created. You pull misfiled mail back into the customer workflow with a right-click (or the other way around).

Auto-merge of duplicate threads

Customers like to write a second email instead of replying. With the auto-merge switch (per artist, off by default) Taddoo automatically merges a new email with a matching open enquiry from the same customer before a draft is created. The assignment is checked by the AI and only applies within a maximum of 14 days apart.

Taddoo learns from your corrections

If you change a draft before sending, the system compares your final version with the AI original and derives patterns from it (shorter closing, different price wording, more emoji, fewer exclamation marks). These patterns flow as preferences into all of the artist's future drafts. The more you correct at the start, the less you have to correct later.

Occasionally you see an A/B toggle above a draft: then two models wrote in parallel, you choose and send the better variant, and Taddoo remembers which one won.

What the AI never does

• Overwrite field values you set.
• Send automatically without the checker's approval.
• Create drafts in your Gmail or delete anything there.
• Invent prices: without a filled duration and price range the offer part stays a placeholder, and a draft with a placeholder is never sent automatically.

In the artist under Profile & Context, Flow tab, you set per stage whether drafts are sent automatically. Auto-send only applies when ALL conditions are met:

• The enquiry's stage is set to automatic for this artist.
• The independent AI checker has approved it.
• There are no unfilled offer placeholders in the text (price/duration still open).

Otherwise the draft always stays for review. The scheduled send also has a short countdown, visible on the enquiry, which you can stop anytime in the inbox.

Booking confirmations

The two-step principle applies here too: if you confirm an appointment manually or the customer books without an online deposit, the confirmation email is ready as a draft. Only when the customer has paid via Stripe does the confirmation go out automatically, because then there was already a clear action by the customer. For app accounts without a Gmail connection, the automatic confirmation is sent in the artist's name via the Taddoo mail server; customer replies arrive at your account address.

If a customer goes quiet, Taddoo creates a follow-up draft after the intervals you set (for example 3 and 7 days). Per stage you can store your own follow-up hint text in the Flow, for example a gentle nudge after an offer and a more concrete one after an appointment proposal. Auto-send for follow-ups is switchable separately and follows the same safety rules as all other sends.

Stopping a follow-up, three ways, all safe:

• Right-click the enquiry: Customer cancelled (no follow-up). Sets the status to Declined; closed enquiries are generally no longer touched by the follow-up run.
• In the follow-up draft itself: Stop following up (stops only the follow-up, the enquiry stays open).
• Archive the enquiry.

If the customer replies in the meantime, the follow-up chain is reset automatically; nobody follows up while the ball is with you.

Follow up later (manually scheduled): If a customer declines with "not right now" or "can't afford it at the moment", you do not have to close the enquiry. The calendar-clock button in the thread header schedules a follow-up: in 1, 2 or 3 months, or on a date of your choice.

• Until the chosen day the thread sits in With customer; an open draft is dismissed in the process.
• On the chosen day Taddoo writes a fresh follow-up draft and the enquiry returns to On you. Nothing is ever sent automatically, you review as always.
• The scheduled follow-up works independently of the follow-up automation and its intervals. If the customer replies on their own beforehand, or the enquiry gets booked or closed, the schedule lapses automatically.
• To change or cancel the date, click the button again; it now shows the scheduled date.

Around every appointment Taddoo can create a series of emails. All are switchable per artist, all are created as drafts by default, auto-send is optional in each case:

• Appointment reminder: X hours before the appointment (time adjustable), with date, time and location.
• Aftercare email: X hours after completion, optionally with your aftercare PDF from the library attached.
• Review email: after an adjustable delay, with your review links (Google, Trustpilot and others) and optionally your own intro text. Deliberately created only as a draft.
• Appointment change emails: on created, rescheduled or cancelled, based on the texts under gear icon, Templates, maintained per language and form of address (informal/formal).
• Booking confirmation and deposit request: see Chapters 7, 10 and 11.

The recommended path: the customer picks an appointment themselves, you do nothing at all. Here is how it works:

1. Capture duration (and price) in the inbox under Duration & Price; the booking link is created automatically.
2. In the self-booking card: Insert into draft (puts a ready-made sentence with link and validity period in the customer's language into your reply) or Copy link.
3. The customer picks a free slot themselves from the artist's real calendar (weekly schedule minus absences minus existing appointments, respecting lead time and booking horizon).
4. With Stripe deposit active: the slot is reserved for 15 minutes, the customer pays the deposit directly, the appointment confirms itself automatically and the enquiry jumps to Booked. No action needed.
5. Without Stripe: the appointment is created (with manual confirmation by you depending on the setting), the confirmation email is ready as a draft.

Settings for this are per artist under Profile & Context, Self-booking (lead time, booking horizon, manual confirmation, link validity) and under Settings, Payments (Stripe).

Which times the link offers: The default is edge times: bookable is the start or end of a free block, so no gaps appear in the calendar. Example: working hours 10:00 to 18:00, 6-hour appointment: bookable at 10:00 or at 12:00 (ends at 18:00). Gaps between existing appointments also count as free blocks: with one appointment from 10:00 to 12:00 and one from 14:00 to 18:00, 12:00 is offered for a 2-hour appointment. Alternatively you can switch to fixed start times, for example 10:00 and 14:00: the link then only offers these times, as long as the slot is free. You switch this in the artist app under Settings, Booking link, or on the web under Artists, Self-booking.

The personal booking link from the app

For regular appointments the deposit is mandatory in the booking link (no-show protection). Consultation links can be created without a deposit: the customer just picks a time and the appointment is confirmed right away, with no payment. Touch-up links are always free. Walk-ins have no booking link: the customer is already in the studio, the appointment is entered directly with a date.

Alongside the project-specific link from the inbox, the artist creates personal booking links in the app: set duration, deposit and location, optionally prefill the customer, then send the link to the customer via DM, WhatsApp or email. The customer picks a free slot themselves and pays the deposit; the appointment then confirms automatically. As soon as the customer taps a time, that slot is held for them for 15 minutes and a countdown shows the time left; picking a different time restarts the hold. While the hold is active, no other customer can book the same slot, not even through another link of the same artist. Until it is paid, nothing appears in your calendar and you get no notification. Only once the deposit is paid is the appointment created, confirmed and you are notified. If the customer abandons payment, the slot is released when the hold expires and the link stays usable; since the link is not tied to an email, every fresh visit starts a new booking. This creates a project including customer, which appears immediately in the inbox and pipeline and can be worked on further. The charge is always made in the payout currency of the artist's Stripe account; if the link was created in a different currency, the amount is converted at the current rate and the customer sees a note on the booking page with the approximate amount in the charge currency. On the booking page the customer also sees how long the link is still valid: the remaining time is shown in hours (for example still valid for 120 hours) and in minutes during the final hour. This makes it clear that the link does not last forever; you set the validity period per artist under Profile & Context, Self-booking. The link preview when sharing (for example in WhatsApp or iMessage) also shows the remaining validity as a badge, for example Valid for another 96 hours. The booking page and its preview appear in the language you set as the artist (German, English, Spanish, French, Italian); we do not know the customer's language, so yours is the best guide.

1. Create an appointment via the appointment button in the thread header or the mini calendar on the right (click a day). Available types are appointment, touch-up and consultation (touch-ups are free, no deposit is expected); walk-in is only available when creating directly in the calendar without an enquiry. Choose a service or set times freely; customer data can be added directly in the dialog.
2. If the artist's deposit workflow is active, the enquiry goes to Deposit pending instead of straight to Booked; the appointment is reserved and the deposit request is ready as a draft.
3. If the customer pays via the Stripe link, everything confirms itself automatically. If they pay another way (cash, Twint), you confirm with Deposit received, directly in the appointment dialog on the web or in the artist app at the appointment. In the app you can set a manually recorded deposit back to open via 'Undo' next to the green confirmation; Stripe payments cannot.
4. The deposit workflow automatically reminds about open deposits after X days and suggests cancellation after Y days (times adjustable in the Flow header).

Deposit link to share

On every reserved appointment with a deposit amount there is the Deposit link button (in the web appointment dialog and in the app). One click creates a shareable link that you send the customer by email, WhatsApp or Instagram. The link stays valid for the entire reservation period; opening it starts the Stripe payment, after which the appointment confirms itself automatically.

If the customer changes their mind after all

Right-click the enquiry: Customer cancelled (no follow-up). This puts it in the Closed bucket, it no longer appears in On you and receives no more automatic follow-ups. An appointment already created you additionally cancel in the calendar (the cancellation email is then ready as a draft).

The calendar shows appointments per artist with day, week and month views. Appointments can be dragged (rescheduled), clicked (details, edit, cancel) and newly created, even without an associated enquiry, for example for walk-ins. Conflicts are checked; deliberate overbooking is possible via Save anyway.

Appointment dialog: status preselection and loss protection

The appointment dialog remembers the status option last chosen when creating (Confirmed or Reserved) and suggests it for the next new appointment; confirming an existing reserved appointment does not change this preselection. Entries are also no longer lost by a stray click: if there are unsaved changes in the dialog, clicking next to the window or on the X first asks whether you want to keep editing or discard. In the mini calendars (inbox and appointment dialog) the dot colours mean: green whole day free, orange partially booked, red fully booked, grey not a working day or away.

Adding appointments retroactively

Past days and times are deliberately selectable when creating an appointment: simply add an appointment that already took place by clicking the past day or slot in the calendar, from the inbox, or in the app. This keeps history, statistics and bookkeeping complete. No email is sent to the customer when adding retroactively. Afterwards, mark the appointment as done and enter the final price so your revenue is correct. Existing future appointments still cannot be moved into the past.

Moving an appointment

In the web calendar you simply drag an appointment to its new time. The app works the same way: press and hold an appointment in the day, week or month view and drag it to the new slot; after moving, a short undo option appears. Reminder email, push reminder and reminder draft automatically re-align to the new date, as does the due date of a still outstanding deposit. Optionally you can inform the customer about the change by email; the message shows the old and the new time.

Appointment types and colors

Walk-in, appointment, consultation, touch-up and private have their own colors so you read the week at a glance. The appointment stores title, times, notes, service, estimated price and deposit; the customer's name and contact details are editable directly on the appointment.

Private appointments

The Private type is your personal blocker: dentist, gym, family time. A private appointment has no customer, no price and no deposit, just a title, date, time window, color and note. It blocks the time in your calendar and in your booking link slots exactly like a customer appointment, so you no longer need a second calendar. Private appointments never appear in revenue, statistics or customer emails, and in a studio setup the admin only sees a block labeled "Private" without title or note. For whole days (vacation, illness), time off under Availability remains the right tool.

View, origin, payment method, attachments

The calendar remembers your last view (year/month/week) and opens there next time; in week view, clicking the week label opens a mini calendar: use the arrows to jump between months, and clicking a day opens that day's week. The appointment detail shows who booked the appointment (booking manager, artist via app or web, customer via booking link, AI assistant). When marking a deposit as received manually you pick the payment method (bank transfer, cash, Twint, other); link payments are recorded automatically and the method shows in the appointment detail. When creating an appointment and in its detail you can attach PDFs alongside reference images (briefings, templates); they appear as document tiles, also in the app.

Per-day working hours and blocking time

The clock icon on a day (week or month view) opens the day editor. There you adjust the working hours for that single day only (for example just 12:00 to 16:00 on a convention day), mark the whole day as free, or block a time range as Busy. A day adjustment overrides the weekly schedule, guest-location schedule and time off, and applies everywhere: in the calendar, in appointment suggestions and in booking link slots. Days with an adjustment carry a yellow marker; the weekly schedule itself stays untouched. In the week view, hours outside working hours are greyed out while open hours stay bright, so you see at a glance what is still bookable.

Follow-up appointment

From any appointment you create a follow-up appointment (a second session, the continuation of a large project). The follow-up appointment stays linked to the original appointment and the enquiry, so the history stays connected. Every appointment in the series shows a "Linked appointments" block: it lists the other sessions with date, final price and deposit, and tapping one jumps straight to that appointment.

Cancelling and hiding

Cancelling creates the cancellation email as a draft (Chapter 9). Instead of deleting there is Hide: the appointment disappears from the calendar but stays in the history and is restorable in its own Hidden view. This keeps figures and analytics honest.

The pipeline shows all of an artist's enquiries as columns by stage, with completeness percentage, motif, body area and appointments. Clicking a card opens the enquiry in the inbox. The status can be changed directly on the card. Top right you switch the artist, the search filters by name, email, phone or motif. The pipeline is the fastest way to answer the question: where do we stand right now, and where is it stuck.

Every incoming email is automatically assigned to a customer (the same email address means the same customer). The customer list deliberately shows only real customers and leads; system and spam senders stay in the inbox's Other bucket and don't clog up the CRM. You reclassify misfiled senders directly in the thread.

The customer profile

• All of the customer's enquiries, across all artists.
• All appointments with final price and deposit, and from that the realized revenue.
• Documents by year: consent forms and payment receipts.
• Tags (for example regular, flash fan) for filtering and marketing.
• Instagram handle and contact details.
• Free-text notes: what is written here is known to the AI and taken into account in every draft (for example: reacts sensitively to price discussions, preferred appointment only on Saturdays).

Credit

Per customer you keep a manual credit account, decoupled from appointments: add, edit and delete entries, for example sold vouchers, goodwill credits or the transferred deposit of a cancelled appointment. Positive amounts build credit, negative ones redeem it; the balance is shown per currency.

Customers without email

You can still create walk-in customers without an email address and assign appointments, receipts and consent forms to them. Taddoo simply sends no email to such customers until a real address is stored.

Importing existing customers

You import existing customers from an old system per artist as a CSV. Taddoo maps the columns automatically (name, email, phone, Instagram, notes), shows a preview and merges duplicates based on the email address instead of creating duplicate customers.

Under Marketing you build campaigns per artist or for the whole studio:

1. Choose a style: Clear, Bold, Promo, Photo, Plain, Studio (elegant with serif) or Flash (ticket look for flash days).
2. Content: subject and preview text (both visible live in the inbox mock on the right), heading, text with placeholders for first name/name, closing/signature, button with style (Filled/Outline/Pill), accent color, PS line, images below one another or as a 2-up grid.
3. Preview on the right: switchable desktop/mobile, exactly the HTML that will be sent.
4. Filter recipients: no appointment for X months, include or exclude tags, birthday month. Calculate recipients shows the number before sending.
5. Test email to yourself, then Send now or schedule for a point in time.

Requirement for any send: your email address must be confirmed. Until then both the test email and the real send are blocked; you can request the confirmation link again in Settings. Sending runs over Taddoo's own sending domain, not over the artist's Gmail; this protects the reputation of the personal inbox. The unsubscribe link is mandatory and is inserted automatically per recipient; unsubscribes maintain themselves. After sending, the report shows Delivered, Opened and Clicked. You save proven campaigns as your own template and use them as a starting point for the next one.

Under gear icon, Artists you create artists and connect their Gmail (Connect Gmail button, one-time Google consent; for an expired connection there is Reconnect). In the artist list you also assign the app login (email and password) for the artist view and iOS app. The Set up button leads to the heart of it, Profile & Context. Each tab shows Affects-in chips at the top that say where the setting takes effect in the product.

Control group

• Flow: the whole funnel visually, from Collecting info to Booked. Per stage you toggle auto-send and store follow-up hint texts. This is also where the follow-up intervals sit, the deposit workflow (on/off, reminder and cancellation deadlines) and the sales flow: individual (duration and price per project) or fixed services.
• Context: tone and style, prices and rates, minimum price, no-gos, custom rules, signature. Everything here goes verbatim into the AI prompt; this tab decides how much the drafts sound like the artist. Plus the email signature (HTML): a professional signature with name, studio, links and Instagram that is automatically appended to EVERY outgoing email on send, whether AI draft or typed manually, with live preview in the editor. Leave empty = emails go out as plain text as before.
• Automation: the appointment emails in detail (reminder, aftercare with PDF, review email with review links), auto-merge for duplicate threads and the touch-up settings (offer yes/no, mandatory info, time windows, associated service).

Content group

• Templates: artist-specific text snippets plus the ability to hide or rewrite studio templates for this artist.
• Library: PDFs and images (aftercare notes, directions, price list) with stage assignment. Matching the stage they are suggested as an attachment in the inbox or attached automatically.
• Services: override the studio services with artist-specific values or add your own packages (duration, price range, deposit).
• Enquiry fields: additional fields the AI should capture from the emails (for example allergies, preferred color). They appear in the right inbox column and count towards completeness.

Customer & appointment group

• Self-booking: lead time, booking horizon, manual confirmation, link validity (Chapter 10).
• Consent: configure the digital consent form (Chapter 20).

In addition there are the Availability (Chapter 17) and Dashboard (Chapter 22) tabs per artist.

An artist's Availability tab controls when and where bookings can be made:

• Weekly schedule: working days and hours, for example Tuesday to Saturday 10 to 18. The basis for self-booking and workload calculation.
• Absences: holidays, sick days, conventions. They block self-booking and are visible in the calendar.
• Home studio address: the default location that appears in appointment emails and booking pages.
• Guest locations: guest spots with a from-to date and their own address. Appointments in that period automatically run at the guest location, and in the inbox every enquiry can be assigned to a location so that drafts and appointment emails state the right address (Chapter 4).

Gear icon, Services: the central catalog of fixed packages for the whole studio, for example Consultation (30 minutes, free, no deposit), Tattoo Small (1 hour, 100 to 200, deposit 50) or Tattoo Large (3 hours, 300 to 500, deposit 100). Each service carries duration, price range and deposit.

Per artist the values can be overridden or your own services added (Chapter 16). Services appear everywhere offers are created: in Duration & Price in the inbox, when creating an appointment (fields are pre-filled) and in the artist's sales flow, if it is set to fixed services instead of individual prices.

Gear icon, Templates: studio templates apply to all artists and serve the AI as style examples. For every incoming email the system picks the two or three most fitting templates and gives them to the writer as examples; templates tied to stages are preferred. Good templates are therefore the second-biggest quality lever after the Context tab.

Every artist can hide or rewrite studio templates for themselves without changing them for the studio. Below that you maintain the texts of the appointment change emails (created, rescheduled, cancelled) per language and form of address (informal/formal).

Generate templates from the email history

You don't have to write templates by hand: in the artist's Templates tab there is the button to generate templates from the email history. Taddoo then looks at the last roughly 200 sent replies, finds the best recurring patterns and creates them as suggestions. You go through the suggestions and accept or discard them individually; nothing goes live unasked.

Taddoo replaces the stack of paper at reception with a digital consent form. The process:

1. At the appointment (in the artist app or artist view) you create the form. The customer receives it as a QR code to scan or as a link. In the app you choose the language of the standard template (German, English, French, Spanish or Italian); the most recently used language is preselected, a custom template text is not translated.
2. The customer checks their details on their own phone (name, email and phone are pre-filled from the customer profile), adds address and date of birth (mandatory), confirms the health details by checkbox or notes a health remark, chooses the optional checkboxes (photo for internal documentation, anonymous publication, terms) and signs with their finger. If the customer is under 18 according to the date of birth, the signature is rejected.
3. Address and date of birth then land in the customer profile and are pre-filled at the next form.
4. With the signature the content is frozen: the document is then unchangeable and stored as a PDF, including all checkbox states.
5. The artist can countersign. The form is attached to the appointment and the customer profile and can be retrieved as a PDF anytime.

The standard text is a legally reviewed template and covers consent, information, health, motif and spelling, being of legal age, liability, data protection, photo consents and terms; it is available in five languages, and both the form and the PDF follow the chosen language. You configure the template per artist under Profile & Context, Consent, and also directly in the app; the placeholders for artist name and studio/company are replaced automatically when creating. An overview of all forms with status (open, signed, countersigned, expired) is found by the artist in their area; signed PDFs can be opened right there, in the app too. Filed PDFs also appear with the customer under Documents.

In the artist's Documents area (artist view and app) there are three sections: Income, Receipts and Consent forms. This is visible only to the artist themselves; there is deliberately no admin view onto other people's receipts.

Receipts (expenses)

The digital shoebox with autopilot: upload a photo or PDF, the AI reads out merchant, date, amount and currency and suggests a category (material, rent, travel and so on). In the app there is the receipt scanner with the camera for this. Each receipt is filed under the year of its detected date; if you scan a receipt from an earlier year, it moves there after processing and the app shows a note with a button that jumps straight to that year and opens the receipt. Software invoices from system mail land here automatically (auto-capture, switchable off per artist). For taxes you export each year as a ZIP (all receipt files) plus a CSV (the table for it).

Income

At the checkout of an appointment (capture final price and payment method) a payment receipt is created automatically as a PDF. The Income section lists them by month with totals and year navigation, also with export. Together with the receipts the artist thus has a year's income and expenses together in two clicks. If the price field is left empty at checkout even though payments were captured (e.g. cash or bank transfer), the final price is derived automatically from the sum of the captured payments so receipt and income stay complete. In the app, tapping an income row opens the related appointment, where you can edit the checkout or open the receipt; tapping the file icon on the left of the row opens the receipt PDF right away.

Studio dashboard

The dashboard in the main navigation shows the revenue of the whole studio or of a single artist (filter at the top, applies across all tabs). If artists work in different currencies, Taddoo converts everything into your main currency, with a daily updated ECB rate; you switch the main currency in the settings.

Artist dashboard

Per artist (in admin under the artist, for the artist themselves in their area, both show the same figures): a day-plan card (today, tomorrow, this week, next week), revenue in the chosen period, workload (booked against available hours from the weekly schedule), top customers, monthly development and a forecast based on already booked appointments.

System metrics

Under gear icon, System you additionally see how much the tool is working: drafts created today and this week, the average time from draft to send, the hit rate of the templates and the connection status of each inbox.

Artists with their own login (assigned under gear icon, Artists) see their own area after signing in, mobile-optimized with a tab bar at the bottom: calendar, availability, customers, dashboard and receipts, plus settings via the gear icon.

• Calendar: create, edit, cancel your own appointments, including walk-ins, follow-up appointments and checkout (final price, payment method, receipt). Sharing deposit links and confirming Deposit received works here just as in the app.
• Creating appointments like in the app: the form can do everything the iOS app can. Top right sits the Quick/Detailed switch: Quick shows only the core fields (name with customer search, type, availability calendar, free slots, start/end, motive, deposit), Detailed shows all fields including appointment color, service, project, reference images and mark-as-done. Besides walk-in, appointment and consultation there are also the Touch-up type and the Private type (personal blocker without a customer, see Chapter 12). Under Booking you choose between Pick a date and Booking link: with the booking link you set duration and deposit, get the link to copy or share, and the customer picks a free slot themselves; after payment the appointment confirms automatically. If you create a reserved appointment with a deposit, the form offers right away to create and share the deposit link. The browser remembers both mode settings.
• Availability: maintain weekly schedule, absences and locations yourself.
• Customers: your own customer list including profiles, notes and documents.
• Dashboard: your own figures (Chapter 22) plus the Open projects card: all booking links where the customer has not booked yet, with copy or share link and delete project (invalidates the link).
• Receipts and income: the Documents area (Chapter 21), including the consent overview.
• Marketing: your own newsletter campaigns to your own customers (Chapter 15).
• Settings: profile, color scheme and language, Stripe payout account. App-package accounts additionally see the Subscription area here (Chapter 24).

The inbox with the AI drafts deliberately stays with the booking manager; the artist focuses on appointments, customers and figures. In the Solo plan you simply have both.

The artist app brings the artist view to iPhone and iPad, login with the same app credentials. The most important functions:

• Calendar: day, week, month and color-coded year views. Appointment blocks show time span and price. New appointments by tapping or holding down and dragging over the desired time.
• Create an appointment, quick or detailed: a toggle sits at the top right of the form. Quick shows only the core fields: name with customer search, type, the availability calendar with colored dots, free time slots, start/end, motif and deposit. Detailed shows all fields. The app remembers the last used mode and the choice between Pick a date and Booking link. Which fields the quick version shows you set in the app settings; everything else (reference images, description, contact details) you add later in the appointment if needed.
• Checkout at the chair: finish the appointment with final price and payment method, the receipt PDF is created automatically. After checkout the app asks whether you want to send the receipt to the customer: it is shared as a real PDF file via the system share sheet (Mail, WhatsApp, AirDrop etc.). Also available anytime later via the small share button at the top right of the final price block on the completed appointment. If you leave the price field empty and only enter the payments (deposit plus cash, bank or card), the app fills the final price automatically with the sum of the payments; a price you typed yourself is never overwritten.
• Deposit link: create it on the reserved appointment and share it directly via WhatsApp or Instagram; after payment the appointment confirms itself. Cash or Twint you confirm with Deposit received.
• Booking link: a personal link per customer (Chapter 10): set duration, deposit and location, then send the link via DM, WhatsApp or email. The customer picks the slot themselves; new bookings appear as open projects and can be worked on immediately. Consultation links also work without a deposit (the appointment is confirmed right away), touch-up links are always free, walk-ins have no booking link.
• Customers: customer list with profiles, notes and CSV import.
• Receipts: the receipt scanner with camera and automatic recognition (Chapter 21).
• Consent: create a form at the appointment, the customer scans the QR code and signs on their own phone; template editor directly in the app (Chapter 20).
• Push notifications: appointment reminder, new booking, link expired (a booking or deposit link expired and was not booked; a tap opens the project or the released appointment), the daily overview in the morning and occasional feature tips (sent only when you have not used the app for a while, becoming less frequent over time; if you barely use the app they come a bit more often, and once you use it regularly they stop entirely). Each type can be switched off individually in the app settings.
• Good vibes: every now and then a motivational line, a revenue highlight from your real numbers (monthly revenue, utilization, week recap, new clients) or a milestone like your 100th appointment or a record month. At most once a week, daytime only, and numbers are only sent when they look good. Can be switched off under Good vibes in the app settings.
• Settings: structured like the iPhone settings: a search field at the top that finds every setting (including words from the descriptions), below it your profile and the sections notifications, calendar & appointments, payments, booking & deposit links, appearance & language, connect AI, and account & security. A search result jumps straight to the matching card on its subpage; the setup assistant can be shown again from here at any time. On the App plan (solo) you can also edit the studio name in your profile; it appears on your receipts unless you set a separate business name under receipt details. Studio accounts with multiple artists only see the studio name for reference, since it belongs to everyone.

The app is also available as a standalone App package without email automation, for everyone who only wants calendar, booking links, deposits and receipts. Details on the app page.

Account and free trial (App package)

You start the App package on taddoo.com with email and password, no credit card at all. The 30-day free trial runs automatically from account creation; then you download the app and get going right away. New accounts start with a prefilled weekly schedule (Tuesday to Saturday, 10 am to 6 pm), which you can adjust anytime under Availability. Confirming your email address is not a required step: you receive an email with a confirmation link and see a hint in web and app while it is pending (important so we can reach you if you lose your password).

You can subscribe anytime on taddoo.com, even during the trial: you still will not be charged until the trial is over. Without subscribing, the app switches to read-only after the trial; your data is fully preserved.

There are two plans to choose from: Taddoo App (16 per month) and Taddoo App Pro (50 per month). Pro has the same features but drops the Taddoo fees entirely: on deposit and booking links as well as Tap to Pay only the raw Stripe fees remain. It pays off as soon as you take a lot of payments through Taddoo. Both plans are also available yearly with two months free (160 or 500 per year). The price automatically appears in your currency (CHF, euro, US dollar or pound, nominally the same). You can switch plans anytime in the Stripe customer portal.

Manage and cancel the subscription (App package)

You manage the subscription not in the app but on the web. Sign in at taddoo.com with the same credentials: you land directly on the Subscription page (also reachable any time via the Subscription tab in the navigation or Settings, Subscription). During the free trial the button leads to checkout; afterwards Manage subscription and payment leads to the secure Stripe customer portal, where you can change the payment method, view invoices and cancel the subscription.

After cancellation your access stays active until the end of the paid period. After that the app switches to read-only: your data is preserved and you can reactivate anytime. Without an active subscription you land straight on the subscription page with the subscribe button after login.

Online deposits run over Stripe. Under Settings, Payments you connect the account (guided Stripe onboarding) and set the deposit mode. The artist is the merchant themselves: the money flows directly to their Stripe account and from there to their bank account, Taddoo is never an intermediary.

When connecting you choose the country of your Stripe account; it is suggested automatically based on your time zone (Switzerland otherwise). The country determines the currency of your payouts and the currency Tap to Pay charges in person: a Swiss account charges CHF, a German one euros, a Swedish one kronor. If the appointment price is in a different currency, Taddoo converts automatically at the current rate when charging. The account country cannot be changed later; if it was chosen incorrectly, you can disconnect the account in the settings and reconnect with the right country. Existing accounts with the correct country are not affected.

The price currency of your appointments follows your place of work: the home studio and each guest spot have their own currency (set under Availability), with 15 currencies to choose from, from CHF and euros to pounds, kronor and dollars. Forms (create appointment, complete appointment, project) only offer the currencies of your studios; if you work in exactly one currency, the selector disappears entirely. As long as you have not set a currency anywhere yet, CHF, euro and US dollar are available as before.

• Deposit default: a fixed amount or percentage, overridable per artist. From this the deposit in Duration & Price is calculated automatically.
• Agency share (Studio plan): an agreed share of the deposit goes automatically to the studio account; the split happens directly at payment, without manual recalculation. A table shows the mode and deal per artist plus the latest payments.
• Fees: in the Studio and Solo plan the artist as merchant bears the card fee. For deposit links from the App package a small card fee is shown to the customer as a separate line item by default. With Taddoo App Pro the Taddoo share is dropped entirely: only the raw Stripe fees remain and the customer surcharge shrinks accordingly.

For the customer the payment is a familiar Stripe checkout page (card, Apple Pay, Google Pay; further methods depending on the country). After payment the appointment confirms itself automatically, the enquiry jumps to Booked and the payment appears on the appointment, on the customer and in the analytics.

Preferences

Gear icon, Settings: color scheme (light, dark, system), interface language and dictation language for the microphone in the reply field.

Subscription (App package only)

Settings, Subscription shows the status on the web: during the free trial the trial end with the way to subscribe, with a running subscription the next charge and the Manage subscription and payment button to the Stripe customer portal (payment method, invoices, cancellation). More on this in Chapter 24. Studio and Solo accounts with email automation have no app subscription and don't see this area.

Security

Change password and enable two-factor sign-in via an authenticator app. Recommended for studio accounts: the inbox contains the customer communication of all artists.

MCP access: connect Taddoo with AI assistants

Under Settings, MCP access you connect Taddoo with Claude, ChatGPT or other MCP-capable assistants. Afterwards you can ask questions there like: which enquiries are waiting on me, what's in the calendar tomorrow, how did the month go. Two ways:

• Connected apps: the normal way. You add Taddoo in the assistant as an integration and confirm access once in the browser. You see connected apps here and can disconnect them anytime.
• API tokens (advanced): for scripts and power users who want to access without a browser sign-in.

An audit log shows which assistant queried what and when.

Connecting AI on the app plan

On the app plan you set up the connection directly in the artist app: Settings, Connect AI (Claude & ChatGPT). The same card is available on the web in your artist view under Settings. Copy the server address, add it in Claude or ChatGPT as a connector and confirm access once in the browser with your account. For AI apps without browser sign-in you can create an access key in the same card (shown only once, revocable at any time). The assistant then handles the core functions: query the daily plan and appointments, check availability, create, move (individually or in bulk, e.g. shift the whole week by one day), complete and cancel appointments, add time off, look up customers and generate booking links. Every change shows a preview first and only runs after your confirmation.

System

Gear icon, System: Gmail sync status and diagnostics per inbox plus the metrics from Chapter 22.

Refer Taddoo and both sides win: your contact gets a 60 day free trial instead of 30, and you earn one free month of your plan for every active referral. Find your personal invite link on the web under Settings > Get a free month, and in the app under the same name in the settings hub.

How it works

1. Share your invite link (taddoo.com/f/YOURCODE), for example via WhatsApp. The recipient sees an invitation card with your name.
2. Your contact signs up through the link and tests free for 60 days.
3. Once your contact gets going, a free month is credited to you automatically. You receive a push notification.

When does a referral count as active?

• The account is at least 14 days old.
• It was active on at least 5 different days (app opened or signed in on the web).
• It created at least 3 appointments or 1 booking link.

You can always see the progress of every referral in your overview: it shows exactly which criterion is still missing.

How is the free month credited?

• With an active subscription: as a credit in your subscription currency and plan, applied automatically to your next invoice (one twelfth for yearly billing). A payout is not possible.
• Without a subscription (free trial): your trial is extended by 30 days.
• Artists in a studio account can invite too: the 60 days for the invitee apply, but no free month is credited there.

If none of this helps: contact option on the home page, we'll take a look.

Keyboard (inbox)

The three most important automation rules

1. Without the AI checker's approval nothing is ever sent automatically.
2. Without a filled price and duration nothing is ever sent automatically.
3. Closed, cancelled and archived enquiries never get follow-ups.

Where do I find what