Initial Setup

Ready to get started with SunMule? This guide will walk you through setting up your salon, configuring your equipment, and getting your team ready to use the system.

Before You Begin

Before starting your SunMule setup, make sure you have:

• Salon Information - Business name, address, contact details
• Equipment List - All tanning beds and their specifications
• Staff List - Employee names, roles, and contact information
• Customer Data - If migrating from another system (optional)
• Network Access - WiFi credentials and network information

Step 1: Salon Configuration

Basic Salon Information

Start by setting up your salon's basic information:

1. Salon Details

   • Business name and logo
   • Address and contact information
   • Operating hours
   • Time zone settings

2. Business Settings

   • Tax rates and configuration
   • Currency and pricing preferences
   • Receipt and invoice settings
   • Payment methods accepted

3. Branding

   • Upload your salon logo
   • Choose color scheme preferences
   • Customize customer-facing displays

Multi-Location Setup

If you operate multiple salons:

1. Create Additional Locations

   • Add each salon location
   • Configure individual settings per location
   • Set up cross-location customer access

2. Centralized Management

   • Designate admin users for multi-location access
   • Configure reporting preferences
   • Set up location-specific staff permissions

Step 2: Room and Equipment Setup

Adding Rooms

Configure each room in your salon:

1. Room Information

   • Room name/number
   • Room type (tanning bed, spray tan, etc.)
   • Room capacity and specifications

2. Room Settings

   • Maximum session times
   • Pricing tiers
   • Special requirements or restrictions

Equipment Configuration

Set up your tanning beds and equipment:

1. Tanning Bed Details

   • Bed name and type
   • Lamp specifications and wattage
   • Maximum session times
   • Maintenance schedules

2. Honey Badger Integration

   • Install Honey Badger IoT devices
   • Connect to your WiFi network
   • Test wireless equipment control
   • Configure bed-specific settings

Step 3: Staff Setup

Creating Staff Accounts

Add your team members to SunMule:

1. Staff Information

   • Name and contact details
   • Job title and role
   • Start date and employment status

2. Access Permissions

   • Define role-based permissions
   • Set location access (for multi-location businesses)
   • Configure time clock settings

Permission Levels

Owner/Manager:

• Full system access
• Financial reporting
• Staff management
• System configuration

Front Desk Staff:

• Customer management
• Session booking
• POS operations
• Basic reporting

Part-time/Seasonal Staff:

• Limited customer service
• Session check-in/out
• Basic POS functions

Step 4: Customer Migration (Optional)

Comprehensive Data Migration Process

SunMule provides seamless migration from your existing salon management system with our advanced data migration service:

Our Migration Process:

1. Data Export - We obtain your customer data from your current system through exports or database backups

2. Data Cleaning & Normalization - Our custom pipeline cleans and normalizes your data, followed by AI-powered processing to standardize all customer information and fill missing fields

3. SunMule Integration - We import your clean data into SunMule, automatically assigning home salons, setting geographic coordinates, and mapping your existing memberships to SunMule's membership structure

4. Payment Migration - Customer payment information is securely transferred to USIO, our payment processor, who works directly with your current processor to migrate EFT tokens and maintain continuous billing

5. Final Setup - Once payment tokens are securely imported, your salon is ready to operate with all existing customers and their payment methods intact

What This Means for You:

• Zero Customer Disruption - Customers keep their existing payment methods and membership benefits
• Complete History Transfer - All customer visit history, package balances, and membership details migrate seamlessly
• Automated Processing - Our AI-powered system handles data inconsistencies and missing information
• Secure Payment Continuity - EFT and subscription billing continues without interruption
• Professional Support - Our migration specialists handle the entire process from start to finish

Step 5: Payment Processing Setup

Payment Gateway Configuration

Set up payment processing:

1. USIO Integration

   • Configure payment processor settings
   • Set up merchant account details
   • Test payment processing

2. Payment Methods

   • Configure accepted payment types
   • Set up EFT/ACH processing for memberships
   • Configure refund and void procedures

3. Security Settings

   • Enable payment security features
   • Configure PCI compliance settings
   • Set up fraud protection

Step 6: Testing and Training

System Testing

Before going live:

1. Equipment Testing

   • Test all tanning bed controls
   • Verify Honey Badger functionality
   • Check safety shut-offs

2. Process Testing

   • Process test transactions
   • Book and manage test appointments
   • Test customer check-in procedures

Staff Training

Prepare your team:

1. Basic Training

   • System navigation
   • Customer management
   • Session booking and management

2. Role-Specific Training

   • POS operations
   • Reporting and analytics
   • Equipment troubleshooting

3. Ongoing Support

   • Reference materials and guides
   • Support contact information
   • Training refreshers as needed

Step 7: Go Live

Launch Checklist

Before opening to customers:

• [ ] All equipment tested and functional
• [ ] Staff trained and comfortable with system
• [ ] Payment processing tested
• [ ] Customer data migrated (if applicable)
• [ ] Backup procedures in place
• [ ] Support contact information available

Soft Launch

Consider a soft launch period:

1. Limited Operations

   • Start with existing customers only
   • Operate with reduced hours initially
   • Have extra staff available for support

2. Monitor and Adjust

   • Watch for any issues or confusion
   • Gather feedback from staff and customers
   • Make adjustments as needed

Full Launch

Once comfortable with the system:

1. Resume Normal Operations

   • Return to full operating hours
   • Process all normal transactions
   • Utilize all SunMule features

2. Promote New Features

   • Highlight self-service booking to customers
   • Promote mobile accessibility
   • Encourage customer feedback

Getting Help

Support Resources

• Phone Support - Direct line to our support team
• Email Support - Detailed help with specific issues
• Video Tutorials - Step-by-step guides for common tasks
• Documentation - Comprehensive guides for all features

Common Setup Issues

Equipment Connection Problems:

• Check WiFi connectivity for Honey Badger devices
• Verify network firewall settings
• Ensure proper device placement

Payment Processing Issues:

• Verify merchant account configuration
• Check internet connectivity
• Confirm PCI compliance settings

Staff Access Problems:

• Review permission settings
• Check login credentials
• Verify role assignments