Getting Started with Pitstop

Contact Us

To get started with Pitstop, reach out to our team to request access. We work with service businesses of all sizes and types.

• Send an email to hello@pitstop.com with the following information:
• Business details: Your business name, type (salon, spa, medical practice, etc.), and industry
• Contact information: Your name, email, phone number, and preferred contact method
• Business size: Number of staff members, locations, and approximate monthly bookings
• Current booking system: What system you're currently using (if any) and any specific requirements
• Timeline: When you'd like to get started

What happens next: Our team will review your request within 24-48 hours. We'll assess your business needs, answer any questions you have, and provide you with account access and onboarding support.

Receive Account Access

Once approved, you'll receive your account credentials and access instructions via email.

• Account credentials: You'll receive an email with your login URL, username, and temporary password
• First login: Visit the login page and use your credentials to access your dashboard
• Password setup: You'll be prompted to create a secure password on first login
• Dashboard tour: Take a few minutes to explore the dashboard and familiarize yourself with the interface
• Profile completion: The setup wizard will guide you through completing your business profile

Tip: Bookmark your dashboard URL for easy access. The dashboard is responsive and works great on desktop, tablet, and mobile devices.

Set Up Your Business Profile

Your business profile is the foundation of your Pitstop account. Complete it thoroughly to ensure accurate bookings and a professional customer experience.

• Business information: Add your business name, description, address, phone number, email, and website
• Visual branding: Upload your business logo (recommended: 512x512px, PNG or SVG format) and cover image
• Business hours: Set your regular operating hours for each day of the week, including lunch breaks or closed periods
• Timezone configuration: Select your business timezone—critical for accurate scheduling across different regions
• Location settings: If you have multiple locations, add each one with its specific details and hours
• Contact preferences: Configure how customers can reach you and preferred communication methods

Best practice: Be as detailed as possible in your business description. This information helps the AI assistant answer customer questions accurately and provides context for better booking recommendations.

Connect Messaging Platforms

Connect your messaging platforms to start accepting bookings. You can connect one or all platforms—each works independently and can be configured separately.

• WhatsApp Business API: The most popular booking channel. Requires a Meta Developer account and WhatsApp Business API setup. Our detailed guide walks you through the entire process, including webhook configuration and verification steps.
• Instagram Direct Messages: Connect your Instagram Business account to accept bookings via DMs. Requires linking to a Facebook Page and configuring Instagram messaging permissions.
• Facebook Messenger: Enable Messenger for your Facebook Page to accept bookings through Facebook. Great for businesses with active Facebook presence.
• Platform-specific guides: Each platform has a dedicated setup guide in the dashboard with step-by-step instructions, screenshots, and troubleshooting tips

Important: Start with WhatsApp as it's the most commonly used platform. You can add Instagram and Facebook later. Each platform requires its own API credentials, but they all work together seamlessly in your unified dashboard.

Need help? Check our WhatsApp Configuration guide for detailed setup instructions, or contact support if you encounter any issues during setup.

Add Your Services

Create detailed service listings that accurately represent what you offer. Well-configured services lead to better bookings and fewer misunderstandings.

• Service details: Create each service with a clear, customer-friendly name, detailed description, duration, and pricing (fixed or variable)
• Service categories: Organize services into categories (e.g., "Hair Services", "Facial Treatments") for easier navigation
• Pricing options: Set fixed prices, price ranges, or custom pricing. Include any package deals or discounts
• Duration settings: Set accurate service durations including buffer time between appointments to prevent back-to-back bookings
• Staff assignments: Assign services to specific staff members if certain services require specialized skills
• Resource requirements: If services require specific resources (rooms, equipment), link them to prevent double-booking
• Booking rules: Configure advance booking windows (e.g., book up to 4 weeks ahead), minimum notice requirements, and cancellation policies
• Service images: Add photos to help customers understand what each service includes

Pro tip: Start with your most popular services first. You can always add more services later. Be specific in descriptions—customers appreciate knowing exactly what to expect.

Start Accepting Bookings

Once your services are configured and messaging platforms are connected, you're ready to start accepting bookings!

• AI assistant activation: Your AI assistant automatically activates when you connect a messaging platform. It will immediately start handling customer inquiries and booking requests
• Real-time monitoring: Watch bookings come in real-time through your dashboard. You'll see all conversations, booking requests, and confirmations
• Booking review: Review bookings as they come in. The AI handles most requests automatically, but you can review, modify, or cancel bookings as needed
• Calendar management: Use the calendar view to see all appointments, manage your schedule, make manual bookings, and handle rescheduling
• Customer communication: All customer conversations are logged in the dashboard. You can review conversations, add notes, and even jump in to assist the AI if needed
• Automated reminders: Configure a reminder (1, 2, or 3 hours before appointments) to reduce no-shows
• Analytics tracking: Start tracking your booking metrics immediately. See booking trends, popular services, peak times, and customer patterns

First booking tips: Test the system by sending a test message to your connected platform. Walk through a booking flow to ensure everything works as expected. Share your booking link or phone number with a few trusted customers to get initial bookings and feedback.

Ongoing optimization: Regularly review your booking patterns, customer feedback, and AI conversation logs. Update your knowledge base, refine service descriptions, and adjust business hours based on demand patterns.