Case Study

Mastering Art and Business Operations

How Isabella eliminated scheduling headaches, reduced costs, and increased visibility

Background:

Isabella is a talented tattoo artist who owns and manages her own thriving studio. Passionate about her craft, she dedicates herself to creating unique designs while also overseeing the business side of her work. Before discovering Orb Tattoo, Isabella relied on a generic premium booking tool that cost hundreds of dollars per year. This tool was not tailored to the needs of tattoo artists, fell short in functionality, and didn’t integrate her into any feed for increased exposure. As a result, she struggled with fragmented communication and inefficient scheduling while incurring high costs.

Challenges:

  • Inefficient Appointment Management:
    The premium booking tool she previously used was not designed specifically for tattoo artists. It required manual calendar reconciliation, leading to scheduling conflicts that disrupted her creative flow and limited her ability to fully optimize studio time.The requests were also generic consultations or hour-specific products.

  • Costly and Ill-Fitting Tools:

    The booking solution came with a hefty annual price tag and was a one-size-fits-all system that didn’t meet her unique needs as an artist and business owner. Additionally, it failed to provide the discoverability benefits—such as being featured in a curated feed—that could attract new clients.

  • Payment Processing Hassles:

    Handling payments through disparate methods (cash, mobile transfers, and credit cards) led to revenue tracking issues. The previous tool didn’t offer integrated payment processing, which meant Isabella was left managing multiple systems and incurring additional merchant fees.

Solution:

Streamlined Booking Process:

  • Flash Posting and Portfolio Monetization:
    With Orb Tattoo, Isabella can now post flash designs and images of her finished work directly on the platform. This feature not only showcases her art but also creates instant booking opportunities across all channels.

  • Dedicated Request Portal:
    Orb Tattoo’s request portal allows Isabella to publish essential details—such as her standard deposit amount and pre-set booking questions—directly on her profile. This empowers clients with all necessary information upfront, reducing the need for time-consuming back-and-forth communications.

  • Integrated Multi-Channel Communication:
    The platform consolidates inquiries from Instagram, Facebook, the studio’s website, and even geography-based searches on Orb Tattoo. Isabella can respond to all chat questions in one centralized system, ensuring timely and consistent communication without juggling multiple platforms.

Secure and Simplified Payments:

  • Orb Tattoo’s built-in payment processing supports major credit cards, PayPal, and Apple Pay. This unified system eliminates delays and errors, simplifies revenue tracking, and covers all merchant fees—meaning the full benefit goes directly to Isabella. Deposits are automatically sent on scheduling, and at the end of an appointment, Isabella can send an invoice to a customer’s email where they can tip prior to paying.

Enhanced Communication and Data Management:

  • Centralized Messaging:
    A secure messaging system allows Isabella to manage all client interactions within the platform, protecting her personal contact details while streamlining communications.

  • Customer Portal for Repeat Clients:
    Isabella can favorite her regular clients in a dedicated customer portal, enabling her to send broadcasts about specials, cancellations, or upcoming events, which helps build a strong and engaged community.

  • Automated Reminders and Notifications:
    Automated reminders ensure both Isabella and her clients stay on track, significantly reducing missed appointments and scheduling conflicts.

  • Simplified Tax Season:
    Orb Tattoo automatically generates a 1099 form for Isabella, making tax season straightforward by accurately reporting her income and reducing the burden of manual record-keeping.

Results:

  • Increased Efficiency:
    By automating bookings, communications, payments, and tax reporting, Isabella now spends far less time on administrative tasks and more time focusing on her creative work and strategic business growth.

  • Improved Scheduling and Discoverability:
    The streamlined appointment management system has led to a more organized calendar with fewer conflicts. Additionally, Orb Tattoo’s integrated feed and algorithm have increased her visibility, attracting new client inquiries directly through the platform.

  • Streamlined Client Interaction:
    Consolidating all communications into one system has resulted in a more professional and consistent experience for her clients, enhancing her reputation and fostering stronger relationships.

  • Enhanced Client Experience:
    Clear communication, simplified payment processes, and reliable automated reminders have improved client satisfaction, encouraging repeat business and positive word-of-mouth referrals.