You’reOnTime
By NewChurchTek Pty Ltd
You’reOnTime typical implementation process:
Sign Up & Account Creation: Register for a free You'reOnTime account directly on their website. You'll gain immediate access to a 14-day full-featured trial with no credit card required, allowing you to start the setup within seconds.
Profile & Business Setup: Input your business details, staff profiles, service offerings, working hours, and other core information needed for booking configuration. The platform supports easy onboarding with guided setup screens.
Calendar & Booking Customization: Set up appointment books, configure staff rosters, availability, time-off, and preferences for walk-in, group, or recurring bookings. Adjust options for online booking widgets, reminders, and permissions.
Data Import: If migrating from another platform, utilize free data import services to bring in client lists, appointment histories, and service records. You'reOnTime support can assist with CSV import at no extra charge for a seamless transition.
Payment & POS Integration: Connect payment processors (Stripe, Square, Authorize.Net), configure POS features, and set up inventory and loyalty programs as applicable to your business needs.
Website & Social Booking Integration: Embed customizable booking widgets on your website and Facebook page so clients can start booking instantly.
Staff Training & Testing: Brief staff on navigation, appointment handling, notifications, and POS processes. Most users find the system intuitive, with minimal training required.
You’reOnTime is highly customizable, offering a variety of options for businesses to adapt the platform to their specific operational needs. Here are detailed data points that illustrate how it can be tailored:
Custom Branded App and Branding: You’reOnTime provides extensive options for customizing your salon or business app, including changing the theme color to match your brand, uploading your own home screen banner images, and editing terms such as Terms of Service, Privacy Policy, and Cancellation Policy—all controllable via platform settings.
Customizable Online Booking Pages: Businesses can personalize their online booking pages and widgets, ensuring that clients see the brand’s look and feel throughout the booking experience. Widgets can be embedded on websites and Facebook, and booking forms can be tailored with custom questions and workflows.
Flexible Scheduling Rules: You’reOnTime allows for configuration of real-time multi-staff calendars, variable appointment types (including walk-ins, group, and recurring appointments), customizable booking windows, staff work hours, blocked-out times, and individual provider columns. Schedules can be viewed by day, week, or month, and breaks or classes are visually highlighted.
Client Intake, Forms & Consent: The platform supports custom intake, medical history, and consent forms, which can be tailored per practitioner or service. This enables capturing specific information needed for your business or industry, supporting HIPAA compliance for clinics and medical spas.
Communication Customization: SMS and email communications are fully customizable. Businesses can personalize reminder/confirmation messages with their branding and tailor frequency or trigger rules for each type of communication, including promotional campaigns and automation for re-engagement or birthdays.
Customizable Templates and Reports: Businesses can design appointment confirmations, reminders, marketing emails, and newsletters using built-in templates, and they can export or customize business reports and analytics according to their performance metrics, inventory usage, client retention, and more.
POS, Payment, and Fee Settings: The system enables the setup of multiple payment processors, custom payment options (deposits, cancellation fees), and integration of discounts, loyalty programs, and commission deals for staff, all tailored to specific business models.
Staff and User Permissions: You’reOnTime supports role-based access control and customizable permissions, so administrators can set which staff can view, book, manage clients, handle finances, or access reports—scalable for both small salons and multi-location franchises.
APIs and Integrations: Businesses needing deeper customization can utilize You’reOnTime’s API for custom integrations with proprietary portals, CRMs, accounting tools (such as Xero or QuickBooks), and payment gateways.
Multi-location and Growth Flexibility: The platform supports centralized management for multiple locations, allows settings (services, pricing, user roles) to be standardized across branches, and lets each location be customized for local needs.
Custom Fields and Data Management: Users can create custom fields for client profiles, service notes, inventory descriptions, and treatment modules, adapting the database structure to highly specific requirements.
You’reOnTime offers a training and support experience designed for rapid onboarding and ongoing user success:
Self-Guided Onboarding: New users can sign up for a free 14-day trial and gain immediate access to all features. The setup process is intuitive, guiding you through adding services, staff, business hours, and other core data with simple, step-by-step screens.
Video Tutorials & Help Center: There’s an extensive library of video tutorials and step-by-step articles covering everything from setting up your first appointment and adding staff to configuring reminders, marketing campaigns, and reporting. These resources are designed for self-paced learning and cover both basic and advanced functions.
Guided Demos: Prospective users can book a live pre-sales demo, during which a team member shares their screen, answers specific questions, and walks through platform features in real time.
Remote & Personalized Support: For more tailored onboarding, users can book remote support sessions via Zoom or Google Remote Desktop, where an expert can walk you through the setup or perform tasks on your system as needed (this is billed separately).
24/7 Customer Support: You’reOnTime provides around-the-clock support via chat, email, and phone, all handled by the Australian-based support team. This ensures you always have direct access to help, regardless of your time zone.
Knowledge Base and FAQs: The platform’s help center and detailed guides offer quick answers to common questions and advanced troubleshooting for both new and experienced users.
Responsive Issue Resolution: Users praise the support team for their fast and friendly assistance, often resolving queries within hours and even considering feature requests for future updates.
Data Migration Assistance: When switching from another system, You’reOnTime specialists help with free data migration—importing existing client lists and appointment records to ensure a smooth transition.
You’reOnTime employs a robust, multi-layered security strategy to protect user and client data across its cloud-based scheduling and management platform. Here are the key security measures in place:
Data Encryption: All data transmitted between users and You’reOnTime servers is secured with SSL/TLS encryption, ensuring information remains private and protected from interception in transit. Additionally, sensitive data stored on the platform is encrypted at rest using AES-256 encryption, a highly secure industry standard.
Role-Based Access Control: The platform features fine-grained, role-based access controls and permissions. This allows administrators to set distinct access levels for each user, limiting who can view, edit, or manage sensitive information, thereby reducing the risk of unauthorized exposure.
Two-Factor Authentication (2FA): You’reOnTime supports two-factor authentication, providing an additional layer of login security beyond standard passwords. Enabling 2FA helps to prevent unauthorized account access even if a password is compromised.
Compliance with Privacy Regulations: You’reOnTime is designed to comply with major privacy regulations, including the GDPR (for EU customers), the Australian Privacy Principles under the Privacy Act 1988, and Bermuda’s Personal Information Protection Act (PIPA). HIPAA-informed protocols support confidentiality for medical, health, and sensitive client data.
Daily Automated Backups: Regular, automated backups are performed and stored in geographically redundant, secure data centers, protecting against accidental data loss or catastrophic system failures.
Incident Detection and Response: The system monitors for unauthorized access, misuse, or loss, and has measures in place for incident detection, timely assessment, and prompt notification to the relevant authorities and affected users in the event of a significant breach.
Data Minimization and Retention: You’reOnTime processes and retains only the data necessary for operational and legal purposes, with clear policies for deletion and anonymization upon user request or at the end of the service relationship.
User Rights and Transparency: Users have the right to access, correct, restrict processing of, and request deletion of their personal data in compliance with GDPR and other applicable laws. Data can be exported or permanently deleted upon verified request from users or their business administrators.
Staff Training and User Education: Both system support staff and platform users are encouraged to follow best practices for password management and data handling, reducing risks associated with human error.
You’reOnTime’s policy on data ownership and portability provides users with strong rights and control over their business and client data:
Data Ownership: Businesses using You’reOnTime maintain ownership and control of all data they input, such as client profiles, appointments, payments, and sales records. The platform acts as a service provider, processing and storing data solely on behalf of the business and according to its instructions. Data is not sold or shared with unauthorized third parties.
Right to Access, Export, and Delete Data: Users can access, export, and delete their data at any time. There are built-in tools for exporting client records, appointment lists, sales data, and reports in formats like CSV, supporting backup, migration, or regulatory compliance needs. You’reOnTime complies with privacy laws such as GDPR, ensuring businesses and their clients have the right to request access, rectification, restriction, or erasure of personal information.
No Vendor Lock-In: The platform is designed to facilitate seamless offboarding. When a business decides to leave You’reOnTime, they can export all essential data for migration to another system. Account data and client information can be permanently deleted upon verified request, and no data is retained beyond operational or legal obligations.
Transparent Use and Processing: Data is processed only to deliver the contracted services. You’reOnTime emphasizes transparency, providing clear privacy notices and implementing measures to safeguard confidentiality and compliance.
You’reOnTime offers highly flexible terms for scaling your subscription up or down as your organizational needs evolve, making it easy for businesses of any size to adjust features, staff, and locations with minimal friction.
Tiered Subscription Plans: You’reOnTime provides a range of plans, from a robust free option (for individuals or very small teams) to progressively advanced packages offering more staff users, features, reports, and multi-location support. This lets you select the level that fits your current business scale.
Monthly, No-Commitment Billing: All paid plans are billed on a monthly, subscription basis with a clear “cancel anytime” policy and no long-term lock-ins. You can upgrade, downgrade, or cancel your plan at any point before the next billing cycle—no questions asked and no penalties. This allows seamless transitions whether you’re expanding or contracting your business.
Easy Plan Changes: Upgrading (scaling up) gives you access to more features, staff, reports, and locations as needed. Downgrading (scaling down) immediately decreases access and cost, ensuring you only pay for what you use. All adjustments take effect in the next billing period, with simple account management through the platform.
“Powerups” for Custom Growth: If you need certain features from a higher plan without switching tiers, “Powerups” ($25/month per location) can be added a la carte—such as point of sale or online booking. If you add several Powerups, the system will suggest a full plan upgrade if that’s more cost-efficient.
Staff & Locations: Pricing covers all staff in your organization; as you add or remove team members or business locations, you can switch plans to accommodate those changes. Multi-location management and standardized settings allow large businesses to scale centrally while keeping local adaptation possible.
Zero Hidden Fees & Transparent Pricing: All costs are upfront, with no hidden fees, setup charges, or migration costs for most standard changes. You can scale down to lower plans or even the free version if your business contracts or your needs become simpler.
Immediate Scalability: All service changes, including upgrades, downgrades, or Powerup additions/removals, are managed through your account portal for instant effect at the next billing cycle.
No Data Loss During Scaling: Switching plans, adding/removing features, or scaling staff does not result in data loss—your business data, history, and configuration are retained.
Terms and conditions for contract renewal and cancellation for You’reOnTime:
Automatic Renewal: All paid You’reOnTime subscriptions are set up on a month-to-month, automatically renewing basis. Your credit card is charged each month on the same date, ensuring uninterrupted service unless you proactively cancel before the next billing period.
No Commitment: There is no minimum-term requirement—You’reOnTime operates on a no-commitment policy. You can remain on the service as long as you wish without lock-in or penalties for leaving.
Pricing Changes: The company reserves the right to change pricing at any time. The renewal charge is generally equal to the original subscription price, unless you have been notified of a price change in advance.
Notification of Changes: Any significant changes to pricing, features, or terms will be communicated in advance. Continued use after such notification constitutes acceptance of the new terms.
Payment & Account Management: Users are responsible for providing valid payment information and keeping it up to date. Failure to process payment can lead to suspension or cancellation of services.
Cancel Any Time: You can cancel your subscription at any time directly through your account portal; no notice period or explanation is required. The service continues until the end of the current paid period, after which recurring charges are stopped.
No Refunds for Unused Periods: Payments for the current billing cycle are non-refundable; cancellation takes effect at the end of the period you have paid for.
No Questions Asked: There are no penalties, cancellation fees, or complicated procedures. You’reOnTime’s philosophy is to “earn your loyalty, not enforce it,” making the exit process frictionless.
Service Provider Rights: The provider reserves the right to refuse, suspend, or cancel service to any user at any time and may block access due to violation of terms, policy breaches, or non-payment.
You’reOnTime software is designed to meet a range of compliance standards and privacy laws relevant to businesses operating in the EU, UK, Australia, Bermuda, and other regulated regions. Here are the key compliance frameworks and standards with which You’reOnTime aligns:
GDPR (General Data Protection Regulation): You’reOnTime explicitly states compliance with the GDPR for EU residents. The platform recognizes users’ rights to access, correct, restrict processing, erase, and port their personal data. Features and processes are in place to address requests for data deletion, export, and other GDPR mandates, and privacy complaints are handled according to GDPR requirements.
Australian Privacy Law & Bermuda PIPA: The software also complies with the Australian Privacy Act and Bermuda’s Personal Information Protection Act (PIPA), providing avenues for individuals in these jurisdictions to enforce their data rights and resolve privacy complaints.
HIPAA-Informed Protocols: For salons, spas, and clinics that handle health-related information, You’reOnTime includes “HIPAA-informed” compliance measures in its handling of client medical data, intake forms, and consent documentation. This is referenced across product listings and reviews, indicating the platform’s suitability for US medical/spa businesses needing heightened data privacy for health information.
PCI DSS (Payment Card Industry Data Security Standard): You’reOnTime integrates with third-party payment processors (like Stripe, Square, Authorize.Net), meeting PCI DSS standards for data security during payment processing. The platform itself incorporates enterprise-grade security for the protection of financial transactions, including SSL/TLS encryption in transit and AES-256 encryption at rest, which form a technical basis for PCI DSS compliance.
