Our comprehensive guide to getting the most out of Ajandam. Everything from the basics to advanced features, explained step by step.
Section 1
Go to ajandam.app or open the mobile app and tap "Start Free". Sign-up is completed in 3 steps: in Step 1, enter your name, email, phone number and business name. In Step 2, choose the industry that best fits your business from the list detailed below. In Step 3, set your password and complete the sign-up. For verification, a WhatsApp link or an optional SMS code is sent to your phone.
Instead of email + password, you can sign up with a single tap using your Google, Apple or Microsoft account. After your first sign-in, you complete your industry and business details inside the onboarding wizard. Signing in with Apple uses the native Sign in with Apple flow on iOS, and an OAuth browser redirect on Android and web.
During sign-up you choose from 27 different industries: Beauty Salon, Photo/Video Studio, Wedding Venue, Clinic, Dentist, Veterinarian, Training Centre, Spa & Massage, Event Planning, Carpet Cleaning, Service & Repair and more. Your industry choice automatically shapes the terminology (e.g. "appointment" instead of "reservation", "patient" vs. "customer"), the form fields and the specialised modules (Gallery Management only for photographers, Waiting List only for eligible industries, etc.). You can change your industry later under Settings > Business Details.
Once your account is created, a 4-5 step setup wizard appears on the dashboard: working hours, service list (the services you offer + their prices), adding staff (Plus/Pro plan) and logo/business images. You can skip the wizard and complete it from Settings at any time. Your completion percentage is shown in the top corner of the dashboard.
If you use an iPhone or Android device, on first launch the system asks "Would you like to import your existing events?" and offers to transfer the events in your phone's calendar app (including iCloud, Gmail and Outlook accounts) into Ajandam. If you accept, you choose which calendars and which years' events to import. See section 18 for details.
Under Settings > Business Details and Settings > Images, add your business name, address, tax identification number, IBAN, invoice logo, brand logo and invoice/contract image. Your logo and address details are automatically used in invoice PDFs, contract templates and customer notifications.
Section 2
Choose "Reservations" > "New Reservation" from the left menu, or click an empty slot on the calendar. Select a customer or add a new one, then set the service, staff member and time. When a service is selected, its price and duration are filled in automatically — and can be changed. Additional fields specific to your industry (shoot location, wedding venue, etc.) appear at the end of the form.
In the calendar's Day/Week view, long-press any time slot. Using the compact form that opens at the bottom, you can pick a customer name + phone, service and time and save it within seconds. If the customer is not already registered, entering their name and phone automatically creates a new account record. The form saves with a default duration of 1 hour; for more detailed editing, tap the "Detailed" button to switch to the full form.
In the calendar's Day or Week view you can long-press a reservation block and drag it. When you drop the block on a new time slot, its time is updated automatically and the service duration is preserved. Recurring, multi-day or cancelled reservations cannot be dragged. If there is a conflict at the new time, a confirmation dialog opens — you can continue or cancel.
Select a suitable time slot from the calendar view. The system automatically checks the availability of the selected staff member. If there is a conflicting reservation, a warning is shown. In Day/Week view the status of a reservation block (Pending/Confirmed/Cancelled/Completed) is indicated with a colour code and an icon; unpaid confirmed reservations are marked with an orange badge.
Use the "Repeat" option in the form to create reservations that recur weekly, monthly or with a custom rule. Use "Multi-day" to define a reservation with different start and end dates (event, camp, multi-session shoot). Using the "Additional Dates" field you can add side events (fitting, shoot preparation, etc.) for extra dates.
Fill in the extra fields specific to your industry (e.g. shoot location for a photo studio, venue details for a wedding, protocol number for a clinic). Add notes, the prepayment amount and contract details. These fields appear automatically in the reservation detail view and in invoice/contract PDFs.
Once payment has been taken for a reservation, the amount on that reservation does not change even if your service price changes ("snapshot" logic). This way, the cash records of past reservations are not affected by current price changes. Refer to the main service record for a service's current price; the amount applied to the reservation is the snapshot price at the moment of payment.
Click the "Save" button. The system automatically sends a confirmation message via WhatsApp or SMS (requires the Plus plan). The reservation is added to the calendar instantly. If push notifications are enabled, the owner and the assigned staff member are notified immediately.
Section 3
Use the buttons in the top right corner to switch to Day, Week or Month view. Each view offers a different planning perspective. The same views are also available in the mobile app.
Click any reservation on the calendar to open the detail panel. From there you can access customer details, payment status and transaction history.
Filter by staff member, status or service type. In the "All Staff" view, every employee's calendar is shown side by side. Holidays and closed hours can be marked.
When you click an empty time slot on the calendar, the quick reservation form opens. By entering the basic details you can add a new reservation within seconds.
Section 4
Choose "New Customer" from the "Customers" menu. Enter basic details such as name, phone, email and date of birth. Once the customer record is created, all reservations are linked to that profile.
In the Wedding Venue, Event Hall, Photo/Video Studio and Bridal Shop industries, an optional "Partner Name" field appears on the customer record. For example, if the bride is "Ayşe" and the groom is "Mehmet", saving both will display them as "Ayşe & Mehmet" in calendar and account listings. If the partner name is left blank, only the customer name is used. You can turn this feature on or off with the Settings > Business Details > "Use Partner Name" toggle.
From the "Documents" tab on the customer profile, you can upload files belonging to the customer (ID, contract, medical report, payment receipt, etc.). PDF, JPG and PNG formats are supported. Add a document title and an optional note. Uploaded documents are kept in secure storage and, if the customer consents, the link can be shared.
Every customer profile has a notes area. Record preferences, allergy information, special requests or important notes here. Notes act as a reminder on the next visit.
Switch to the "Account" tab on the customer profile to view payment history, outstanding balance and prepayments. You can filter balance movements by date.
Group customers by adding tags: VIP, regular customer, lapsed customer. With tags you can send bulk messages and target campaigns.
Section 5
Activated with the Plus plan. Enable WhatsApp notifications under Settings > Notifications. Customise the templates for confirmation, reminder and cancellation messages. Choose the reminder timing (1, 3, 24 or 48 hours in advance).
Available with the Plus plan. Use the same templates as WhatsApp, or short texts written specifically for SMS. Track your message balance under Settings > Message Management.
Grant notification permission after downloading the mobile app. There are 16+ automatically triggered notification types: new reservation, reservation update, reservation cancellation, payment received, payment deleted, expense added, invoice issued/received, customer added, gallery published, contract signed, task assigned, task due date approaching and daily summary. If you use a single account on multiple devices (phone + tablet), each one receives its own notification. You can manage which notifications are active for each type individually under Settings > Notifications > Push.
When you open the same account on two devices (e.g. phone + tablet), both devices receive notifications. Ajandam stores each device's FCM token as a separate record; when you sign out, the token is deleted from that device. If the same user signs in temporarily on someone else's device, the token is refreshed automatically.
Under Settings > Email Configuration you can send email notifications using Gmail, Outlook, Yandex or your own domain. Choose your provider and enter your email address and app password. The system automatically tests and configures the connection.
Section 6
To send email with Gmail, you need to create an "App Password". Steps: 1) Turn on 2-Step Verification for your Google account (myaccount.google.com/security). 2) Go to myaccount.google.com/apppasswords. 3) Under "Select app" choose "Other" and type "Ajandam". 4) Click "Create" — a 16-digit password will be given. 5) Paste this password into the "App Password" field in your Ajandam settings. Note: this password is different from your Gmail password and is used only for Ajandam.
To send email with your Outlook, Hotmail or Live account: 1) Select the "Outlook" provider in your Ajandam settings. 2) Enter your email address. 3) Enter your account password or app password. Note: if two-step verification is enabled, you need to create an app password from your Microsoft account (account.microsoft.com/security).
To send email with Yandex Mail: 1) In your Yandex account, open "App Passwords" under Mail Settings > Security. 2) Create a new app password. 3) Select "Yandex" in your Ajandam settings and enter your email address and app password.
To send email through your own domain, get the SMTP details from your hosting provider: server address (e.g. mail.yourcompany.com), port (usually 587 or 465), encryption (TLS/SSL), username and password. Enter these details under the "Own Domain" option in your Ajandam settings.
Section 7
Ajandam sends WhatsApp and SMS notifications tailored to your business. Reservation confirmations, reminders, cancellations and payment notifications are delivered to your customers automatically. No setup is required — simply buy a message package and start using it right away. Notifications are sent under the "Ajandam App" sender name.
Choose which notifications will be sent under Settings > SMS/WhatsApp Notifications. Templates for reservation confirmation, reminders (1 hour, 1 day in advance), cancellation notices and payment receipts are ready to use. You can customise the template content and add dynamic fields such as customer name, date and time.
With the Pro plan you can send notifications through your own WhatsApp Business number. Messages are sent under your business name. Setup: 1) Create a Meta Business Suite account (business.facebook.com). 2) Create an app in Meta Developers and add the WhatsApp product. 3) Connect and verify your business phone number. 4) Create your message templates and get them approved by Meta. 5) Create a permanent access token. 6) Enter your WABA ID, Phone Number ID and Token under Ajandam Settings > Notification Channels. 7) Verify with "Test Connection" — your templates are fetched automatically.
With the Pro plan you can send SMS through your own NetGSM account. Messages are sent under your business's own sender name. Setup: 1) Open an account at netgsm.com.tr. 2) Get your SMS sender name (BTIK) approved — this is the sender name the recipient sees. 3) Get your API user code and password from the NetGSM panel. 4) Enter your details under Ajandam Settings > Notification Channels. 5) Verify with "Test Connection" — your NetGSM message balance is queried automatically.
Even if you use your own line, message credits are purchased through Ajandam. Each WhatsApp message uses 1 message credit, and each SMS uses 1-3 message credits depending on the character count. Purchased credits are valid for 1 year; any unused credits are reset when that period ends. You can track your message balance and buy packages under Settings > Message Management. SMS containing Turkish characters uses more message credits.
Section 8
Record income or expenses from the "Finance" > "Cash Register" menu. Select a category and add the amount and a description. Payments linked to a reservation are posted to the cash register automatically.
View the income-expense report under "Finance" > "Reports". Select a date range and review the charts. Export in Excel or PDF format.
Perform daily cash opening and closing operations. Different cash accounts (cash, bank, card terminal) can be managed separately. Carry-over balances are calculated automatically.
If push notifications are on, the owner receives a daily summary notification every morning: "Today X reservations, Y ₺ revenue, Z ₺ expenses, K task due dates". Notifications for assigned staff work separately. You can turn this feature off with the Settings > Notifications > "Daily Summary" toggle.
Through its QNB e-Solutions integration, Ajandam draws all e-document products such as e-Invoice, e-Archive and e-Waybill from a shared "credit pool". Every package you buy (250, 500, 1000, 2500 credits) is shared across all products. Each successfully sent document uses 1 credit; schematron rejections, cancellations, retry attempts and application responses (UYGULAMAYANITI_UBL) do not use credits. Track your credit balance under Finance > Reports > Credit Usage or on the Settings > e-Invoice page.
Section 9
Go to "Settings" > "Staff" and click the "Add Staff" button. An invitation is sent to the staff member's email address. Once the invitation is accepted, the account becomes active. (Requires the Plus or Pro plan.)
You can define 41 separate granular permissions for each staff member: viewing the calendar, adding/editing/deleting reservations, adding/editing/deleting customers, financial transactions, creating/cancelling invoices, reports, contracts, sending messages, gallery management and more. Under Settings > Staff > [Staff Name] > "Edit Permissions" you can see the permission list and switch each one on or off individually. Operations without permission either do not appear on the staff member's screen at all or display a warning; in-screen buttons are guarded. Permission changes take effect immediately.
In addition to granular permissions, define which services each staff member can provide. Only the services a staff member is authorised for appear in the dropdown on the reservation form. If no staff member is authorised for a service, it is marked as unavailable.
Define working days and hours for each staff member. Mark days off. The hours a staff member is available are shown automatically in the calendar view.
Under "Reports" > "Staff", track each employee's number of reservations, revenue contribution and no-show rate. Export performance data to Excel.
Section 10
Open the template editor with "Contracts" > "New Template". Add text, variable fields (such as customer name, date, amount) and conditions. Save the template.
Create a contract from within the reservation form or from the customer profile. Select one of your saved templates; customer and reservation details are filled in automatically.
Send the contract you created with the "Send via WhatsApp" or "Send via Email" button. Your customer views and signs the contract through a link.
List all sent contracts under "Contracts" > "Archive". Filter by signed, pending or cancelled status. Download as PDF.
Section 11
Set up your payment infrastructure under "Online Payments" > "Settings". Ajandam works through iyzico Marketplace. Complete your sub-merchant application and enter your IBAN and identity details. After approval you can start taking online payments.
Send your customer a payment link with "Online Payments" > "New Payment Link". Set the amount, description, due date and instalment options. The link can be shared via WhatsApp, SMS or email. The customer clicks the link and pays in a secure environment.
Track the status of every payment link you send: Pending, Paid, Partially Paid, Expired. You are notified automatically when a payment is received. View total collections, net earnings and commission details in the reports.
Ajandam charges a commission of 5% (standard) or 3% (Pro plan) on successful payments only. There is no fixed fee. Funds are transferred by iyzico to the IBAN account you specify.
Section 12
Add a new product from the "Products/Inventory" menu. Enter the product name, SKU, barcode, unit (piece/kg/litre/pack), sale price and cost details. For products you want to track, enable the "Track Stock" option and set the opening stock.
You can record stock movement types such as sale, purchase, consumption, return, wastage and transfer. Each movement updates the stock quantity automatically. Low stock alerts are triggered based on the minimum stock level.
Open the POS screen with the "Quick Sale" button. Add products to the basket, search for and select a customer, and apply VAT and discounts. When the sale is completed, stock is reduced automatically and an income entry is created in the finance module.
Section 13
From the "Waiting List" menu, search for the customer and enter their preferred date/day details. Set the priority level (Normal, High, Urgent). With the "Flexible date" option you can have them notified about any available slot.
When an appointment is cancelled or a slot opens up, the system automatically identifies suitable customers on the waiting list and sends notifications in priority order. The customer can take the appointment by clicking the confirmation link within a set time.
Track the status of each entry on the waiting list: Waiting, Notified, Appointment Taken, Declined, Expired. Automatic notifications are sent via WhatsApp or SMS.
Section 14
Create shift templates such as Morning, Midday and Evening under the "Shift Planning" > "Templates" tab. Assign a start-end time, break duration and colour to each template.
From the "Patterns" tab, assign weekly recurring shift patterns to staff members or workers. For example: "Ali — Monday, Wednesday, Friday: Morning Shift". With "Generate Automatically", next week's shifts are created from these patterns.
In the "Weekly Plan" tab, click the "Add" button to assign a shift for a specific date and staff member. When you select a template, the hours are filled in automatically. Existing assignments can be deleted by swiping left.
Create staff leave requests from the "Leave" tab: annual leave, sick leave, personal leave, parental leave, public holiday or unpaid leave. Approve pending requests, or reject them by entering a reason. No shifts are generated automatically for approved leave.
Section 15
Start the setup with the "Create Programme" button in the "Loyalty Programme" menu. Set the earning rate (e.g. every 1 ₺ = 1 point). Set the redemption rate (e.g. 100 points = 1 ₺). Define welcome and birthday bonuses.
Define tiers such as Bronze, Silver and Gold. Set a minimum point threshold and a point multiplier for each tier. Customers move up tiers automatically as they earn points.
Create point-earning rules: you can define rules such as a service-based bonus, extra points at certain hours, a reward for consecutive visits or a referral bonus. A minimum amount, multiplier and validity period can be set for each rule.
From the "Members" tab, view the point balance, tier, total earnings and total spending of every loyalty programme member. You can add or deduct points manually.
Section 16
Change the interface language of the app under "Settings" > "Language Settings". Supported languages: Turkish, English, German, Arabic and Russian. The change is applied instantly.
SMS and WhatsApp notifications are sent in the language your business has selected. Separate notification templates are loaded automatically for each language. You can customise the templates.
Section 17
Create a gallery with the "New Gallery" button in the "Gallery Management" menu. Enter the gallery name, customer selection and description. You can make the gallery customer-specific or publicly accessible. Set a publish date to control when your gallery becomes visible.
Open the gallery detail view and upload photos by drag and drop. Bulk upload is supported. For videos, upload the file directly. Photos are optimised automatically and transferred to cloud storage.
Create multiple albums within a gallery: outdoor shoot, indoor shoot, clip, and so on. Move photos between albums. You can assign a separate cover photo to each album.
When you share the gallery with your customer, they can select the photos they like. You can set a selection limit (e.g. choose 20 out of 50 photos). The customer's selections appear in your panel in real time.
Customers can leave revision notes on photos: requests such as retouching, cropping or colour correction. Requests are listed in the gallery panel and their status is tracked (pending, completed).
Enable watermark protection in the gallery settings. A watermark is added automatically to unapproved photos. Once the customer confirms their selection, access to the non-watermarked versions is granted.
When a gallery is published, an automatic WhatsApp/SMS notification is sent to the customer. You are also notified when the customer completes their selection or creates a revision request.
Section 18
You can transfer every event saved in the built-in Calendar app on your iPhone, iPad or Android phone (including all iCloud, Gmail and Outlook accounts added to the device) into Ajandam with a single tap — there is no need to download and upload an .ics file. In the mobile app, go to Settings > Import, open the "Device's Calendar App" card and tap the "Scan My Device" button. The system will ask for permission and then list all your calendars. Select the years you want to import (the past 3 years + this year + next year) and the calendars, then tap "Import". The system automatically matches event titles with existing customer names; if there is no match, they are grouped under the "Device Calendar" placeholder and you can move them to the real customer later.
In the web version of that program, go to Reports → Annual/Monthly Reservation Report, select the year you want to transfer and download the file in XLS (Excel) format. In Ajandam, go to Settings > Import > "Düğün Takip / Stüdyo Takip" and upload the file you downloaded. Do not close the page during upload and processing; you will be notified when it is complete. Your existing data is preserved, and records with the same date and customer details are updated.
If you are importing from a desktop computer or another device, use the .ics file method. From Apple iCloud you can get a share link ("webcal://...") and download the .ics file by changing the leading webcal to https. In Google Calendar, use the "Public address in iCal format" link in the calendar settings. In Outlook, get the ICS link from the "Publish Calendar" menu.
A detailed visual guide showing which button to press, using phone and browser screen mockups for Apple iCloud, Google Calendar and Microsoft Outlook, is available at ajandam.app/kilavuz/takvim-aktarimi. Numbered red markers show you exactly where to tap at each step.
Prepare your customer list (name, phone, email, address), reservation list (date, customer, service, price) or service list (service name, price, duration) data in Excel (.xlsx) or CSV format. In Ajandam, go to Settings > Import > "Excel / CSV" and upload the file. The system matches the columns automatically.
You can group your services by category: e.g. "Cut", "Colour" and "Care" under the "Hair" category; "Cleansing", "Care" and "Laser" under "Skin". Create a parent category under Settings > Services > "Category Management", then choose the category from the dropdown in each service's edit dialog. In service lists and on the reservation form, services are shown grouped under category headings. Imported services are gathered in a separate "Imported" section — if you don't want any changes they can stay as they are, and to move them into the main service list you can turn off the "Imported" toggle in the edit dialog.
Section 19
Ajandam primarily supports sending e-Invoice, e-Archive and e-Waybill documents through QNB e-Solutions (Ajandam partner code: AUR31311). KolayBi and Paraşüt integrations are also available. Select your integrator and enter your API details under Settings > e-Invoice > Integrator. For QNB, onboarding takes about 15 minutes on average. On the Plus and Pro plans, Ajandam covers the integrator subscription fee.
As of 1 January 2026, the e-Archive threshold was removed from the Turkish Revenue Administration (GİB) communiqué. The new rule: if the buyer is registered for e-Invoice, an e-Invoice is issued; if not, an e-Archive is issued regardless of the amount. Ajandam automatically queries the buyer's tax/identity number and issues the correct type of document. There is no manual override — this is a legal requirement. e-Archive documents are sent to the customer's email as a PDF; e-Invoice documents are transferred to the customer's integrator through GİB.
Click the "Create e-Invoice" button in the reservation detail view or in the invoice list. Customer details and service details are filled in automatically. Select the VAT rate, add a discount/withholding if you wish, and send. The system checks the buyer type and sends it as an e-Invoice or e-Archive; on success the PDF becomes downloadable immediately.
List outgoing, incoming and draft invoices from the "e-Invoices" menu. Statuses: Draft, Sent, GİB Approved, Rejected, Cancelled, Awaiting Application Response. A reason is shown for rejected invoices; you can edit and resend them. For incoming invoices you can issue an application response (Accept/Reject) — this operation does not use credits.
All e-documents sent through QNB (e-Invoice, e-Archive, e-Waybill) are drawn from a shared credit pool. Packages: 250, 500, 1000, 2500 credits. Each document that successfully reaches GİB uses 1 credit. Operations that do not use credits: schematron rejection (if the format is wrong), cancellation, retry attempts, application responses (UYGULAMAYANITI_UBL) and saving a draft. Track your credit balance under Settings > e-Invoice > Credit Usage or Finance > Reports; you are notified automatically when it runs low.
On the Pro plan you can manage your invoice series. Set your preferred prefix (e.g. "AJN") under Settings > e-Invoice > Invoice Series. View the prefixes assigned by QNB and request a new series from GİB with the "Fetch new series" button. The invoice number is generated automatically in a prefix-aware format such as "AJN2026000001". You can manage separate series per branch or department under a single account.
If you want to close your account, fill in the request form under Profile > "Close Account". The Aura Medya team gets in touch via WhatsApp and sends an exit email to QNB. Once approved, a ZIP file (in XML + PDF + CSV formats) containing your invoice, customer, reservation and finance data from the past year is prepared and shared with you. You continue to have access to your data for 30 days; during this period you can cancel the account closure request. At the end of the 30 days the account is permanently closed and user data is deleted (e-invoices subject to statutory retention remain with the integrator).
Section 20
You can create a task from the "To-Do" tab on the dashboard, or with the "New Task" button in a reservation/customer detail view. Add a title, description, due date, assigned staff member, priority (Low / Normal / High) and tags. Alongside the system tags ("In Progress", "Awaiting Payment", "On Hold") you can also define your own custom tags.
Tasks are grouped into 3 tabs: Pending, Completed, All. You can filter by tag by clicking the tag headings. On each task row, tags appear as colour-coded badges. Click a task card to view the details and edit it.
In the mobile app you can swipe a task left to mark it as completed, or swipe right to cancel it. Cancelled tasks go to the "Trash" sheet, from where you can restore them or delete them permanently.
You can add an optional reminder time to every task. You receive notifications for tasks assigned to you: when the task is assigned, when the due date approaches and when the due date has passed. You can manage notification preferences per channel (push / email / WhatsApp) under Settings > Notifications > To-Do.
You can assign tasks to specific staff members; the assignee receives a push notification for that task. If a staff member does not have the "View Tasks" permission, they cannot see any tasks other than the ones they assigned themselves (part of the granular permission system).
Section 21
Add a service with Settings > Services > "New Service". Assign a name, price, duration (minutes), VAT rate, description and an optional category. The service duration is used automatically on the reservation form; the price is reflected in the payment.
You can group your services by category. Create a parent category (e.g. "Hair", "Skin", "Nails") under Settings > Services > "Category Management". Then choose from the category dropdown in each service's edit dialog. The service list and the service dropdown on the reservation form are shown with category headings, making it easier to search a long list.
Services you import via Excel/CSV or from another program are gathered in a separate collapsed section under the "Imported" heading. To move these services into the main service list, open the edit dialog of the service in question and turn off the "Imported" toggle — the service moves to the main list automatically (under its category, if it has one).
You can assign the staff members who are able to provide each service. Only authorised staff appear as an option for that service on the reservation form. If no staff member at all is authorised for a service, the service is marked as "Unavailable".
For packages that include multiple services ("Wedding Package: Shoot + Album + Clip") you can create a list-type service. Define sub-services (programme items) under a package; when the package is selected on the reservation form, all sub-items are added automatically. The price can be set as the package total or as the sum of the individual items.
You can reach us directly with your questions. Plus and Pro users receive priority technical support.