InkFlow User Guide

Everything you need to know to master InkFlow and streamline your tattoo business

Quick Navigation

Getting Started

1. Complete Your Profile

  • Go to Settings → Profile
  • Add your display name, bio, and contact information
  • Your profile picture is pulled automatically from your connected Instagram account
  • Set your business email for client replies

2. Connect Instagram

  • Navigate to Settings → Instagram
  • Click "Connect Instagram Account"
  • Log in with your Instagram Business account
  • Grant permissions to InkFlow
  • Your Instagram DMs will now sync automatically!

Important: You must have an Instagram Business or Creator account, not a personal account.

3. Explore the Dashboard

  • View your stats: new inquiries, bookings, and revenue
  • See recent client messages
  • Check upcoming appointments
  • Monitor pending deposits

Instagram Integration

How Instagram Sync Works

  • InkFlow automatically receives all Instagram DMs in real-time
  • Client messages appear in your Inbox instantly
  • You can reply directly from InkFlow
  • All conversation history is saved and searchable

Sending Messages

  • Go to Inbox or click on a client
  • Type your message in the chat box
  • Click Send - it goes directly to Instagram
  • If Instagram fails, InkFlow automatically sends via email!

Instagram Messaging Windows

  • 24-hour window: Standard messaging window for client replies
  • 7-day window: Extended messaging with human agent tag
  • Within 7 days: All messages sent via Instagram DM
  • After 7 days: Messages automatically fall back to email
  • Email fallback is seamless - clients can reply directly to your email

FAQ Auto-Replies

Setting Up Auto-Replies

  • Go to Settings → FAQs
  • Click "Add FAQ"
  • Add keywords (e.g., "price", "hourly", "cost")
  • Write your response message
  • Toggle "Enabled" to activate

How It Works

  • When a client messages you with a keyword, InkFlow instantly auto-replies
  • Keywords are matched case-insensitively
  • Works with word boundaries (won't match partial words)
  • You can add multiple keywords per FAQ
  • Great for pricing, availability, booking process, etc.

Pro Tips

  • Use common variations: "price", "cost", "how much", "rates"
  • Keep responses friendly and conversational
  • Include a call-to-action: "DM me for custom quotes!"
  • Update FAQs seasonally or when prices change

Client Management

Adding Clients

  • Clients are automatically added when they DM you on Instagram
  • Or manually add: Go to Clients → Add Client
  • Enter their name, email, phone, and Instagram handle
  • Add notes about design preferences or allergies

Client Profiles

  • View all messages with a client
  • See booking history and upcoming appointments
  • Track payments and deposits
  • Send consent forms, intake forms, and deposit requests
  • Add internal notes (clients can't see these)

Messaging Clients

  • Open any client profile
  • Type your message in the chat box
  • InkFlow tries Instagram first, then email as fallback
  • Email replies go directly to your business email

Returning Client Tagging

  • Clients who book again are automatically flagged as returning
  • A "Returning" badge appears on their profile and in your inbox
  • Use this to offer priority waitlist access or VIP treatment
  • Helps you recognize and reward loyal clients at a glance

Bookings & Appointments

Creating Bookings

  • Go to Calendar → New Booking
  • Select the client (or create a new one)
  • Choose date, time, and duration
  • Add session details and price
  • Set deposit amount if required
  • Send booking confirmation via Instagram or email

Managing Appointments

  • View all bookings in Calendar view
  • Filter by upcoming, past, or all
  • Mark deposits as paid when received
  • Send booking reminders to clients
  • Reschedule or cancel if needed

Booking Reminders

  • InkFlow sends automatic reminders via Instagram
  • Reminders sent 24 hours before appointment
  • Includes appointment details and your location
  • Falls back to email if Instagram unavailable

Calendar Feed (iCal)

  • Export your bookings to any calendar app (Google, Apple, Outlook)
  • Go to Settings → Profile to find your Calendar Feed URL
  • Copy the iCal link and subscribe in your preferred calendar app
  • Calendar stays in sync automatically as bookings are added or changed

Deposits & Payments

Sending Deposit Requests

  • Create a booking — a deposit prompt appears automatically
  • Enter the deposit amount (minimum $10)
  • Choose your payment method: Stripe or your custom link
  • InkFlow sends the link to your client via Instagram DM or email
  • Mark as paid once you receive payment

Payment Methods

  • Option 1 — Stripe: Connect your Stripe account in Settings → Integrations for automatic checkout links
  • Option 2 — Custom link: Add your Venmo, Cash App, PayPal, or Zelle link in Settings → Integrations
  • You can configure both and choose which to use when sending each deposit
  • InkFlow sends whichever link you select to your client

Setting Up a Custom Payment Link

  • Go to Settings → Integrations → Custom Payment Link
  • Paste your payment profile URL (e.g., venmo.com/u/yourname or cash.app/$yourname)
  • Save — it will now appear as an option when you send deposit requests
  • The client receives your link with the deposit amount in the message

Project Payment Schedules

  • For multi-session projects: Go to Projects → New Project
  • Set up payment schedule (e.g., 3 sessions, $500 each)
  • Send payment requests for each session via Stripe
  • Track which payments are completed

Stripe Connect

  • Connect your own Stripe account via Settings → Integrations
  • Clients pay securely through Stripe — funds go directly to you
  • InkFlow generates a checkout link and sends it automatically via Instagram or email
  • View payouts and transaction history in your Stripe dashboard

Consent & Intake Forms

Creating Forms

  • Go to Settings → Intake Form to customize your intake form
  • Add or remove questions to match your process
  • Customize with your studio name and business details
  • Save as your default template for reuse across all clients

Sending Forms to Clients

  • Open client profile
  • Click "Send Consent Form" or "Send Intake Form"
  • InkFlow generates a unique link
  • Link sent via Instagram DM or email
  • You'll be notified when client completes the form

Viewing Responses

  • Go to Forms → Submissions
  • See all completed forms
  • Download PDFs for your records
  • Forms are stored securely

Aftercare System

Setting Up Aftercare Templates

  • Go to Settings → Aftercare Templates
  • Create three message types:
  • • Immediate: Sent right after the session
  • • Day 3: Check-in at 3 days
  • • Day 14: Photo request at 2 weeks
  • Customize instructions for your style/process

Sending Aftercare

  • Create or edit a booking
  • Check "Enable Aftercare"
  • Select which messages to send (immediate, day 3, day 14)
  • Aftercare sends automatically based on appointment date
  • Instagram first, email fallback after 7 days

Instagram + Email Fallback

  • Within 7 days: Sent via Instagram DM (human agent tag)
  • After 7 days: Automatically switches to email
  • Email shows as "Your Name via InkFlow"
  • Client replies go directly to your business email
  • You never lose touch with clients!

Waitlist Management

Adding Clients to Waitlist

  • Go to Waitlist → Add to Waitlist
  • Select the client
  • Choose notification type:
  • • Slot Opened: When you have a cancellation
  • • Priority Access: VIP early booking access
  • Add optional available date/time

Sending Waitlist Notifications

  • When a slot opens, go to Waitlist
  • Select clients to notify
  • Click "Send Notification"
  • Message sent via Instagram or email
  • First to respond gets the slot!

Managing Priority Access

  • Give returning clients priority booking
  • Notify them before public announcement
  • Build loyalty and fill your calendar faster

Email Fallback System

How Email Fallback Works

  • InkFlow always tries Instagram DM first
  • If Instagram fails or is unavailable, automatically sends email
  • Email appears as: "Your Name via InkFlow <info@inkflowtattoo.com>"
  • Reply-To is set to YOUR business email
  • Client replies go straight to you!

When Email Fallback Activates

  • Instagram connection issues
  • Client hasn't messaged you first (no sender ID)
  • Outside the 24-hour messaging window
  • Aftercare messages after 7 days
  • Client has no Instagram handle but has email

Benefits

  • Never lose contact with clients
  • Professional email appearance
  • Clients can reply directly to you
  • Works for deposits, payments, waitlist, and messages
  • Seamless - clients won't notice the difference!

Inbox & Messaging

Managing Your Inbox

  • All Instagram DMs appear in Inbox
  • Real-time updates - no refresh needed
  • Filter by New, Contacted, Booked
  • Search for specific clients or messages
  • Mark inquiries as contacted or booked

Inquiry Workflow

  • New DM arrives → Shows as "New" inquiry
  • Reply to client → Auto-marks as "Contacted"
  • Create booking → Auto-marks as "Booked"
  • Track conversion rates and response times

Message Features

  • See full conversation history
  • View client info sidebar
  • Quick actions: Send form, request deposit, book appointment
  • Mark inquiries as Contacted or Booked directly from the inbox

Settings & Customization

Profile Settings

  • Update your display name and bio
  • Set business email and phone
  • Profile picture is pulled automatically from your connected Instagram account
  • Configure notification preferences

Instagram Settings

  • Connect/disconnect Instagram
  • View connection status
  • Refresh access token if needed
  • Test DM functionality

Business Settings

  • Set your timezone for accurate appointment times
  • Add your business address (included in booking reminders)
  • Copy your Calendar Feed URL to subscribe via Google, Apple, or Outlook
  • Manage your Aftercare templates under Settings → Aftercare Templates

Notification Settings

  • Email notifications for new inquiries and booking updates
  • Push notifications for new DMs and booking reminders
  • Enable web push via Settings → Push Notifications
  • iOS users: Install InkFlow as a PWA for full push notification support
  • Configure per-event preferences under Notification Preferences

Pro Tips & Best Practices

Maximize Conversions

  • Respond to inquiries within 1 hour for best results
  • Use FAQ auto-replies for instant engagement
  • Send intake forms early to qualify leads
  • Request deposits to secure bookings
  • Follow up with aftercare to build loyalty

Stay Organized

  • Add detailed notes to client profiles
  • Use Returning Client tagging to identify loyal and VIP clients
  • Keep your calendar updated in real-time
  • Set aside time each day to review inbox
  • Mark inquiries as Contacted or Booked to track your pipeline

Build Your Brand

  • Customize your FAQ auto-replies to match your brand voice
  • Use consistent messaging across all touchpoints
  • Direct new clients to your Instagram — InkFlow handles the rest
  • Post client testimonials and healed work to grow your portfolio
  • Leverage waitlist to create demand and fill cancellations fast

Avoid Common Mistakes

  • Don't forget to enable aftercare for bookings
  • Always verify client email addresses
  • Test your payment links before sending
  • Keep Instagram connected (check monthly)
  • Back up client data regularly

Sketch Approval

Uploading Sketches

  • Go to Sketches → New Sketch
  • Select the client and upload your design file(s)
  • Add notes or instructions for the client
  • Save as a draft until you're ready to share

Sending for Approval

  • Open the sketch and click "Send to Client"
  • InkFlow generates a unique public view link
  • Link is sent via Instagram DM or email
  • Client can view the sketch without needing an account
  • You'll be notified when the client responds

Tracking Status

  • Sketches move through: Draft → Sent → Approved / Revision Requested
  • View all sketches and their status from the Sketches page
  • Approved sketches are saved to the client's profile
  • Revision requests include client feedback notes

Portfolio & Projects

Multi-Session Projects

  • Go to Projects → New Project to group related sessions
  • Add each session with its date, price, and duration
  • Track payment status per session
  • Ideal for large pieces, sleeves, or back pieces across multiple visits

Building Your Portfolio

  • Go to Portfolio to view your completed work gallery
  • Upload healed or finished photos to showcase your style
  • Photos can be added manually or auto-collected via aftercare
  • When a client submits a healed photo through aftercare, you can approve it for your portfolio

Auto-Add from Aftercare

  • Enable "Request Photo" in your Day 14 aftercare template
  • Clients receive an automatic message asking for healed photos
  • Approved photos are added directly to your portfolio
  • No manual upload needed — it happens automatically

Push Notifications

Enabling Push Notifications

  • Go to Settings → Push Notifications
  • Click "Enable Push Notifications"
  • Allow browser permission when prompted
  • Notifications work on desktop and Android browsers

iOS (iPhone/iPad) Support

  • Open InkFlow in Safari on your iPhone or iPad
  • Tap the Share button, then "Add to Home Screen"
  • Open InkFlow from the Home Screen icon (not Safari)
  • Go to Settings → Push Notifications and enable them
  • You'll now receive push alerts like a native app

iOS push notifications require InkFlow to be installed as a PWA via Safari's "Add to Home Screen" option.

What You'll Be Notified About

  • New Instagram DMs and inquiries
  • Booking confirmation requests
  • Upcoming appointment reminders (24 hours before)
  • Client form submissions and sketch approvals

Referral Program

Your Referral Code

  • Go to Settings → Referrals
  • Click "Generate My Referral Code" if you don't have one yet
  • Share your unique code with other tattoo artists
  • When they sign up using your code, you earn commission

How Commissions Work

  • Earn 20% commission on every month your referral is an active subscriber
  • Commission runs for the first 6 months of their subscription
  • Paid out monthly via your connected Stripe account
  • Track all referrals and earnings in Settings → Referrals

Tips for Sharing

  • Share with artists in your studio or local community
  • Post your code on Instagram stories or in artist groups
  • Referrals have a 90-day attribution window — they don't have to sign up immediately
  • The more artists you refer, the more you earn passively

Studio Management

Setting Up Your Studio

  • Available on the Studio plan — upgrade via Settings → Billing
  • Go to Settings → Studio to manage your studio
  • Add artists by entering their email address
  • Artists receive an invitation and create their own InkFlow account

How Studio Access Works

  • As the studio owner, you can see all artists' data
  • Each artist only sees their own clients, bookings, and messages
  • Artists on your Studio plan inherit a Pro-level account at no extra cost
  • Roles: Owner (full access) and Artist (individual access)

Managing Studio Artists

  • Add or remove artists any time from Settings → Studio
  • Update artist display names or details as needed
  • All data is securely isolated — artists cannot see each other's clients
  • Studio owners can monitor bookings and revenue across the team

Need Help?

Can't find what you're looking for? Our support team is here to help you make the most of InkFlow.

Contact SupportStart Using InkFlow
InkFlow - Tattoo Artist Booking & Client Management Software