Studio Workflows: Setup Patterns and Ideas

Web and Mobile

There is no single “right” way to set up Tattoo Studio Pro for your studio. The app runs on web and mobile, both share the same data, and the kiosk lock plus user switching mean almost any combination of devices works. The right setup is whichever fits how you actually run your studio day to day.

This article walks through five common patterns we see at studios, from a solo artist with one tablet to a high-volume shop with per-station devices and a dedicated front desk. Pick the one closest to how you operate, or mix and match.

The Building Blocks

Before the patterns, three things to understand because they unlock most of the flexibility:

1. Shared backend, every device sees the same data

Whatever you do on one device shows up instantly on every other device signed in to your studio. Book an appointment on the workstation and it appears on the front-desk tablet. Process a checkout on a station tablet and the queue updates everywhere. There is no syncing to wait for, no “primary device” concept, no need to be on a specific machine.

2. The kiosk lock turns any device into a client kiosk

When the app is locked, the Home screen acts as a client-facing kiosk: studio logo and three buttons (Portfolios, New Client, Returning Client). Anything sensitive is hidden. Team members unlock with their PIN to use the management features. By default, the app auto-locks the moment you return to the Home screen.

This is what makes a tablet at the front counter safe to leave unattended for clients. See Kiosk Lock and Auto-Lock for the full details.

3. User switching: many team members on one device

A device tracks a list of “recent users” who have signed in. Once someone has been added to a device, they can switch to themselves any time by tapping the lock or menu icon, picking their name, and entering their PIN. Their role and permissions apply for that session. Switching is just a few seconds.

This means a single device can serve multiple team members throughout the day. Adding a new user to a device requires signing in once (email and password), and from then on it’s just PIN switching.

Pattern 1: Solo Artist, One Device

The simplest setup. One tablet or laptop does everything.

flowchart LR
    A[One Device] --> B[Locked: Client Kiosk]
    A --> C[Unlocked: Full App]
    B --> D[Client taps New Client to start intake]
    C --> E[You manage queue, calendar, checkout, settings]

How it works:

  • The device sits on your counter or workbench
  • When a client walks in, the app is locked and they tap New Client to start intake
  • When you need to check the calendar, run a checkout, or do anything else, you unlock with your PIN
  • Auto-lock kicks in the moment you return to Home, so the device is always client-safe between sessions

Best for: Solo artists, home studios, mobile or pop-up setups, anyone who values minimal equipment.

Pros: Cheapest setup. Nothing to manage. Single source of truth.

Cons: You’re constantly locking and unlocking. The device is busy whenever a client is filling out their intake.

Pattern 2: Solo Artist, Two Devices

Add a workstation (laptop or desktop) for back-office work, keep the tablet for clients.

flowchart LR
    subgraph Counter
      T[Tablet: locked kiosk]
    end
    subgraph Workbench
      W[Laptop/Desktop: unlocked, you]
    end
    T -->|Firebase| DB[(Shared data)]
    W -->|Firebase| DB

How it works:

  • The tablet stays on the counter, locked, ready for clients to start intake
  • Your workstation sits at your workbench or office, unlocked, where you handle the calendar, reports, settings, and checkout
  • Both devices are signed in as you (or under your manager account)
  • The auto-lock on the tablet keeps it in client kiosk mode, while the workstation stays unlocked because you’ve turned auto-lock off there (Settings > Preferences)

Best for: Solo artists who do enough back-office work that switching modes on a single device gets annoying.

Pros: Clean separation between “client touches this” and “I work here”. Both screens always show the right thing.

Cons: Two devices to maintain. Slightly more cost.

Pattern 3: Small Studio, Shared Workstation Plus Counter Tablet

Two or three artists, one front desk. One workstation everyone shares for back-office, one tablet at the counter for clients. PINs for each person.

flowchart LR
    subgraph Counter
      T[Counter Tablet  
Locked Kiosk]
    end
    subgraph FrontDesk[Front Desk]
      W[Shared Workstation  
User Switching]
    end
    A1[Artist A  
PIN] -.unlock.-> W
    A2[Artist B  
PIN] -.unlock.-> W
    M[Manager  
PIN] -.unlock.-> W
    T -->|Firebase| DB[(Shared data)]
    W -->|Firebase| DB

How it works:

  • The counter tablet is the client-facing kiosk
  • The workstation is shared by all team members. Each one signs in once (email and password) to add themselves to the device’s recent users list. From then on, they switch by tapping the sidebar lock icon, picking their name, and entering their PIN.
  • Whoever is currently using the workstation locks it when they step away. The next person picks themselves from the list and unlocks with their PIN.
  • Switching takes a few seconds. Faster than logging out and back in.

Best for: Small to mid-sized studios where the team is in and out of the back office throughout the day but doesn’t need their own dedicated device.

Pros: One workstation cost. Each artist still has their own login, role, and PIN. The “current user” context is correct for whoever’s using it.

Cons: Only one person can use the workstation at a time. If two people both want to do back-office work simultaneously, one waits.

Pattern 4: Multi-Artist Studio with Per-Station Devices

Each artist has their own tablet at their station, plus a counter tablet for clients, plus a workstation for managers.

flowchart TB
    subgraph FrontDesk[Front Desk]
      CT[Counter Tablet  
Locked Kiosk]
      MW[Manager Workstation]
    end
    subgraph Stations
      S1[Artist A Station  
Their Tablet]
      S2[Artist B Station  
Their Tablet]
      S3[Artist C Station  
Their Tablet]
    end
    CT -->|Firebase| DB[(Shared data)]
    MW -->|Firebase| DB
    S1 -->|Firebase| DB
    S2 -->|Firebase| DB
    S3 -->|Firebase| DB

How it works:

  • Each artist has a tablet at their station, signed in as themselves, with their own PIN
  • Their tablet stays unlocked while they work (they often turn off auto-lock on their personal station device)
  • They can quickly check their queue, mark appointments complete, look at client notes, and process checkouts without leaving their station
  • The counter tablet is locked, runs as the client kiosk, and is what walk-ins interact with
  • Manager runs reports, schedules, and back office from the workstation

Best for: Mid-sized to larger studios where artists are spread out and want fast access to their own data without walking to a shared workstation.

Pros: No waiting on shared devices. Each artist’s device shows their data immediately. Less context-switching for everyone.

Cons: More devices to maintain. Higher upfront cost. Each device counts toward what you have to track in Settings > Devices.

Pattern 5: High-Volume Studio with Dedicated Front Desk

A non-artist team member runs the front desk full time. Online deposits and booking confirmations are heavily used. The front desk handles intake, scheduling, and payments while artists focus on tattooing.

flowchart TB
    subgraph Public
      Phone[Client Phone:  
Booking Request,  
Deposit Payment]
    end
    subgraph FrontDesk[Front Desk Station]
      FD[Front Desk Workstation  
Receptionist signed in]
      CT[Counter Tablet  
Locked Kiosk]
    end
    subgraph Stations
      S1[Artist A Tablet]
      S2[Artist B Tablet]
    end
    Phone -->|Online deposits  
+ booking forms| DB[(Shared data)]
    FD -->|Firebase| DB
    CT -->|Firebase| DB
    S1 -->|Firebase| DB
    S2 -->|Firebase| DB

How it works:

  • Receptionist runs the front desk workstation full time, processes inbox requests, takes payments, manages the calendar
  • Counter tablet next to them is the locked client kiosk for walk-ins to start their intake
  • Artists each have their own tablet at their station (per Pattern 4)
  • Online deposits are configured so every booking automatically texts the client a deposit link. The receptionist confirms the appointment when the deposit clears.
  • Booking confirmation SMS goes out immediately on every booking, with the deposit link embedded
  • Reduces no-shows and keeps the front desk hands-off for routine bookings

Best for: Busy studios with high appointment volume, separate front desk staffing, and a no-show problem that warrants enforced deposits.

Pros: Highest throughput. Front desk and artists work in parallel without stepping on each other. Online deposits + reminders + check-in links automate most client communication.

Cons: Most devices and most setup cost. Requires a dedicated front desk role.

Sharing Devices: How User Switching Works

If two or more team members will use the same device, here’s how to set it up so each person has their own login, role, and PIN.

Adding a team member to a device

  1. The new team member taps the lock or menu icon to open the unlock modal
  2. They tap Sign In (or “Add a User”, depending on the screen) and enter their email and password
  3. Once signed in, they’re added to the device’s “recent users” list
  4. From now on they can switch to themselves by picking their name from the list and entering their PIN. No password required again.

Switching between users

  1. Lock the app (or it auto-locks when you return Home)
  2. The next team member taps the lock/menu icon to open the unlock modal
  3. They pick their name from the recent users list
  4. They enter their PIN
  5. Unlocked. Their role and permissions are now active.
sequenceDiagram
    participant A as Artist A
    participant D as Shared Device
    participant B as Artist B
    A->>D: Tap lock icon
    A->>D: Enter PIN
    D->>A: Unlocked (Artist A active)
    Note over A,D: Artist A does their work
    A->>D: Tap lock icon to lock
    D->>D: Returns to Home, locked
    B->>D: Tap lock icon
    B->>D: Pick "Artist B" from list
    B->>D: Enter PIN
    D->>B: Unlocked (Artist B active)

What each user sees

When a user is active on a device, the app shows:

  • Their role’s permissions (Manager sees everything, Artist sees Queue/Appointments/Clients/Forms, Staff sees Queue/Appointments only, Health Official sees Forms Archive only)
  • Their name on actions like checkout (commission attribution, sale records)
  • Their personal preferences

Switching to a different user reloads the relevant context. There’s no leftover state from the previous user.

Removing a user from a device

If someone leaves the studio or no longer needs access on a particular device, the manager can remove them from the recent users list on that device. For full access revocation across the whole studio, deactivate their team profile from Team Management. See Staff Management and the Devices article.

Choosing Your Pattern

Here is a quick decision tree to point you at a starting pattern:

flowchart TD
    Q1{How many  
artists?}
    Q1 -->|Just me| Q2{Need a  
back-office  
workstation?}
    Q1 -->|2 to 5| Q3{Front desk  
role?}
    Q1 -->|6 or more| P5
    Q2 -->|No| P1[Pattern 1  
One device]
    Q2 -->|Yes| P2[Pattern 2  
Two devices, solo]
    Q3 -->|No, we share| P3[Pattern 3  
Shared workstation]
    Q3 -->|Yes, dedicated| P4[Pattern 4  
Per-station devices]
    P5[Pattern 5  
High-volume  
with front desk]

These are starting points, not rules. Most studios end up with a hybrid: maybe Pattern 3 with one artist who has their own station tablet, or Pattern 4 without the manager workstation if they manage everything from a tablet.

Equipment Notes

A few practical observations from studios we’ve worked with:

  • Tablet stands matter. A locked tablet on a stand at counter height is the difference between “polished kiosk” and “thing balanced on the desk”. An adjustable stand with a lockable bracket also discourages walking off with the device.
  • Tablet screen size. A 10 to 12 inch tablet is the sweet spot for client intake. Phones are too cramped for the form, larger tablets are more expensive without much benefit. iPads and high-end Android tablets both work fine.
  • Power. Tablets at the counter run all day. A USB-C wall mount or magnetic charging stand keeps them topped off without dangling cables.
  • Web on a workstation. Any modern desktop or laptop browser works. Bigger screens are better for the calendar, reports, and form editor work.
  • Wi-Fi. Tattoo Studio Pro needs a stable internet connection. The app degrades gracefully if Wi-Fi blips, but a counter tablet that loses Wi-Fi mid-form will frustrate clients. Make sure your studio Wi-Fi reaches every spot you put a device.

What If My Setup Doesn’t Match Any of These?

These patterns are starting points based on what we see most often. Your studio might combine elements from multiple patterns, and that’s fine. The system is designed to work with whatever device combination you choose, as long as each device has internet and the team members signed in have the right roles.

If you have a specific situation that none of these cover, reach out to support or ask Dot (the help widget in the lower-right corner) for suggestions. We’re happy to help you think through it.

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