Going live, step by step

This plan takes a new dive centre from spreadsheets to running every day in Geek Divers. How long it takes is up to you: some centres are live after two days, others take their time over a month, next to a busy season. Each step is an hour or two of work. You do not have to follow it to the letter: the Setup tab on your dashboard shows at any time what is done and what is left, and every row on it opens the screen that finishes it.

We help along the way. Send us your spreadsheets and we import them for you, or book a video call and we go through the setup together.

Step 1 – Setup call, company and currency

1. Log in with the details from your welcome email and choose your own password.
2. Open the dashboard and switch to the Setup tab. Keep it open in a second browser tab while you set up.
3. In Settings, fill in Company information (your name and address are printed on every bill) and Units & currency (set the currency before you price anything). See Getting started and Settings.
4. On the Setup tab, accept Add the PADI and SSI levels and Add the usual codes if you have no certification levels or accounting codes yet. You can change both later.

Step 2 – Bring your lists in

Open Import your lists (the link at the bottom of the Setup tab). Every import shows each line of your file before anything is saved, with what is wrong with it, and skips lines that are already in Geek Divers, so you can run a file twice without creating doubles.

• Staff – first name, last name, email, phone, level, teaching, crew and monthly salary.
• Rental gear – type, name, size, serial number, internal id and when it was last checked.
• Dive sites – name, description, maximum depth and how many divers a site takes at a time.
• Customers – your guest list: names, birth date, email, address, hotel, insurance, emergency contact, certification and passport. First name, last name, birth date and email are required.
• Price list – read your current price list straight from a PDF on the Price list screen. See Import a price list from a PDF.

Download the template on each tab to see the columns, or use your own spreadsheet: the column names are matched loosely. Save it as CSV before you choose the file.

Step 3 – Boats and dive sites

1. Add your boats and vehicles under Equipment – New Equipment with their capacity. A trip cannot be published without one. See Equipment.
2. Add your dive sites, or import them on the Dive sites tab of Import your lists. See Dive Sites.
3. If your price list holds courses, accept Add checklists to your courses on the Setup tab. Every course then starts with a checklist per student: medical form, theory, dives and certification.

Step 4 – Bookings and online forms

1. Import the bookings you have already taken on the Bookings tab of Import your lists: date, start time, guest and the trip or course from your price list. Guests on the same activity, day and start time end up on one trip or course. The trips have no boat yet: give each one its boat on the planning board.
2. Set up the online registration form and put its link where your guests see it: your website, your booking confirmation, WhatsApp. See Online Registration Form.
3. If you take bookings on your website, set up the online booking and add your payment instructions and payment link. See Booking.

Step 5 – A test day

Run one normal day in Geek Divers next to your spreadsheet:

• plan tomorrow’s boats on the planning board,
• check guests in with the day sheet,
• log the dives and close the trips,
• open and close the bills of the day.

Anything that does not fit how you work: write to us, we answer on WhatsApp and by email.

Step 6 – Your team, then go live

1. Create a login for every staff member with the rights they need, under Settings – Users. See Getting started and Settings.
2. Walk the team through their part: the planning board for whoever plans the boats, the day sheet for the front desk, the bills for whoever takes the money.
3. When everyone is comfortable, stop updating the spreadsheet. From now on Geek Divers is the one place your centre runs from.

Your free month started on your first login, so there is time to settle in before the first invoice.