Everything a professional tattoo artist needs
Built specifically for tattoo artist workflows. Every feature is designed for how tattooing actually works.
Email and Instagram
One app for all your messages
Email and Instagram DMs available in one app. A priority inbox surfaces messages from clients with upcoming appointments or active projects, so nothing important gets buried.
- Separate screens, shared context.
- Each channel has its own dedicated view, but clients are linked across both. Full conversation history tied to every client.
- Template quick replies.
- Insert reusable templates with one click. Variables like client name and appointment date fill in automatically.
- Full-text search.
- Search across all your messages, even encrypted content. Find any conversation in seconds.
Client profiles
Complete client records, built automatically
Contact information, conversation history, tattoo projects, reference images, appointments, and notes. One profile per client, filled in as you work. Everything encrypted and always accessible.
- Timeline view.
- See every email, appointment, project, task, and note in chronological order. The full relationship at a glance.
- VIP flagging and source tracking.
- Mark your priority clients. Know exactly how each client found you - email, Instagram, enquiry form, or manual entry.
- Duplicate detection and merge.
- pencild spots potential duplicates and lets you merge them into a single, clean profile.
Booking management
Professional booking, not DM chaos
Let clients request bookings through your enquiry form with custom fields and a public URL you can share anywhere. Review requests, use the intake wizard to go from first message to booked appointment, and manage your waitlist.
- Enquiry forms with custom fields.
- Build your own intake form. Clients fill out details, upload reference images, and submit without needing an account.
- Intake wizard.
- A guided flow from first message to booked appointment: create the client, schedule the session, request a deposit, and attach a consent form.
- Waitlist management and QR codes.
- Keep a prioritised waitlist for clients waiting for openings. Share your form link or print a QR code for in-studio display.
Calendar
Your schedule, organised
Sync with Google Calendar or Outlook. View your appointments by month, week, or agenda. Set your availability, define appointment types, and record session times when you're done.
- Appointment types.
- Consultation, tattoo session, touch-up, design review - each type has its own settings for deposits, consent forms, and automations.
- Availability scheduling.
- Set your recurring working hours or guest date ranges. Clients and studios see when you are available.
- Session recording.
- Track actual start and end times for each tattoo session. Useful for pricing, planning, and your own records.
Project tracking
Track every tattoo from idea to healed
Each tattoo is a project. Attach rich text notes, reference images, designs, linked appointments, and tasks. Follow every piece from initial enquiry through to completion.
- Image gallery.
- Store inspiration, designs, progress shots, and healed photos together in one place.
- Rich text notes.
- Placement, size, style notes - formatted with headings, lists, and inline images. Searchable.
- Linked appointments and tasks.
- Connect consultations, sessions, and touch-ups to the project. Attach tasks so nothing falls through the cracks.
Deposits and payments
Get paid before the appointment
Collect deposits through Stripe so payments go directly to your account. Configure your deposit policy, send payment links or QR codes, record manual payments, and collect final payments - all from one place.
- Deposit policy.
- Set your deposit percentage, cancellation notice period, and refund terms. pencild enforces your rules automatically.
- Payment links and QR codes.
- Send a link or display a QR code. Clients pay on a public payment page without needing an account.
- Final payment collection.
- Track deposits and final payments separately. See at a glance who has paid, who owes, and how much is remaining.
Consent forms
Digital consent forms, signed before arrival
Clients sign consent forms digitally before their appointment. Includes digital signatures, health questionnaires, and ID verification. Share a signing link or QR code - no login required.
- Digital signatures and health questionnaires.
- Capture signatures on any device. Collect health information with customisable questionnaire fields.
- ID verification.
- Verify client identity with six supported ID types. Date of birth cross-check included.
- GDPR compliant with PDF generation.
- Consent timestamps, configurable retention periods, and professional PDF downloads. Your records, always in order.
Task management
Track what needs doing
Create tasks linked to clients, projects, and appointments. Set due dates, track overdue items, and set up recurring tasks so routine work happens on schedule.
- Linked to context.
- Every task connects to a client, project, appointment, or email. Open a task and see exactly what it relates to.
- Recurring tasks.
- Daily, weekly, fortnightly, or monthly. Set it once and pencild generates future instances automatically.
- Auto-supply tasks.
- When stock of an ink or needle falls below your threshold, pencild creates a replenishment task for you.
Location management
Your addresses, saved
Save your home studio, guest spots, and convention venues. Each location stores its own timezone. Set a default location so new appointments auto-populate with the right address.
- Timezone support.
- Every saved location includes its timezone. No more confusion when you are guesting in a different city.
- Default location.
- Set your primary workspace. New appointments use it automatically, saving you a step every time.
- Personal and studio locations.
- Keep your personal locations while accessing shared studio ones. Both available when scheduling.
Message templates
Professional messages, ready to send
Create reusable templates for booking confirmations, reminders, aftercare instructions, and more. Works with both email and Instagram. Variables like client name and appointment date fill in automatically.
- Dynamic variables.
- Client name, appointment date, location, deposit link, artist name - all filled in automatically when you send.
- Categories and live preview.
- Organise templates by type: booking, confirmation, reminder, follow-up. Preview exactly what clients will see before sending.
- Studio sharing.
- Studios can share templates across all their artists. Consistent communication, less setup for each team member.
Calendar automations
The right message at the right time
Set up automatic emails triggered by your calendar. Six trigger types cover the full appointment lifecycle. Send templates, ink passports, or aftercare instructions - filtered by appointment type so the right content reaches the right client.
- Six trigger types.
- When an appointment is created, confirmed, cancelled, rescheduled, or a set number of hours or days before or after.
- Appointment type filtering.
- Only trigger for tattoo sessions, or only for consultations. You decide which automations apply to which appointments.
- Full visibility.
- See every email sent, pending, or skipped. A complete audit trail so you always know what your clients received.
EU Ink Passport
Track inks, stay compliant
EU REACH regulations require tattoo artists to document inks used on each client. pencild tracks your inks and needles with batch numbers, records which supplies were used per session, and generates professional Ink Passport PDFs with full traceability.
- Inventory with batch tracking.
- Track inks and needles with batch numbers, expiry dates, and opened shelf life. Pre-seeded catalogue to get started quickly.
- Session recording and body area tracking.
- Record which inks and needles were used for each appointment. Track where on the body each ink was applied.
- Professional PDF generation.
- Generate Ink Passport documents with brand, colour, batch number, expiry date, needles, and body areas. Email directly to clients.
Ready to upgrade your workflow?
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