OTWA Prospace Guide

🌍 1. Bienvenue

Your OTWA account is already set up with your bio and 1 to 3 services created during your onboarding.

You can now:

1. 📝 Check and adjust your profile
2. ⚙️ Edit your existing services
3. ➕ Add new services (if necessary)
4. 🔄 Choose your contact method
5. 📅 Activate your calendar (optional)
6. 💬 Manage your client requests
7. 📊 Track and optimize your activity

💡 Objective: optimize your visibility and start receiving your first requests quickly.

🇨🇭 2. OTWA Mission

OTWA is a Swiss ecosystem 🇨🇭 designed to:

connect clients with the right providers and spaces
showcase local talents and infrastructures
simplify professional networking
centralize the tools necessary for your activity

Our goal is to enable you to develop your activity in a simple, efficient, and sustainable way.

📈 3. Onboarding – Your Journey on OTWA

Here are the key steps to manage and grow your business:

📝 Complete your profile
⚙️ Adjust your existing services or spaces
➕ Add new services (optional)
🔄 Choose your connection mode
📅 Activate your calendar (optional)
🚀 Update your visibility on OTWA
💬 Receive and manage your requests
📊 Track and optimize your activity

💡 Goal: improve your visibility and get your first clients quickly.

⚡ 4. Quick Summary of the Pro Portal

From this dashboard, you can:

📊 Track your activity (revenue only via calendar)
💬 Manage your messages and customer requests
📅 Manage your bookings (edit, cancel, invoice)
🛍️ Modify your services or your space
🔍 Optimize your visibility on OTWA
🔄 Choose your connection method
🗓️ Manage your availability and holidays
🔗 Connect your Google Calendar
⚙️ Edit your profile and information

💳 Payments: currently under development (bank connection coming soon)

When a customer contacts you via an RFQ or chat, all information is centralized for quick and easy follow-up.

🔄 Customer Request Flow: Connecting (bid request & chat)

1. 📧 Email notification

You will receive an email containing the client's message and their contact information. A link will also allow you to directly access your dashboard.

2. 💻 Centralization in your ProSpace

The request is visible in your dashboard, in the Messages section, as well as on your homepage. You will find all the client's information there.

3. 💬 Flexible Response

You can reply directly:

from your dashboard (Messages section)
or by email

ℹ️ How chat and quote requests work

When a customer contacts you (chat or quote request), they are given the option to indicate how they would like to be recontacted (email, WhatsApp, or phone).

👉 Important: if the customer has indicated a contact preference, adapt your response accordingly:

📧 email → reply by email
📱 WhatsApp → contact them on WhatsApp
📞 phone → call them directly

If no preference has been indicated, you can reply freely:

via your dashboard (Messages section)
or by email

💡 Objective: facilitate quick, personalized, and effective contact.

When a customer makes a reservation with an activated calendar (booking or call slots), everything is automatically synchronized to simplify management.

🔄 Customer request flow: Referrals & digital diary (fixed booking and call)

1. 📲 Instant notification

You receive a WhatsApp notification informing you of a new order.

2. 📧 Full confirmation by email

An email will be sent to you with all the booking information (customer, date, time, service).

3. 💻 Management from your ProSpace

All requests are centralized in your dashboard, where you can easily view and manage them.

4. 📅 Sync with your calendar (optional)

If you have enabled Google integration, the appointment is automatically added to your calendar.

🔐 5.1. Access and First Steps

⚙️ From this space, you can:

Once you've logged into your dashboard, you can access your main settings via your profile.

➡️ At the top right of your screen, click on your user profile

edit your personal information
access general settings
change your password
log out

🧑‍💼 Available settings

In this section, you can configure:

your name / user information
your language
your time zone
your password

🔒 Recommended action

We strongly recommend that you:

➡️ change your password upon your first login

This will secure your account and your data.

🧭 5.2. Dashboard overview

🎥 Welcome video

A presentation video is available on this page.

👉 We recommend watching it to quickly understand how the platform works overall

📅 Period selection

Before analyzing your performance, you can:

➡️ select a period (dates)

This allows you to customize the display of your data (revenue, sales, etc.).

📊 Key Metrics

You will find several key indicators:

Total Sales
Returns
Earnings
Amounts to be received

👉 This data allows you to get a quick overview
of your activity.

📈 Performance analysis

A chart allows you to:

visualize your sales trends
analyze your progress over time
interact with the data

➡️ It is also possible to export
this data

💬 Messages & notifications

In the messages section of the dashboard, you can view:

contact requests / quote requests
messages sent by customers
announcements and information sent by OTWA

📦 Order Trends

A summary table allows you to see:

your best sellers
the most successful services or spaces
general trends in your orders

📦 5.3. Orders

📋 Orders view

👉 If you only use the request for proposal, no order will appear here.

This section only concerns bookings made via the booking with digital calendar function.

There are two possible scenarios:

phone slot, usually at CHF 0
fixed slot with defined date, time and location

In this case, exchanges take place via the Messages section.

When a client makes a reservation, several automatic actions are triggered, both for the service provider and for the client.

⚠️ Important

The system used is also compatible with product sales.

Some terms visible in the interface, such as order, delivered or shipment, are therefore not always perfectly suited to services.

For OTWA, these steps should be understood as a booking tracking and not as a physical product shipment.

🛠️ Automated provider-side workflow

When a customer books a service via the digital calendar, the service provider automatically receives:

1. A WhatsApp message
to inform them that a service has been booked.

2. A booking confirmation email
with the booking details.

3. An invitation to manage the booking from their ProSpace
the booking appears in the orders section.

4. An ICS file / calendar synchronization (if activated)

if the service provider's calendar has been synchronized, the booking can appear directly in their calendar.

Depending on the configuration, the service provider may see the invitation to accept or see the event already automatically added.

🛠️ Client-side automatic flow

Once a booking is made, the customer automatically receives:

1. An order confirmation on otwa

2. A booking confirmation email

3. An ICS file / calendar invitation (if activated)

If the service provider has synchronized their calendar with Google Calendar, the customer may also receive a calendar invitation to directly add the appointment to their own calendar.

🌍 Order steps in ProSpace

1. New Order
The booking has just been made and appears in your ProSpace. At this stage, you can cancel the booking if necessary.

👉 If no action is taken, the booking remains at this stage and is considered automatically confirmed.

2. Confirmed
The booking has been validated and allows you to access management actions.

You can resend a confirmation to the client, send an invoice, or manage the booking.

3. Delivered
The booking has been executed or finalized.
This stage corresponds to the end of the process.

The term comes from an e-commerce system and is not perfectly suited to services, but here it represents a completed service.

🆕 From the "New Order" stage

The provider can:

confirm the order
cancel the order

If the order is confirmed, it moves to the Confirmed stage. (no notification is sent to the customer)

✅ Since the "Confirmed" stage

This action moves the order to the Delivered status.

Warning: this action may also send notifications to the customer.

The customer may then receive again:

a booking confirmation
an email indicating that their request has been accepted

This action is therefore particularly useful if you wish to resend a confirmation or follow up with the customer.

Generate invoice
The service provider can create an invoice from this stage.

Send invoice by email
Once generated, the invoice can be sent directly to the customer.

Cancel the order
Depending on the available options, the order can also still be cancelled at this stage.

🟢 If no action is taken, the booking will be considered confirmed

Customers automatically receive all necessary confirmations when they make a reservation:

1. An order confirmation on OTWA

2. A booking confirmation email

3. An ICS file / calendar invitation (if activated)

👉 This means that the service provider is not required to take any action in ProSpace.

If no action is taken, the order will simply remain in the

“New Order” stage, with no impact on the customer.

📦 Options to ignore

Certain options such as:

delivery
stock management

are intended for the sale of physical products.

👉 You can ignore them if you offer services or spaces.

🛍️ 5.4. Products / Services / Offers

📋 Product Management

You have access to all products linked to your account, including:

your bio
your services
or your space/premises

👉 These items are usually created during your onboarding, but remain fully editable.

➕ Add or edit products

From this section, you can:

edit your existing products
(services, space, biography)
add new products
depending on your activity

👉 This allows you to expand your offerings directly on the platform.

⚠️ Fields to ignore

Some fields are present for future functionalities related to the sale of physical products:
physical products:

card condition
quantity

👉 You can ignore these fields if you offer services or spaces.

⏳ Validating changes

To ensure quality, consistency, and translations on the platform:

👉 some modifications you make may be subject to approval

your service will be reviewed by OTWA
you will receive a notification once your service is approved

⚙️ 5.4.1 Edit a product (service, biography, or space)

🔑 Essential step: choosing the product type

At the top of the page, you will find two options:

Numérique (Digital)
Service

👉 This choice is
very important, as it determines the
method of communication with your customers.

📩 Digital Mode

To be used for:

your bio
on-demand services (without direct booking)

👉 In this case:

the client contacts you via a form
their message will be visible in the Messages menu
no calendar is activated

📅 "Service" mode

To be used when you want to activate a booking system.

👉 This mode allows you to activate the digital agenda for:

📅 fixed slots (date, time, location)
📞 call / phone slots

🔄 Reminder of OTWA contact methods

OTWA offers 3 types of connection methods:

1.📩 Request for Quote

→ contact via form
→ messages visible in Messages
→ type: Digital

2. 📅 Agenda Booking (fixed slots)

→ booking with date, time, and location
→ type: Service

3. 📞 Call Booking (phone slots)

→ booking a call
→ type: Service

📝 5.4.2 Product Information

✏️ Product name

You can:

change the product / service / space name

👉 Choose a clear and representative name for your offer.

🖼️ Images

You can:

add new images
edit existing images
delete images

👉 High-quality visuals significantly enhance the appeal of your offer.

🔍 What are tags for?They help define how your service or space is found by customers.👉 The more relevant your tags are, the more likely you are to be visible.

🏷️ 5.4.3 Labels (Tags)

✏️ Label Examples

You can combine:

your activity → pottery, coaching, massage
your location → Bern, Biel, Jura
your type of service → workshop, rental, event

👉 Example: bern, pottery, pottery workshop, pottery class, switzerland, workshop

📈 Best practices

use simple and common keywords
combine activity + city / region
add multiple variations (FR / DE / EN if possible)

📝 5.4.4 Description

✏️ Description content

We recommend that you:

write a clear and structured description
be concise and precise
explain concretely what you are offering

👉 Avoid descriptions that are too vague or too long.

🎯 Best practices

We recommend that you:

use simple and understandable sentences
highlight important points
maintain a clean and readable structure

👉 A well-written description significantly improves conversion.

⚠️ Consistency & Validation

To ensure good quality on the platform:

some descriptions may be reviewed and adjusted by OTWA
you will receive a notification after validation

👉 This ensures overall consistency and good visibility.

🧩 5.4.5 Custom meta fields

🔍 What are custom meta fields used for?

Custom meta fields allow you to configure specific information about your offer.

👉 These fields vary according to:

the selected type (Numeric or Service)
the offer type (service, biography or space)

➡️ It is therefore normal for the fields to be
different from one product to another.

🧩 5.4.6 Meta fields – Service

🌐 Language

Allows you to define the primary
language of your service.

📍 Your location / Business activity

It allows you to define the geographical area covered by your service or offering.

👉 You can specify:

The cities, regions, or areas where you operate
Whether you travel to the client or not
Any travel fees (per km, flat rate, etc.)
Any conditions related to the location of your service

💡 Specific cases:

Fixed location (e.g. room, studio, practice) → simply provide the address

Mobile service (e.g. coach, photographer, event provider) → specify your service area and travel conditions

🎯 Objective:

To allow the client to clearly understand where and how the service can take place, without any ambiguity.

💰 Price

You can define:

a fixed price
or a "starting from" price

⏱️ Duration

Used to specify the duration
of your service

📝 Notes

Free text field for additional information

🗺️ Dynamics Maps

This metafield allows you to activate an interactive map on your profile, making it easy to visualize the area where you offer your services.

👉 The information you enter here directly determines what will be displayed on the map.

💡 1. You operate across all of Switzerland

➡️ Simply enter: Switzerland

💡 2. You operate in multiple cantons

➡️ Separate the cantons with commas:

Vaud, Geneva, Fribourg

💡 3. You operate in a specific area (city / address)

➡️ Enter a precise address or location:

Rue du Lac 12, 2502 Biel/Bienne

Lausanne city center

💡 4. You have a fixed location (practice, room, studio)

➡️ Enter the full address to ensure accurate display on the map.

📌 Location details (IMPORTANT)

This field is very important :

it is sent directly to the customer in the order confirmation
you can add here:
the address of the location
a Google Meet / Teams link
a WhatsApp link
or any other useful information for the appointment

💡 Good to know

➡️ In the top right corner of each field, an indication
explains to you:

what to fill in
how the information will be used

🧩 5.4.7 Meta fields – Biography

🧑‍💼 Available fields

You can complete:

Added value → what sets you apart
Approach → your way of working
Expertise → your skills and specialities

🌐 Language

Sets the primary language for your profile