Bookings - Zingiri

Bookings - Zingiri
Bookings
User Manual
Bookings: User Manual
v4
Publication date 3rd of September 2014
Copyright © 2011-2014, Zingiri
Abstract
Bookings is a powerful reservations scheduler. Whether you’re running a Beauty salon, Spa, Hairdresser, Massage
therapy, Acupuncture or providing Hotel Rooms, visitors to your site will be able to check availability of your
service and make online bookings. This user manual explains how to set up the and operate the Bookings system.
All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, or stored in a
database or retrieval system, without the prior written permission of the publisher.
Table of Contents
1. Installation ................................................................................................................................ 1
1. Wordpress ........................................................................................................................ 1
2. Joomla ............................................................................................................................. 3
3. Other websites ................................................................................................................... 3
2. Basic Setup ............................................................................................................................... 5
1. Overview .......................................................................................................................... 5
2. Schedules ......................................................................................................................... 5
3. Resources ......................................................................................................................... 7
4. Blackouts .......................................................................................................................... 9
5. Products & Services ......................................................................................................... 11
5.1. Time based ........................................................................................................... 12
5.2. Predefined dates & times ........................................................................................ 13
3. Taking Reservations ................................................................................................................. 15
1. Wordpress Shortcodes ....................................................................................................... 15
2. Joomla Links ................................................................................................................... 16
3. The Bookings Process ....................................................................................................... 17
3.1. Product (or service), resource and date selection .......................................................... 18
3.2. Enter personal details ............................................................................................. 18
3.3. Payment ............................................................................................................... 19
3.4. Confirmation ......................................................................................................... 19
4. Screen Templates ............................................................................................................. 19
4.1. The "default" template ............................................................................................ 19
4.2. The "hotel1" template ............................................................................................. 20
4. Managing Reservations ............................................................................................................. 21
1. Visualising Reservations .................................................................................................... 21
1.1. Calendar View ...................................................................................................... 21
1.2. List View ............................................................................................................. 22
2. Creating Reservations ....................................................................................................... 23
3. Approving Reservations .................................................................................................... 24
4. Search & Export .............................................................................................................. 24
5. Advanced Setup ....................................................................................................................... 25
1. Settings .......................................................................................................................... 25
1.1. Various ................................................................................................................ 25
1.2. SMTP .................................................................................................................. 26
2. Accessories ..................................................................................................................... 27
3. Pricing ............................................................................................................................ 27
3.1. What can you price? .............................................................................................. 27
3.1.1. Pricing at Resource level .............................................................................. 27
3.1.2. Pricing at product/service level ...................................................................... 28
3.1.3. Pricing at accessory level .............................................................................. 28
3.2. Tiered pricing ....................................................................................................... 28
3.2.1. Example 1 .................................................................................................. 28
3.2.2. Example 2 .................................................................................................. 28
3.3. Seasonal Pricing .................................................................................................... 29
4. Payments ........................................................................................................................ 29
4.1. Paypal Standard ..................................................................................................... 30
4.2. Paypal Express ...................................................................................................... 30
4.3. Authorize.net ......................................................................................................... 30
4.4. Manual ................................................................................................................. 30
5. Booking Form ................................................................................................................. 30
6. Confirmation Emails ......................................................................................................... 33
7. Calendar Sync ................................................................................................................. 35
6. Scenarios ................................................................................................................................ 37
1. Personal or Business Coach ............................................................................................... 37
1.1. Your Business ....................................................................................................... 37
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Bookings
1.2. Setup ...................................................................................................................
1.2.1. Schedules ...................................................................................................
1.2.2. Resources ...................................................................................................
1.2.3. Products/Services ........................................................................................
1.2.4. Bookings Page ............................................................................................
2. Hotels and B&B ..............................................................................................................
2.1. Your Business .......................................................................................................
2.2. Setup ...................................................................................................................
2.2.1. Schedules ...................................................................................................
2.2.2. Resources ...................................................................................................
2.2.3. Products/Services ........................................................................................
2.2.4. Payment .....................................................................................................
2.2.5. Bookings Page ............................................................................................
3. Events ............................................................................................................................
3.1. Your Business .......................................................................................................
3.2. Setup ...................................................................................................................
3.2.1. Schedules ...................................................................................................
3.2.2. Resources ...................................................................................................
3.2.3. Products/Services ........................................................................................
3.2.4. Bookings Page ............................................................................................
4. Meeting Rooms ................................................................................................................
4.1. Your Business .......................................................................................................
4.2. Setup ...................................................................................................................
4.2.1. Schedules ...................................................................................................
4.2.2. Resources ...................................................................................................
4.2.3. Products/Services ........................................................................................
4.2.4. Payment .....................................................................................................
4.2.5. Bookings Page ............................................................................................
5. Tours .............................................................................................................................
5.1. Your Business .......................................................................................................
5.2. Setup ...................................................................................................................
5.2.1. Schedules ...................................................................................................
5.2.2. Resources ...................................................................................................
5.2.3. Products/Services ........................................................................................
5.2.4. Payment .....................................................................................................
5.2.5. Bookings Page ............................................................................................
7. Examples ................................................................................................................................
1. Cycling Studio .................................................................................................................
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List of Figures
2.1. Time based time allocation ...................................................................................................... 13
2.2. Predefined dates & times ........................................................................................................ 14
v
Chapter 1. Installation
The Bookings software integrates with your existing Content Management System (CMS). Installing the Bookings
software is easy. A Wordpress plugin and Joomla extension are available. Other CMS’s can be integrated using
our generic HTML5 integration.
1. Wordpress
Bookings installs like most other Wordpress plugins:
1. Upload the bookings folder to the /wp-content/plugins/ directory or install the plugin via the WordPress plugins
control panel
2. Activate the plugin through the ‘Plugins’ menu in WordPress
After activation, you will see a new ‘Bookings’ menu appearing. Clicking on this menu brings you to the 'Settings'
page.
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Installation
• API Key: this number is auto-generated, take note of the number for safekeeping and possible use later.
• License Key: Leave blank and only use when Bookings Pro has been purchased. A license key number will be
produced at time of registration for Bookings Pro.
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Installation
• Region: Defaulted to ‘Europe & Africa’, choose the region you are located in.
• Debug Mode: Leave unchecked unless you are experiencing a problem with the set up.
• Language: Choose and click on desired language from the drop box menu. All Bookings application text will be
translated to the chosen language. Language chosen will also effect date format of your bookings e.g. English
US will produce American format of month/day/year mm/dd/yy rather than UK day/month/year dd/mm/yy
• Admin Capability/User Capability: Both capabilities are defaulted so that Wordpress administrators have full
access and Wordpress editors have operational access only.
Click on Update to have the set up completed and applied. The full menu of the Bookings software will appear.
Note that you may not see all options as some options are reserved for Pro users only.
2. Joomla
Bookings installs like most other Joomla components.
1. Download the component at http://go.zingiri.com/downloads.php?action=displaycat&catid=7
2. You should now have a file called com_bookings.zip
3. Login to Joomla as an administrator and go to the menu Extensions > Extension Manager
4. Where it says ‘Package File’, click on Browse and locate the com_bookings.zip file, select it and then click
on ‘Upload & Install’
When the installation is complete, you should see a menu appear named Components > Bookings. Click on that
menu and then select Options.
• API Key: this number is auto-generated, take note of the number for safekeeping and possible use later.
• License Key: Leave blank and only use when Bookings Pro has been purchased. A license key number will be
produced at time of registration for Bookings Pro.
• Region: Defaulted to ‘Europe & Africa’, choose the region you are located in.
• Language: Choose and click on desired language from the drop box menu. All Bookings application text will be
translated to the chosen language. Language chosen will also effect date format of your bookings e.g. English
US will produce American format of month/day/year mm/dd/yy rather than UK day/month/year dd/mm/yy
3. Other websites
If you don’t have a Wordpress website and are using another content management system such as Drupal or Joomla
or are developing your own website, you can still use Bookings. You will first need to sign up for a free basic
account at http://www.zingiri.com/portal/?ccce=cart&gid=7 After sign up you will receive an email with details
to allow you to login to the Bookings back-end. This will consist of a:
• Login link
• Login
• Password
After login you will be presented with a Bookings settings screen.
• Site URL: fill in the URL of your website where you will be using Bookings.
• API Key: this number is auto-generated, take note of the number for safekeeping and possible use later.
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Installation
• Secret: also auto-generated, take note of it carefully.
• License Key: Leave blank and only use when Bookings Pro has been purchased. A license key number will be
produced at time of registration for Bookings Pro.
• Region: Defaulted to ‘Europe & Africa’, choose the region you are located in.
• Language: Choose and click on desired language from the drop box menu. All Bookings application text will be
translated to the chosen language. Language chosen will also effect date format of your bookings e.g. English
US will produce American format of month/day/year mm/dd/yy rather than UK day/month/year dd/mm/yy
Click on Update to have the set up completed and applied. The full menu of the Bookings software will appear.
To display Bookings on your website, instructions are provided in the Integration section on the ‘Setup’ page.
4
Chapter 2. Basic Setup
The core elements of Bookings consists of schedules, resources and products (or services). Setting these up is easy.
1. Overview
The core elements of Bookings consist of Schedules, Resources and Products (or Services).
Resources are things or people that provide a product or perform a service. For example, in the case of a hotel,
resources will be rooms (things). Other examples include: tennis courts & bycicles. In the case of a dental practice,
resources will be the dentists (people). Each dentist can offer different treatments and work different days of the
week.
A schedule is a grouping of resources. For example, a hotel will have a number of rooms (resources) grouped in
a schedule. In the case of a dental practice, the schedule groups the dentists (resources). A customer may be able
to choose what dentist they want to make an appointment with by selecting them from the schedule.
With Schedules and Resources, one can already set up a number of scenarios. Products and Services go a bit further.
In the case of a hotel, one could for example have two different types of rooms, for example a Standard Room and
an Executive Room. These can be represented by two different types of products. Each of these products can have
a different price. When a customer books a hotel room they can simply book a Standard Room or an Executive
Room. In the case of a dental practice, similarly the dentist could provide different types of treatments (services).
Products & services also allow to make a distinction between time based services and predefined services. For
example in the case of a dentist practice, you define the availability of dentists via resources and schedules. Similarly for hotel rooms. However if you are providing courses then you may want to define the course to happen
on a certain date and a certain time.
2. Schedules
From the Bookings drop-down menu choose and click ‘Schedules’.
This will list existing schedules at the top and a form to enter a new schedule beneath it.
To add a new schedule, fill out the form as follows.
5
Basic Setup
• Schedule ID: An automatically generated unique ID identifying the schedule.
• Schedule Title: Type in the name of your Schedule, this could be your business name (e.g. Doctor Smith &
Co, Hotel The Rising Sun)
• Start Time: Choose earliest appointment you will offer
• End Time: Choose latest appointment time you will offer
• Time Span: Choose length of appointment (if your customer needs a double appointment then they will make
2 bookings)
• Weekday Start: Choose first day of your business week
• Days To Show: Choose number (e.g. if business open Monday - Saturday choose 6).
• Admin e-mail: The email of the administrator who should be alerted when a booking is made against this
schedule.
• Default: Tick if you want to make this the default schedule.
To edit, view or delete a schedule, hover over the line in the list and you will see buttons appear.
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Basic Setup
3. Resources
From the Bookings Menu choose and click ‘Resources’.
To add a new resource, click on the Add button and complete the main data section as follows.
7
Basic Setup
• Resource ID: unique ID generated by the system.
8
Basic Setup
• Resource Name: Type in resource name.
• Location: Type location (e.g. room number, building name, address).
• Phone: Type in related business telephone number.
• Notes: Type in data as suits (e.g. For this instructor, Wednesday appointments/classes are in Bruges annex).
• Schedule: Pick the schedule the resource is attached to.
• Minimum Reservation Time: Key in duration of appointment. If double appointments not given out then Key
in same time for Maximum Reservation Time.
• Maximum Reservation Time: Key in duration of appointment. If double appointments not given out then Key
in same time for Minimum Reservation Time.
• Allow Multiple Day Reservations: Leave blank ( unless this functionality is required i.e. bookings for hotels/
gyms/etc).
• Minimum Booking Notice: Enter time in hours (if you don't want to allow reservations to be made later than 12
hours before appointment then select 12 hours. You could use the 'Notes' dialogue box to advise the customer
to phone instead).
• Maximum Booking Notice: Enter time in hours (how far in advance an online booking can be made).
• Time between bookings: Leave blank if not required.
• Maximum Capacity: Key in 1 for single capacity resources. For multiple capacity resources ( e.g. for gym classes
or language classes) key in maximum number of allowed reservations for the resource for the same time slot.
When the number is reached, the resource will no longer be available. Leave blank to have unlimited capacity.
• Maximum Per Reservation: Defines the capacity one can book at the time of reservation. Leave value blank or
zero if you don't want to restrict this.
• Approval Required: Leave blank (unless additional authorisation for booking required by manager or other,
then tick).
• Multiple Slot Reservations: allows a customer to select different slots on a particular day by ticking boxes for
available slots.
• Status: indicates if the resource is active or not. Inactive resources will not be shown in the customer bookings
process.
It's also possible to define resource pricing on this level, we'll explain this in more detail in the Pricing section.
4. Blackouts
Blackouts, as the name implies, allows you to black out certain days or certain times of day when a resource is not
available. From Bookings, choose and click on Schedule Calendar. This will produce a week view of the resources
for the default schedule. Change the schedule if required.
9
Basic Setup
To add a blackout, click on any of the table cells. This will bring up a pop-up screen, where you can enter more
details.
10
Basic Setup
Here you can edit the following.
• Start and end time: specify the start and end time you want to apply, e.g. for a lunch break this could be 12h30
till 13h30.
• Repeat every: if you want the blackout to recur, you can specify here for example to repeat ‘every 1 week’,
or ‘every 2 days’.
• Repeat until date: if you have selected the blackout to repeat, you will need to choose an end date to recurrence.
• Summary: you can enter some notes here, this is for administrative use only.
5. Products & Services
As explained in the Overview, Products & Services take the Booking functionality a step further. From Bookings,
choose and click on Products & Services. This display a list of currently defined Products & Services if any.
11
Basic Setup
To edit, delete or view, hover over the selected Product/Service and click on ‘Edit’, ‘Delete’, or ‘View’ respectively. To add a product, click on the Add button and fill in the fields as follows.
• Name: product or service name.
• Resource: resources providing the product or performing the service. You can select as many resources as you
want here.
• Notes: a description of the product or service, this may appear on certain checkout pages. If you use the ‘more’
tag (see below) anywhere in this field, then the text above the separator will be used as an excerpt in some
situations and the full text will be used in others.
• Time Allocation: there are 2 possible options, see the next sections.
• “Time based”:
• “Predefined dates & times”: use this if your product or service is only available on predefined dates and times,
for example a tour operating weekly on Saturday from 2pm to 4pm only. The customer selects a specific time
slot from a list of possible options. This is typically used for events, tours, etc.
• Time span (only for “time based”): Duration of the product or service in minutes. If none specified, the default
time span of the schedule will be used. This is useful if you have resources that are providing services of different
duration, for example a hair dresser providing a 30 minute cut or a 90 minute perm.
• Predefined times (only for “predefined (set) of dates & times”): Here you can enter the dates and times on
which the product or service is available. Click on the ‘recurring’ button to define daily, weekly, monthly and
yearly recurrence.
5.1. Time based
Use 'Time based' if your bookings are resource based and depend on the resource availability, for example, hourly
appointments, hotel rooms, etc. In this case you will have an additional field that can be used:
• Time span: Duration of the product or service in minutes. If none specified, the default time span of the schedule
will be used. This is useful if you have resources that are providing services of different duration, for example
a hair dresser providing a 30 minute cut or a 90 minute perm.
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Basic Setup
Figure 2.1. Time based time allocation
5.2. Predefined dates & times
Use “Predefined dates & times” if your product or service is only available on predefined dates and times, for
example a tour operating weekly on Saturday from 2pm to 4pm only. The customer selects a specific time slot
from a list of possible options. This is typically used for events, tours, etc.
13
Basic Setup
Figure 2.2. Predefined dates & times
You will now also see a section for "Predefined times". Here you can enter the dates and times on which the product
or service is available. Click on the ‘recurring’ button to define daily, weekly, monthly and yearly recurrence.
14
Chapter 3. Taking Reservations
To enable your customers to place reservations on your website you need to understand the reservation process
and set up your booking form (or forms).
1. Wordpress Shortcodes
To enable your customers to place reservations on your Wordpress website you need to set up your booking form
or forms. This is done by using the [bookings] short code in your pages. To create a new page in Wordpress, from
the Dashboard on the left of page:
• Select ‘Pages’ from drop down menu
• Click and choose ‘Add New’
• Type in your title of your page
• In next dialogue box type in the text that you want to appear on the booking form. Include the [bookings] short
code anywhere on the page.
• When completed, click on ‘Publish’
To view results, click on ‘View Page’.
15
Taking Reservations
In its simplest version, the [bookings] short code will display a list of resources attached to your default schedule.
However it is possible to influence the way things are displayed by including parameters in the [bookings] short
code. The general format is a space separated list of parameter/value pairs like:
[bookings parameter1=”value1” parameter2=”value2” parameter3=”value3” ... parameterN=”valueN”]
Currently there are various parameters you can use:
• template: specifies how your bookings forms will be displayed (we’ll expand on this topic later)
• schedule: specifies the schedule you want to use, this should be either the schedule ID, the schedule name or
the schedule admin email
• resource: specifies the resource you want to use
• daystoshow: number of days to show in calendar
• form: the booking form to display in the process (only available if you have the multiple booking forms option
active), takes the values ‘form1’, ‘form2’, etc
• minimumnotice: overrides the minimum notice defined on resource level (see chapter 2, section 3), expressed
in hours
• maximumnotice: overrides the maximum notice defined on resource level (see chapter 2, section 3), expressed
in hours
• shownames: by default, the name of the person who made a reservation is not shown publicly, however you can
choose to display it to logged in users by setting this to ‘loggedin’ or to everyone by setting it to ‘always’
2. Joomla Links
To enable your customers to place reservations on your Joomla website you need to set up your booking form
or forms.
This is done by using the ?option=com_bookings URL followed by the appropriate parameters.
If you navigate to the page [MYSITEURL]/index.php?option=com_bookings you will get a page similar to the
following.
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Taking Reservations
In its simplest version, the page will display a list of resources attached to your default schedule. However it is
possible to influence the way things are displayed by including parameters in the URL:
[MYSITEURL]/index.php?option=com_bookings&parameter1=&value1&parameter2=value2&parameter3=value3
Currently there are various parameters you can use:
• templateB: specifies how your bookings forms will be displayed (we’ll expand on this topic later)
• schedule: specifies the schedule you want to use, this should be either the schedule ID, schedule name or the
schedule admin email
• resource: specifies the resource you want to use
• daystoshow: number of days to show in calendar
• form: the booking form to display in the process (only available if you have the multiple booking forms option
active), takes the values ‘form1’, ‘form2’, etc
• minimumnotice: overrides the minimum notice defined on resource level (see chapter 2, section 3), expressed
in hours
• maximumnotice: overrides the maximum notice defined on resource level (see chapter 2, section 3), expressed
in hours
• shownames: by default, the name of the person who made a reservation is not shown publicly, however you can
choose to display it to logged in users by setting this to ‘loggedin’ or to everyone by setting it to ‘always
3. The Bookings Process
In it’s standard variation, the Booking Process consists of 4 steps.
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Taking Reservations
3.1. Product (or service), resource and date selection
In this step, the customer selects what they want to book, whom they want to book it with, how many of it they
want to book and when they want to book it for:
1. Select a product or service (if applicable)
2. Select a resource (or let the system auto assign one)
3. Select the quantity to book (if applicable)
4. Select the date(s) and time(s)
If you have the shopping cart feature activated, the customer can go through this step multiple times.
3.2. Enter personal details
Customers who are logged in as members of the CMS will have some of their details displayed automatically in
this step. Customers who are not will need to enter them at this stage. The minimum information that is captured is
the first name, last name and email address. Other fields can be added via the Booking Form editor (Pro version).
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Taking Reservations
3.3. Payment
In this step, but only if you have set up pricing and activated one of the payment gateways (Pro version), the
customer pays for their booking.
3.4. Confirmation
After payment, the customer returns to this step and sees a booking confirmation. At this stage, the system will
also send out a booking confirmation by email.
As we will see later, the confirmation text and email are fully customisable via the templates editor (Pro version).
4. Screen Templates
The look and feel of Bookings can be influenced by choosing a template appropriate to your business.
The [bookings] short code can take various parameters. The most important parameter of these is the ‘template’
parameter. To select a screen template, use for example [bookings template=hotel1]. In this case the ‘hotel1’ screen
template will be used.
4.1. The "default" template
This template provides two interacting drop down lists, the first one for products and the second one for resources.
If the customer chooses a product, the corresponding resources are displayed in the second list. Next the customer
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Taking Reservations
chooses a quantity to book (if applicable) and next chooses one or multiple time slots to book for. This template
is illustrated in section 3 of this chapter (see earlier).
4.2. The "hotel1" template
This template is specifically designed for hotels and B&B’s. A date search widget allows to search availability
between 2 dates. Search results are displayed. The customer can book multiple instances of a product (corresponding to multiple resources).
20
Chapter 4. Managing Reservations
You have set up your Schedules, Resources, Products (or Services). You have set up a page so that your customers
can make reservations with you. Now it’s time to manage your reservations.
1. Visualising Reservations
1.1. Calendar View
There are two ways of visualising your reservations. In a calendar format or in a list format. To access the calendar
format, from Bookings, choose and click on ‘Schedule Calendar’.
This will bring up a weekly calendar showing for a selected schedule, all the resources and all the blackouts,
reservations and available slots (very much like the Blackouts screen). From here you can edit, view and delete
reservations. Simply click on the reservation and a new screen will pop up allowing you to view or edit the details
or to delete the reservation.
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Managing Reservations
To save, click on ‘Save’. To delete, tick the ‘Delete?’ box and click on ‘Save’. You can also export the reservation
in iCal format by clicking on ‘Export’. To go back without changes, click on ‘Cancel’. To add a new reservation
manually, you can also click on an empty slot and the same pop up will appear, allowing you to record a new
reservation.
1.2. List View
To access the list format, from Bookings, choose and click on ‘Manage Reservations’. This will bring up a list of
reservations in tabular form. From here you can approve, edit, view and delete reservations.
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Managing Reservations
2. Creating Reservations
It’s possible to create new reservations in the back-end as well. This can be helpful if you are taking reservations
over the phone for example. Simply go to the ‘Schedule Calendar’ menu and click on an empty time slot. This
will show a pop up with the section ‘Will be reserved for’ prefilled with your own data.
Click on the ‘Change’ link to bring up the form to create a new user.
In that form you can actually also look up an existing customer first. If the customer can’t be found, you can enter
the customer details next.
And click on ‘Create user’. If you entered the information correctly, a message will be displayed.
Click on ‘Select User’ to bring the user back to your reservation form.
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Managing Reservations
Next proceed as with a reservation update. Click ‘Save’ to complete the reservation.
3. Approving Reservations
On the Resource level, you can choose whether reservations require approval. If so, you can easily manage those
approvals. From Bookings, choose and click on ‘Approve Reservations’. Once again you can view and edit the
reservation here, to approve the reservation, click the ‘Approval’ link and approve the reservation. Upon approval,
the customer will receive an approval confirmation and the reservation will disappear from the approval list.
4. Search & Export
The software has a search facility that allows to search through existing reservations according to a set of criteria
you entered. From Bookings, choose and click on ‘Search’. This will show a screen with various search criteria.
Select the ones you need.
The output can be generated in various formats:
• HTML
• text
• XML
• CSV
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Chapter 5. Advanced Setup
The advanced set up takes the power of customisation of the Bookings software a step further. From payments
to mobile sync, there is no limit to what you can do with the software. The advanced features are only available
in the Pro version.
1. Settings
Advanced settings allow you to fine tune the behaviour of the software on various levels. From Bookings, choose
and click on ‘Settings (Pro)’.
1.1. Various
There are various settings that influence the behaviour of the software, these are detailed below.
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Advanced Setup
1.2. SMTP
Emails are sent out by default from Zingiri email accounts. If you want to use your own email account, you can
specify here your email SMTP settings. Please consult your email provider to obtain these.
26
Advanced Setup
Note that the SMTP port is usually 25, 26 or 465 if you are using SSL.
2. Accessories
Accessories are items that can be added to a reservation. For example, if you rent out meeting rooms, accessories
could be a projector or a flipboard. If you rent out hotel rooms, accessories could be a champagne breakfast or
a game of golf. Accessories can be priced separately to the main reservation and you can manage the stock of
accessories.
To set up accessories, go to the ‘Accessories’ menu and click on ‘Add’.
• Schedule: the schedule the accessory is linked to.
• Accessory Name: the name of the accessory.
• Number Available: the number of available units of the accessory.
• Pricing Unit: defines how your pricing is set, per day, per hour or per item.
• Price: the price of the accessory (see the Pricing section for more information).
3. Pricing
3.1. What can you price?
As of version 1.8.2, tiered pricing has been introduced in Bookings. Pricing can be defined on resource level,
product/service level and accessory level.
3.1.1. Pricing at Resource level
To define pricing at resource level, first set up your resource. When adding or editing the resource, you will see
a Pricing tab. Click on the tab to update the pricing.
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Advanced Setup
3.1.2. Pricing at product/service level
To define pricing at product/service level, you can simply do this when you add the product/service or when you
edit it, it’s all in the same screen.
3.1.3. Pricing at accessory level
To define pricing at accessory level, you can do this when you add or edit the accessory, it’s in the same screen.
3.2. Tiered pricing
Tiered pricing allows you to construct pricing scenarios as follows.
3.2.1. Example 1
If you’re a hotel and provide more advantageous prices the longer a customer stay, you may want to set up something like:
• first 3 days: $100/day
• days 3 to 7: $90/day
• over 7 days: $80/day
Let’s assume the units are days in this case. This means:
• line 1: from 1 day it’s $100/day
• line 2: from 3 days it’s $300 + $90/additional day
• line 3: from 7 days it’s $630 + $80/additional day
3.2.2. Example 2
If you’re renting out meeting rooms you could charge different prices per hour, per half-day, per full day. You
could set up something like this:
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Advanced Setup
• line 1: from 1 hour it’s $45/hour
• line 2: from 4 hours (half-day), it’s $150 for the first 4 hours and $45 per additional hour
• line 3: from 8 hours (full-day), it’s $250 for the day and $45 per additional hour
3.3. Seasonal Pricing
As you will have seen when setting up pricing, you can choose a season during this set up. To set up seasons go
to the Season menu. To create a high season from the 1st of July till the 15th of September, enter the following.
And click ‘Save’.
If you only have 2 different seasons, a high season (just defined) and a low season, there is no need to define the
low season as this will be the default season you can select in the season drop down when setting up the prices.
To come back to our hotel example in tiered pricing, we can now add different prices for the high season.
So in this example we are now charging $150 per room without discounts for long stays in the high season.
4. Payments
The Bookings software provides the possibility to charge your customers for payments. This could either be a
deposit for your products or services or it could be the full fee. This works via a concept of payment gateways.
Currently the solution supports the following gateways: Paypal Standard, Paypal Express, Authorize.net. More
payment gateways will follow in future releases.
From Bookings, choose and click on ‘Payments (Pro)’.
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Advanced Setup
To add a new payment option, click on the Add button.
• Gateway: the associated payment gateway.
• Description: short description of the payment option, this is what will be shown to your customer during checkout.
• Active: tick this to make the payment option active during checkout
• Payment data: this section contains fields required for the gateway. If you change the gateway, the required
fields change as well, see the next paragraphs for further information on set up.
4.1. Paypal Standard
4.2. Paypal Express
4.3. Authorize.net
4.4. Manual
The manual payment gateway is typically used when you take payment on arrival. You could offer a customer the
option to prepay using one of the other payment options and a payment-on-arrival option.
5. Booking Form
The default booking or registration form contains ‘first name’, ‘last name’, ‘email’ and ‘phone’. The first 3 fields
are mandatory. With the Booking Form editor, you can edit this form and add as many fields you like and even
change the behaviour of the default fields. From Bookings, choose and click on ‘Booking Form (Pro)’.
This will open up the booking form. If this is the first time you use it, the default form will be shown.
30
Advanced Setup
To add a new field, click on the 'Add Field' tab and click on the field type you want to add.
This will add the field to the top of the form and show you a number of attributes on the right hand side of the screen.
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Advanced Setup
• Type: type of the selected field
• Name: name or label of the field
• Column: short name of the field (is the name of the database field)
• Field ID: unique number (can’t be edited)
• Size: for input type of fields, sets the size of the field to be displayed
• Max length: for input type of fields, sets the maximum number of characters that can be entered
• Rows: for text area type of fields, sets the number of rows to display
• Repeatable: whether multiple values can be entered for this field
• Mandatory: whether the field is mandatory
• Unique: whether the field content should be unique
• Read only: whether the field content can be edited by the customer
• Hidden: to hide a field from the form
• Searchable: not used
• System: you will see that the 4 first fields are marked as system fields and can’t be deleted from the form
• Help: help text to appear beneath the field (useful to inform the customer of what data they should enter in
the field)
To change the order of fields, simply drag and drop the fields in the desired position. When finished editing, press
‘Save’ to save your booking form. Note that the ‘Label’ field at the top left, is the title of the form, displayed
during the check out process.
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Advanced Setup
6. Confirmation Emails
The customer will be presented with a confirmation message at the end of the checkout process and will receive
an email confirmation as well. It is possible to edit the content of these confirmation messages and emails. From
Bookings, choose and click on ‘Templates (Pro)’. If this is the first time you use this function, you will see an
empty list of templates. Otherwise you will see the templates you have already entered.
To add a new template, click on ‘Add’.
• Template: choose the template you wish to edit. There are various email and message templates to work with.
• Language: choose the language you wish to edit the template in. If you’re only working in one language, then
that language should be defaulted. If you’re using multiple languages, you will need to perform this action for
every language.
• Text: this is the text that will appear on the message or email. You can use template variables in this field. Make
sure you put the variables in between square brackets, for example [STARTDATE]. The following variables
are available.
• Reservations:
• ID: unique identifier of the reservation
• SUMMARY: notes the customer entered during the reservation, also contains info from additional form
fields (if you have modified the default registration form)
• Time information for single reservations:
• STARTDATE: start date of the reservation
• STARTTIME: start time of the reservation
• ENDDATE: end date of the reservation
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Advanced Setup
• ENDTIME: end time of the reservation
• Time information for multi slot or multiple reservations:
• DATES: start and end dates/times for the reservations
• DETAILS: start and end dates/times for the reservations including more details
• Client:
• CLIENTNAME: client name
• CLIENTPHONE: client phone
• CLIENTEMAIL: client email
• Resource:
• NAME: resource name
• LOCATION: resource location
• Product:
• PRODUCT: the product name (with additional details in some cases)
• General:
• CONTACTEMAIL: your contact email
• CONTACTPHONE: your contact phone
• CONTACTURL: your contact URL
• CONTACTNAME: your name
• ADDTOCALENDAR: link to add the reservation to a person’s calendar
• TOTALPRICE: total price of the reservation
• BOOKINGURL: the URL to your website page where the customer can manage their reservation
In the Pro version it’s possible to define your own registration form. You can use the variables from the form in
the templates as well, simply use the ‘column’ names used in the form.
For example if you added a field of type ‘simple_phone’ and named it ‘Phone’, the column name below is
‘PHONE’ (in uppercase).
If you then create the following template:
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Advanced Setup
will result in this confirmation email:
Your appointment with Dr Smith at 10:45 on 03-03-2012 is confirmed.
Phone us at 1-234-56789 should you wish to change your appointment.
Regards,
Smith & Co
7. Calendar Sync
You can have your reservations synchronised with your mobile device or with your preferred desktop calendar.
To use it, your mobile device or desktop calendar needs to support CalDAV style of calendars.
From Bookings, choose and click on ‘Mobile Sync (Pro)’. If this is the first time you go to this page, you will be
asked to initialize the mobile sync, simply click on the highlighted link. After clicking on the link, you will see an
URL, a user id and a password that should suffice to set up your mobile device or desktop calendar.
35
Advanced Setup
Note that syncing is two ways. So any changes made to the schedule in your desktop or mobile calendar will be
synced back to Bookings.
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Chapter 6. Scenarios
The previous chapters have dealt with all the concepts of the Bookings software. This chapter focuses on practical
situations and how to set up the software to best suit your situation.
1. Personal or Business Coach
1.1. Your Business
• You work alone.
• You take appointments for your time.
• You don’t charge for your time in advance.
1.2. Setup
1.2.1. Schedules
Set your day start and end times, define the minimum time span for your appointments (e.g. 1 hour). Specify the
number of days you are available.
1.2.2. Resources
Set up a Resource (= you). Pay attention to the minimum and maximum booking notices. If you want people to
book at least a day in advance, set minimum booking notice to 24. If you don’t want to take bookings more than
one month in advance, set maximum booking notice to 720 (30 days x 24 hours). Set a time between bookings if
you want to avoid having back to back bookings. Define blackout times for when you’re not available.
1.2.3. Products/Services
Set up the service you are providing, for example "coaching". Link the resource you defined in the previous step.
Choose:
• Time allocation: Time based.
1.2.4. Bookings Page
Create a page and include the bookings code:
[bookings]
Start taking your bookings!
2. Hotels and B&B
2.1. Your Business
• You have a number of rooms for rent.
• Your rooms can be classified in different types and each type may have a different price.
• Your customers book rooms by the day, from 1 day to multiple days
• Your customers pay in advance for your rooms.
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Scenarios
2.2. Setup
2.2.1. Schedules
Set up a Schedule and make sure you set:
• Start Time and End Time: same value, for example 4 pm if you take bookings on the same day up to 4 pm.
• Time Span: 24 hours
2.2.2. Resources
Set up all your Resources. Create a resource for every room you have, number or name your rooms so you can
easily identify them. Most default values should be ok for this case, except for:
• Schedule: make sure to select the schedule you created in the previous step
• Allow Multiple Day Reservations: make sure to tick this.
2.2.3. Products/Services
Set up your Products. For every type of room, e.g. Standard, Executive, Family, etc, create a Product.
• Resource: add the resources (rooms) that belong to that particular category.
• Notes: here you can include pictures, this field will be shown in the customer booking process. You can also
include a ‘more tag’ in this text field, the part above the ‘more tag’ will be shown in summary screens, the full
description in others.
• Time allocation: choose ‘time based’
• Time span: leave blank
On the price tab you can enter the price of the room. To keep it simple, select ‘Days’ for the pricing unit and enter
your daily room rate in the ‘Unit Price’ field.
2.2.4. Payment
Go to the payments menu and activate your payment option.
2.2.5. Bookings Page
Create a new page and include the following short code:
[bookings template=hotel1]
That’s it, you can start taking your bookings! If you have several schedules, you can also include the schedule
id in the short code, such as:
[bookings template=hotel1 schedule=1234]
3. Events
3.1. Your Business
• You are running events that occur a few days per year.
• Participants can book time slots during the duration of the event.
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Scenarios
3.2. Setup
3.2.1. Schedules
Set up a Schedule. Make sure the time span covers the times you are planning to provide events.
3.2.2. Resources
Set up one or more Resources. In this case the resource can simply be the event, or it can be a particular part of
the event, for example a lecture.
3.2.3. Products/Services
Set up a product. On product level you can define what dates and times you want the event to occur by choosing
‘predefined dates and times’.
3.2.4. Bookings Page
Create a page and enter the short code:
[bookings]
This will show a list of available dates for the event.
Start taking your bookings!
4. Meeting Rooms
4.1. Your Business
• You have a number of meeting rooms for rent.
• Your rooms can be classified in different types and each type may have a different price.
• Your customers can book your meeting rooms by the hour, half day or full day
• Your customers pay in advance for your rooms.
4.2. Setup
4.2.1. Schedules
Set up a Schedule and make sure you set:
• Start Time and End Time: for example 9am (9h00) till 6pm (18h00).
• Time Span: 1 hour if the minimum rental time is 1 hour
• Weekday Start: if your meeting rooms are available Monday to Friday, select Monday as the weekday start.
• Days to Show: enter 5 if as described here above the meeting rooms are available Monday to Friday
4.2.2. Resources
Set up all your Resources. Create a resource for every room you have, number or name your rooms so you can
easily identify them. Most default values should be ok for this case, except for:
• Schedule: make sure to select the schedule you created in the previous step
• Multiple Slot Reservations: tick this to allow your customers to book multiple hourly slots at one time
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Scenarios
• Pricing: On the price tab you can enter the hourly price of the room. To keep it simple, select ‘Hours’ for the
pricing unit and enter your hourly meeting room rate in the ‘Unit Price’ field.
4.2.3. Products/Services
Set up your Products. Let’s set up 3 products, one for hourly bookings, one for half-day bookings and one for
full-day bookings.
4.2.3.1. Hourly Bookings
• Resource: add all the resources (meeting rooms).
• Notes: here you can include pictures, this field will be shown in the customer booking process. You can also
include a ‘more tag’ in this text field, the part above the ‘more tag’ will be shown in summary screens, the full
description in others.
• Time allocation: choose ‘time based’
4.2.3.2. Half-day Bookings
• Time allocation: choose ‘predefined dates and times’
• Predefined times: in start date enter today’s date, in start time enter 9am (9h00) and in duration enter the duration
in minutes (240) of the booking. Click on ‘recurring’ and select Daily for the frequency, enter 1 in ‘repeat every’
click the dates on which you want it to be available and set it to never end. You can then do the same for the
afternoon sessions, for example starting at 2pm (14h00) and lasting 4 hours as well.
4.2.3.3. Full-day Bookings
• Time allocation: choose ‘predefined dates and times’
• Predefined times: same as for half-day bookings but now set the start time to 9am (9h00) and the duration to 540.
4.2.4. Payment
Go to the payments menu and activate your payment option.
4.2.5. Bookings Page
Create a new page and include the following short code:
[bookings]
That’s it, you can start taking your bookings! If you have several schedules, you can also include the schedule
name in the short code, such as:
[bookings schedule="My Schedule Name"]
5. Tours
5.1. Your Business
• You organize tours on a certain days of the week and at predefined times.
• Customers look up availability and book a seat on your tour.
• Your customers pay in advance for the tour.
5.2. Setup
5.2.1. Schedules
Set up a Schedule. Normally the default values should be fine as we will handle everything with predefined dates.
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Scenarios
5.2.2. Resources
In this case the resource is you, the tour guide, i.e. the person who performs the service. Possibily if you have
different people running the tours you can create more than 1 resource. Most default values should be ok for this
case, except for:
• Schedule: make sure to select the schedule you created in the previous step
5.2.3. Products/Services
Set up your Service. The service is the tour itself.
• Resource: add all the resources (tour guides).
• Notes: here you can include pictures, this field will be shown in the customer booking process. You can also
include a ‘more tag’ in this text field, the part above the ‘more tag’ will be shown in summary screens, the full
description in others.
• Time allocation: choose ‘predefined dates and times’
• Predefined times: if for example you operate the tour every Wednesday from 6pm (18h00) till 8pm (20h00) and
every Saturday from 10am (10h00) till 12pm (12h00) you should create 2 entries here:
• entry 1:
• Start date: today’s date
• Start time: 6pm (18h00)
• Duration: 120 (2 hours)
• Recurrence:
• Repeats: weekly
• Repeat every: 1 week(s)
• Repeat on: tick Wednesday
• End recurrence: select ‘none’
• entry 2:
similar to the above
• Pricing: in the pricing tab, select ‘Unit’ for the pricing unit and enter the price of your tour in the ‘base price’
field.
5.2.4. Payment
Go to the payments menu and activate your payment option.
5.2.5. Bookings Page
Create a new page and include the following short code:
[bookings]
That’s it, you can start taking your bookings!
If you have several schedules, you can also include the schedule name in the short code, such as:
[bookings schedule="My Schedule Name"]
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Chapter 7. Examples
The following section contains examples of set up.
1. Cycling Studio
In the cycling studio, people can book numbered cycles for certain dates and times.
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Examples
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