User Guide

User Guide
User Guide
Version 1.9
© bookitlive Pty Ltd 2011
bookitlive
User Guide
Introduction ...........................................................................4
Overview ...............................................................................5
Provider & Public booking views.................................................6
Provider Views (your businesses home page) ..................................6
Public Booking Views (online Booking) ...........................................6
Business details ......................................................................7
Business Description ................................................................8
Business Logo’s .....................................................................8
Business Images .....................................................................8
Payment information ...............................................................9
Account cancellation ................................................................9
Opening hours ...................................................................... 10
Split opening hours ................................................................ 10
Service Name ...................................................................... 12
Service Description ................................................................ 12
Service Duration ................................................................... 12
Single Client Service .............................................................. 12
Multi Participant Service .......................................................... 12
Service price (optional) ........................................................... 13
Deleting Services .................................................................. 13
Resources ............................................................................ 14
Resource Schedules .............................................................. 14
Split Schedules..................................................................... 14
Deleting Resources................................................................ 14
Managing fixed schedules ....................................................... 14
Blocking out a day or range of days ............................................. 14
Blocking out time within a day ................................................... 15
Account Preferences .............................................................. 15
Account Activation Online/Offline bookings .................................... 15
Email Alerts ......................................................................... 16
SMS notification .................................................................... 16
Web site integration ............................................................... 16
Short URL (sub domain) .......................................................... 17
uncancellable period .............................................................. 17
Unbookable period ................................................................ 17
Bookable period .................................................................... 18
Confirm all bookings ............................................................... 18
Future bookings notifications ..................................................... 18
Staff Management ................................................................. 19
Business Owner ................................................................... 20
Manager access ................................................................... 20
Staff member access .............................................................. 21
Associating Staff to resources ................................................... 21
Daylight Saving (Summer time) .............................................. 21
Client Management ................................................................ 21
Client Details ....................................................................... 22
Version 1.9
© bookitlive Pty Ltd 2011
Page 2 of 29
bookitlive
User Guide
Client Preferences ................................................................. 22
Adding Clients ...................................................................... 23
Modifying Clients ................................................................... 23
Sending SMS Text Messages to Clients ....................................... 23
Sending email Messages to clients ............................................. 23
Importing Clients ................................................................... 24
Exporting Clients ................................................................... 24
Send Invitation requests .......................................................... 24
Manual Bookings ................................................................... 24
Booking Sheet ...................................................................... 24
Repeat Bookings ................................................................... 25
SMS Credits ......................................................................... 25
Voucher Codes ...................................................................... 25
Voucher Types ..................................................................... 26
Voucher code service configuration ............................................. 27
Payments Options ................................................................. 27
PayPal ............................................................................... 27
SecurePay Payment Gateway (Australia only) ................................ 28
Payment service configuration ................................................... 28
Outlook Calendar attachments................................................... 28
Adding bookitlive on your iPhone ................................................ 29
Version 1.9
© bookitlive Pty Ltd 2011
Page 3 of 29
bookitlive
User Guide
Introduction
bookitlive is a web based booking scheduling service delivered via the internet
using a shared infrastructure on-demand model that by design and
architecture reduces upfront costs and Total Cost of Ownership (TCO) as well
as delivering increased business performance.
It enables business to minimise infrastructure and maintenance costs while
accessing the latest technology and business solutions with more frequent
upgrades.
The bookitlive web based application is classified as Software as a Service
SaaS and is different from the traditional software that needs to be installed
on your PC. The benefit to business using the SaaS model includes:
•
•
•
•
•
•
•
•
No up-front costs
Lower total cost of ownership
No need for additional hardware or software
Greater level of support
No/Low maintenance requirement
Access to latest technology
More frequent feature (functionality) upgrades
Frees up staff to perform core business functions
Version 1.9
© bookitlive Pty Ltd 2011
Page 4 of 29
bookitlive
User Guide
Overview
bookitlive offers the following functionality:
• Online bookings - take online bookings via the public booking views 24
hours a day, 7 days a week
• Phone bookings – take booking over the phone and manually book via
your provider view
• Face to face bookings - take booking at your place of business and
manually book via your provider view
• Minimize no-shows be sending email notifications, SMS text and Outlook
Calendar reminders
• Improve your resource/ staff scheduling and avoid overbooking by tracking
all booking within the one system
• Confirm and deny bookings with a click of a button
• Take credit card payment at time of booking using PayPal or SecurePay
• View and manage bookings on the road with a data connected smart
phones (iPhone, Blackberry)
• Client management, features to promote your business to your clients via
email and SMS text message
• Eliminating playing phone tag and reduce the number of calls you need to
answer by directing your clients to make their bookings online.
• Clients can make, reschedule and cancel bookings at any time online
• Create your own adhoc schedules (flexible schedules) outside of normal
operating hours, Define unique timetables for limited event
Version 1.9
© bookitlive Pty Ltd 2011
Page 5 of 29
bookitlive
User Guide
Provider & Public booking views
bookitlive has a number of different views to manage bookings for your
business. There are views for business and different views for your
clients/customers.
Provider Views (your businesses home page)
The provider view (provider home) is the page where you view future booking.
add new bookings and make repeat bookings.
Your booking and client details, including booking Notes, are visible only to
you and your assigned manager’s and staff members.
Booking Sheet view
The booking sheet view shows availability for all resources in your business
and allows you to add modify and cancel bookings. The booking sheet allows
you to define flexible schedules (adhoc schedules) and define non-working
days.
Public Booking Views (online Booking)
The Public Booking Views is the pages where your clients make their online
bookings.
Mini web site view
The Mini Web Site views display information about your business regarding
your opening hours the services that you offer and your availability. This view
allows your client/customers to search for your availability and make a
booking. Access to these pages are via the Bookitlive home search business
feature or directly via your mini website URL.
Tip:You need to activate your account to make it visible to the public.
Settings->Activate account. An activated account will appear when searching
for your businesses from the Bookitlive home page. Search engines will also
find for mini website.
Booking widgets
The booking widget allows you to add the public booking view functionality
into you own web site. The booking functionality appears as if it is part of your
web site. The code for the booking widget is available from the Settings>Website integration menu. Bookitlive also has a range of booking buttons
that you can place on your website to link to the page containing the booking
widget.
Version 1.9
© bookitlive Pty Ltd 2011
Page 6 of 29
bookitlive
User Guide
Business Information
Your business details, logo’s and images are combined to build a mini website
for your business as well as providing information for your online presents.
These details will be found by internet search engines and appear in search
results for Google, Yahoo, Bing etc.
Your business information is also added to the bookitlive directory when your
account is activated.
Business details
Menu: settings->Account Information
Field
*Business Name
*Business Type
*Business email
*Password
*Your first name
*Your last name
*Business phone
*Address line one
Address line two
*City/Town
Region/State/Province
*Country
*Postal code
*Timezone
Description
The name of your business
The type of industry your business is
associated with
The email address will be used as
your logon account and will also be
used to receive booking emails
This is the password you will use to
login with. The password must have
at least six characters.
This is the name the business will be
registered against
This is the name the business will be
registered against
The phone number you want your
clients to use to call you.
The street number and name where
your business resides.
Additional address details.
The City or Town where your
business resides.
The state or region where your
business resides.
The country where your business
resides.
You businesses postal code
The time zone where your business
resides. The time zone is used to set
the correct time on your account.
bookitlive only allows for one time
zone per account.
*Mandatory
Version 1.9
© bookitlive Pty Ltd 2011
Page 7 of 29
bookitlive
User Guide
Business Description
Menu: settings->Account Information
You need to write a description of your business to inform your clients on who
you are and what services you offer.
The description is used to promote your business to your existing and future
clients. This information will be visible to the public when your account is
activated.
Business Logo’s
Menu: settings->Account Images
Businesses logo’s will enhance the appearance of your business information
page. (mini website) Your logo will be displayed on your mini website and in
your directory listing.
Business Images
Menu: settings->Account Images
Images are used to enhance the appearance of your business information
page. (mini website)
Version 1.9
© bookitlive Pty Ltd 2011
Page 8 of 29
bookitlive
User Guide
Payment information
bookitlive offers the following subscription payment options:
•
•
Credit Card monthly payment
Debit Card monthly payment
No payments are required during the free trial period, payment only occurs
when the trail period has expired.
bookitlive also offers alternative payment arrangements and discounts for
upfront annual payments.
Account cancellation
In the event that you wish to cancel your account you are solely responsible
for properly cancelling your account online; this can be done from the
settings->Cancel Account menu.
A cancellation fee may be charged to manually remove the account if you fail
to advice of the cancellation or cancel via email or phone message.
Version 1.9
© bookitlive Pty Ltd 2011
Page 9 of 29
bookitlive
User Guide
Opening hours
Menu: settings->Account Information
Opening hours are used to control the hours that a business operates. This
information is displayed to clients to communicate the business availability.
Default values: Monday – Sunday 9:00 AM to 5:00 PM
To change business hours for a particular day:
Use the pull down list to select the correct opening time and closing times.
To set a day of week to be closed click on the closed all day tick box next to
the business hours for a particular week day. The result of this action should
look like the following diagram.
To re open the week day marked as closed all day remove the selection by
clicking on the tick box next to “closed all day”.
Split opening hours
Some business have defined hours in the day when the business is always
unavailable to receive bookings. For example the business does not take
booking between 5:00pm and 6:00pm on Tuesday to perform cleaning
activities. Multi break periods can be added to any day where a business
open.
Adding split working hours can also enforce booking commencement times.
For example if you have a service with a duration of 90 minutes that must
always commence on the hour (o clock) defining split hours will enforce the
start time.
Booking start interval
Menu: settings->Account Information
The booking start interval defines the commencement time of when a service
can start. It is also used to define the minimum booking time slots that a
service will be available.
Example one
For example if your business offers the following services
Service name
Initial consultation
Standard consultation
Extended consultation
Version 1.9
© bookitlive Pty Ltd 2011
Service duration
30 minutes
45 minutes
60 minutes
Page 10 of 29
bookitlive
User Guide
And you want bookings to commence on the hour, quarter past the hour, half
past and quarter to the hour.The booking start interval would be 15 minutes.
Bookings would be able to start at the following times:
09:00, 09:15, 09:30, 09:45, 10:00 etc
And would not be able to start booking at 09:10, 09:20, 09:40.
Example two
If you wanted all your bookings to start every 5 minutes the booking start
interval would be 5 minutes. Bookings would be able to start at the following
times:
09:05, 09:10, 09:15, 09:20, 09:25, 09:30, 09:35, 09:40, 09:45, 09:50, 09:55,
10:00 etc
Example three
If you wanted all your bookings to start on the hour (o’clock), the booking start
interval would be 60 minutes.
You would only be able to start bookings on the hour only. Bookings would be
able to start at the following times:
09:00am, 10:00am, 11:00am. 12:00pm, 01:00pm etc
Services
Menu: Resources & Services
A service is a type of product offered by a business. This may be a service
offered by yourself or a staff member such as a massage or a training course.
Services can be defined generally or more detailed.
Example of general services
Service Name
Initial consultation
Standard consultation
Extended consultation
Duration
30 minutes
45 minutes
60 minutes
Cost
$25
$30
$110
In this example instead of defining every single service you offer in detail the
services are combined into consultation blocks of time.
Example of detailed services
Service Name
Hair - Ladies Cut
Version 1.9
© bookitlive Pty Ltd 2011
Duration
30 minutes
Cost
$25
Page 11 of 29
bookitlive
Hair - Ladies Style cut and blow
wave
Hair - Ladies Full head foils
Hair - Ladies Perming
Hair - Ladies Hair extensions
Hair - Mens Cut
Hair - Mens Colour
Hair - Mens Cut and Colour
Hair - Style cut
Hair - Style cut and blow wave
User Guide
1 hour
$30
1 hour 30
minutes
2 hours
1 hour
30 minutes
1 hour
1 hour 30
minutes
1 hour
1 hour
$110
$90
$110
$25
$50
$60
$50
$75
The service details will be visible to your clients via the Public Booking View
Service Name
The name of the service, service names will appear on your business
information page is alphabetical order.
If you need to change the service order, use numbers to precede the service
name.
Example:
01 Style cut
02 Cut and Colour
03 Colour
Service Description
A short description that describes the service.
Service Duration
Service duration is the amount of time it takes you to perform the service. This
is also the amount of time your clients should expect to spend at the
appointment.
Single Client Service
All service are defined as a single client service as default which restrict the
booking to a single participant.
Multi Participant Service
Multi Participant service allows you to define how many participants can book
the service at the same time. This is very useful for training courses as you
might be able to train many participants at the same time.
Version 1.9
© bookitlive Pty Ltd 2011
Page 12 of 29
bookitlive
User Guide
By deselecting this option you are able to have multi participant book the
service. You can then enter the Maximum clients per booking amount. For
example if you enter 10 it will allow the service to be booked by 10 people.
The service will be available to be booked until the maximum of 10
participants has been reached.
Service price (optional)
The cost you charge to perform the service. The cost price entered is
displayed on the public booking interface. If no cost price is entered, the
public booking interface will not display any costs.
All service details except for the number of participant are available to be
viewed on public booking interface.
Deleting Services
All services can be deleted, when deleting a service, all bookings for that
service will also be deleted
Version 1.9
© bookitlive Pty Ltd 2011
Page 13 of 29
bookitlive
User Guide
Resources
Menu: Resources & Services
Defining resource details and scheduling types.
A resource could be a person or asset (tour boat, room, equipment etc) which
can be used to provide a service.
Resource details will be visible to your clients via the Public Booking View.
Resource Schedules
A resource can use a fixed, flexible schedule or combination of both.
A fixed schedule is used to set ongoing resource operating hours that are the
same each week or fortnight.
A flexible schedule is used when a resource has irregular
(adhoc) operating hours that does not conform to weekly (week 1) or
fortnightly (week 2) schedule.
Combination of fixed and flexible schedules
A fixed and flexible schedule can be used together to cater for regular and
irregular scheduling requirements.
Split Schedules
Split schedules are used in a daily schedules to cater for breaks and enforcing
service start times.
Note: Bookings cannot be made for a resource outside of the resource
operating hours unless you define a flexible schedule.
Deleting Resources
All resources can be deleted, when deleting resources, all bookings for that
resource will also be deleted.
Managing fixed schedules
Business that use a fixed schedule need the ability to define time slots and
days when their resources are unavailable or business is closed. Business
that only use a flexible schedule do not have to block out time as their only
define the time there are available all other times are unavailable.
Blocking out a day or range of days
Version 1.9
© bookitlive Pty Ltd 2011
Page 14 of 29
bookitlive
User Guide
Menu: settings->Tools->Non Working Days
Non working days are used to restrict the ability to make bookings for a full
day or range of days against your fixed schedule.
Non working days could be created for the following reasons:
• Your business is closed for holidays (Public holidays/Bank Holidays etc),
restricts the ability to make bookings for the entire business.
• A resource is away for a full day or multiple days (training day, annual
leave. restricts the ability to make bookings for a particular resource.
Blocking out time within a day
Menu: Open Booking Sheet
There will be certain times during a day when you want to restrict the ability to
make bookings (block out time) for a particular resource against their fixed
schedule.
Use block out time to modify your fixed schedules to cater for breaks and
times when the resource is not available.
A time block out can be applied on top of the fixed schedule to mark the time
as unavailable.
Use the non-working days feature to block out a full day or range of days.
Account Preferences
Account preferences are used to customise your account to cater for your
business requirements.
Account Activation Online/Offline bookings
Menu: settings->Activate Account
Menu: settings->Deactivate Account
Default value: Deactivated
Determine if you business want to allow your clients to make booking via the
Public Booking Page. Some businesses prefer to make all their bookings
themselves via their Provider page, where others want clients to make their
own bookings using the Public Booking Page.
Version 1.9
© bookitlive Pty Ltd 2011
Page 15 of 29
bookitlive
User Guide
Activate your account to allow your clients to make online bookings using the
Public Booking Page.
Deactivate account to restrict the ability for your clients to make online
bookings using the Public Booking Page.
Email Alerts
Menu: settings->Account Information
The email alerts option can be switched on (send emails) or off
(Do not send emails) at anytime.
Default value: On
When a client makes a booking themselves or when a booking is entered by
you manually using Provider Booking Sheet a booking confirmation is
immediately sent by email to you and the client. The email will contain a
Microsoft Outlook calendar attachment that can be loaded into Outlook and
can be used as an additional reminder for you or your clients Emails are sent
when a booking modified.
SMS notification
Menu: settings->Account Information
Default value: Off
Automatic SMS Text Messaging notification means your business will have
less “no shows”.
SMS (Simple Message Service) notification is used as an automatic reminder
to your clients of pending appointments. If you elect to switch on SMS
notification, an SMS reminder message will be sent to your clients mobile
phone 24 hours before you appointment time. If a booking is made today a
SMS message is sent immediately.
You and your staff can also receive SMS notification for appending
appointments by linking a staff member to a resource.
You will need to purchase SMS credits to send SMS text messages.
Web site integration
Version 1.9
© bookitlive Pty Ltd 2011
Page 16 of 29
bookitlive
User Guide
Menu: settings->Account Information
Default value: Off
Enhance your business web presents
Web site integration allows you to add the bookitlive booking functionality
directly into your businesses web site.
Your clients will be able to make a booking directly from your web site using
the bookitlive booking functionality. A “Make a Booking button” can be added
to your web site to access the business booking page. All conformation emails
will be sent from your business email address rather than the bookitlive email
address.
Short URL (sub domain)
Default value: Blank
You can define your own name for your bookitlive web page to take your
clients quickly to your Public Booking View. Your sub-domain is your address
on the internet. Update your phone answering service, stationery and
business cards to include this website address.
Example: A business named My Style has a short URL of mystyle. The
website address for account would be http://bookitlive.net/mystyle
uncancellable period
Menu: settings->Account Information
Default value: 0
The uncancellable period is the amount of time prior to the booking that a
client can cancel the booking. This is used to stop clients from making last
meeting cancellations.
Unbookable period
Menu: settings->Account Information
Default value: 0
Version 1.9
© bookitlive Pty Ltd 2011
Page 17 of 29
bookitlive
User Guide
The unbookable period is the amount of time prior to the current time a client
can make a booking. This is used to stop clients making short notice
bookings.
You can specify the unbookable period your business allows a client to make
an online booking. This is the amount of time from the current time that you
can receive a booking. For example if you set an unbookable period of 2
hours and the current time is 2:00pm client will be prevented from making a
booking until 4:00pm. The unbookable period can range from 0 hours (off) up
to one week. The default value is off, no unbookable period defined. These
restrictions only apply to client making online booking they do not apply to you
making booking via the Provider booking sheet.
Bookable period
Menu: settings->Account Information
Default value: 0
The bookable period defines the amount of time into the future that your
business can take online bookings.
Clients are restricted from making bookings more than 3 months into the
future by default. You can reduce the bookable period to be less than 3
months. You can specify the bookable period your business allows a client to
make an online booking. This is the amount of time from today that you can
receive a booking. For example if you set a bookable period of 2 weeks your
clients can only make a booking in the next two weeks from today. The
bookable period can range from 1 day up to 3 months. The default value is 3
months. These restrictions only apply to clients making online booking they do
not apply to you making booking via the Provider booking sheet.
Confirm all bookings
Menu: settings->Account Information
Default value: off
You can elect to have to all of your bookings confirmed. With this option
enabled, bookings remain tentative until you confirm them. By having a
confirmation step, the system gives you the opportunity to check client details
to ensure they are legitimate before confirming bookings.
Future bookings notifications
Menu: settings->Account Information
Version 1.9
© bookitlive Pty Ltd 2011
Page 18 of 29
bookitlive
User Guide
Default value: off
Default = email daily booking summary = 7 day(s) of my future bookings
An email is sent out each day listing all your future bookings for a defined
period of time.
Charge Cancellation fee
Some business charge a cancellation fee when a client fails to turn up for their
appointment or make a short notice cancellation. You can elect to advise your
clients that you charge a cancellation fee and what the fee charge will be. You
will need to define your cancellation policy by indicating how many hours prior
to the booking the client can cancel.
bookitlive only advises of the cancellation fee it does not enforce the payment
of a cancellation fee.
Staff Management
During the account setup process a user login is created with your email
address and assigned to Business owner role. This user login has the ability
to create addition user logins for your account.
You can create additional staff accounts and allocate them as Managers or
Staff Members. Adding Managers or Staff Members allows you to control who
can access your account and what action they can perform.
Determine what access permissions that you want to give to each of your
staff.
There are 3 account roles available:
1 Business Owner (1 role per account)
2 Manager
3 Staff member
Setting->Staff Management
Business Owner
Account Images
Account Information
Activate the account
Booking Sheet
Cancel Account
Daylight Savings
Deactivate the account
Opening Hours
Provider Home
Version 1.9
© bookitlive Pty Ltd 2011
Manager
Account Images
Staff Member
Booking Sheet
Booking Sheet
Daylight Savings
Opening Hours
Page 19 of 29
bookitlive
Purchase SMS Credits
Resources and Services
Staff Management
Website Integration
User Guide
Provider Home
Purchase SMS Credits
Resources and Services
Provider Home
Website Integration
Business Owner
The business owner account has total access to all account features
functions.
Access Level
Account Images
Account Information
Activate the account
Booking Sheet
Cancel Account
Daylight Savings
Deactivate the account
Opening Hours
Provider Home
Purchase SMS Credits
Resources and Services
Staff Management
Website Integration
Action
Upload and change business images and
logo’s
Add and modify business details and
account preferences
Turn on the Public Booking view
Add and modify bookings and time block
outs
Ability to cancel the account
Add and change daylight saving dates
Turn off the Public Booking view
Change the business opening hours
View future bookings, add new bookings
Buy SMS Text message credits
Add and modify Resources and Service
details
Access Staff Management menu to change
staff access levels
Turn on and off Web Site Integration
Manager access
A Manager has a subset of the Business Owner access but does not have
access to change account information, cancel the account, activate/deactivate
Public Booking View or change staff access levels.
Access Level
Account Images
Booking Sheet
Daylight Savings
Opening Hours
Provider Home
Purchase SMS Credits
Resources and Services
Website Integration
Version 1.9
© bookitlive Pty Ltd 2011
Action
Upload and change business images and
logo’s
Add and modify bookings and time block
outs
Add and change daylight saving dates
Change the business opening hours
View future bookings, add new bookings
Buy SMS Text message credits
Add and modify Resources and Service
details
Turn on and off Web Site Integration
Page 20 of 29
bookitlive
User Guide
Staff member access
A staff member only has limited access to create and modify bookings. The
account can also be further restricted so they can only view their own
bookings.
Access Level
Booking Sheet
Provider Home
Action
Add and modify bookings and time block
outs
View future bookings, add new bookings
Associating Staff to resources
Staff can be associated to a resource to control what bookings are visible to
the staff member and to send SMS notification to that staff member.
Daylight Saving (Summer time)
Menu: settings->Daylight Saving
Default Value: No dates defined
All booking systems rely on the businesses local time to be correct at all times
to avoid making booking in the past.
Daylight Saving (summer time) commencement and completion dates vary in
different regions all over the world. Managing your own Daylight Saving
(summer time) dates allows you to make the adjustment when required to
always reflect the local time where your business resides.
Client Management
Menu: settings->Clients
Client Management provides features that make your business more efficient,
increase your profitability, and reduce your operational costs.
1 Speeds up the manual booking process as you can select the client from a
list and their details are automatically populated
2 Allows you to send SMS text and email messages to a client or multiple
clients to promote your business or advice of special offers or advertise your
availability, attract more business
Version 1.9
© bookitlive Pty Ltd 2011
Page 21 of 29
bookitlive
User Guide
3 Ability to export client details to other systems to build mailing lists, attract
more business
4 Encourage your clients to make online bookings by sending invites to use
your online booking system, frees you up to concentrate on your services
Client Details
Field
*email address
*first name
*last name
Address line one
Address line two
City/Town
Region/State/Province
Country
*Postal code
*phone
*mobile/cell phone
birth date
company
client id
Notes
Description
Clients email address; this is used as
the clients login account.
If a client does not have an email
address create one for them. EG
[email protected]
Clients first name
Clients last name
The street number and name where
your client resides.
(optional)
Additional address details. (optional)
The City or Town where your client
resides. (optional)
The state or region where your client
resides. (optional)
The country where your client
resides. (optional)
Clients postal code
Clients Telephone number
Clients mobile/cell phone number,
This number is used for sending SMS
Text messages and reminders.
Clients birth date (optional)
Client birthdays and displayed on
your home page.
The company your client works for.
(optional)
Client ID is another reference for you
clients. (optional)
EG Healthcare number, car
registration number etc
Client notes (optional)
*Mandatory
Client Preferences
send invitation email when saving
Version 1.9
© bookitlive Pty Ltd 2011
When selected will send an email to
Page 22 of 29
bookitlive
User Guide
the client inviting them to use your
online booking system.
sms reminder
Default value is off.
Option to receive SMS reminders.
Your SMS reminders selection
overrides this option if you set your
option to off no SMS reminders are
sent regardless of the client’s
selection.
email reminder
Default value is on.
Option to receive email reminders.
Your email alerts selection overrides
this option if you set your option to off
no email alerts are sent regardless of
the clients selection.
receive newsletters and special offers
Default value is on.
Option to indicate if the client would
like to receive newsletters and special
offers.
Default value is on.
Adding Clients
Adding client details to bookitlive allows you to create a client list of all your
client details to make manual booking easy.
Modifying Clients
Client details can be edited to add additional information such as birthdays,
unique reference numbers and notes etc.
Sending SMS Text Messages to Clients
Email messaging your clients is a quick and easy way to communicate
promotions and availability to your clients. Email messages can be sent to
one client or multiple clients.
Sending email Messages to clients
Text messaging your clients is a quick and easy way to communicate
promotions and availability to your clients. SMS text messages can be sent to
one client or multiple clients.
Version 1.9
© bookitlive Pty Ltd 2011
Page 23 of 29
bookitlive
User Guide
Importing Clients
Importing feature requires a file (CSV) to be created with your client details.
The file needs to be formatted as per bookitlive’s standards to import
correctly.
You can download an importing template that includes an example on how to
enter your client details. Alternatively contact bookitlive and we will help you
with the client importing process.
Exporting Clients
Use the Export feature to export all your client details to a file (CSV) and
download the file. Open the downloaded file using a spreadsheet program like
Microsoft Excel, or Open Office on a PC or Mac.
Send Invitation requests
When you add and modify your client details you have the option to invite the
client to start using your Public Booking View to make online bookings. An
email will be sent to the client containing their log on details. The client will
now be able to make online bookings using your businesses Public Booking
View.
Manual Bookings
Manual bookings are appointment bookings made by you such as over the
phone or face to face with your clients. There two options to make a manual
booking for your clients.
Booking Sheet
The Booking Sheet is the place where you can add all your manual bookings.
The Booking Sheet lists all the bookings and availability for each of your
resources for a particular date.
Add a booking or block out time by selecting a green timeslot.
Use the toolbar options to add a schedule or define non-working days.
Change the booking sheet date by selecting month and day on the calendar
toolbar.
The Booking Sheet can be filtered by Resource and Service to reduce the
amount of data being displayed.
Version 1.9
© bookitlive Pty Ltd 2011
Page 24 of 29
bookitlive
User Guide
Repeat Bookings
The provider home view has a Quickbook feature to make it easy to make
repeat bookings after a client has completed an appointment. The existing
booking can be used to make a repeat booking. The repeat feature allows you
to transfer the current booking details into the Quickbook to make the next
appointment.
SMS Credits
Menu: settings->SMS Credits
If you want to send automatic SMS Text reminders or send SMS Text
messages to your clients you will need to purchase SMS credits. Use the
SMS Credits menu to purchase SMS credits.
Contact bookitlive to arrange for a discounted bulk purchase of SMS credits.
Voucher Codes
Menu: voucher codes
A Voucher code is often used to provide proof of purchase when a customer
pre-purchases your services.
You can configure bookitlive to accept voucher codes during the online
booking process to confirm proof of purchase. You can control entry of codes
by defining the pattern of the code and restrict how many times a code can be
used.
Voucher codes are often used for the following purchases:
Daily Deal promotions
If you engage a Daily Deal promotion business to sell your services these
businesses will provide voucher codes as redemption for when you book and
receive the service.
Gift certificates
If you sell a Gift Certificates to pre-sell your services you will provide your
customer with a Gift Certificate. The Gift Certificate should contain a voucher
code. The voucher code can then be used codes as redemption for when you
book and receive the service.
Validation occurs during the online booking process by checking the entered
code against the code pattern and by limiting the times the same code can be
Version 1.9
© bookitlive Pty Ltd 2011
Page 25 of 29
bookitlive
User Guide
used. This method allows codes to be processed without knowing the code
ranges in advance.
Voucher Types
If you want to accept voucher codes during the booking process you need to
enable your account to use voucher codes. Using the Settings->Voucher
Codes menu select one of the following voucher types:
1 None/Disabled (Default option)
2 Custom
3 Groupon
Non/Disabled
Selecting Non/Disabled indicated your business does not use voucher codes.
Custom
Selecting custom allows you to define your own voucher code patterns that
you except. This option could be used for Gift Certificates that you issued or
other Daily Deal providers.
1 Determine if you want to use just voucher codes or voucher and security
codes by enabling the code
2 Define voucher and security code pattern to be used. These patterns force
the customer to enter codes in the correct format regarding the length of the
code and type of characters that can be used.
A code pattern uses the characters 9 X - / to define the pattern format of the
voucher and security codes.
Use:
9 to indicate numbers only
X to indicate letters
and / to indicate those specific characters.
Example 1
A code pattern of 99/99XX would allow a code of 18/12AB
Example 2
A code pattern of 999-XXX would allow 123-abc
Example 3
A voucher code pattern of 99/9999 and a security code pattern of
XXXXXXXXXX would allow these codes to be used:
Voucher code: 18/8781
Security code: 42AAB30A60
Define how many times a voucher code can be used. Voucher codes and
security codes
Version 1.9
© bookitlive Pty Ltd 2011
Page 26 of 29
bookitlive
User Guide
bookitlive can control how many times codes can be used. In most cases you
would only want the codes to be used once which is the default value. You
might sell a promotion that allows codes to be used multiple times.
Select the number of times a customer can reuse the codes.
Groupon
Selecting Groupon will set a pre-defined voucher configuration to except
voucher and security code from Groupon.
Voucher code service configuration
Once you have saved your voucher code configuration use the Resources &
Services menu to configure each service that will require voucher codes to be
entered at time of booking.
Change the confirmation option from none to voucher codes and save the
service.
Payments Options
bookitlive offers a facility to take client Credit/Debit payments during the
booking process. Currently bookitlive offers two payment options that can be
linked to your bookitlive account. Card payment type vary in different
countries, Most countries will accept Visa and Master cards.
1 PayPal
2 Securepay (Australia only)
PayPal
All you need is a PayPal Business account to accept Visa,Mastercard and
PayPal payments. Some Countries accept extra card type such as Amex etc
refer to PayPal for details.
You can setup a Business PayPal account for free at https://www.paypal.com
if you do not already have one.
Once you have a PayPal account you can link the account to your bookitlive
account by following the simple steps below:
1 From your provider home page set payment options to use PayPal
2 Using the Settings->Payment Option menu select PayPal for your payment
Gateway, you need a Regular or Premium account to access this menu
3 Enter in your email address of your PayPal account
4 Enter the business name of your PayPal account; this is the business name
that will appear on your clients card statement
5 Select Save to save the payment settings
Version 1.9
© bookitlive Pty Ltd 2011
Page 27 of 29
bookitlive
User Guide
You are nearly ready; you now have to select which services require prepayment .
From the Resource & Services menu select the services that you want to take
payment and change the confirmation option to payment.
Tip: Make sure you have a cost for the service as this is the amount that will
be charged when the booking is made.
Note: PayPay pre-payments are only available on the Regular or Premium
bookitlive packages. Contact bookitlive([email protected]) to upgrade to a
Regular or Premium package.
SecurePay Payment Gateway (Australia only)
A Securepay payment gateway linked to your bookitlive account allows you to
totally control all your payments as you can take both online and manual
payments using your own SecurePay account.
1 From your provider home page set payment options to use SecurePay
2 Using the Settings->Payment Option menu select SecurePay for your
payment gateway, you need a Regular or Premium account to access this
menu
3 Enter in your gateway id and gateway password
4 Enter the business name of your SecurePay account; this is the business
name you used to setup your SecurePay account and will appear on your
clients card statement
5 Select Save to save the payment settings
Payment service configuration
Once your account has been connected to the payment gateway you can
change your service configuration to accept payment, use the Resources &
Services menu to configure each service that will require payment details to
be entered at time of booking.
Change the confirmation option from none to payment and save the service.
Outlook Calendar attachments
The booking confirmation email that are sent to clients and providers when a
booking is made contain a link to add the booking details to Microsoft Outlook.
Time adjustment
When the booking is added to Outlook a check is done to compare the
timezone set on the computer against the timezone in the file. If the timezone
Version 1.9
© bookitlive Pty Ltd 2011
Page 28 of 29
bookitlive
User Guide
is different it will convert the time to the timezone on the local computer. So if
you make a booking for a Melbourne business the file will contain the time in
Melbourne time when adding the booking details on a computer that has a
different timezone it will change the time to reflect the local timezone on the
computer.
The time will also be adjusted for daylight savings so if a file set to Melbourne
time (summer time) is added to a computer set to Brisbane time will adjust the
time to be an hour later. Change the timezone on the computer to Melbourne
time and the time will be entered at the correct time. bookitlive has no control
over the setting on other peoples computes so we can only assume that the
timezone and day light savings is set correctly.
Adding bookitlive on your iPhone
bookitlive can be added to your Home Page on a iPhone 3, iPhone4/iPad 1,
iPad 2.
1 On your iPhone/iPad, go to a http://bookitlive.net/ page in Safari
2 Tap the Add + button on the bottom of your screen to open the add menu
3 Tap "Add to Home Screen"
4 Type bookitlive as the name for the icon
5 Tap "Add" to put it on your home screen
6 Access bookitlive
Version 1.9
© bookitlive Pty Ltd 2011
Page 29 of 29
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement