Booking Details
This guide provides step-by-step instructions for staff to create a booking for their clients using the system.
Service and Provider Selection
Begin by selecting the service the client wishes to book. Then choose the provider (staff member) who will offer the service. The system supports three types of services:
- Services: One-on-one appointments with single or multiple providers
- Classes: Group sessions with named attendees and capacity limits
- Tours: Group activities with different guest types (e.g., Adult, Child) and capacity limits
It’s essential to select both a service and a provider to proceed with booking date and time.
Booking Dates and Times
After selecting the service and provider, you will set the date and time for the booking.
- Select Date: Click on the “Add Date/Time” button. A popup will appear, displaying a calendar. Dates that are available for booking are highlighted. Choose an available date by clicking on it. The selection of dates is based on the provider’s availability and any existing bookings.
- Select Time: Upon selecting a date, the popup will show a list of available time slots for the chosen date. These times are based on the service duration, the provider’s working hours, and any existing bookings that may already occupy the provider’s schedule.
- Confirm Selection: Scroll through the list of time slots and click on the one that suits the client’s needs. Once a time slot is selected, the booking detail form will update to reflect the chosen date and time.
Client Details
Enter the client’s first name, last name, phone number, and email address. These details are essential for managing the booking and for sending booking confirmations and reminders to the client.
If the client is already in the database, start typing their name or contact information, and select them from the search results to autofill their details.
Managing Guests and Attendees
For Services
- Optionally enable “Book on behalf of someone” to specify a different person who will receive the service
- Enter the guest’s first and last name
For Classes
- Enable “Specify Attendees” to manage the class roster
- Add attendees by clicking “Add another attendee”
- Enter each attendee’s first and last name
For Tours
- The “Specify Guest Types” option is automatically enabled for tours
- Add different guest types (e.g., Adult, Child, Senior)
- Specify the number of guests for each type
- Guest types are setup in the service settings with their respective prices
Finalizing the Booking
Once all details are filled in, review the booking information for accuracy. Then, click the “Create Booking” or “Update Booking” button to save the booking. You will receive a confirmation that the booking has been successfully created or updated.
Booking Confirmation
Once a booking is successfully created, the system automatically sends a confirmation email to the client with all the relevant booking details. This email serves as a formal acknowledgment of the booking and provides the client with a reference for their appointment.
In addition to the email, if you have enabled the option to send SMS notifications in the ‘Message Template’ settings, the app will also send a confirmation SMS to the client’s phone number. This SMS will include essential booking details, offering an immediate and accessible confirmation for clients who prefer or require text message notifications.
Canceling a Booking
If you need to cancel a booking, there’s an option to do so at the bottom of the booking detail page. When canceling a booking, you have two options:
- Simply cancel the booking
- Cancel the booking and block the contact, preventing them from making future bookings
If the booking includes a payment, the system will automatically process a refund when the booking is canceled.