Booking

booking assets in booking management software system

Overview

An active asset can be enabled for booking.

An active asset can be made available for booking in two different ways. However before an asset can be made available for booking for your customers, you need to carry out some tasks such as creating a schedule for your bookable asset, defining cost of booking and notifications associated with the booking.

Details can be found in configuration

Configuration

There are two ways an active asset can be configured for booking.

  1. Auto configuration
  2. Manual configuration

Auto configuration

Auto configuration happens when you click Activate Booking link for an active asset in the console.

activate booking for business assets

This action creates a schedule and link that schedule to the asset. Additionally this action enables notification messages to the asset.

The schedule and notification messages automatically configured can be deleted or updated to suit your needs.

Note: Auto configuration does not configure the timezone of the asset. You have to configure it manually. See timezone.

Note: You may also need to modify number of users who can book for an event. See max_users.

Manual configuration

It is also possible to configure manually an active asset for booking. The steps are outlined below

Schedule

Schedule defines the availability or timetable of your asset. It may be available every day Monday to Friday 9 to 5 for certain type of assetsor it may be every Friday at 4PM for 10 weeks for other types of assets. See time slot booking and term booking

See more detailed example in schedule

You can associate schedule to an asset in few ways

  • Auto configuration. When you configure assets automatically using auto configuration, a default schedule gets linked to that asset.

  • Update auto configured schedule: It is possible to update the default schedule assigned to an asset if you use auto configuration.

  • Manual configuration: You can also manually create a schedule and link that schedule to an asset.

Time slot booking

Time slot bookings are when you allow your customers to book for a specific timeslot in your schedule. For example customer can book from 9 to 10 AM if that time slot is available in your schedule.

You can enable your customers to book contiguous timeslots. For example you can allow your customers to book from 9 to 10 AM and then from 10 to 11 AM. The enable this, you can need to allow block booking

See more in booking

Term booking

Term booking are often used for sessions / classes when customers book for the entire season or term. Typically this is used for coaching classes.

Note: Enable term booking in asset settings. term booking

See more in booking

Recurring booking

Recurring booking allows your customers to book repetitive or recurring bookings. For example you may allow recurring appointments or recurring booking for a basketball court.

Note: Enable recurring booking in asset settings. recurring booking

See more in booking

Once the booking is enabled for an asset, a link you can use for your customers will be available in the admin console. You can use this link in your website or social media account.

Typically the booking link for a asset has the assetId. For example booking link for an asset with asset id dfd7e55e-f57c-4e73-a99c-4f3101207ac7 might be

https://app.bookandpay.net/book?assetId=dfd7e55e-f57c-4e73-a99c-4f3101207ac7

If there are more than one asset, you may use the group booking link. See asset group and make booking at group level

booking link in booking management software system

Managing Notification Messages

Notification messages are fully configurable. You can configure the what, how, when, who of a message. For example you may configure the system to send a message with a specific content to a participant by SMS 24 hours prior to the event. This is done using message templates and message rules. More details can be found in messages

You can associate notification messages to booking in few ways

  • Auto configuration. When you configure assets automatically using auto configuration, a set of default notification messages get linked to that asset.

  • Update auto configured messages and rules: It is possible to update the default rules and templates assigned to an asset if you use auto configuration.

  • Manual configuration: You can also manually create message templates, rules and link those templates and messaging rules to an asset. More details can be found in messages

Managing payments

Often you may need to receive payments before confirming the booking. In this case, you need to configure payments. Payments are not configured automatically for security reasons.

Payment is processed by Stripe, a well known payment gateway provider. Before you can receive payments, you need to contact us and there is some basic administrative procedure to carry out before you receive payments from your customer via the bookandpay.com service. See payments for full details.

The cost of booking can be fixed or it may be variable. For example the cost may be $20 / hour irrespective of the time of the day or day of the week. Or it may be $20 Monday to Friday and $25 on weekends.

Make booking

Once the asset is configured, the booking link can be made public. If payment is required, you need to configure payments as well.

You can make booking available at individual asset level or group level. Group level booking helps in consolidated view. To illustrate the example, lets say your assets are badminton courts. You can allow your customer to book a specific court or you may allow booking if any court is available for the selected time and duration. The bookandpay system will assign the free court to your customer.

See more of details of asset groups

consolidated availability view in booking management software system

Note: The above screen is for illustration only. You may customize the look and feel and various details.

Cancel booking

Booking cancellation can be done only from admin console. Users need to login to admin console to view bookings and cancel.

Click on “Bookings” , login and cancel the booking.

You can configure the messages on cancellation. See messaging for details.

Note: If payment is received on booking, refunds may need to be initiated manually from your stripe dashboard. Some versions support auto refunds.

Note: Asset owners can cancel a booking of a customer if required. This is provided for convenience and we recommend that your customers cancel it themselves to avoid potential issues with payment refunds, notifications etc.

APIs

See api

Note: APIs are available only for some customers and some installations. Please contact us if you need API support

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