Getting Started

booking software system functions

Overview

This guide is a very basic step by step guide on how to enable booking for your business assets.

Step by step

User registration

You can register here with your business email. Once we receive your request, we will enable your account typically within 24 hours.

We highly recommend using your business email address instead of generic email addresses such as gmail or outlook.

When your account is activated you will receive an email which contains instructions on setting your password.

After your password is set you will be able to login to the application.

Free trial

The free trial comes included with an asset which is able to take bookings for 30 days.

This asset can be a business service such as electrician or physical asset such as a forklift. See assets for more details.

Step 1. Set the asset type

  • Click Manage Assets on the Home page - This will take you to a list of assets. This includes an asset which is enabled for your free trial as well as any additional assets that you have created.
  • In the type column click on the edit link (see Figure 1)
  • Set the asset type (see Figure 2). The asset type can be set to one of the following values:
    • services_and_people - use to represent a person or a service, e.g. booking to a psychologist.
    • coaching_classes - use to represent a class, e.g. a yoga teacher who has a class on Monday every week at 9-10am.
    • rental_and_hire - use to represent a physical asset which can be rented out, e.g. a forklift.
    • courts_and_sports - used to represent a court which can be booked into, e.g. a tennis court.
    • venues_and_locations - represents a specific venue/location which can be booked into, e.g. a meeting room.
Edit the Asset Type
Figure 1: Edit the Asset Type
Choose the Asset Type
Figure 2: Choose the Asset Type

Step 2. Activate booking

  • Click the Activate Booking link (see Figure 7)
    • The activation will setup the following:
      • create a default schedule for the asset
        • Note: the default schedule will depend upon the asset type and asset attribute settings (please see above). These can be modified after they have been created.
      • create default message rules and templates, and link these rules/template to the asset
      • make the asset available for booking
    • You will be taken to a Success page after the Activate Booking Link has been clicked.
Activate an asset
Figure 7: Activate an asset

Step 3. View the public booking page

  • View the public booking page
    • Click on the Assets menu option
    • Click on the URL link next to the asset that you just activated.
    • This will take you to your booking page which an be used by your customer to make bookings. This will look like the page that can be seen in Figure 8.
Booking page
Figure 8: Booking page

Step 4. Further customization

It is likely that you will need to do further configuration before you start to accept bookings from your customers:

Creating and purchasing assets

Step 1. Create an asset order

  • Click on the Payments menu and then click the Orders button
  • Click the Create Order button (see Figure 9, and Figure 10)
    • choose how many assets you would like to create.
    • select if you would like a Monthly Subscription or a Yearly Subscription.
  • You will be taken to a Success page when the order has been created. If you click View Asset Order List link you will be taken to a screen which contains the Asset Order that was just created.
Asset order page
Figure 9: Asset order page
Create an asset order
Figure 10: Create an asset order

Step 2. Pay for the order

  • Click the Subscribe button on the line corresponding to the order that you created.
  • Fill in your payment details on the Stripe payment from (see Figure 11).
  • If the payment is successful you will be taken to a Success page.
  • If you click on the Assets menu item you should see your newly created assets as entries in the Bookable Assets table.
Pay for the asset order
Figure 11: Pay for the asset order

Step 3: Configure the assets and activate booking

  1. Set the asset type
  2. (Optional) Setup SMS
  3. Activate Booking
  4. View the public booking page
  5. Further customization

Setup SMS

The default configuration of the application will create messages rules which send email messages to your customers. If you would like to send SMS messages instead of email messages, or send SMS messages in addition to email messages, then you will need to first purchase SMS credit and then enable SMS on the assets for which you would like SMS messages.

To purchase SMS credit please see the following steps:

  • Click on the Messages menu and then click the Purchase SMS button.
  • Click the Purchase button.
  • You will be redirected to Stripe where you need to fill in your payment details.
  • After you click the Pay button you should be redireted back to the BookAndPay application if the payment is succesful.
  • If you click on the Messages menu then you should see that the Total SMS credits available now reflects the amount of SMS credits that you have purchased.

To enable an asset for SMS please see the following steps which should be followed prior to asset activation:

  • Change the sms asset attribute to enabled.
  • Set the booking_user_identification asset attribute to a value like phone or email_and_phone. This means that when your customer makes a booking they will need to either provide a phone number, or an email address and a phone number.
  • When the asset is activated then the asset will have message rules associated with the asset which will send SMS messages to the customer, e.g. booking confirmation, and booking reminder messages.

Customizing the Booking Page

The booking page comes with a standard layout which will need some customization before you can make your booking page available to the public.

You can customize the page header by modifying the page_header asset attribute. This will allow you to modify the top section of the page which appears above the booking list. The page header can be used to display information relating to the asset - this could be an image, or it could be text, or anything which can be expressed in HTML.

When you click edit on the page_header asset attribute then you can customize the header in a WYSIWYG editor. Please see Figure 12.

Modify the asset header
Figure 12: Modify the asset header

If you would like to modify the page header in HTML format, then you can click on the Source Code button which is displayed as a set of angle brackets. Please see Figure 13.

Modify the asset header - HTML
Figure 13: Modify the asset header - HTML
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