Watch this video as soon as you log into your BoothBook for the first time. We will guide you through the first half of tasks to complete.
It covers the following:
- Set Up Wizard (contact, location, business settings)
- Configure Unit Types
- Understanding Units vs. Unit Types
- Unit Availability
- Configure Packages
- Configure Extras
- Creating Extras Groups
- Package Availability
Follow this Quick Setup Guide to start selling on BoothBook as soon as possible!
Before starting, sign up to a payment gateway, Stripe , Square, PayPal, or Authorize.net so that you can take payments online. Once signed up to a payment gateway, make a note of your API Keys or details: (Find Stripe API Keys , Find Square API Keys, Find Authorize.net Keys).
Once logged into BoothBook for the first time with your provided Admin username and password, you will be directed to confirm some basic information to get you started (this information can be amended later if needed).
If you've already completed the Setup Wizard (this looks like the big blue screens below), you're smashing it already! Head to Step 6
Step 1: Basic Information
- Confirm your Business Name
- Confirm your Business Email Address. Preferably use an email address that is matched to your domain name (e.g. firstname.lastname@example.org) to avoid your booking and email notifications going into customers' spam folders. However, we can provide you with a email@example.com email address if you need and we'll forward it to your non-domain email address - simply request this via Help & Support in your dashboard.
- Enter the Business Address Line 1, Business Postcode / Zipcode and Country. This will be used when you click on a bookings venue postcode to plot your journey to a venue, and to calculate travel fees.
- Click Next
Step 2: Location Details
- Confirm your Default time zone and preferred Date Format display
- Confirm your Currency and Currency Sign that you and your customers see the currency being used in places such as on the booking form or in your admin area eg. £, €, $ .
- If you charge tax, select whether Tax should be Included or Excluded for when customers are making payments. Excluded Taxes will be added each time a customer payment is made. Included taxes are only shown in reports and invoices. Enter the Tax Name for your type of tax eg. Sales Tax or VAT. Enter the Tax Percentage amount value of tax that your business is liable for. For example, for 8.5% you would simply enter 8.5 .
- Click Next
Step 3: Your Business
- Choose how you'd like to take new bookings with BoothBook, Automatically, Quote Manually or be flexible with Both
- Choose any areas that are applicable to your business under How do you run your business?
- Choose what customers can pay when booking with you: Deposit, Full Balance, Pay Later or a mixture of these. Also enter any extra information eg. deposit amounts or when the full balance is due.
- Click Save Business Settings
Step 4: Your Services
- Click to add and select your first service and enter how many of these you own
- Enter the starting price or base rate for this service and how many hours rental this covers
- If your starting package includes anything, add a short title for each
- Click the green Save button, then click Add another service if you have any more
- Click Create Services
Step 5: Building Your System
- Grab a coffee and sit back while we create your system for you...
- Creating your Unit Type/s - a Unit Type tells your customers what type of service they can book with you. These are individual services that can be rented out on their own.
- Creating your Unit/s - your bookable Units are the individual booths/ units that customers can hire from you. You should add one for every physical booth/ unit that you own. BoothBook assigns a calendar to each Unit to control availability and remove any risk of overbooking. Your Units cannot be seen by the customer, they will only see the details from the associated Unit Type.
- Creating your Package - a Package is the price that you sell your service for. We recommend creating at least 3 packages per Unit Type (service type) so you can offer your customers a choice. Eg. "Bronze", "Silver" and "Gold".
- Creating your Extras - an Extra is an add-on product that you can use to add perceived value to your offering.
- Once completed, you will be taken to your Overview page, where your Setup Checklist will appear.
- This Setup Checklist will help you get set up as quickly as possible whilst training you on how to use the system. The checklist will take you through and include basic instructions for creating Assets, updating Global Settings, setting up a Payment Gateway, putting through a Test Booking and creating Scheduled Notifications. You're able to reactivate your Setup Checklist by clicking on the Achievements % icon in your left admin menu.
Step 6: Do You Have More Assets?
Step 7: Setup Checklist - How Would You Like To Take Payments?
- Take payments through BoothBook using Stripe
- Take payments through BoothBook using Square
- Take payments through BoothBook using PayPal
- Take payments through BoothBook using Authorize.net
Step 8: Setup Checklist - Add a test booking
By adding a test booking, you'll be able to see the information that booking form currently gathers and how it behaves:
- Ensure Enable Test Mode is ticked in Configuration (cog) > Global Settings >Payment Gateways > Stripe/Square or PayPal/Authorize.net then click Save Configuration
- Navigate to your booking form by clicking the BoothBook in the top left of your page, and select Check Availability
- Select a service and package and fill in the booking form. Use your email address to receive the confirmation and notification emails - here's how to update these if needed
- Click Book Now and go through checkout using test card numbers where applicable:
- Stripe: 4242 4242 4242 4242, an expiry date in the future and CVV: 123
- Square: 4111 1111 1111 1111 , expiration date 12/21 and CVV 111
- To see your booking, click on the Diary icon in your left admin menu, this will take you to your Bookings List. Click on the Cog icon of your booking to view what the customer sees in the client portal.
Step 9: Setup Checklist - Business Settings
If you've certain areas of the checklist don't apply to your business, eg. Contracts or Travel Fees, click on Complete Now to skip these steps:
Step 10: Update More Booking Form Settings
You can locate and update your Business Settings, System Settings and Integrations from Global Settings. We've assumed some of the ways that your business is set up and the way you run it but this can be updated here.
Go to Configuration (cog icon) > Global Settings:
- Click to Timings to update how far ahead you take bookings, default start/ end times & invoice due dates.
- Click to Booking Form to update booking form questions, style, behaviour and customer payment options during booking.
- Click to Translate to update booking form labels and checkout messages:
- Update any form titles or form messages under Booking Form
- You can update the Booking Confirmation text under Emails
- You can update any booking messages under Customer Messages
Step 11: Setup Checklist - Add Scheduled Notifications - See Examples of Scheduled Notifications
Customers will receive a booking confirmation email once they Proceed With Booking, but you can also send notifications at certain times before or after a booking event date. This might be to send a payment reminder 7 days before a booking or a feedback request email 7 days after an event.
- Go to the Configuration (cog) icon on the tool bar on the left then to Scheduled Notifications
- Click Add a new Scheduled Notification, enter a title for the notification. This is an admin title only, and will not be shown to customers.
- Configure your schedule
- Choose whether you are sending an Email or an SMS
- Choose the recipient eg. Customer
- Choose the length and units of time and when it is sent eg. 7 Days Before the Event Date
- Configure your conditionals
- Choose Booking DOES contain
- Choose Balance Remaining
- IF YOU DON'T SELECT ANY CONDITIONALS IT WILL SEND TO EVERYONE
- If the message is an email, add a Subject line. (You may use variables)
- Configure the notification content. Use the available variables to personalise the notification.
Step 12: Setup Checklist - Add Widgets to Your Website
Now your customers need to know that they can book you:
- Direct customers to your booking form by adding your Booking Calendar widget to your website, and collect Leads from your website by adding the Lead Capture Widget to your website - find out how here
- If you're planning on using BoothBook to manually quote every customer, just add the Lead capture Widget to your website - find out more here
- Ensure you've completed your setup checklist by clicking on the % icon in your left admin menu and Choose a Subscription Plan
- Then - Get customers into your booking journey