Follow this Quick Setup Guide to start selling on BoothBook as soon as possible! 

Before starting, sign up to a payment gateway, Stripe , Square or PayPal 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).

Once logged into BoothBook for the first time with your provided Admin username and password, you will be directed to enter 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 4

Step 1: Basic Information

  • Enter Business Name
  • Enter Business Email Address. Preferably use an email address that is matched to your domain name (e.g. to avoid your booking and email notifications going into customers' spam folders. However, we can provide you with a 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.

Step 2: More Location Details

  • Enter your Default time zone.
  • Enter your preferred Date Format display
  • Enter a valid, three letter Currency Code eg. GBP, EUR, USD . Find out the correct currency code for your country here. 
  • Enter a valid Currency Sign symbol for you and your customers to be able to see the currency used in places such as on the booking form or in your admin area eg. £, €, $ .
  • Choose whether Tax should be Included, Excluded or Disabled 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.
  • If your business does charge any tax, 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 Save Business Settings

Step 3: Complete Initial Setup

  • Click Finish your account setup
  • You will be taken to your Edit Profile page, please set a mobile number, and change your password
  • Save this page. Your initial setup will not be complete until you save this page.
  • Once the page is saved, your setup checklist will appear. This step by step guide 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. Instead, further comprehensive instructions can be found below:

Step 4: Add Bookable Unit Types & Units - see more

A Bookable Unit Type is the type of service you want to offer customers whereas a Bookable Unit manages the availability of your services. x1 Unit Type and x1 Unit was created for you during the Setup Wizard.

  • To add another Unit Type eg. Magic Mirror, go to the Assets (camera) icon on the tool bar on the left and go to Unit Types
  • Click Add a new Bookable Unit Type
  • Enter the Title of the Bookable Unit Type eg. Magic Mirror.
  • Add a Bookable Unit Image to show off your service at its best! Bear in mind that these images will be automatically re-sized and cropped to a square.
  • Click Save.
  • Edit any other Unit Types that you need to add an image or description for. 
  • To add another Unit eg. Magic Mirror 01, go to the Assets (camera) icon on the tool bar on the left and go to Units.
  • Click Add a new Bookable Unit.
  • Enter the Title of the Bookable Unit Type eg. Magic Mirror 01
  • Choose Unit Type/s that it belongs to eg. Magic Mirror
  • In the calendar area, enter any dates that the booth is Unavailable. Select the state Unavailable, double click on a day that it's not available eg. Christmas Day or block of multiple weeks if you haven't bought the booth yet. (When you start adding in bookings and customers start booking online this calendar will start filling up automatically with with Booked dates. 
  • Click Save.
  • Edit any other Units that you need to update the availability for. 

Step 5: Add Extras & Extras Groups - see more about Extras & Extras Groups

An Extra is essentially an add-on product that you are selling alongside Packages. This could be anything from USB Sticks to Green Screen to an Additional Hours Hire. Extras Groups allow you to neatly group Extras together on the booking form, optionally allow or force the customer to choose just one from that group. Follow the next few steps if you offer Extras to customers. If you don't offer Extras products, skip to Step: 6.

  • Go to the Assets (camera) icon on the tool bar on the left and go to Extras Groups.
  • Click Add a new Extras Group.
  • Enter Title and Description. For example, you might want to create an Extras Group of Upgrades. These details will display to the customer on your booking form.
  • Optionally choose whether to make Make group required or Disable multiple Selections.
  • Click Save.
  • Go to the Assets (camera) icon on the tool bar on the left and go to Extras.
  • Click Add a new Extras Product.
  • Enter the Title of the Extra product eg. USB Stick.
  • Choose Unit Type/s that this extra should be available for.
  • Enter the Price you want to charge customers for it.
  • Under Display, add an Image that shows off your product at its best! Bear in mind that these images will be automatically re-sized and cropped to a square.
  • Under Display, select the Extras Group you previously created.
  • Click Save.

Step 6: Add Packages - see more about Packages

A Package is an individual product that you are selling and allows you to set the cost of your services. x1 of these was set up for you during the Setup Wizard.

  • Go to the Assets (camera) icon on the tool bar on the left and go to Packages.

  • Click Add a new Package.
  • Enter the Title of the Package eg. Gold Package.
  • Select the Bookable Unit Type/s that this Package should be available to eg. Photobooth or Magic Mirror
  • Enter the Price you want to charge customers for it.
  • A simple Description to show customers why they should buy eg. The perfect package to wow your guests.
  • Select any Included Extras that are come with this Package. (When a customer selects this package during the booking process, they will see a list of extras that are included.)
  • Enter a Time Slot that this Package is available for eg. 2 Hours / 3 Hours / 1 Day.
  • Click Save.
  • Edit any other Packages that you need to add an image, description and any included Extras.

Step 7: Update Business & System 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 Branding to add your logo, choose your branding colours for your Booking landing page, Invoices and Booking Confirmation Email.
  • 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.

Step 8: Update Booking Form and Checkout Messages

With the Translatable area of the system, you can change text in areas such at the booking form, on checkout and in the client portal.

  • Go to the Configuration (cog) icon on the tool bar on the left then to Translate
  • You can 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 9: How Would You Like To Take Payments?

You can take payments online through BoothBook using Stripe , Square or PayPal .

Step 10: Put Through A Test Booking

  • Ensure Enable Test Mode is ticked in Configuration (cog) > Global Settings > Payment Gateways > Stripe/Square or PayPal, then click Save Configuration 
  • Use your email addresses to receive the confirmation and notification emails - here's how to update these if needed
  • Then fill out a test booking. Using test card numbers:
    • 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
  • Familiarise yourself with the Bookings List and click on the Cog icon to view what the customer sees in the client portal.
  • All good? Great! Go back to Configuration (cog) > Global Settings > Payment Gateways > Stripe/Square or PayPal  and turn off Test Mode on your payment gateway then click Save Configuration   

Step 11: Add Scheduled Notifications - see some 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. 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 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.

Your System is Ready to Start Selling!

Now that you have your Booking Settings sorted, Payment Options set up, at least one Bookable Unit Type, one Bookable Unit and one Package, your system is ready to go! 

What's Next?