To first be able to accept the booking, you’ll need to create a bookable product, and the steps are quite easy.
- First, go to “Product” and then click on “Add New”. The interface for product creation will immediately show up.
- You then choose a title for your product and choose a description.
- Then scroll down to “Product Data” and select “Bookable Product” from the dropdown menu.
- You’ll then have to check the “virtual” checkbox so your product will be considered as virtual and will not require shipping.
By doing this, your fields will all change reflecting your bookable product’s features.
Bookable Product’s General Settings
You can start by altering or modifying your booking duration, confirmation preferences, and your calendar display mode.
This booking duration helps you determine how long can the booking last. You can either set it up yourself with a fixed block or let the customer define it on the front-end. The booking duration can be minutes, hours, days, or even months.
- Fixed blocks: This option will help set a duration defined by you. This means, the customer will only be able to choose from the block you defined, which will last the amount of time, you’ve defined. If you set up a fixed block of one hour, the client can only book an appointment of one hour, one at a time.
- Customer-defined blocks: This one lets the customers choose how many blocks they want. This means the customer can choose a one-hour appointment successively, and not necessarily one at a time.
Note: You can set up a minimum and maximum in order to not let the over or under choose blocks.
Know that a booking duration block can be minutes, hours, days, weeks, or even months, so, if you want to set up duration, just specify which one you want and enter the value.
Calendar display mode
This one will help you choose whether you want your calendar to be always visible, or whether it should be displayed on click.
If you choose in the booking duration “customer-defined” and choose in the unit “days”, then another option will show up that will enable the calendar range picker.
Enabling this option will let the user select a start and end date on the calendar where the duration will be calculated automatically.
In this one, you’ll be able to choose whether the client can book immediately or if their booking requires confirmation.
If you don’t tick the box then, then the clients won’t require any confirmation from you to book an appointment and will be able to pay you automatically at checkout.
If you tick the box, then the client won’t be able to book an appointment directly or automatically and you will confirm it for them. The user will input their details and send them to you for approval.
This one will give your clients the possibility to cancel their bookings if they want to, but with criteria defined by you.
If you tick on this, then the client will be able to cancel their booking You may choose whether you want the user to have the option to cancel their booking. After selecting the option, two fields will appear letting you choose how many minutes, days, hours, or months prior to the start date that will enable customers to cancel a booking.
To control your availability, all you have to do is go the Availability and customize it the way you like. There are many options that you can define which we’re going to see right now:
Max Bookings Per Block
This option enables you to allow multiple bookings all at the same time. If you choose a fixed booking of 1 day and set the value in max bookings per block to 4 for example, then at each day, you’ll be able to accept 4 bookings.
Minimum/Maximum block bookable into the future
In this one, you’ll be able to set a minimum and a maximum block bookable into the future, this means if you set it to 2 months in the minimum setting and that today is February 1, then the first date a customer can book would be April 1.
For the maximum one, the same concept applies to it, which means if you set the maximum to 12 months, the client won’t be able to book an appointment for the February 3 of the next year.
Require a buffer period between bookings
Under the maximum bookings setting, you’ll find the buffer period setting. This one will help you set a period of time after a bookable slot in which it’s impossible for other clients to book.
This means that if you’re selling appointments that last 1 hour each, and which to relax for 30 mins in-between each one, then you can your buffer period to 30 mins.
Under the buffer period setting, you’ll find the possibility to tick the adjacent buffering checkbox. This setting will help you add the specified block after and before each booking.
If you’ve set the buffering period to 30 mins in-between each booking, ticking the adjacent buffering checkbox, will result in a one hour between bookings.
Note: Buffer period time unit should be the same one as you’ve chosen for your appointment blocks. So, if your appointment lasts for 1 hour and wants your buffer period to last 30 minutes, make sure to use 60-minute blocks instead of 1-hour blocks.
All Dates Are
This one will enable you to set up your availability depending on whether you want all dates to be available by default or unavailable by default.
If you choose “available by default”, this means all of your dates will be available and you’ll have to choose which dates are not available yourself.
If you choose “not available by default”, then the same thing applies to it and you’ll have to turn the date available through availability rules.
Check rules against
This one also helps you set up availability by giving you two options:
- All blocks being booked: This one enables you to check all the available blocks within the duration you define. If you’ve got an appointment block of 1 day, and choose the duration of 7 days, then the option will check the availability for all 7 days.
- The starting block only: Unlike the previous one, this one only checks the availability of the first block. Taking the same example as before, is the customer chooses to book for 7 days straight, this option will only check the availability of the first day, this means day 1.
Restrict Selectable Days
If you for example only start working on Wednesday and only accept bookings starting from Wednesdays, then the restrict selectable days will allow you to start those appointments on Wednesday.
All you have to do is -> Tick the box -> Select the day you want (Wednesday for example) which will restrict all appointments and bookings to start on Wednesday.
Note: This will not affect your availability for the other days, they’ll still be available but the clients won’t be able to choose them as the starting day of the booking.
To customize your availability more, then you can start customizing the range, this option will help you customize your availability using:
- A specific date
- A day of the week
- A specific time
To customize this option, all you have to do is “add range”.
Once you click on it, a new row will be created where you can customize the range type, choose whether it’s bookable or not, set its priority number, and so on.
You might notice that there are a lot of values in the from/to column which means different things which we’ll explain now:
- Date range – A calendar will appear in your selected field.
- Date Range with time – A period will appear helping you decide the start date or time and the end ones. The range will be applied to this period.
- Range of months – A dropdown menu of the 12 months will show up to help you choose the from/to months.
- Range of weeks – A dropdown menu of 52 weeks will show up.
- Range of days – A dropdown menu of the 7 days of the week will show up, from Monday to Sunday.
- Time ranges – A time input will be shown that you can customize.
- Date Range with recurring time – You can choose the days where you want the time to recur by customizing the date and time input. The range is repeated on each day in the date range.
- Monday – A time input will be shown that you can customize and will always happen for Monday.
- Tuesday – A time input will be shown that you can customize and will always happen for Tuesday.
- Wednesday – A time input will be shown that you can customize and will always happen for Wednesday.
- Thursday – A time input will be shown that you can customize and will always happen for Thursday.
- Friday – A time input will be shown that you can customize and will always happen for Friday.
- Saturday – A time input will be shown that you can customize and will always happen for Saturday.
- Sunday – A time input will be shown that you can customize and will always happen for Sunday.
Note: The time you define in ranges is for your booking hours. That means if you have booking blocks of 1 hour, and you start your first appointment at 9 am, and close your shop at 7 pm, your last booking should be at 6 pm, and not 7 pm.
Know that rules with lower priority numbers will override rules with a higher priority (e.g. 9 overrides 10 ). Ordering is only applied within the same priority and higher-order overrides lower order.
To determine how much your bookings and appointments will cost clients, then give the costs tab a look.
There are two main costs that you can and they are:
- Base cost: This one gets applied regardless of the choice the customer makes on the booking form.
- Block cost: This is the cost per block, which means if 1-hour appointment costs $X, if a client chooses multiple blocks, the cost will be multiplied by the number of blocks the client chose.
There is also the Display cost which does not affect the cost of the product but it still shows up on the front-end for the users. If you don’t fill it with any number, the cost will be calculated based on the choices of the client by the end.
Underneath the display cost, you’ll notice a range area where you can add extra costs. The concept is the same as the one in availability.
So, to begin, click on “add range”, and then a row will appear where you can add the range type, cost, and the from/to.:
The from/to values differ based on the range type:
- Date range – A calendar field will show up.
- Range of months – A dropdown menu of the 12 months will show up.
- Range of weeks – A dropdown menu of the 52 months will show up.
- Range of days – A dropdown menu of the 7 days of the week will show up.
- Time range – A time input will show up.
- Persons count – A number input will show up
- Block count – A number input will show up
- Time range (all week) – A time input will show up.
- Date range with time – A time input and calendar will show up.
- Monday – A time input will show up.
- Tuesday – A time input will show up.
- Wednesday – A time input will show up.
- Thursday – A time input will show up.
- Friday – A time input will show up.
- Saturday – A time input will show up.
- Sunday – A time input will show up.
All matching rules will be applied to the booking.
The base cost & block cost can either be added, multiplied, subtracted, or even divided by the amount you enter.
Next to virtual, you’ll find the checkbox “has persons” which you can select if booking can be made for multiple persons at once.
Once the checkbox is ticked, a new tab will show up where you can add a minimum and maximum for persons, similar to the concept of duration. You can set up a minimum of people who can book, at a maximum.
If you enable the “multiply all costs by person count” then all the costs will be multiplied based on how many people the customer defines.
If you enable the “count persons as bookings”, then each person count will be used as a quantity against the booking block. If they reach the limit you’ve set in the max bookings per block, then then the extra persons won’t be able to book.
If you take a look at underneath the previous option, you’ll see a “person type” one which will help you determine the cost based on the type of the person.
If you’re a barber and have got different prices for adults and children, then you can enable the “person type” checkbox and click on “add person type” in order to define the cost for each type.
Give that person type a name, define its cost, and even add a description if you want to.
You can even add a minimum of a person for booking, for example, you can ask a minimum of 1 adult, for when a child is in question, and so on. If you leave it blank, then there will be no restrictions on the people booking.
There is also an Unlink button that you can click on if you’d like to remove the person type from that product, nothing will be broken, the option will not be deleted, but it will simply be hidden.
In order to give your customers more flexibility, you can add resources as well by ticking the checkbox next to persons.
Ticking this box will help customers book resources independently than the bookable product.
In order to customize this option, just go to the resource tab that will appear. You can add a label to it and customize it by either choosing:
- Customer selected – This means the customer can choose from the dropdown menu that will appear.
- Automatically assigned – This one will assign automatically to the customer a resource based on the availability.
This resource option can especially be used for hotels. If you have a single and twin room, you can give the customer the option to choose by clicking on customer selected.
The automatically signed can be used for hair salons for example, where the staff assigned to you will be dependent on their availability.
Underneath these options, you’ll find that you can add the resources that you need, add them, name them, and you’re done.
Save everything and voilà! You’ve completed creating a bookable product.
Using Resources in Bookings
Resources can be added to bookable products easily with Avoori Booking & Appointments.
You can add these resources whether you’re a hotel, you’re a hair salon, you’re a company and want to plan an event, or even for kids’ parties.
So, here’s how you can add resources in Avoori.
The option of adding resources we’ve mentioned above is for particular resources, but the technique used here is for global resources that apply to all bookable products.
First, go to Bookings> Resources, you’ll find that it’s empty if you don’t have any resources. If you do on the other hand then they should appear there.
Click on Add resource button at the top, and a new screen will appear.
Name your resource by filling out the top of the screen, and make sure your name reflects what your resources do. Make sure to use a new name and the name of a previous resource you’ve added.
Fill in the available quantity with how much you’ve got or plan on having.
And then add range, a new row will appear that you can customize based on what you want. The concept is the same as the previous ones we’ve seen before.
Publish after you’re done customizing and voilà.
Add A Global Resource to a Product
If you want to add that resource to a bookable product then just head over to products and select the bookable product you want.
Tick on has a resources checkbox, scroll down, and go over to the resource tab.
Choose a Label if customers are the ones to choose the resource if it’s not automatically assigned and go over to resource.
Click on existing resource since you’re adding one of the global resources you’ve just added in the bookings tab, then select add/link resource to link to the global one, fill out the other fields such as base and block cost to determine how much your customers will pay, and you’re done.
Save the changes.