When you access Booking for the first time, you will find a default location that represents the place where you offer your services (such as a hair salon, workshop, etc.).
During the initial setup process, you will have to configure the basic aspects of your business, such as the public page, opening hours, spaces, and services offered.
But, whenever you need to, you will be able to adjust these elements again from the gear icon at the top, where you can also modify other aspects, such as the booking form.
1. Public site
Here you can fill in the general information that will be displayed on your public site.
To configure it:
Go to CRM > Bookings.
Under "Settings", the gear icon at the top, click on "Public site".
Fill in each field you want to appear on the public page.
Logo: click "Change" to choose a new one.
Header image.
Business name.
Phone number.
Address: it will be displayed on a map on the public site.
Public URL: this link will allow your customers to access your booking page. If you decide to change it, any previously shared link will no longer be valid. Be sure to update the link with your customers.
Description (optional): brief description of your business visible to your customers.
Booking form
From here you can customize the fields that your customer will have to fill in when making a reservation on your site. Although the name and email will always be mandatory, you can add additional fields depending on the type of service you offer:
Under "Booking Form", click "+ New Field" to add a new field, enter its name, and choose "Required" or "Optional" from the dropdown.
☝🏼 For example, for a workshop you could ask for the vehicle registration number, while the phone number could be common for several types of services.
All added fields will be displayed in the "Booking form" section. Use the drag icon to reorder them, edit their content by clicking on the placeholder text, and delete unnecessary fields with the trash can icon.
Visibility
From this section, you can manage the visibility options of your public page:
Show public page: enable or disable this option to temporarily enable or disable this location (e.g. during vacations), keeping your settings intact.
After configuring the public page, booking form, and visibility, click “Save” to save your changes. You can click “View public page” at the top right to preview how your customers will see it.
2. Opening hours
Configure the regular opening hours of your business from this menu, specifying days and time slots:
Go to CRM > Bookings.
Under "Settings" (the gear icon at the top), select "Opening hours".
2.1 Normal business hours
Define the weekly schedule during which your business will be available to serve customers:
Check the boxes for the days of the week on which you will provide services.
Use the drop-downs to set start and end times.
Add additional time slots for breaks (e.g. lunchtime) using the "+" button and delete them with the trash can button.
2.2 Scheduled closures
Configure from here specific days on which you will not offer your services, such as holidays, vacations, or special events:
Click "New Date" to select the days and time slots you wish to exclude from your regular schedule. Click the "Apply" button to confirm.
Delete these days using the trash can button on the right of them.
2.3. Exceptional openings
Configure from this section additional days when you want your business to be available for bookings, even if they are outside your usual opening hours. A common example is businesses that open exceptionally on Sundays during times such as Christmas.
Click on "New Date" to select the days and time slots you wish to add as special opening. Click the "Apply" button to confirm.
Delete these days using the trash can button on the right of them.
☝🏼 If for the same date, you have configured both a scheduled closing and an exceptional opening, the exceptional opening will take precedence over the scheduled closing, replacing it.
3. Spaces
Spaces are the areas where the services your clients book are performed. You can assign services to each space, allowing your customers to choose and book according to their preferences. Each space has its own dedicated calendar to manage bookings.
☝🏼 A space can be any physical resource available for booking in your business, such as hairdressing chairs, paddle tennis courts, massage tables, and other resources for services.
In this way, the same location (Padel Villablino) can have several spaces (Court 1, Court 2, Court 3, etc.) that you can manage individually to better provide your service.
3.1. Adding a space
To add a new space to a location:
Go to CRM > Bookings.
Under "Settings" (the gear icon at the top), select "Spaces".
Click on "+ Add space".
Choose the type of space from the dropdown (room, stretcher, court, etc.).
Use the "Description" field to give your space a name.
Indicate if your space offers "All services" available at that location, or check "Specify services", to restrict some of them. In the second case, use the search engine and check the box of those services that are available in that space.
☝🏼 You can also add new services from here by clicking on "+Add".
Click Save.
Your new space will appear next to the others in the "Spaces" menu.
💎 Activate the Bookings Pro gem, in the Holded Store, to be able to add additional spaces.
3.2. Editing a space
To modify an existing space:
Go to CRM > Reservations.
Under "Settings" (the gear icon at the top), select "Spaces".
Click on the space you want to edit.
Make the necessary changes.
Click "Save".
3.3. Duplicating a space
To modify an existing space:
Go to CRM > Reservations.
Under "Settings" (the gear icon at the top), select "Spaces".
Click on the three dots button (⋮), to the right of the space you want to duplicate, and click on "Duplicate".
Your duplicated space will appear next to the others in the "Spaces" menu.
3.4. Deleting a space
To delete a slot from your location:
Go to CRM > Reservations.
Under "Settings" (the gear icon at the top), select "Spaces".
Click on the three dots button (⋮) in the upper right corner of the slot you want to delete and click "Delete".
Confirm the action.
Note that this action is irreversible.
4. Additional settings
From here you can define several key aspects for booking scheduling and business type, or even delete a location.
Scheduling Settings
Under "Scheduling Settings", define:
Availability margin: sets the maximum window of time with which customers can book services (e.g. three months in advance).
Minimum notice: determines the minimum time in advance required to make a reservation.
Break between bookings: defines the break time between two consecutive bookings.
Schedules available every: defines how often the schedules will be available for customers to book. For example, if you select 30 minutes, the available booking slots will be 09:00, 09:30, 10:00, and so on.
Business type
Select one of the options from the dropdown, or add a new one that is not already listed.
Delete a location
To delete a location, follow these steps:
Go to CRM > Bookings.
In the location drop-down at the top, select the location you want to delete.
Under "Settings" (the gear icon at the top), select "Additional settings".
Click "Delete location", and confirm the action.
🚨 If you delete the location, you will lose all bookings and statistics you have received. This will imply that:
Your booking page will no longer be public.
Your scheduled bookings will be canceled.
The web domain will no longer be reserved.