Create a sample event for the Online Bookings WebApp

If you do not yet have an event that you would like to use as a template, first create a new event. (Creating an event) in the  Event template, click on  Sample eventand double-click on a suitable  Event from the list of results.

• Edit the sample event

  As soon as an event is selected as a sample event, it is saved under a new event number. A date is still required as a reference date, but is not copied to the events created "from template". There are no mandatory fields in templates.

  1. Enter a Date far in the future.
  2. Time and Number of guests can be specified optionally.
     1. If the times and number of guests in the sample event are empty, the input fields in the WebApp are also empty and the input is free.
     2. If times and/or numbers of guests are specified in the sample event, these appear as placeholders in the input fields of the WebApp and also specify the minimum and maximum values for the fields.
        Example: Event times set to 09:00 - 23:00 > online bookings are possible from 10:00 - 13:00, but not before 09:00 or after 23:00.
        Number of guests preset to "20 - 80" > Online booking is possible e.g. for 30 - 70 guest, but not for 5-15 guest
  3. Select the Status which bookings from the webapp will be assigned in the full client.
  4. The following fields are transferred to the online booking if they are entered in the template:
     1. Occasion (as placeholder in the WebApp, mandatory)
     2. Occasion group (does not show in the WebApp interface)
     3. Cost centre (does not show in the WebApp interface)
     4. Responsible (does not show in the WebApp interface)
     5. Signature (does not show in the WebApp)
  5. Select a Price group and Gross/Net setting. The price groups must be identical for the event and the segments.
• Book rooms for the event

  Book rooms automatically or give your customers a choice. If no rooms are selected and room bookings are not permitted for customers, rooms will not be booked automatically.

  1. At the bottom of the page  Event > General, add the Rooms that you want to make available for online booking for this template.
  2. If the option Allow room bookings is NOT enabled in the  Event template , the stored rooms will be booked automatically. The "Rooms" page will not be shown in the WebApp.
  3. If the option Allow room bookings is selected, the stored rooms will be offered to the customer for selection. Multiple selection is possible.
  4. Depending on the setting in the  Event template, the room selection is filtered to the Number of guests.
  5. The rooms offered in the WebApp can only be checked for actual availability if live access to the web server is secured.
• Create event segments

  Depending on the setting in the Event template, create either Quotes or Orders. The names of the available event segments appear in the WebApp as individual expandable areas in which the booked items are offered for selection and booking. The Price group of the segments and the Gross/Net setting must correspond to those of the overall event.

  1. Create a new  Quote or a new  Order (Generating a quote).
  2. Select the term that will appear in the WebApp as the segment Name .
     Example: Finger food, menu, buffet
  3. In the side navigation of the Segment, go to the   Added Fields tab >  Online booking.
  4. Only activate the setting Segment is room-related if the booked items are not to be listed on the "Services" page, but instead on the "Rooms" tab in connection with a selectable room. These items can only be booked together with the room. There should only be one such segment per event. (Create a process for room-related items)
     Example: room rent, equipment for rooms (stage, piano, poster boards)
  5. Select a   image for the segment from the  Gallery. The image appears in the WebApp as a background to the name of the segment.
  6. Enter an Introductory text for the segment. This text appears in the WebApp above the bookable items.
     Example: segment "Finger food" with introductory text "Convenient, varied and perfect for elegant receptions or informal parties. Discover our selection of fresh, creative appetisers that will delight your guests."
  7.  Save your input.
• Insert booked items

  On the tab Quotes > "Quote name" (or Orders > "Order name"), add all Items that are to be bookable online.

  The Allergens, Additives and Nutritional values, Sales containers, Content and Units are shown in the WebApp as additional information if they have been entered. The Minimum, Maximum or Fixed issue units will be applied and the Base price will be calculated and displayed.

  The Count of items ordered in the online booking can either be entered freely, preset or linked to the number of guests. Items can also either be freely selectable or mandatory.

  Freely selectable items

  1. Freely selectable with editable quantity: The customer can select the item and specify a quantity that is transferred to the segment during import. The price is calculated from Count 1*individual price.
     Example: menu 1, 2 or 3
     
     1. Column Count 1: Input "0"
     2. Column Count 2: Input "" (empty)
  2. Freely selectable with preset quantity: The customer can select the item but cannot enter a quantity. The count 2 stored in the booked item of the sample event is always used. The price is calculated from count 2*individual price.
     Example: piano, stage
     a. Column Count 1: Input "" (empty)
     b. Column Count 2: Input "1" (or other suitable number)
  3. Freely selectable with quantity from number of guest: The customer can select the item but cannot specify a quantity. The price is calculated from the maximum number of guest*individual price.
     Example: Buffet
     a. Column Count 1: Input "" (empty)
     b. column count 2: input "" (empty)
  4. Freely selectable without quantity, but with unit price and comment: The customer can select the item, but cannot specify a quantity. The price is calculated based on the actual consumption. Instead of the total price, the comment text appears in the offer.
     Example: drinks based to consumption
     a. Column Count 1: Input "" (empty)
     b. Column Count 2: Input "0"
     Column Remarks: Enter your own text, the default placeholder text is "Total cost still open".

  Mandatory items

  5. Mandatory with preset quantity: The customer cannot enter a quantity, but the preset quantity is transferred to the segment during import. The item cannot be deselected. The price is calculated from count 1*individual price.
     Example: delivery flat rate
     a. Column Count 1: Input "1" (or any other suitable number)
     b. Column Count 2: input "" (empty)
• Create a segment for room-related items

  Add all room-related items in a separate segment.

  Important: The "Room" column must be displayed in the booked item view and a room must be assigned. If an item is to be offered for mulitple rooms, insert the same item several times and assign a room to each one. If no room is assigned, these items will not appear for booking in the WebApp. (Additional individual and company-specific views for booked items)
  

  1. Create a new  Quote or a new  Order (Generating a quote).
  2. Select a suitable term as name of the segment that refers to the room-related items.
     Example: room rents, room articles
  3. In the side navigation, go to the Added fields tab > Online Booking and  tick the field Segment is room-related.
  4. Do not store an image for the segment or Introductory text, these images and texts are imported from the Rooms themselves.
  5. Room-related items can be either mandatory or freely bookable.
     1. Mandatory room rental/room-related items with a preset quantity: The customer cannot enter a quantity, but the preset count is transferred to the segment during import. The item cannot be deselected, but is automatically booked when the room is booked. The price is calculated from count 1*individual price.
        Example: room rental
        Column Count 1: Input "1" (or any other suitable number)
        Column Count 2: Input "0"
     2. Other room-related items: the same settings apply for other room items (poster boards, chairs, etc.) as for the other booked items.

  6. In the "Room" column, select the Event room to which each item is to be linked. If an item is to be offered in several rooms, it must be inserted multiple times and linked to each room individually.
     Important: If no room is assigned, these items will not appear for booking in the WebApp.

  Example 1: Poster boards with editable number, freely selectable in the Great Hall and Hall of Mirrors

  a. One line of "Poster boards" with

  Column Room: Enter "GH" (Great Hall)
  Column Count 1: Input "0"
  Column Count 2: Input "" (empty)
  Column Price: Unit price for the Great Hall

  b. One line of "Poster boards" with

  Column Room: Enter "HM" (Hall of Mirrors)
  Column Count 1: Input "0"
  Column Count 2: Input "" (empty)
  Column Price: Unit price for the Hall of Mirrors

  Example 2: Room rental can neither be entered nor (de)selected for the Great Hall and Hall of Mirrors

  a. One line "Room rent" with

  Column Room: Enter "GH" (Great Hall)
  Column Count 1: Input "1"
  Column Count 2: Input "0"
  Column Price: Unit price for the Great Hall

  b. One line "Room rent" with

  Column Room: Enter "HM" (Hall of Mirrors)
  Column Count 1: Input "1"
  Column Count 2: Input "0"
  Column Price: Unit price for the Hall of Mirrors

  7.  Save your input.
• Create a segment for staff items

  Staff items are not supported in the standard scenario. They can be made available for booking, but will not be included in the total price.

  1. No count, no price, but a remark: The customer can select the item, but cannot specify a quantity. Instead of the total price, the comment text appears in the quote.
     1. Category 2: a name containing the word "Personal" (under Administration >Items > Item group)
     2. Column Count 1: Input "" (empty)
     3. Column Count 2: Input "" (empty)
     4. Column Remark: Enter your own text, the default placeholder text is "Total cost still open".
  2. No count, no price, but with remarks: The customer can specify the item and the quantity. The specified quantity is copied to the segment. The remarks text appears in the quote instead of the total price.
     1. Category 2: a name containing the word "Personal" (under Administration >Items > Item group)
     2. Column Count 1: Input "0"
     3. Column Count 2: Input "" (empty)
     4. Column Remarks: Enter your own text, the default placeholder text is "Total cost still open".
  3. Save your input.