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Initial Set-up for Booking Manager

What?

The Booking Manager allows a staff member to book a series of events at different rates on a variety of resources and then issue a contract for this booking.

Initial Set Up

  1. Authorization: Currently you must have the Booking Create/Edit Authorization in order to access the Booking Engine and the Booking Delete Authorization if you need to be able to delete any events or entire bookings that were created by others. You can choose to add these Authorizations to an existing Role or create brand new Roles.
  2. Jasper Reports: The booking engine uses Jasper reports throughout the process. To enable Jasper reports, go to the Company Settings page and click the check box next to "Business Intelligence Reports" (currently this feature must be turned on through DASH support).
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  3. Products: There are a lot of different products that are used and added through out the booking process. It is best to set these products up ahead of time so that when you need to add them, they can be accessed. Some products may need to be set as flat rates and others as an hourly rate. Click here to learn how to set up new Products.
  4. Booking Options: There are three main parts of the booking options. The first part are the basic settings where you will set the name, bookable type, and the Online booking option.

    The second part of the booking option are the date ranges, availabilities and fees . These denote when the booking structure is active. This also allows you to set the price and availability for a different time of the year. These are associated to a date range, meaning you can set what time a resource is open during the summer and winter. You can also charge different rates for the summer than the winter.

    The third part of the booking options are the Additional Settings. These include min and max dates for residents/non residents (if you have the the GIS mapping turned on), takedown time and minimum reservation block size.

    • Basic Settings:
      • Name – what you would like the booking option to be called.
      • Bookable Type
        • Block – Think of this as an inventory based system. When your booking structure has a bookable type of block then the customer can only rent out the full Availability you set. For example, if you create an availability from 8:00 am to 12:00 pm. Then the customer will have to rent the resource from 8:00 am to 12:00pm.
        • By Minute This setting allows the customer to have more flexibility. For the same availability above (8:00 am to 12:00 pm) the customer would be allowed to book any time between the start and end time. For example, 8:00 am to 9:00 am.
      • Online Booking
        • Disabled: Resources with this type will not display online at all
        • Visible: Resource with this type will display online, but you will not be able to see the availability calendar or request a reservation
        • Require Admin Approval: Resources are visible online and customers can request to reserve a time slot. This will not block off the time until the Admin creates the event
        • Allow Purchase: Resources are visible online and customers can purchase that time on the spot. This will block out the resource and create an event. If they are not logged into DASH Online, they can either choose to login to book or reserve the spot.
        • Force Purchase: Requires customer to login to DASH Online in order to book their reservation.
    • Date Ranges: Note: You can create multiple date ranges for a booking option for seasonal pricing for example
      • Start Date – The first date that the booking option is available
      • End Date – The end date that the booking option is available
      • Recurring – This allows the date range to be reused year over year
    • Availabilities and Fees:
      • Availabilities are the times the resources are allowed to be booked. These are the replacement for bookable hours.
      • Fees are all the fees that will be charged to the customer to rent the resource during the date range specified. These are the replacements for the rate options.

    Booking_option_example.png

    The above example has a seasonal summer date range so far added to it with weekday availabilities and fees applicable during the day from 7am-5pm. This might be the case where you offer your customers a discounted rental rate during the day if there is any open space. The online booking settings is set to "require admin approval" so that the staff can determine whether they want to rent the space out. For this particular example, it would make sense to add a "prime time" option as well for this date range.

    • Additional Settings: Keep in mind you will only see the resident/non resident options, if you have the GIS enabled for your DASH account.
      • Resident Min Days – The minimum days out required for a resident to book a resource
      • Non Resident Min Days – The minimum days out required for a non resident to book a resource
      • Resident Max Days – The max days out that a resident can book a resource
      • Takedown Time – This can be used to specify a number of minutes to have as a cushion in between bookings.
      • Minimum Increment -  This is only applicable if the Bookable Type is set to “By Minute”. If this is set to 120 minutes, then the customer would not be allowed to book the time slot for 8:00 am to 9:00 am, but would be required to reserve 2 hours. For example, from 8:00 am to 10:00 am.
  5. Event Types: From the main search box, start typing in "event" to view the Event Types set-up page. Select the Event Type you will be using for your Bookings or create a brand new one. You may use a variety of Event Types depending on your business (Wedding Event, Camp Site Rental, Indoor Field Rental, Outdoor Field Rental).
  6. From the Settings section, be sure you have the Option selected for "has invoicing and is rentable" in order to have this Event Type appear in the Booking Manager.
  7. Click the tab labeled Booking Event Settings.
    • In the box, titled Additional Event Fee, you can start typing alternate products that you may add to the event. A good example for this could be a Lighting Fee if you do Outdoor rentals or tables and chairs. Again, this product would have to be already set up. Click the "+" to add more items.
    • Under "Contract" start typing the word "contract" and you will see the available Jasper Booking Contract.
    • For the "Conditions of Use" type in what you would like your customers to see on the Contract that is specific to this Event Type.
       
       
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