Plan the Book Me Experience for Your Customers


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This is the first of three stages in the process that brings your organization’s activities, facilities and services to the public. In this stage we will review the workflow that your online customers will experience, based on the settings you enabled in PerfectMind. If you consider how your website will look, you can better plan the settings and widgets you will create later. For more information on how to enable the administrative controls and create widgets, please refer to the articles:

You can plan the degree to which your members and other online customers interact with Book Me, the self-guided booking process. The booking widgets you create make it easy for them to filter activities by service, location, event, and details, and click a customized booking button to register for appointments, courses, single bookings (classes) and facility bookings.

Booking Button

If you choose to enable the booking button at the top of the landing page, the button is active once you have passed at least one of the registration start dates (Admin or Online Registration). The button also appears as long as capacity is still available. The button displays “Book Me” by default, but you can edit the label in the widget to read whatever you prefer, for example, “Enroll me now!”

This article shows you how your customers can:

Your Customers Can Filter Display Options

When you have more than one calendar on the widget, the first page your customer’s encounter displays a list of the calendars that are enabled for the widget. This can include appointments, courses, single booking (classes), and facility booking calendars that you have set through the Widget. They may be grouped by category if this setting is enabled on the widget.

Location Picker:
If your organization has multiple locations you can add a location picker so your customers can view a display of activities that are relevant to their region or location.

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Search Field:
You can also activate a search field for customers to enter the ID number or keyword of an event. The search field is at the top right of the window.

Your Customers Can Select from the Activities List

By organizing the events in your calendar your customers can view activities grouped under categories, calendars and services to make it easier for them to make decisions about participating.

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The search sidebar allows your online customers to filter the pool of activities from which they will select. On the start page, as your customers make selections, the list of available activities will update live.

None of the filters in the side bar will apply to Facility Booking calendars. Also, Days of the Week and Date Range do not apply to Appointment calendars.

The search parameters that appear depend on the calendar(s) you are searching. You may see the following search parameters:

  • Gender: Select the gender of the attendee(s).
  • Age: Select from a list of age categories which admin sets.
  • Days of Week: The system will find any activities which have at least one session on the day or days checked.

For Example: If you have a yoga class every Monday in September, 2017 and a first aid course from Sept 11 to Sept 15, 2017 (Monday to Friday):

    • If the user checks Monday through Friday, both will show in their respective list views, and their calendars will show clickable on the widget start page.
    • If the user chooses Tuesday, only the first aid course will show in the list view, and its respective calendar will show clickable on the widget start page.
    • If the user chooses Saturday & Sunday, neither will show in their respective list views, and their calendars will not show clickable on the widget start page unless other events fall in that filter range.
  • Date Range: The system will find any course or single booking event which has at least one session date within that date range.

For Example: If you have a yoga class every Monday in September, 2017, and a first aid course from Sept 11 to Sept 15, 2017:

    • If the user chooses Sept 11 to Sept 15, 2017, both will show in their respective list views, and their calendars will show clickable on the widget start page.
    • If the user chooses Sept 12 to Sept 15, 2017, only First Aid will show in the list views, and their calendars will show clickable on the widget start page.
    • If the user chooses Sept 9 to Sept 10, 2017, neither will show in the list view, and its respective calendar will not show clickable on the widget start page unless other events fall in that filter range.

For more information about the calendar, please refer to the article Calendar – Tour the Calendar.

Regarding Activity Paths

Depending on which calendar your customer selects from this list, their experience will differ. Appointments, courses, single booking, (classes), and facility booking calendars each have different paths that lead customers to the Book Me button. Each of these paths diverge from this page.

Regarding Prorated Registration

Courses may be prorated if a customer wishes to attend after the course has begun. The fees and equipment extras associated with these activities may be prorated. If a course allows prorated registration, this will show the original fee, crossed out, beside the prorated fee throughout the registration process which is described below. The course landing page provides a message, that late registrants will receive a prorated fee.

It takes the total course fee, divides it by the number of sessions, multiplied by the number of remaining sessions being registered for. The prorated fee for any extras are handled in the same way. Product and Membership extras are not affected by prorating.

Showing Prices Including Tax

Products and other fees will note whether they include no tax, are tax included, or include a separate line for applicable tax. (Contact customer service to activate the “Tax Included” feature.)

Regarding Price Including Tax

The ability to charge a price that includes tax is only available if you are using POS Version 2.0. Contact PerfectMind to enquire about POS 2.0 and to activate the Price Including Tax service.

When this feature is enabled, once an item is added to the cart, the tax or discount for the item cannot be manually changed.

The Price Including Tax feature is not yet available for online purchases.

Multiple fees may be set on the administration side, which effect the cost to your online customers. For information on how to set up multiple fees, review the article, How Multiple Fees Affect Event Reservation.

Fees that contain time restrictions will be applied to a reservation depending on the parameters of the fee and the time that has been reserved. Only the fees that a contact qualifies for will be considered in the calculation. If certain fees do not apply to the contact, they will not be included.

It could occur that more than one fee applies to the same period of time. If the attendee qualifies for both fees, PerfectMind will use the cheapest of the fees in the calculation.

In the event that fees overlap but one of the fees covers more of the reserved time than the other, PerfectMind will choose the fee that covers the greatest portion of the reserved time regardless of the rate.

Follow the Appointment Path

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When your customer selects an appointment from the main page, the path they follow is explained in the article, Help Your Customer Book Their Own Appointments.

Online Customers will then continue with the regular booking process. Read about this later in this article under Complete the Booking Process

An Appointment, Single Booking or Course may be linked to other such events in an Event Group. If an event is part of an event group, its individual capacity, as well as the capacity for the entire group, will be displayed in the banner. for an explanation of event groups, review this section of the article.

Follow the Course Path

The Courses Page

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The list shows the name of each event (class) and its calendar. Depending on the online booking and widget settings, the customer may be able to further filter the results using the left side panel. Depending on the settings, the customer may have additional filter options that appear on the side panel. These could include Age, Facility, Service, and Instructor.

  • Click the Show Courses link to see the courses that are associated with the service, and are available, given the filters which are set.

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Details of the course includes the name, the qualifying age range, the times and dates of the courses, the number of spots left, and the price to register.

  • Click the Arrow to see additional information about the course, such as the number of sessions in the class, the instructor’s name, and the address of the location.
  • Click Load More to show any courses that may have been scheduled in the next six months. Each time you click this link it loads an additional six months-worth of courses.
  • Click the button to Book/Register or get More Info.

The Landing Page

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The header shows the date and time of the selected course. If the course is open for registration, the registration close date(s) will appear below the reservation button. If the course is not yet open, the registration open dates for members, residents and general public will appear. If the course is closed, that message will appear instead.

The following details also appear on the landing page:

  • The fee for the course
  • Any membership fees which may be required. (if a membership contains multiple fees, a range of fees will appear)

Regarding Required Membership Extras

If a membership has been added as a required extra, the logged-in customer can only proceed if they qualify for at least one membership fee. For example, if the event requires an adult fitness membership, a youth may not register.

  • A list of the course sessions, including each date, time and location.
  • An event description
  • Details on the instructor
  • Restrictions

Click Show Map to see a popup which includes a Google map of the location.

  • Click the button to Book/Register or get More Info.

When the Book/Register button is clicked, PefectMind checks the registration end date and time, as well as capacity, to determine if registration is still available. If it is closed or full at this time, a message appears to let you know.

Online Customers will then continue with the regular booking process. Read about this later in this article under Complete the Booking Process

Follow the Single Booking (Classes) Path

The Event (Class)/Listing Page

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The Landing Page

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The header shows the date and time of the selected class. If the class is open for registration, the registration close date(s) will appear below the reservation button. If the class is not yet open, the registration open dates for members, residents and general public will appear.

If the class is closed, that message will appear instead.

A list of similar events, required memberships or fees, extras, prerequisites, event description, and Instructor details appears below.

Online Customers will then continue with the regular booking process. Read about this later in this article under Complete the Booking Process

Follow the Facility Booking Path

The List Page

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The list page shows results of areas/maps and/or facilities based on search parameters. Initially, it displays all areas and/or facilities related to the service or activity your customer has selected, showing areas first followed by facilities. Each area/map shows the name, the number of facilities within the area, and a description of the area and its amenities. Each facility shows the name, description of the facility and its amenities.

The customer may be able to further filter the results using the left side panel. Depending on the settings, the customer may have additional filter options that appear on the side panel. These could include Services, Location, Facility Type, and Amenities.

Availability Search Options:

When searching availability, if your calendar settings allow for Advanced Search options, your online customers can search by keyword, and also select a range of Dates and Times in which to search. They can set the Length of time they wish to reserve, in hours and minutes and can further restrict their search by selecting one or more Day of the Week.

For Overnight reservations, instead of selecting a Length of time, the online customer can select a Length that is the number of nights they wish to reserve.

Arrival:
Enter the date or click the Calendar icon to search for the preferred arrival date.

Nights:
When Overnight Reservations is checked in the facility’s calendar settings this field appears requesting the number of nights the customer wishes to book from the arrival date.

Regarding Availability

If Overnight Reservations is not checked, the option to select the number of Nights is also not available. In this case, PerfectMind shows availability based on the date specified, for the lowest possible duration that can be reserved for a facility or area of facilities, based on the service or facility fee setup.

If Overnight Reservations is checked, and the option to select the number of Nights is available, PerfectMind shows availability based on the date specified, but only shows facilities, or areas of facilities, that are available for the entire day.

An availability search will provide a list of areas and/or facilities that fit the search parameters. A green checkmark appears beside areas in which all facilities are Fully Available, and/or facilities that are Fully Available during the date requested.

An orange icon appears beside areas in which at least one facility is Fully or Partially Available, and/or facilities that are Partially Available during the date requested.

A gray icon appears beside areas in which all facilities are Not Available, and/or facilities that are Not Available during the date requested.

  • The customer would then click to Choose their desired location.

The Map Page

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Once your customer selects an area in which they would like to reserve a facility, they may make their selection from the map or facility listing. The area and available amenities are listed above the map and the individual facilities appear with pins on the map.

These pins are color coded, based on the availability search on the left panel. They show whether the facility is Fully Available (Green), Partially Available (Orange), or Not Available (Gray). If no availability search criteria are applied the pins appear Blue.

  • Click the + and buttons to zoom in and out of the map.
  • Click and drag your mouse to center the map.
  • Click a pin to read a popup with more information about the facility. The corresponding facility in the list below will highlight. This pop up will contain facility feature information as specified on the facility setup.
  • A selection made from the list will highlight the pin in the map.
  • Click Choose to navigate to the Facility Landing page.

Below the map is a list of each facility within the area. The list shows the facility type, description, and its amenities. If a facility requires approval by administration before it can be registered, that message appears as well. Click Choose to select a facility and navigate to the Facility Landing page.

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The customer may be able to further filter the results using the left side panel. Depending on the settings, the customer may have additional filter options that appear on the side panel. These could include Services, Facility Type, and Amenities.

Availability Search Options:

The customer can search availability of areas and facilities on the left side panel. When your customer has made their selections, they will click Check Availability to proceed, or the Reset link to delete their selections and start over.

The Landing Page

Once your customer has chosen the facility they would like to reserve, the Facility Landing page will let your customer complete their reservation request.

Right Hand Panel

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The panel on the right of the screen shows details of the facility such as:

  • Hours of Operation: The times that the facility is available for reservation.

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Regarding Facility Operational, Holiday Hours, and Min/Max Blocks

When no hours are set for the facility, all other hours for that day are available or unavailable based on location/organization operational hours.

When only unavailable hours are set for facility, available hours outside of those are available based on location/organization operational hours.

The system will use holiday hours instead of operational hours when there is an overlap. For example. If the facility has operational hours From Jan 1, 2017 to Dec 31, from 10am to 6pm, but Monday, Dec 25th is a holiday all day, then the facility is not available.
If the holiday hours for Dec 25th are unavailable from 8am to 2pm only, then in the above example the facility would still be available from 2pm to 6pm as operational hours are available at that time.

Finally, the system will use facility operational hours when there is an explicitly stated single day available time on date that matches a specific holiday date.
For example: The operational hours are 8am to 8pm, Monday to Sunday from Jan 1 to Dec 31. Holiday hours are set for Dec 25 all day. If the user adds a single day operational hours on Dec 25th from 10am to 5pm, the facility will be available to them from 10am to 5pm on Dec 25th as a result.

  • Fees: If admin has checked the option to Show Pricing Information in the service settings, this will show all available fees for the service and duration selected. If the customer is logged in it will only show the fees that they are qualified for.

The fees that are available to the online customer will depend on whether the customer is logged in and what fees they qualify for. For example, if a resident customer is not logged in when they check for a facility’s availability, they will not see the resident fee until they log in.

Available fees may also depend on the time of day, or the day of the week. For example, if you have set different fees for prime time hours and for weekend hours, an online customer will find that reserving a facility during those times will charge them different fees.

  • Amenities: This shows the amenities associated with the facility.
  • Features: This shows only those features of the facility that have been set to show online on the service page.
  • Location Map: This shows a Google Map of the location of the facility.

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  • Select an activity to attend.

If more than one service is associated with the facility, your customer can select which service they wish to participate in. Otherwise this field is read-only.

If more than one duration is associated with the service/facility setup your customer can select their desired duration. Otherwise this field is read-only.

  • Select the number of people to attend.

If admin has set a minimum and/or maximum number of people that may attend the facility, this allows your customer to set the number of people they wish to book into the activity. This number is added to the capacity of the facility reservation event once it is created in the system.

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  • Select available time to reserve

The calendar will highlight any periods of time that are available, and correspond to the requested period of time.

The duration that appears when booking online will include any unique booking durations that may have been set up by administration and, if the customer is setting their own appointment duration, the system will calculate the fee for the unique blocks.

For example, an hourly rate is set at $15 and there is a by-the-minute fee of $.25. The customer would like to book reserve an appointment for a period of 1 hour and 23 minutes. The system charges $15 for the hour and $5.75 ($.25/ minute for 23 minutes) for the remainder. The total fee for this duration is $20.75.

For overnight reservations, when clicking an arrival day, if there is no continuous period of time that corresponds to the number of nights, your customer will be informed that the day you selected is not available for the number of days you have requested.

A section below the calendar summarizes your customer’s request. Click New Time to change the requested time of the request or reservation. Click Request/Register to proceed.

Online Customers will then continue with the regular booking process. Read about this later in this article under Complete the Booking Process

Complete the Booking Process

Online Customers will then continue with the regular booking process:

  • Identify the attendee(s)
  • Complete the questionnaire (if applicable)
  • Select extras (if applicable)
  • Review the summary
  • Make payment.

Identify the Attendee(s)

After clicking the booking button, the customer is taken through a three-step process:

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  1. Attendees — You can choose to allow the customer to identify additional family members and book them all at the same time.
Regarding Online Holds

The Hold Tracker

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When an online customer selects an attendee for a course, a message will appear in the top right corner of the screen, letting them know how many spots are currently being held. This information, on the banner, is updated every time the page is refreshed, and includes any spots which are currently held by admin, as well as those currently held online. The tracker in the top right corner updates automatically whenever a customer is added or removed from the hold.

The message also lets the customer know that the hold will remain until the customer is inactive in the registration process for a certain number of minutes. The number of minutes depends on the settings under Online Booking.

For online customers, the tracker shows the spots that are left.

For admin users, the tracker shows the spots that are left, those that are booked, on the waitlist, held by admin, and held by online customers.

The Hold Timer

The moment an attendee is added to an online registration, if the Hold Timer is enabled for that event under Online Booking settings, the system will track how long the customer is inactive during the online registration process. The length of time in which a customer may be inactive before their hold on the event is released, may also be set under Online Booking settings.

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Thirty seconds before the maximum inactive time is reached; a timer will appear in a popup window. The browser’s tab will show this icon, which counts down along with the hold timer, to further inform the customer that their inactivity may result in the loss of their hold.

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If the customer clicks Continue, their holds are maintained and the customer may continue the registration process.

  • Click Clear Holds to remove all held events. The popup will close.

So long as the customer remains active in the registration process, the hold timer will not start.

If the timer expires and no action is taken by the customer, holds on items/events will be removed. Any items/events that do not have holds, based on the Online Booking Settings, will remain.

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PerfectMind will also release holds if the registration process is abandoned during or prior to the review step; that is, if the customer navigates away from the registration page or closes the browser before adding the reservation to the online cart. Reservations which are currently in the online cart will remain.

The hold timer will reset if new attendees are added to the event registration, if the customer moves their mouse, or performs other navigation actions on any portal page within PerfectMind. The hold remains in effect until the timer expires or until the registration process is completed.

What do we mean by “Portal?”

A portal is any browser window that has the organization header and menu options present.

Regarding Missing Attendee Information

On the Attendees page of the registration process, it may occur that important attendee information is missing. This information is required to calculate qualifying fees and residency. When this information is updated, fees and residency will be updated. Click the Update button beside an alert to see a popup window, which shows a summary of the member’s profile and allows the customer to fill in the missing information.

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This allows the customer to quickly fill in missing information without leaving the registration window.

Regarding Attendee Conflicts

When the activity was created, you had the opportunity to set how age restrictions would be calculated, Based on Event Start Date, Based on Event End Date, or Based on Specific Date. For more information on this, review the article Create or Edit a Service.

On the Admin Pay to Register side, when a user attempts to register for an activity with possible attendees who do not meet the age requirement, a pop up appears, stating the age conflict and providing the age and any information that may be missing for that attendee. You can choose to Add Anyway or Cancel. A validation message also appears on the attendee page.

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In BookMe, when this conflict occurs, a message appears on the attendee page next to the attendee who does not fit the age criteria.

  1. Questionnaire — If you have attached a questionnaire (“registration form”) to this event, it displays here separately for each family member.
  2. Fees & Extras — The fees, memberships and extras which are associated with the booking are selected here. This includes fees which are required, and those which are optional.
  3. Payment — A summary will display before processing payment in your shopping cart.

Only one membership can be added to the shopping cart at a time. The system will prompt the customer to process multiple membership purchases one at a time.

A customer may qualify to register based on the event‘s prerequisites, or the event’s fee conditions. If a customer qualifies for a reservation, the box beside their name is automatically checked.

On the administration side, if a client does not qualify to register, you may still check the box beside their name to register them manually.

In Book Me, when an online customer does not qualify to register, they will not have the opportunity to continue with the registration.

Please also refer to the articles:

Select Extras (If Applicable)

Add Equipment Extras
Customers can add equipment extras as part of the booking process. The list of extras includes all that are required in order to complete the booking, as well as optional extras.

Required extras will start with a minimum number in the quantity field but the customer can add additional items if they desire. If the customer tries to book fewer required extras than the booking allows, a message explains the minimum requirement.

Subtotals for each extra appear beside each and change as new quantities are added. The subtotal for all extras appears at the bottom of that column in green.

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Click the Add to Cart button at the bottom of the screen to add the extras to the booking or booking request.

Please refer to the article Enable Public Enrollment with Book Me. to continue to the second phase of the process of building your organization’s Book Me experience.

Your customer would then review the summary and then pay or set their payment options.

Event Groups Explained

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Consider a gymnasium that may be partitioned into two separate spaces. Classes that take place in either Court A or Court B may have a capacity of 30 students, but, because of the fire code, the entire gymnasium has a maximum capacity of 50 students. If both Court A and Court B were placed in an event group called “Gymnasium,” as classes fill up in Court A and Court B, the gymnasium’s maximum capacity could be maintained. If students book all of the slots in Court A, (30), and Court B already has 20 students enrolled, the 21st applicant will not be able to register. Add Comment

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