Knowledge Base

How To...

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• Accept Online Payments
  Bookaby uses Stripe to facilitate bank transactions. In order to accept payments from your customers you must first create a Stripe account and link it to Bookaby. You can create your Stripe account at https://dashboard.stripe.com/regist…
• Add a Logo or Brand Colour
  If you'd like to add your own logo or brand colour to your booking page, head over to Setup > Company & Account and see the Company Logo and Company Brand Colour fields. For the Brand Colour, you can use the colour picker by click…
• Adding or Removing Sessions From a Term Group
  As a Term Group is a collection of sessions (Understanding Terms), you can add or remove sessions that belong to a group completely independently. Adding Sessions to a Group You can add sessions to an existing term group in a number o…
• Add Price Options
  You may wish to offer your customers additional options when making a booking that affect the price - for example... - Equipment Rental - Concession Pricing - Food & Drink - Full / Half-Day Attendance - Activity Upgrades - Addit…
• Add Sessions to Existing Term Group
  Sometimes you may wish to add extra sessions to a Term Group that you've already created. There's two ways to do this... Via the Terms Button On the calendar, click Next to group you'd like to add sessions to, click and selec…
• Add Custom Terms & Conditions
  Head to Setup > Company & Account and scroll down to the Legal & Terms section. There you can enter your business terms & conditions as well as a privacy policy, which your customers must agree to before their bookings can…
• Add Text to the Order Confirmation Email
  When a customer makes an order, they will receive an email confirmation containing details of what's been ordered. If you would like to add additional information to this email, head over to Setup > Company & Account > Email Fo…
• Adjust Payment to Your Bank Account
  Stripe will automatically transfer money to your bank account at regular intervals. You can adjust how frequently this happens by visiting... https://dashboard.stripe.com/settings/payouts More information on payouts can be found here...…
• Allow Childcare Payments
  To enable payment via tax-free credits or childcare vouchers, head over to Setup > Company & Account > Childcare Payments section. When enabled, customers will be presented with a checkbox at the basket stage of checkout, which…
• Allow Drop-In Bookings
  Drop-In sessions are a great way to give your customers a flavour of what your classes are like without having to commit to booking a full term or course. To enable trial sessions when creating or editing a Term Group, simply expand the …
• Allow Priority Booking
  Sometimes you may want to offer specific customers a chance to make bookings before opening up the class to others, during a “Priority Booking” or "Early Access" period. There are two ways to allow Priority Booking... 1. Using Boo…
• Allow Trial Sessions
  Trial sessions are a great way to give your customers a flavour of what your classes are like before they commit to booking a full term or course. If a customer attends their trial session and would then like to continue, they can book for …
• Cancel a Booking
  If you would like to cancel a booking simply view the booking in question and click on the Cancel Booking button. You can then choose to Cancel the booking, or whether you'd like to Cancel & Refund the booking, in which case the full…
• Change the Date of a Session
  If you'd like to change the date of a specific session, simply change the Date field in your session. To edit a session, click on the relevant day in the Calendar and select the Session you'd like to edit. In the list of options that …
• Clone Terms
  If you run regular terms throughout the year, there's no need to re-enter all of your sessions each time you need to set up a new term. You can use the Clone Terms tool, which allows you to clone an entire term's worth of sessions in just a…
• Create Custom Fields
  If you'd like to ask for additional information on your attendees (Age, D.O.B., Photo Consent, Medical Info etc) you can create Custom Fields which are presented to your customers upon booking. The fields are attached to the attendee rather…
• Create Offers & Discounts
  Bookaby allows you to offer your customers the following types of customisable discount... full details on each can be found further down the page. Sibling Discount When a parent books multiple children onto a class each additional …
• Create Sessions
  From the Calendar click on a relevant day and choose Add Sessions. You will be presented with the following two choices... Booked individually If customers can choose which sessions to book. Examples would include one-day works…
• Delete Sessions
  If you'd like to delete a session, whether it be an individual session, or one that's part of a Term Group, head to the Calendar and choose which session you'd like to delete. When the list of options for that session pops up, choosing D…
• Edit a Session
  From the Calendar click on the relevant day and choose the session that you're looking to edit in the popup menu. Click Edit Session to bring up the form for that session. At the top of the form, you will be reminded that if you're looki…
• Edit a Session Template
  Understanding TemplatesIf you haven't yet read the article on Understanding Templates, we highly recommend it! You've got all your sessions in your calendar, and everything is great... but then you realise you need to change the Start Ti…
• Edit a Term Group
  Understanding TermsIf you haven't yet read the article on Understanding Terms, we highly recommend it! To view and edit your Terms or Term Groups, head to the Calendar and click the button. Here we can see two Terms (November 202…
• Email Customers
  Depending on what you're needing to do, there are two ways in which you can contact your customer base. Email attendees for a specific session To email customers booked on to a session, click the Actions Button and choose 'Email Atten…
• Embed Bookaby Into Your Website
  When you first create your account you'll receive an email containing a link to your unique Embedding Guide. The guide will give you the code snippets you need to integrate Bookaby into your own website. You can also find a link to your Emb…
• Find Invoices For Subscription Payments
  If you would like to download an invoice for your subscription payments, head over to Setup > Upgrade / Subscriptions > Payments tab where you will find a list of previous payments along with a View Invoice button for each.…
• Move a Booking
  If you would like to move a booking to another date simply view the booking in question and click on the Move Booking button. For individual sessions, you will be presented with a choice of alternative upcoming sessions to move the booki…
• Pin & Un-Pin a Session
  Pinning a session can be useful if you need to view and manage bookings frequently, for example whilst running a session and taking attendance. Pinning a Session There are three ways to pin a session... In the calendar, choose t…
• Make a Refund
  If you would like to refund a payment simply view the order in question and at the bottom, where you see a list of transactions, click the Refund button. By default, the box that pops up will contain the maximum refund amount, however if…
• View Reports
  Bookaby offers features various reports which help you run your sessions as well as get an overview of your sales and customers. Overview Reports Head to Data tab > Reports tab to view the following reports... Sessions & …
• Take Attendance
  Taking attendance is a great way to get an overview of who's attending your sessions, identifying no-shows, and being able to keep track of who's on-site at any given time. When viewing your bookings you will see a switch: Turning th…
• Understand Templates
  Every 'Session' in your calendar will have an underlying 'Session Template'. Typically, a session is quite an empty thing, in that it doesn't need to hold a lot of information about itself. All a session needs to know is.. a) which day …
• Understand Terms
  If you're looking for your customers to book multiple sessions in one block, you would add them to a Term Group which is a way to bundle sessions together and be booked as one. You can also think of a Term as a Course. In the diagram bel…
• Understand the Calendar
  The Calendar is at the heart of your Bookaby manager. It conveys a lot of information, so let's go through each aspect and see what it all means! Working from the top down we can see that we're looking at February 2022. Session Fi…
• Use Waiting Lists
  Waiting lists are a great way to keep your sessions full as well as help gauge the demand for a class. You can also email people on a waiting list informing them of new upcoming sessions, or to give them priority booking. Waiting lists c…
• View Bookings
  To view the bookings for a specific session, click on the relevant day in the Calendar and select the Session in question. In the list of options that pop up, choose View Session & Bookings. You can click on each booking to view f…
• View an Order
  If you would like to view an order simply view the booking in question and click on the Activity tab. There you will find event logs for the booking, including order information. Next to the order you will see the button. Clicking t…
• View Sessions For a Term
  You can view the sessions within a Term Group in two ways... Filter Sessions in the Calendar Above the calendar you will find an option to filter sessions that get shown. Clicking on this filter will bring up options, including a li…