Online Booking System - Services & Service Options
- Richard Turnbull
In general, it is possible to differentiate between how Services can be booked internally by your admin staff or by a new customer through the online booking portal. Often schools wish to be more restrictive in what they offer through the online booking system, with more “relaxed” options/configuration available for your admin team to book internally.
For example, you may allow a student who approaches you internally to start their course mid-week because of a special circumstance, yet you do not wish to allow all students to start their course mid-week through your online booking system as it could create multiple problems in your operations.
To control which of your Services appear on your Online Booking System, and how they appear (for example just for specific dates or with particular options), there are a number of controls on the Service records to allow you to do this.
It is also possible to control the flow of pages presented to the student when booking through the portal - for example you may wish to offer a face to face student the option to book accommodation and transfers, but not offer these for your online courses. This is controlled using Service Relationship records - further details on this can be found on a separate help article here.
Services
Fields that control the behaviour of the Service typically start with “Portal”. There are a number of controls that allow you to customise the system to your business needs, explained below.
As with other areas of the system, the most efficient way of editing your Services is by creating a List View by record type, which allows bulk or inline editing of the records.
Portal Settings |
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Portal Admin Fee | It is possible to automatically charge a different admin fee through the portal as opposed to internally by completing this lookup to the relevant admin fee. |
Portal Code | Typically the same code as the Service Code; used to identify the Service on the portal. |
Portal Name | The name as appears in the picklist for the customer. Mandatory if Portal Active is true. |
Integration Code | IMPORTANT: used to populate URL parameters for direct links to the Service. Please see this article for more information. |
Service Group | IMPORTANT: used to populate URL parameters for direct links to the Service. Please see this article for more information. |
Portal Deposit Type | Choose Percent or Amount. Used to determine how much deposit is required. |
Portal Deposit Qty | Enter Percent or Amount figure. Used to determine how much deposit is required. |
Portal Setting | Required if a separate portal for specific Services is in use. |
Portal Description 1 | Accommodation Services Only - displays the text in this field below the Accommodation picklist when Service selected. |
Portal Description Dates | Accommodation Services Only - displays the text in this field below the Accommodation date picker when Service selected. |
Portal Start Date | Allows control of when the Service is available to be booked through the portal. |
Portal End Date | Allows control of when the Service is available to be booked through the portal. |
Portal Allow Past Service Dates | Allows the user to book the Service with a Start Date in the past. |
Portal Allow Zero Pricing | Allows the user to book Services that may have a £0 price (for example ad hoc accommodation). |
Portal Allow Clash | Allows the Service to be booked for the same dates as another Service (for example, a morning and afternoon course on the same week) |
Portal Allow Remove | Allows the user to remove the booking and start again (using a trash can next to the booking in the portal) |
Portal Emergency FieldSet Active | Controls whether the Emergency Contact Details fieldset appears on the Personal Details page when booking this Service |
Portal Other FieldSet Active | Controls whether an additional pre-defined fieldset appears on the Personal Details page when booking this Service |
Portal Sort Active | Determines whether the picklist when choosing this Service should be displayed alphabetically or by the value defined in the Portal Sort field. |
Portal Sort | Enter a two-digit numeric value to control the sorting of the picklist. |
Portal Active | IMPORTANT: overall control of whether the Service should be available to be booked through the portal. |
Portal Restrictions |
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Portal Restrict Length Minimum | Controls the minimum duration when booking this Service. |
Portal Restrict Length Maximum | Controls the maximum duration when booking this Service. |
Portal Restrict Level From | Controls whether a minimum level is required to book this Service (in conjunction with asking the user their Level on the landing page). |
Portal Restrict Level To | Controls whether a maximum level is required to book this Service (in conjunction with asking the user their Level on the landing page). |
Portal Restrict Age From | Controls whether a minimum age is required to book this Service (in conjunction with asking the user their Date of Birth on the landing page). |
Portal Restrict Age To | Controls whether a maximum age is required to book this Service (in conjunction with asking the user their Date of Birth on the landing page). |
Service Dates
Ensure “Portal Active Start Date” and “Portal Active End Date” are checked for all dates you wish you make available on the portal.
Service Option Types
Ensure “Portal Active” is checked for all Service Option Types you wish to make available on the portal.
It is possible to enter a different “Portal Name” for these options that is more customer friendly, if required.
Service Options
Ensure “Portal Active” is checked for all Service Options you wish to make available on the portal.
It is possible to enter a different “Portal Name” for these options that is more customer friendly, if required.
It is also possible to restrict the minimum and maximum age for the specific Service Option on these records.
Service Relationships
These control the flow of pages presented to the user when booking a course. For further information, please see this article.
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