This help document will explain how to install the widget, update your listing to allow your conference room and delegate information shows on the Instant Book platform and how to load availability to the Instant Book platform as well as how to run the Instant Book report.
TABLE OF CONTENTS
- Installing the widget
- Introduction
- Areas of Listing to Update
- How to load availability to the Instant Book calendar
- How to add Room Hire to your dates.
- How to add Day Delegate rates to your dates.
- How to add Hourly Rates to your dates.
- How to remove availability room hire
- How to remove availability for Day Delegate
- How to remove availability for Hourly Rate
- How amend Instant Book Settings
- How to add Terms & Conditions within Instant Book Settings
- How export the Calendar Visibility Range.
- How to add Promo Codes
- How to access and run the Instant Book Report
Installing the widget
To access the help document on how to install the widget click here
Introduction
Once the widget code has been installed by your IT team and placed on your website your clients will be able to use the widget to book meetings directly for up to 30 delegates.
This service is available 24/7 and clients will pay on their credit/debit card.
All of the information needed for your widget comes directly from the information that has been loaded onto your www.venuedirectory.com listing.
To ensure that your widget showcases your venue in the best possible way, it is essential to keep the information and your information regularly updated.
To edit the information on your listing and to update your venue's availability, please go to www.myeventschannel.com and login using your registered details.
Areas of Listing to Update
To access the help document for the areas of your listing sections to update prior to uploading availability on the calendar, click here.
How to load availability to the Instant Book calendar
Once you have updated the listing sections, you will be ready to load room availability onto your calendar.
Adding your availability lets customers know when your meeting rooms are available to be booked.
Keeping this availability up to date is important, to offer as many available dates as possible to your clients and prevent double booking!
To edit your venue’s availability, click on ‘Instant Book’ from the left-hand side menu.
To add availability, select the required room from the drop-down menu at the top.
You can navigate through the calendar by using the arrow keys to select your chosen month.
Once the meeting room has been selected, the calendar for that meeting room will appear.
To add the availability once you have selected the meeting room, select the date(s) on the calendar and then a pop up will appear for you to enter in the rates.
You can either select individual dates or you can click and drag for the date range you are wanting to select.
How to add Room Hire to your dates.
We recommend that you update availability for 3-4 months at a time. You can change your ‘Start’ and ‘End’ dates by clicking the icon on the calendar.
Once you have selected your desired dates, you will see a selection of room hire availability types to load.
There is the option to enter rates for:
Whole day meetings
Breakfast meetings
Morning meetings
Afternoon meetings
Evening meetings
Once loaded, the status will update to ‘Available’ until booked, or the rate is removed.
Availability will now display the room available, starting from the lowest cost.
We recommend that venues update their availability for 3-6 months at the same time and always have at least 1 month's availability showing.
How to add Day Delegate rates to your dates.
To load day delegate rates, you will need to select the ‘Day Delegate’ tab. Any rates you have previously loaded in the ‘Delegates Rates’ tab, will appear here.
When selecting the Day Delegate rate, you will only be able to apply 1 day delegate rate per room per day.
Once you select the rate, click on the green ‘Apply Rate’ button and add the availability onto the calendar.
How to add Hourly Rates to your dates.
To load your Hourly Rates, you will need to select the ‘Hourly Rates’ tab.
For the hourly rate to show on the availability calendar, you will need to select a start time and an end time.
Finally, you need to enter the rate per hour and click ‘Save Hourly Rate’.
How to remove availability room hire
To remove availability from a meeting room for room hire, first select the meeting room from the drop-down menu.
You will then need to select the date(s) you want to remove from the calendar.
Once you have selected the date(s), a pop will up appear and you will just need to either remove the room rates you are not wanting to show or press the ‘Clear Room Hire Rates’ button.
How to remove availability for Day Delegate
To remove your day delegate availability from a meeting room, first select the meeting room from the drop-down menu.
You will then need to select the date(s) you are wanting to remove from the calendar.
Once you have selected the date(s), you will have a pop up appear and you will need to press the ‘Clear Delegate Rates’ button.
How to remove availability for Hourly Rate
To remove your hourly rates from a meeting room, first select the meeting room from the drop-down menu.
You will then need to select the date(s) you are wanting to remove from the calendar.
Once you have selected the date(s), you will have a pop up appear and you will need to press the ‘Clear Hourly rates’ button.
How amend Instant Book Settings
The times displayed here are the default times for meetings booked through the ‘Instant Book’ booking tool.
To update the room hire times, select either the start or end time and a drop down will appear for you to select the new time by Hour and Minutes.
Once you have selected the new times, press save for the new times to show.
There are also Hourly rate settings that you can edit if you offer hourly rates.
You will be able to select a minimum meeting duration and a meeting room set up time between meetings.
How to add Terms & Conditions within Instant Book Settings
At the bottom of the Settings page is where you can enter in your terms and conditions for the instant book bookings. Before the client makes payment for the booking they have to agree to your T&C’s.
Anything you are wanting to cover within the booking, this can be included within your T&C’s. This could be to do with the refund/cancellation policy, catering, equipment or even room changes.
Your Terms and Conditions can either be free typed or uploaded as a PDF.
How export the Calendar Visibility Range.
Within the ‘Export Data’ section, you will be able to generate a URL that will allow you to copy the availability and bookings from the instant book calendar across to your personal outlook/gmail calendar.
In order to generate this, you will need to move the slider to confirm the number of months you are wanting to show in your calendar then hit the ‘Generate Feed URL’
How to add Promo Codes
You have the option to add promotional codes so that your clients will be able to use these to receive a discount e.g. 10% off room hire with code ROOM10 etc.
You can choose whether the promotional code is just for room hire, catering or equipment or covers everything.
To add a promotional code, click on the ‘Add Promocode’ codes tab within the calendar.
You will now be able to see a list of all existing promotional codes. If you wish to add a new promotional code, please click on ‘Add Promocode’.
Once you have clicked on ‘Add Promocode’ the below screen will appear, and you will need to complete all mandatory fields. When you have added all the details press ‘Save’. You will then be able to add as many codes as you wish.
How to access and run the Instant Book Report
Once you have selected the Instant Book Report, you will be able to filter your results by Status, Created date or Arrival date and also a date period.
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