Booking Pages
Booking Pages allows you to create public pages for various purposes, such as scheduling calls, booking events, online meetings and so on. You can publish your availability on these pages so that your customers can book their slots. These pages can be customized to suit your branding and shared across multiple platforms, making it easier for your customers to book slots with you, which can then be managed within Bigin.
For example, if your organization is hosting a Product demo event and you want customer registrations to be directly added to your Bigin account, Booking Pages makes it simple. You can create a booking page with details about the event like the date and time of the event and create a registration form with fields like Name, Email, and Phone Number. Once the page is ready, share its link through email or social media. When customers choose a slot and fill out the form, their details are instantly saved in your Bigin account, enabling you to track registrations, send reminders, and follow up effortlessly after the event.
Users with admin and admin clone profiles can view the booking page; standard users will not have access to view the booking page.
Creating a Booking Page
To get started, log in to your Bigin account and go to Settings > Toppings. Once you enable the Booking Pages topping, click on Manage > +Create a Booking Page to create a new booking.
Choose If you want a One-on-One or Group booking, based on the booking you select. You will be redirected to the booking creation page.
After you choose the booking type, provide the necessary details you need, such as an image that best represents the service you offer to your customer, the name of the service, and a description of the service. You can also add the location of the meeting, if it is an in-person meeting. If it is an online meeting, you will have to choose your Meeting Provider. A page link will be generated based on the service name that you provide. You can also customize the page link to any name, regardless of the service name. However, it must be unique and cannot match any existing booking page link.
If you create a booking for Group, then you will have an additional field to specify the maximum number of participants that a slot can accommodate.
Note:
- A maximum of 200 participants can be accommodated.
While creating a booking, you can either create an event or a call. This field cannot be edited once the booking is saved. Next, select the user that you want to assign the event/call too. If you assign more than one user, the booking will be assigned based on the round robin method. For group bookings, only one user can be assigned.
Next, specify the service's availability for the booking. You have the following options:
- You can set the duration of the event/call.
- You can set reminders for Events. Reminder is not available for call.
- Define availability for each day based on the timings, which will follow the organization's timezone.
- You can also set your days as unavailable.
Once the availability is created, you can now create a participants form. Last name and email will be mandatory for event bookings, while the phone field will be mandatory for call bookings. You can also add default and custom fields from the Contacts module. Additionally, a few default and custom fields from the events and calls modules can be added for their respective bookings. However, for group bookings, only fields from the Contacts module can be added.
The details entered in this form will be added in your Bigin account automatically. If the contact already exists (identified by the email field for events and the phone field for calls), it will be mapped as a participant. If the email (for events) or phone number (for calls) is new, a new contact record will be created and added as a participant. For one-on-one event bookings, the contact will be added to the Related To field. You can also add description, default fields and custom fields from the Events module.
After adding the fields, the link for the booking page is generated. You can share the link directly or download the provided QR code and use it anywhere. You can also include the booking page as a widget in your website using the iframe code.
Managing booking pages
You can manage your booking pages with the options provided, such as those mentioned below.
- Edit basic info: You can change your service image, name and description here. Along to that you can also modify the user assigned. The Create Booking as field cannot be edited.
- Manage availability timings: You can change the availability slots of the service along with the duration and reminder preferences here.
- Edit participants form: You can make changes to the participants forms, you can customize the display name of the fields, delete fields (except the system mandatory fields), add more fields, mark fields as mandatory, and rearrange fields.
- Copy Link/Share Booking Pages: You can also share the form link from here.
- Add to Email Signature: You can add the booking page's link to your email signature in Bigin.
- Delete: You can delete the booking page if it is no longer required. Once you delete the booking, you will not be able to retrieve it again. Any data entered into the system will not be affected.
In the list view, you can filter by module type and status. Additionally, you can activate or deactivate booking pages directly from the list view.
Advanced settings
Some of the major settings required during booking are available in Advance Settings, such as:
- Show availability in increments of: This fields allows you to allocate the appropriate amount of time for each booking based on availability timings while also avoiding overlaps or back-to-back appointments.
Example: If the set period is 30 minutes, customers will only be able to book appointments at intervals of 30 minutes (e.g., 9:00 AM, 9:30 AM, 10:00 AM, and so on). If the set period is 1 hour, customers can only book appointments at hourly intervals (e.g., 9:00 AM, 10:00 AM, 11:00 AM, and so forth) - Minimum event schedule notice: This fields allows you to set a minimum amount of time that must pass from the current moment or present before a time slot becomes available for customers to reserve or book. The available options range from a minimum of 1 hour to a maximum of 9 days or 99 hours.
Example: If the minimum time from the present is set to 2 hours, customers will not be able to book any time slot within the next 2 hours from the current time. This means that the earliest available time slot they can book would be at least 1 hour from now. - How far ahead the event can be scheduled: This field allows you to set a restriction on how far in advance a customer can schedule or reserve a particular event. The available option range is from a minimum of 1 day to a maximum of 12 months.
Example: If you set it for 30 days, it means that customers can schedule an event for any date within the next 30 days starting from the present day.
- Maximum no-of events accepted on same time slot: This field allows you to set a limit on the number of events that customers can schedule simultaneously within a specific time slot. This does not apply to group bookings.
Example: If you decide to set a maximum limit of 10 participants for each session. This means that once 10 people have booked a spot for a particular time slot, the booking will no longer accept any more reservations. - Maximum no-of events accepted per day: This field allows you to set a restriction on the number of events that a customer can schedule within a single day.
Example: If you set a maximum limit of 10 or more events per day for each customer, this means that a customer can only book up to 10 coaching sessions or events on any given day. - Maximum no-of events accepted per week: This field allows you to set a restriction on the number of events that a customer can schedule within a single week.
Example: If you set a maximum limit of 10 or more events per week for each customer. This means that a client can only book up to 10 personal training sessions within any seven-day period. - Buffer for host before events: This field allows you to set a time that a user should be unoccupied before they can schedule or access a particular event.
Example: If you set a minimum time of 15 minutes that a user should be free for before the event, this means that a user should have at least 15 minutes of free time before their scheduled event begins. - Buffer for host after events: This field allows you to set a time that a user should be unoccupied after a event.
Example: If you set a minimum time of 30 minutes that a user should be free for after the event. This means that the user should not have any events for at least 30 minutes after the previous event is completed.
Details shown in the Booking Page
The user booking page is accessible on all devices, including laptops, mobile phones, iPads, and tablets. Once the customer clicks on the link shared with them, they will access the booking page, as shown below. The service's basic details like Name, Image (tab favicon), Description and Duration are shown on the left side of the page, and the available dates are shown at the center of the page. When the user clicks on a date, all the available time slots on that date will be listed on the right. Availability is based on the timings set in the booking page configuration. Initially, the timezone is determined by the browser, but customers can manually select their preferred timezone.
In the Service details shown on the left side, the user/assignee's name and profile picture will be shown if only one user is assigned to this Booking Page by the administrator. If it is assigned to multiple users, the assignee details will not be shown in the page, as the assignee will be delegated dynamically on a round-robin basis.
Users will be notified via emails (only for events module booking) after each booking if an event/call is assigned to them.
Booking a event/call
Your customers can click on any of the time slots viable for them. Once they confirm a time slot, they will be shown the Participants form to let them enter their details to register a booking. A confirmation email will be sent to their registered email address once they complete the booking, applicable only for event module bookings. The confirmation email will include options to reschedule or cancel the booking. A reminder email will be sent based on the reminder field settings.
These bookings will be instantly available in the Activities module of Bigin as events/calls as per the preference specified during the Booking Page creation.
Note:
- In addition to the fields mentioned in the participants form, captcha field is provided by default.
Syncing with Google and Outlook Calendar:
You can use Bigin's integration with Google and Microsoft to sync events received through these bookings with Google and Outlook Calendars, respectively.
Notes
- For Group Bookings: If a participant reschedules or cancels, they will be removed from the event. An event record will be created for each time slot, and participants will be linked to the corresponding event record.
For One-on-One Bookings: If rescheduled or canceled, the event will be canceled.
Availability
- Free Plan: 1 booking page.
- Express, Premier Plans: First booking page will be free. 'Booking Pages Pro' add-on can be purchased for 7 USD/month to create up to 100 booking pages.
- Bigin 360 and Zoho One Plans: Up to 100 booking pages can be created without the need to purchase the 'Booking Pages Pro' add-on.
Note
- You can have up to 100 active Booking Pages per account, along with an additional 100 non-active Booking Pages.
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