Settings: Bookings
Under Manager → Settings → Bookings, you set rules that apply to your whole studio. You can reach the page directly at app.bookicorn.net/einstellungen/buchungen. There, the page is called "Bookings & Credits" (with your own term for credits, if you've chosen one). Only admins can open it.
Every change is saved automatically. Only the hours of the session reminder are confirmed with Save.
Hide occupancy: keep free spots hidden from customers
With the Show occupancy switch under Settings → Bookings → Occupancy Display, you decide whether customers see how many spots are booked or free. If you switch it off, participants no longer see the occupancy. This applies to:
- your booking page and the detail pages of your offerings,
- the widgets of the website integration,
- the customer app.
By default, occupancy is shown. In the Manager, you still see the occupancy.
Booking requests: deadline for unanswered requests
For offerings that don't confirm bookings automatically, every booking reaches you as a request. Under Settings → Bookings → Booking requests, you decide what happens to requests you don't answer: Decline unanswered requests after 2 days, 7 days (default), 14 days or Never automatically.
- The spot is blocked until you reply.
- After 2 days, we remind you about the open request.
- With Never automatically, the request stays open until you reply or the session has passed.
Whether an offering confirms automatically is set on the offering itself, see Booking rules on the offering.
Session reminder: remind customers before the session
Under Settings → Bookings → Session reminder you switch on Send reminder so that Bookicorn reminds your customers before every booked session. Under Hours before start you set how early it goes out, between 1 and 72 hours, and confirm the value with Save.
- The reminder goes out once per booking, as a notification in the customer app and by email.
- It applies to every booking, whether it came through your booking page, a widget or the app.
- It is switched off by default.
You adjust the text of the email under Email templates.
Credit expiry: end of day or exact time
Under Settings → Bookings → Credits Expiry Settings (with your own term for credits, if you've chosen one), there are two options: Until end of day (11:59 PM) and Exact expiry time.
Important: when a package is purchased, Bookicorn currently always calculates the expiry date according to "Until end of day". The Exact expiry time option doesn't have any effect yet.
Deadlines: advance booking, booking cutoff and cancellation deadline
On the Settings → Bookings page you set the three deadlines as studio default: Advance booking, Booking cutoff and Cancellation deadline. Each deadline is Time before or Fixed time, for example the day before at 8:00 pm. The studio default applies to every offering without its own rule. On the offering you deviate with Own rule. Everything about it under Deadlines.
Set up guest booking: addon and switch on the offering
Guest booking (booking without a customer account) isn't under Settings → Bookings. It requires the Guest Booking addon from the Addon Store and is then allowed per offering: Offerings → offering → Edit → Booking rules → Allow guest booking for this course.
For all offerings at once, go to Guest Booking in the Addon Store: Allow for all or Block for all. There you also find Guest booking only: customers then book without an account across your whole studio. More under Guest Booking.
Required fields when booking: what customers have to enter
Which details customers have to provide when booking is fixed and can't be changed:
- First name, Last name and the Email address are required.
- The Phone field is optional. There's no setting that makes the phone number required.
- If the Invoicing System addon is active, the address is also required for paid offerings.
Message when booking: is there such a thing?
There is no free message field. With questions when booking you can add a question with the answer type Text to the offering, for example "Is there anything else you'd like to tell us?". You see the answer on the booking.
Frequently asked questions
Can I stop customers from seeing how many spots are free? Yes. Under Settings → Bookings, switch off Show occupancy. This applies to the booking page, website widgets and the customer app.
Where do I set the booking cutoff? As the studio default under Settings → Bookings, and differently on an offering in the Booking rules section with Own rule.
Where do I set the cancellation deadline? The same way: as the studio default under Settings → Bookings, and differently on the offering. See Deadlines.
Can I make the phone number required when booking? No. The Phone field is always optional.
Can customers leave a message when booking? With a question when booking with the answer type Text, see Questions when booking.
Why was a booking request declined automatically? Because it went unanswered until the deadline under Booking requests ran out. Set a longer deadline there or choose Never automatically.