Creating templates for Online Booking Requests^M

Create a separate template for each type of event that you want to make available for online booking.This can be changed and updated as required.

• Open a new event template

  Offer any number of different types of events for Online Booking Requests on your website. Each of these bookings is based on an event template, which in turn refers to a sample event. If you do not yet have an event that you would like to use as a template, first create a new event. (Creating a new event)

  1. Go to the  Templates tab and click  Events >  New.
  2. Select the template Type "Web Booking".
  3. The Name can be customised (exception: the name "WebApp_Standard_Intranet" is already assigned and locked).
  4. If the template is intended exclusively for online bookings, click on the icon in the toolbar to change the status from  Active to  Inactive.
  5. The template quotes are used for export and import default. To use orders instead, select Only of type order.
  6. Specify which of the event and segment data should be copied (Rooms and Items).
  7. Click on  Sample event and double-click to select a suitable event from the list of results.
• Edit the sample event

  As soon as an event is selected as a sample event, it is saved under a new event number. A date is still required as a reference date, but is not copied to the events created "from template". There are no mandatory fields in templates.

  1. Enter a Date far in the future.
  2. Leave the Time and Number of guests empty.
  3. Select the Statuswith which the requests are to be imported.
  4. The following fields are copied to the web bookings if they are entered in the template:
     1. Occasion
     2. Occasion type
     3. Cost centre for the invoice
  5. Select a Price group and Gross/Net setting.
• Book rooms for the event

  Book rooms automatically or give your customers a choice. If no rooms are selected and room bookings are not permitted for customers, no rooms are booked.

  1. To book rooms automatically without giving the customer a choice, add the rooms that you want to use for web bookings to this template in the lower section of the  Event >  General tab. The rooms are then automatically added to each booking.
  2. To allow customers to select rooms themselves, go to the  Event >  Added fields > Web Booking and activate Allow room bookings.
     1. In order to offer all available rooms for booking that have sufficient capacity for the specified number of guests, you do not need to select any rooms.
     2. To restrict the selection to specific rooms, book those rooms in   Event >  General.
  3. The room selection appears on the first tab of your enquiry in the online form. Multiple selection is possible.
• Select a start image and text for the online form

  The predefined tabs in the WebApp are the top tab Your Enquiryand the final tabs Further requests, Contact details and Summary. Their design is largely predefined.

  Go to the  Event and click on  Added fields > Web Booking , enter an image or text for the "Your Enquiry" tab in the Start image or Start text input fields. If no image or text is entered, the image and text from the standard web configuration will appear.

• Create sample event segments

  Depending on the template settings, create either quotes or orders. The names of the existing segments will appear in the online form as individual tabs listing items for selection and booking. The price groups in the segments and the gross/net setting must correspond to those of the overall event.

  1. Create a new  Quote or a new  Order (Creating a new quote).
  2. Select the keyword you want to appear as a tab in the online form as your segment name.
     Example: Reception, Seated Dinner, Buffet
  3. In the  Event, go to the  Quotes and open a quote. Go to the   Added fields in the side navigation and click on Web Booking to enter an image or text for the tab in the input fields Segment image or Introductory text. A separate image and individual text can be saved for each quote/order.
• Insert booked items

  Add any bookable items in the  Event >  Quotes > "Quote name" (or  Orders > "Order name"). The Allergens, Additives and Nutritional values, Sales containers, -content and -unit are displayed in the online form as additional information if they have been entered. In addition, Minimum, Maximum or Fixed delivery units are taken into account and the Base price is calculated and displayed.

  The Count of items ordered in the online booking request can either be entered freely, preset or linked to the number of guests.

  1. Count enterable (p.ex. for different menus): The quantity specified by the customer is copied to the segment during import. The price is calculated from Count 1*price per item.
     1. Column Count 1: Input "0"
     2. Column Count 2: Input „“ (empty)
  2. Fixed default number (p.ex. for rooms): The customer cannot enter a quantity, but the predefined quantity is copied to the segment during import. The price is calculated based on Count 1*price per item.
     1. Column Count 1: Input "1" (or a meaningful other number)
     2. Column Count 2: Input „“ (empty)
  3. Quantity from number of guests (p.ex. for food or drinks): The customer can select the item, but cannot select a quantity. The price is calculated from the given number of guests*price per item. 
     1. Column Count 1: Input „“ (empty)
     2. Column Count 2: Input „“ (empty)
  4. Without count but with price and remark (p.ex. for drinks according to consumption): The customer can select the item but cannot specify a quantity. The price is calculated from the actual consumption. Instead of the total price, the comment text appears in the offer.
     1. 1. Column Count 1: Input „“ (empty)
        2. Column Count 2: Input "0"
        3. Column Remark: Enter your own text, the default placeholder text is "Total cost still open".
• Insert staff items

  Staff items are not supported in the standard scenario. Staff items can be made available for booking, but are not included in the total price.

  1. Without count, without price, but with remark: The customer can select the item, but cannot specify a quantity. Instead of the total price, the comment text appears in the quote.
     1. Name External 2: a name containing the word "Staff" (under  Administration >  Items >  Item group)
     2. Column Count 1: Input „“ (empty)
     3. Column Count 2: Input „“ (empty)
     4. Column Remark: Enter your own text, the default placeholder text is "Total cost still open".
  2. With count, without price, but with remark: The customer can specify the item and the quantity. The specified quantity is copied to the segment. The remark text appears in the quote instead of the total price.
     1. Name External 2: a name containing the word "Staff" (under  Administration >  Items >  Item group)
     2. Column Count 1: Input "0"
     3. Column Count 2: Input "0"
     4. Column Remark: Enter your own text, the default placeholder text is "Total cost still open".
• Export your event templates

  The event templates must be exported to the WebApp in order to actually be available online. After each change to items, texts etc., update the event template data manually by clicking   Home >  Start job > "WebBuchung bestücken". All available templates are exported with this job, so the export only needs to be carried out once for changes to several templates.

• Customise the text of the email confirmation

  The standard data sheet and the standard text template for the email confirmation of a web booking are included in the scenario. Modify both templates if necessary:

  1. the text of the -mail at  Templates >  Text templates > „WebBuchung Anfragenbestätigung“ (event template)
  2. a summary of the booked items under   Templates > Text templates > "VA-Datenblatt_Bestaetigung_WebBuchung" (event data sheet).