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HTML CloudBooking Setup

Overview

The HTML CloudBooking is an integrated component of the CloudForms. 

How To Create A CloudForm

Click here for instructions on how to create a CloudForm.

How to add the CloudBooking to a CloudForm

To add the CloudBooking component to the CloudForm you can do so by following the instructions below.

  1. Create or edit a CloudForm
  2. Click on the Actions tab
  3. Click on the Add Invoice, Payment, Online Booking button.

CloudBooking Setup

The first tab presented to you when you are on the Invoice, Payment and Online Booking window is the Form Options tab. This tab lets you decide if you want to have an invoice created for the client when they book a session or if you just want the client to book a session without creating an invoice.

  • Invoice, Payment, Online Booking Options
    • Select this option if you want to have an invoice created for the client
  • Online Booking Only Options
    • Select this option if you do not want an invoice created for the client but just want the client to book a session.

Step 1 (Option 1) Invoice Creation And Payment Options

If you decide that you want an invoice to be created then the next step is to click on the Selection Options tab. This tab lets you either lock in the CloudForm to one product, service or package or it lets you setup a combobox where the customer can select their desired product, service or package.

  • Client Selects Option
    • This option lets you add product, services, and packages to a combobox that the client can then select when they are booking a session.
  • Pre-Selected Option
    • This option locks in the product, service, or package to the CloudForm. The client will not see any information regarding the product, service, or package in the form. It is up to you, if you so desire, to add a label, image, or text explaining the product, service, or package associated with the CloudForm.

The selection field options and the visual box options are for the look and feel of the fields that will be displayed to the client. If you click the Form Sample tab it will show you an example of what the client will see.

The next tab is the payment options tab and it shows the various payment options available.

  • No Payment Required
    • This option will not present the client with a payment window. However, an invoice with the product, service or package from above will still be created for the client.
  • Partial Payment / Deposit Required
    • This option will require that the client pay a specific dollar amount. It will be the same dollar amount regardless of the product, service, or package they select.
  • Full Payment Required
    • This option will require that the client pay the entire payment balance for the invoice.
  • Percentage of Payment Required
    • This option will require that the client pay a percentage of the invoice balance due. As such the amount that the client will be required to pay will fluctuation depending on the price of the product, service, or package.

Step 1 (Option 2) Online Booking Only Options

If you decide that you do not want an invoice created then the next step is the Selection Options tab. This tab lets you either lock in the CloudForm to a Calendar type or Calendar Sub Type or it lets you setup a combobox where the customer can select their desired Calendar type or Calendar Sub Type. To the customer it will appear as if they are selecting their desired session.

  • Client Selects Option
    • This option lets you add calendar types and calendar sub-types to a combobox that the client can then select when they are booking a session.
  • Pre-Selected Option
    • This option locks in a calendar type or calendar sub type to the cloudform. The client will not see any information regarding the calendar type in the form. It is up to you, if you so desire, to add a label, image, or text explaining the calendar type associated with the cloudform.

The payment options tab will be disabled with this option because an invoice is required before a payment can be taken from the customer.

Step 2 Online Booking Only Options

The next step is to go to the Online Booking Options tab and select the Enable Online Booking For This Form option. This will add online booking to the form and enable the online booking settings.

First Availability

This option is used to decide when a client can first book a session in the CloudForm. 

If it is set to 0 then the online booking will show available appointments starting today. If it is set to 1 then the online booking will show available appointments starting tomorrow. Etc.

Pro-Tip #1: It may be easier to think of this option as how much advanced notice do you want before a customer books a session.

Pro-Tip #2: If the First Availability is set to 0 and the Scheduling Days is set to 0 then it will only allow customers to book sessions the day of which is ideal for walk in customers who want to book a session that day.

Pro-Tip #3: This option can sometimes cause confusion during setup because the schedule methods below can be set to only be available on specific days.

Scheduling Days

This option is used to decide how many days in the future a client can book a session. 

If it is set to 0 then the client can only book sessions today. If it is set for 30 days then the client can book sessions up to 30 days from now. Etc.

Pro-Tip #1: If the First Availability is set to 0 and the Scheduling Days is set to 0 then it will only allow customers to book sessions the day of which is ideal for walk in customers who want to book a session that day.

Pro-Tip #2: This option can sometimes cause confusion during setup because the schedule methods below can be set to only be available on specific days.

Time Between Sessions

This option will automatically add some buffer time between scheduled sessions for situations where there is setup, clean up, or other steps that need to be done between sessions.

Limit Displayed Bookable Sessions

This option is used to limit the number of sessions displayed to a customer each day.

Automatically Remove Sessions

This option is used to automatically remove a session if a customer does not pay the session fee or deposit. If the session is removed you will receive an email saying that the session was removed and the email will also contain the booked session details as well as the client details so that you can follow up directly with the client at your leisure.

Scheduling Method

The Scheduling Method option is used to decide what resources, if any, should be factored into the scheduling.

  • Calendar Availability
    • This scheduling method looks at the calendar and will show available time slots if there isn't a session, appointment, or event scheduled on the calendar. 
    • This option will use the calendar type hours to schedule.
  • Employee Availability
    • This scheduling method looks at the calendar and will show available time slots if the desired employee is available. 
    • This will use the employees hours to schedule.
  • Location Availability
    • This scheduling method looks at the calendar and will show available time slots if the desired location is available
    • This will use the location hours to schedule.
  • Equipment Availability
    • This scheduling method looks at the calendar and will show available time slots if the desired equipment is available
    • This will use the equipment hours to schedule.

Customize Prompts

The Customize Prompt lets you customize the online booking to match the wording you prefer. This option uses the same wording for the label to the left of the combobox as well as the prompt in the combobox.

  • Prompt
    • This option will only be displayed if you have the Employee, Location, or Equipment Availability selected and it used to customize the prompt for the selected resources combobox
  • Day Prompt
    • This option is used to customize the wording for the day that the customer can select.
  • Time Prompt
    • This option is used to customize the wording for the time that the customer can select.

Client Select Employees, Equipment, or Location options

The Client Select Employees, Equipment, or Location options are only displayed if the Employee, Location, or Equipment Availability is selected.

  • Client Select Employees, Equipment, or Location options
    • If this option is selected then the client will be presented with a combo box of options.
  • Employee, Equipment, or Location Pre-Selected
    • If this option is selected then an employee, piece of equipment, or location will be locked into the form and the client will not be able to see or select an option. It is up to you, if you so desire, to add a label, text, or image that provides details regarding the pre-selected option.

Step 3 Form Sample

The final tab is called Form Sample and it lets you preview what the online booking components will look like when added to the form.