The system is divided into three main parts on the left side: Basic Settings, Sales Settings, and Daily Operation Functions.
Setting Up a Node: Simplified Steps
Node: Set up basic details like name, time zone, and default settings. Integration: Connect with any third-party tools (e.g., payment gateways, channel managers). Resources: Define what you’ll manage (space, personal time, etc.) and set up availability. Plan: Create sales plans, set prices, and availability rules. User Journeys: Design the customer flow and automation triggers. Allocators: Set up Auto Assign rules to allocate resources automatically. Booking Flows: Configure booking pages and components for customers. Promotion: Set up discount codes and special offers. People: Manage teammates, roles, and permissions.
This is the quick-start path from Node to People for a smooth setup!
"Basic Settings”
The basic settings are at the bottom layer of the system:
Node: A location to fill in business descriptions and similar information. Billing: Upgrade options for users after trial use. Integration: Automation options include connecting with Zapier, Channel Manager, and the payment platform Stripe. Resources: Manage resources (time, space), create lists, and calculate resource usage.
"Sales Settings”
The sales settings are in the middle section:
Plan: Configure what to sell, when to sell, and how much to sell. User Journey: Set up automated workflows after a sale, such as automatically sending confirmation emails or connecting with Webhooks. Allocator: Configure how to allocate resources after a sale. Booking Flow: Set up the reservation process visible to customers, including daily rentals, event ticketing, payment methods, and terms and conditions. Promotion: Set up discount codes.
The last part covers frequently used functions:
Orders: Manage information and control for each order. People: Client: View customer information. Teammate: View team member information. Role: Manage team permissions. Matrix: A scheduling model for time and resources, allowing for order control and manual delegation. Dashboard: Divided into four types—Operation, Marketing, Management, and Investor—each with its own dashboard displaying relevant data.
Node Settings
Logo: Recommended to use PNG files with transparency. The logo appears at the top of the reservation link. After selecting an image, you need to Click Save Twice to apply the changes.
Display Name: Name of the Node.
Slug: Fixed URL link.(small letter)
Tier: Current user account level
Timezone: All plans of this node will use the same timezone and show as in the matrix, even if the customers are overseas booking
Addon: Additional account information added to your account.
Brand Name: Displayed at the top of the browser when entering the reservation page.
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Point - lat.long: Can get it through Google map
Branding/Marketing: Website and Social media which will trigger in the in-app mail.
Custom Metadata: Allows customers to add extra information for automation purposes.
Integration Settings
Stripe: Online payment platform. Square: Online payment platform. Zapier: Automation software. Beds24: Channel Manager connecting different OTA platforms. Click the blue plus sign at the bottom right to select and set up accounts for these options, then link them to the system.
Resources Settings
Name: Set the resource name. Tag: Categorize resources. You can assign multiple tags to a resource to categorize it more effectively. For example, if you have six instructors, create six resources with the instructors' names. Use tags to group them and further categorize by skills or gender if needed. Advanced Settings: Update addresses for individual resources. For example, if your school has a different address for swimming lessons, update the address for those specific lessons. Passcode: Set a passcode to be sent with resource assignments, useful for scenarios like locker access for yoga classes.
Plans Settings
Plan: Choose what you are selling—space, services, or event tickets.
Space: Selling physical space. Services: Selling time-based services. Event: Selling tickets for events. Name: Name of the plan, visible on the reservation site.
Plan Description: Description visible on the reservation site.
Base Price: Set the base price.
Tax Rate: Set applicable tax rates (e.g., 10% in Japan).
Duration: Set duration and unit (e.g., 1 day = unit Day).
Human Capacity: Set the capacity for the plan (e.g., double rooms for two people).
Start Time/End Time: Set the time range for the plan.
Auto Combine Orders: Choose whether to combine orders into a continuous period or not. For continuous orders (e.g., accommodation normal 1-night booking is from today 1700 to 1100 tomorrow, if we do not use the continuous option and have more than 1-night booking, there will be space between each booking as shown in the time matrix, we need to use the continuous option to block the 3D2N meantime.
Pricing Rules: Set rules for discounts and pricing.
For example, create a rule for a discount on Wednesdays, and specify if the discount is a percentage or a fixed amount. Define conditions such as start and end days, weekdays, total booking days, and party size.
User Journeys
To begin, click the blue "+" button at the bottom right.
Name: While naming your user journey might seem like a simple task, I recommend adding a short form at the end of any name (except for Plan names). This is because when you set the Allocator or Booking Flow later on, you'll often need to choose from multiple options. By adding a short form, such as “UJ” for User Journey, it helps keep things organized, especially when you're dealing with multiple journeys under the same plan. For example, if I'm setting a User Journey, I'll use “UJ” at the end of the name for clarity.
Apart from renaming, there are three mandatory options and three additional options. These six options represent different stages of interaction with the customer in a sales process, and you can configure actions for each stage. Let’s go over the six stages:
Pending Trigger:
Activated when an order is in the "On Create" status but has not yet been confirmed.
Confirm Trigger:
Activated when the order reaches the "Confirmed" status. This trigger is used after the order has been accepted and the resources have been assigned.
Pre-Check-In Trigger:
Activated when the order is in the "Pre-Checked-In" status. Typically triggered after the customer completes their online check-in.
Check-In Trigger:
Activated when the order reaches the "Checked-In" status. This is triggered once the customer has physically checked in.
Checkout Trigger:
Activated when the order is marked as "Checked Out," indicating the service is complete. Triggered once the customer completes the checkout process.
Cancel Trigger:
Now that we’ve covered the stages, let’s dive into what each trigger can do.
Email:
The first trigger option is email. When you click into this, you’ll see fields to set the email details. For example, if I set a trigger for an email during the "pending order" stage, I might name the email "Confirmation Email." This way, when an order is pending, the system automatically sends this confirmation email to the customer.
Subject: I suggest keeping it consistent by using "Confirmation Email" here too.
CC: This feature simply sends a copy of the email to your own inbox for your records.
Reply to: This field determines which email address will receive the customer's response, ensuring replies are directed to the correct address, such as "ABC Company."
Webhook:
Auto Progress:
By default, all new orders must be manually assigned.
You can find these new orders in two locations: ORDERS and MATRIX.
Auto Assign:
If you want to bypass manual assignment, configure Auto Assign at the pending trigger. Since resources are not allocated during the pending phase, this setup will automatically assign resources once the order progresses.
Generate artefact:
Collect payment:
Collect payment: This trigger collects payment automatically. If you want to charge customers as soon as the order is confirmed, set the payment collection in the confirm trigger. If you'd prefer to collect payment after checkout, you can set it in the checkout trigger instead. If you don’t configure this, you’ll need to manually collect payments for each order.
“Allocators Settings”
"Booking Flows Settings"
“Promotion Settings”
"Orders and Matrix"
“People Settings”
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