DOWNLOAD BOOKINGS | MANAGE A BOOKING | MANAGE YOUR SCHEDULE | SCHEDULER WALK-THROUGH VIDEO | ADDING A BLOCKOUT | EDITING AVAILABILITY | FAQ

The Lux Everyday booking tool has been designed to make bookings simple. Allowing customers to quickly and easily make a booking using the availability provided by our partners.  Directly built into the vendor portal means less switching between different systems. Better yet vouchers for bookings will be automatically redeemed within 24 hours!

THE SETUP

The Vendor Relations team will set up the availability for your campaign based on information provided:

• Available days and hours that bookings can be accepted

• Blocking out specific dates (such as public holidays)

• Setting the limit of customers or bookings accepted for each booking period

Campaign Launch

Once set-up and the campaign has launched, customers will be able to book their voucher online, you will receive email confirmations to keep you on top of bookings:

• Individual booking confirmation (including date & time, contact information and any comments)

• Daily booking summary for all bookings coming up that day

• Notification for any cancelled or changes to a booking

Once a booking has passed, the voucher will be automatically redeemed in the Vendor portal within 24 hours

You will be able to manage your bookings through the Vendor Portal:

• Download a list of bookings for today

• View the total confirmed bookings for the campaign, and ability to view/download all bookings

• Access to update or cancel a customer’s booking (if required)
  
  

DOWNLOAD BOOKINGS FOR TODAY

1 .Login to the Vendor Portal and go to “Campaigns”

2. Find your online campaign and click on the blue button labelled “Today’s Bookings”

3.A CSV spreadsheet will automatically download with a list of customer bookings for today

VIEWING VOUCHER BOOKINGS FOR YOUR CAMPAIGN

1.Go to “Campaigns”

2.Find your online booking campaign and click on ‘View Vouchers’

3.You can view all vouchers that have booked by clicking on Booked from the filter menu

4.You can download a list of all vouchers and any bookings by clicking on “Download Bookings’

5.A CSV spreadsheet will automatically download with a list of all purchased vouchers; you will be able to filter and sort vouchers that have bookings

There may be times you need to contact a customer to cancel or reschedule a booking. Once you have spoken with the customer you can cancel or change their booking in the Vendor Portal:

1. From the Campaigns page, click on “View Vouchers” for the campaign

2. Search for the customer’s booking using either their name, or voucher code

3. Click on Manage Booking; a pop-up will load to manage the customers booking:

• To cancel the booking, Click on the Cancel Booking button on the pop-up screen, once cancelled the customer will receive an email notification and they will be able to re-book that voucher at a later date

• To change the booking date, click on Manage Booking and select the new booking date & time. Click on book and then confirm. The customer will receive a notification for the updated booking

Please only manage a customer’s booking if you have spoken with the customer directly

In your vendor portal you will be able to modify your booking schedule (each campaign has it’s own booking schedule.) You will be able to use the scheduler to open up additional booking dates & times, modify existing availability including capacity, or adding block out dates for when you are fully booked.

To get started click on the “Booking Scheduler” button from your Campaigns page in the Vendor Portal

BOOKING SCHEDULER

1, Date Range Selection: Select the week you wanted to manage either using the drop down or left/right arrows

2. Current Availability: The current availability and time slots for that day

3. Edit Availability: Click on Edit this day to update the availability, or create a block-out date

ADDING A BLOCK OUT DATE

If you become fully booked and need to block off a date from the booking schedule, find the date you need to block off in the schedule:

1. Open the booking scheduler for your campaign and simply select the grey X button to remove the schedule/s for that date
If you have multiple schedules for one date (E.g. Lunch/Dinner) you would need to select the X button on both schedules to block off the whole day, or alternatively you can just block off the schedule you needed (E.g. Lunch) and leave the other open (E.g. Dinner)

2. The Block out date has now been created and no further bookings can be made

Note: Adding a block out date does not cancel any bookings already made. It will simply stop any future bookings being made. If you need to cancel customer bookings please contact the customer directly to advise them of cancellation or rescheduling.

ADDING AVAILABILITY

1. Adding New Availability: Open the Booking scheduler for your campaign. To add availability where you have blocked out a date, or there is no availability click on “Edit this day”

2. Adding New Availability: Click on “+ Add” button to set up a new schedule

3. Adding New Availability: You will now see options to set up your schedule:

• Bookings: Allows you to set a maximum number of bookings per timeslot

• Customers: Allows you to set a maximum number of customers per timeslot (keep in mind the maximum number we are selling e.g. a six person voucher)

• Timeslots:

• Bookings can be set up for every 15, 30 or 60 minutes

• Select the time you want the first booking to be available, and the time you want the last booking to be available

• Note: If you wish to add two different service periods (e.g. Lunch/Dinner) click “+ Add” to add a second schedule for that day and follow steps above

4. The schedule will now be set up based on the options selected

COPYING AVAILABILITY

To make updating your schedule easier you can use the Copy and Paste functionality to duplicate your availability across other days:

1. In your booking scheduler If you want to duplicate availability you have already set up for another date you can use the Copy & Paste function. Click on “Copy” for the schedule you want to copy over to another date

2. The paste button will now be clickable, simply click on “Paste” for the date you want to update with the copied schedule

3. The Schedule you have copied will now be applied to that date

UPDATING EXISTING AVAILABILITY

1. In your booking scheduler if you need to edit your availability for a specific date, click on “Edit this day”

2. You will now have the option to modify the schedule for that date:

• Capacity: Simply update the number of bookings or customers should you need to reduce or increase your capacity

• Timeslots: You can update your available hours for that date by adjusting the First Booking or Last Booking time

• If you wish to add an additional timeslot just click on “+ Add” and set up an additional schedule for that date

Note: If you make  mistake, you can easily revert to the original schedule by clicking on “Restore Default”

What timeslots or booking options are available?
The campaign is set up based on information provided when the campaign was set up. The booking schedule is set up based on available hours, we then allow bookings to be made either every 15, 30 or 60 minutes.
For each booking period, allowing a maximum number of customers that can book in this time, or the total amount of bookings (vouchers) you can accept in this time.

What is the booking window for customers?
Customers will only be able to book with 24 hours notice. In a future update we will be able to select a variety of options should you require a different booking window.

What is the timeframe for customers being able to Cancel or Change their booking?
Customers have until 24 hours prior to their booking to cancel or change their booking. In a future update we will be able to select a variety of options should you require a different cancellation or change window for bookings.

What email address does the booking information get sent to?
The booking confirmation, changes, cancellations, and daily booking summary will be sent to the booking email address provided when you set up your campaign. Should you need to change this email address please contact VR@luxeveryday.com

Do I need to redeem the vouchers?
You can still redeem a voucher if a customer attends their booking, if you are not able to, the voucher will be automatically redeemed within 24 hours following the booking date & time.
If you have a customer who has booked outside of the booking system and are happy to honour, please redeem the voucher to ensure the voucher cannot be booked online in our system at a later date.