Services

HELP WITH SETTINGS

Default Time Slot Step:

  • This setting allows you to choose a default length for the Time Slot Step, which is used to determine the Business Hours Of Operation, Tee Time (Golf Round) and Appointment (Golf Coaching) durations.
  • The setting contains Time Slot Step options ranging from 1 minute to 8 hours, and what you define here will be applied to all time settings such as Duration, Buffer Time Before and Buffer Time After in the Service Settings.
  • For example, if you choose 10 minutes as the default time slot step, the working hours will be divided by a grid of 10 minutes. Your customers will be offered to Book Tee Times at 9:00, 9:10, 9:20, 9:30, etc., and the service duration will be configurable as 10 min, 20 min, 30 min, 40 min and so on.

Default Booking Status:

  • With this setting, you can set the default status for all newly created appointments.
  • If you set Pending as a default appointment status,  future appointments will have this status at the time of scheduling and will require manual approval and status change in the back-end of your administration area.

Use Service Duration For Booking A Time Slot:

  • Enable this option if you need to set the Time Slots on the Booking Form to be the same as service duration. For example: let’s say you provide a service between 5:30pm and 9:30pm and the service lasts 1 hour. If you use this Default Time Slot Step of 30 minutes, your clients will see  available time slots at 5:30, 6:00, 6:30 etc., If however, someone books 6:00pm the preceding half hour cannot be used (a customer cannot book because the service lasts 1 hour). If you enable the service duration option however, customers will see 5:30, 6:30, 7:30 and 8:30 as the available times and there will not be a time shown that cannot be booked.

Include Service Buffer Time In Time Slots:

  • Set up your Time Slots with a buffer prior to or after your Tee Time or Golf Lesson

Minimum Time Required Before Booking:

  • This setting allows you to set the Minimum Period Before the appointment when customers can submit a booking request.
  • By default, it is Disabled, which means for example, that your customers will be able to book within several minutes of allocated Tee Time or Golf Lesson Time.
  • Should your business Enable this, then any Booking within this allocated period prior will be disallowed.
  • For example, if you choose 1 day as your Minimum Time Required before booking, your customers will need to schedule their Tee Time or Golf Lesson at least 1 day in advance.
  • Note that Minimum Time Required before booking works only for the front-end website bookings, it doesn’t apply to the appointments added through the backend.

Minimum Time Required Before Canceling / Rescheduling:

  • This setting allows you to set the time period before a Tee Time or Golf Lesson by which customers will not be able to cancel or reschedule their request.
  • By default, it is Disabled, which means your customers can Cancel/Reschedule a Booking at any moment before it starts.
  • To disallow Late Cancellations/Rescheduling simply choose an option, e.g. 1 day. The 1 day option for example would not allow a customer to cancel or reschedule tomorrow’s appointment.
  • Please note: By default canceling is always allowed to the customers, but in order for them to be able to reschedule the booking you must enable Allow Customers To Reschedule Their Own Appointments option in the Roles Settings.

Period Available For Booking In Advance:

  • This option allows you to set how far into the future bookings can be made. For example, if you set 365 days, your customers will be able to schedule a Tee Time or Golf Lesson for up to one year in advance. If you set it to 10 days, your customers won’t be able to make a booking beyond the 10 days.

Default Country Code:

  • You can choose a specific Country Code for the Phone Numbers, otherwise, you can choose the Identify Country Code by user’s IP address option and the country code will be “guessed” by current user’s IP address.

Set A Phone Number As A Mandatory Field:

  • This option allows you to determine whether entering a Phone Number will be Mandatory or Optional for a customer during the booking process.
  • By default this option is Disabled, which means your customer will not be required to enter a phone number.

Set An Email As A Mandatory Field:

  • This option is here so you can choose whether an Email Field on the Booking Form will be Mandatory or Optional.
  • By default, this option is enabled, so your customers will need to add their Email during the Booking. If you Disable it, your customers will be able to finish the booking process without entering any email.

Show Booking Slots In Client Time Zone:

  • This option gives you the possibility to use the Booking System in several Time Zones.
  • If you Enable this option your Clients will see Time Slots in their Own Time Zone, and once they schedule a Booking you will see it in the back-end in the time zone that you have set  So, for example, if your clients are in a Time Zone that is 1 hour less than yours, they will schedule a Booking for 8pm, and you will see this Booking at 9pm in the Bookings list.

Show Add To Calendar Option To Customers:

  • This option gives you the opportunity to remove the Add To Calendar option from front-end pages. 
  • The Add To Calendar option is there to allow your customers to enter a Booking and have it displayed in  their own calendar.
  • This option is Enabled by default, but if you don’t want to give this option to your customers you can simply Disable it, and this step will not appear in the booking process.

Default Items Per Page:

  • This setting allows you to choose the number of items you and your employees will see on the admin pages of the plugin. Since you have from 9 to 30 options you can adjust the look of your pages as you prefer.

Default Page On The Back End:

  • This setting allows you to choose which page you will see first whenever you access your back-end. By default, it is set to show the Dashboard page first, but if you prefer you can change it to Bookings or Calendar, or if you just use Events you can change it to Events.

Google Map API Key:

  • This option allows you to add a Google Map API Key so you can show a Google static map within your site.

Redirect URL After Booking:

  • This option allows you to set the URL to which the customers will be Redirected once they schedule an appointment. If you don’t set it once your customers click on the Finish button they will be back on the first booking step.

Attachment Upload Path:

  • With this setting you can set the path where you want Attachments to be saved (if you use the Attachment custom field).

Default Time Slot Step:

  • This setting allows you to choose a default length for the Time Slot Step, which is used to determine the Business Hours Of Operation, Tee Time (Golf Round) and Appointment (Golf Coaching) durations.
  • The setting contains Time Slot Step options ranging from 1 minute to 8 hours, and what you define here will be applied to all time settings such as Duration, Buffer Time Before and Buffer Time After in the Service Settings.
  • For example, if you choose 10 minutes as the default time slot step, the working hours will be divided by a grid of 10 minutes. Your customers will be offered to Book Tee Times at 9:00, 9:10, 9:20, 9:30, etc., and the service duration will be configurable as 10 min, 20 min, 30 min, 40 min and so on.

Default Booking Status:

  • With this setting, you can set the default status for all newly created appointments.
  • If you set Pending as a default appointment status,  future appointments will have this status at the time of scheduling and will require manual approval and status change in the back-end of your administration area.

Use Service Duration For Booking A Time Slot:

  • Enable this option if you need to set the Time Slots on the Booking Form to be the same as service duration. For example: let’s say you provide a service between 5:30pm and 9:30pm and the service lasts 1 hour. If you use this Default Time Slot Step of 30 minutes, your clients will see  available time slots at 5:30, 6:00, 6:30 etc., If however, someone books 6:00pm the preceding half hour cannot be used (a customer cannot book because the service lasts 1 hour). If you enable the service duration option however, customers will see 5:30, 6:30, 7:30 and 8:30 as the available times and there will not be a time shown that cannot be booked.

Include Service Buffer Time In Time Slots:

  • Set up your Time Slots with a buffer prior to or after your Tee Time or Golf Lesson

Minimum Time Required Before Booking:

  • This setting allows you to set the Minimum Period Before the appointment when customers can submit a booking request.
  • By default, it is Disabled, which means for example, that your customers will be able to book within several minutes of allocated Tee Time or Golf Lesson Time.
  • Should your business Enable this, then any Booking within this allocated period prior will be disallowed.
  • For example, if you choose 1 day as your Minimum Time Required before booking, your customers will need to schedule their Tee Time or Golf Lesson at least 1 day in advance.
  • Note that Minimum Time Required before booking works only for the front-end website bookings, it doesn’t apply to the appointments added through the backend.

Minimum Time Required Before Canceling / Rescheduling:

  • This setting allows you to set the time period before a Tee Time or Golf Lesson by which customers will not be able to cancel or reschedule their request.
  • By default, it is Disabled, which means your customers can Cancel/Reschedule a Booking at any moment before it starts.
  • To disallow Late Cancellations/Rescheduling simply choose an option, e.g. 1 day. The 1 day option for example would not allow a customer to cancel or reschedule tomorrow’s appointment.
  • Please note: By default canceling is always allowed to the customers, but in order for them to be able to reschedule the booking you must enable Allow Customers To Reschedule Their Own Appointments option in the Roles Settings.

Period Available For Booking In Advance:

  • This option allows you to set how far into the future bookings can be made. For example, if you set 365 days, your customers will be able to schedule a Tee Time or Golf Lesson for up to one year in advance. If you set it to 10 days, your customers won’t be able to make a booking beyond the 10 days.

Default Country Code:

  • You can choose a specific Country Code for the Phone Numbers, otherwise, you can choose the Identify Country Code by user’s IP address option and the country code will be “guessed” by current user’s IP address.

Set A Phone Number As A Mandatory Field:

  • This option allows you to determine whether entering a Phone Number will be Mandatory or Optional for a customer during the booking process.
  • By default this option is Disabled, which means your customer will not be required to enter a phone number.

Set An Email As A Mandatory Field:

  • This option is here so you can choose whether an Email Field on the Booking Form will be Mandatory or Optional.
  • By default, this option is enabled, so your customers will need to add their Email during the Booking. If you Disable it, your customers will be able to finish the booking process without entering any email.

Show Booking Slots In Client Time Zone:

  • This option gives you the possibility to use the Booking System in several Time Zones.
  • If you Enable this option your Clients will see Time Slots in their Own Time Zone, and once they schedule a Booking you will see it in the back-end in the time zone that you have set  So, for example, if your clients are in a Time Zone that is 1 hour less than yours, they will schedule a Booking for 8pm, and you will see this Booking at 9pm in the Bookings list.

Show Add To Calendar Option To Customers:

  • This option gives you the opportunity to remove the Add To Calendar option from front-end pages. 
  • The Add To Calendar option is there to allow your customers to enter a Booking and have it displayed in  their own calendar.
  • This option is Enabled by default, but if you don’t want to give this option to your customers you can simply Disable it, and this step will not appear in the booking process.

Default Items Per Page:

  • This setting allows you to choose the number of items you and your employees will see on the admin pages of the plugin. Since you have from 9 to 30 options you can adjust the look of your pages as you prefer.

Default Page On The Back End:

  • This setting allows you to choose which page you will see first whenever you access your back-end. By default, it is set to show the Dashboard page first, but if you prefer you can change it to Bookings or Calendar, or if you just use Events you can change it to Events.

Google Map API Key:

  • This option allows you to add a Google Map API Key so you can show a Google static map within your site.

Redirect URL After Booking:

  • This option allows you to set the URL to which the customers will be Redirected once they schedule an appointment. If you don’t set it once your customers click on the Finish button they will be back on the first booking step.

Attachment Upload Path:

  • With this setting you can set the path where you want Attachments to be saved (if you use the Attachment custom field).

  • The Days Off setting allows you to set One (1) or Multiple Days off that apply to the whole business.
  • Click on the Add Day Off button, enter the Day Off Name, select One (1) or a Range Of Days, and check if you want these days to be Repeated Yearly.
  • Since Repeating Days Off and One Time Days off are coloured differently you can differentiate between them easily.

Allow Booking Above Maximum Capacity:

  • If this is Disabled, your front-end customers won't be able to book a Tee Time or Golf Coaching Lesson with Pending status above the Maximum Capacity. For e.g. If you allocate Four (4) spots for a Tee Time, then once the Four Spots have been taken, no on else will have the ability to book, provided you have Disabled the switch here. 
  • Once the Maximum Capacity is reached the Tee Time or Golf Lesson Time will close and Time Slot will become Unavailable.

Allow Booking Below Minimum Capacity:

  • If this is Disabled, your front-end customers won't be able to submit a Booking unless they fill in the Minimum Number Capacity.
  • Once they Book for any capacity above minimum, the time slot will become unavailable for booking for others.
    If enabled, multiple customers will be able to book the same time slot, without having to fill in the minimum capacity
  • By default, Booking Below Minimum Capacity is Enabled which means that your customers will be able to schedule the Booking below the minimum capacity, but that appointment will get a Pending status because of it.
  • If you Disable it and set, for example Three (3) as Minimum Capacity, your customer will automatically see Two (2) persons selected in Bringing Anyone With You option during the Booking, and they will not be able to schedule the Booking without these Two (2) persons.

  • Payment Settings allow you to set the Price Format and Payments Gateway you want to use. The selected format you choose will be used for all prices on the front-end of your website and back-end of administration.
  • Please Note: If you don’t want to use Price and Payment Settings and you don’t want to show them on the front pages, just put Zero (0) as a price for a Service and the Extras. By doing so, your price and payment methods will be Automatically Hidden.

Price Symbol Position (Four Options):

  1. Before the value
  2. Before the value, separated with space
  3. After the value
  4. After the value, separated with space

Currency:

  • With this option you can set the currency that will be used for all prices.

Price Separator:

  • With the Price Separator option you can configure the separator format – decide which symbol to use for separating thousands, and which for separating the integer part from the fractional part (decimal separator).
  • For the thousand separator, possible symbols are a comma, dot, and space. For the decimal separator, possible symbols are comma and dot.

Price Number Of Decimals:

  • Allows you to set the number of digits after the decimal separator.

Hide Currency Symbol On The Booking Form:

  • If you do not wish to have the currency symbol on the Booking Form.

Default Payment Method:

  • This option allows you to set the Default Payment method that will be displayed for customers if you are using more than one payment method. So, if for example, you use all three payment options, you can choose PayPal to be the Default one.

Coupons:

  • When the Coupons option is enabled, the Coupons tab will be visible on the Finance page, and it will be possible to create Discount Coupons that can be applied to Tee Times or Golf Lessons or edit the existing coupons.
  • When scheduling, customers will be able to enter a Discount Coupon Code to get a discount.

On Site:

  • If you allow the On-Site payment method, your customers will be able to Pay For Bookings in cash when they come to their Tee Time or Golf Lesson.
  • If all other payment methods are Disabled, this method will be Enabled by default.

Paypal:

  • This option allows Customers to pay for Tee Times or Golf Lessons directly with PayPal (debit/credit card or PayPal balance).
  • First, you need to enable the PayPal service, after that you can choose if you would like to use PayPal in Sandboxmode or not.
  • PayPal Sandbox Mode is a testing environment that mimics the live PayPal production environment and should only be used for Testing purpose.

Stripe:

  • To enable the Stripe Payment method, enable the Stripe Service option, after which you can enable the Test Mode to run tests with Stripe.
  • When you enable Test Mode you need to add Test Publishable Key and Test Secret Key.
  • To use Live Transactions, you should leave Test Mode disabled, and enter the Live Publishable Key and Live Secret Key that are located on your Stripe Dashboard.
  • However, you will be required to have an SSL Certificate in place for PCI Compliance if you want to have payments processed on your site.
  • Please note: Stripe Live requires minimum of 50 cents so the payment can work. If you set an amount less than 50 cents the Stripe Live payment will not work.

Setting Up Different Payment Options For Each Service:

  • You can also set different Payment Methods for each service. If, for example, you have one service for which you want your customers to pay on-site and another one that requires payment during the booking process, you can set this now.
  • In order to see the options first you need to Enable all Payment Methods that you want to use in Payment Settings on the Settings Page.
  • After you’ve done this, go to the Services page, open the service and you will see the Settings tab. Enable the Payment Method that you want to have for that service and click Save.
  • Please note - If you disable all payment methods for one service, that service will have the default payment method set in Payment Settings on the Settings page.

  • With Google Synchronization, all employees can sync their working schedule with their Google Calendar. Each Booking will be created in their Calendar with the Customer added as a participant.

Redirect URL:

  • This is the path in your application that users are redirected to after they have authenticated with Google. Add this URI in your Google project credentials under Authorized Redirect URL's.

Event Title:

  • Title of the event that will be displayed in the Google Calendar.
    You can find available placeholders on the Notifications page.

Event Description:

  • Description of the event that will be displayed in the Google Calendar.
    You can find available placeholders on the Notifications page

Insert Pending Bookings:

  • Enable this option if you want your employees to see
    Bookings with pending status in their calendar.

Add Event Attendees:

  • Enable this option if you want your employees to see
    in the event customers that attend the appointment

Allow Customers To See Other Attendees:

  • Enable this option if you want your customers to see
    all attendees in the appointment in their google calendar.

Send Event Invitation Email:

  • Enable this option if you want your customers to
    receive an email about the event.

Remove Google Calendar Busy Slots:

  • Enable this option if you want to remove busy slots in
    Google Calendar from Employee / Place's working schedule

Include Buffer Time In Google Events:

  • If you disable this option buffer time for scheduled Bookings
    will not be added to the Google Calendar events.

Maximum Number Of Events Returned:

  • Maximum number of events returned on one result page.
    It is recommended to use smaller number of returned
    events if your server performance is not so good.

  • Many of the services today are provided completely online, and like that require a place where online meetings can be hold. Integration with Zoom, the leader in modern enterprise video communication, is made to allow you to schedule and maintain those meetings online through audio, chat and/or video call.

Setting Up Your Zoom Application:

  • You will need to setup the Zoom Application first so you can connect it with the software. In the next steps we will explain you how to do that:

Sign up or Sign in to Zoom:

  • If this is your first time on Zoom you will need to Sign up by entering your email. After you have entered the email you will receive a message on it from Zoom to confirm your address and finish the process. Open the email and follow the link that Zoom has sent you, setup your password and skip steps with adding a new members for now. After that you will be redirected to your Zoom Profile.

Visit Zoom App Marketplace:

  • Enter https://marketplace.zoom.us/ in your browser to visit Zoom App Marketplace. Once you enter the page click Sign In and sign in with account that you have previously created on Zoom.

Create your App:

Once you have entered the marketplace click on Develop button and choose Build App option.

Choose your App type:

  • On this page you need to choose the first option JWT. Click “Create” and you will see a popup to give your App a name. Enter the name and click “Create” once again.

Basic Information:

  • Once you have added a name to your app you will be redirected to the Information page. Here we will enter just three mandatory information, you can add the rest later if you want since the rest fields are optional. In Basic Information add Company Name, and in Developer Contact Informationadd Name and Email address and click “Continue”.
  • App Credentials – Once you have entered Basic Information the App Credentials will open. These information you need to paste to Amelia Settings in order to connect Amelia plugin with your Zoom app. Click “Copy” in the “API Key” field and open Amelia Settings. On the “Settings Page” you will see “Integration Settings”, open it and choose “Zoom” (the second tab). Paste “API Key” from Zoom to “Client Key” option in our Zoom Settings. Then go back to your Zoom App, copy the “API Secret” and paste it to “Client Secret”option in our Zoom Settings. Now click “Save” in the bottom right corner of Zoom Settings in Amelia plugin and our plugin and your Zoom application will be connected.

 

Zoom Settings

Beside the “Client Key” and “Client Secret” in Zoom Settings you will see three other options to set:

  1. Meeting Title – Here you can set what you want your meeting title to be. In order to have different meeting title each time that matches your meeting add the placeholder from email notifications page. Go to the Notifications page, open “Show Email Placeholders” option and copy the placeholder that you want and then paste it in this field (for example %service_name% like we’ve used on the picture above).
  2. Meeting Agenda – Works same as the option above. Copy one or multiple placeholders from the notifications page and paste it here in order to show details that match scheduled appointment or event (we have chosen %service_description% for this field).
  3. Create Meetings For Pending Appointments – Here you can choose whether you want your meetings to be created for Pending appointments or not. By default this option is disabled which means that meetings will be created only for the appointments with Approved status.

Once you have set these three options click “Save” and you will be one step closer to using Zoom with Amelia.

Connecting employees and events with Zoom host

Once you setup the Zoom Settings you would need to connect your employees/events with zoom hosts.

To connect employees, go to the Employees page, open Employee and you will see option “Zoom User”. Open the dropdown and you will see the user that you have created while creating the Zoom application.

  • App Credentials – Once you have entered Basic Information the App Credentials will open. These information you need to paste to Amelia Settings in order to connect Amelia plugin with your Zoom app. Click “Copy” in the “API Key” field and open Amelia Settings. On the “Settings Page” you will see “Integration Settings”, open it and choose “Zoom” (the second tab). Paste “API Key” from Zoom to “Client Key” option in our Zoom Settings. Then go back to your Zoom App, copy the “API Secret” and paste it to “Client Secret”option in our Zoom Settings. Now click “Save” in the bottom right corner of Zoom Settings in Amelia plugin and our plugin and your Zoom application will be connected.

Meeting Titles:

Title of the meeting that will be displayed in the Zoom.
You can find available placeholders on the Notifications page

Meeting Agenda:
  • Agenda of the meeting that will be displayed in the Zoom.
    You can find available placeholders on the Notifications page.
 
Create Meetings For Pending Bookings:
  • Enable this option if you want to Create zoom meetings for Bookings with pending status

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