Bookings - Make a reservation [Customer] Tutorial

In this video, you will learn how to make a reservation as a customer.
The video covers the process of selecting a service, choosing a staff member, and checking availability.
It also explains how to fill in customer information and finalize the reservation.
This tutorial will help you understand the steps to make a reservation and ensure a smooth booking experience.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how customers can make reservations through a booking page, detailing the steps involved and the functionalities available to enhance user experience.

Chapitres :

Introduction to the Booking Process
The booking page serves as a crucial interface for customers to make reservations. Once the page is set to public visibility, customers can easily access it and begin the reservation process.
Accessing the Booking Page
Customers can access the booking page by clicking on a sharing link provided by the service provider. This link redirects them to the booking interface where they can initiate their reservation.
Selecting a Service
Upon entering the booking page, customers must first select a service. Each service listing includes essential information such as duration and price, allowing customers to make informed choices.
Choosing a Staff Member
If the service provider has enabled this option, customers can select a preferred staff member for their appointment. The availability of staff members is synchronized with their Outlook calendars, ensuring real-time updates on availability.
Understanding Availability
The calendar displays the availability of staff members. Days when a staff member is unavailable are marked distinctly, while days with at least one available appointment are highlighted in a different color. This visual representation helps customers easily identify suitable days for their appointments.
Selecting a Date and Time
Once a customer selects a day, all available time slots for the chosen staff member will be displayed. If the customer is in a different time zone, they have the option to adjust the time zone settings to match their local time.
Filling Customer Information
Customers are required to fill in their information in designated fields. This includes default fields provided by the booking system as well as any custom fields created by the service provider. Optional fields may also be available for additional information.
Finalizing the Reservation
To complete the reservation, customers simply click the designated button. A confirmation window will appear, allowing them to review their details before finalizing. Customers can change or cancel their reservation at any time after booking.
Confirmation and Notifications
Upon successful booking, customers receive a confirmation email. If configured, the relevant staff member also receives a notification email. For online services, the confirmation email includes a Teams link for virtual appointments.

FAQ :

How can customers make a reservation?

Customers can make a reservation by clicking on the sharing link to the booking page, selecting a service, and filling out the required information.

What happens if a staff member is not available?

If a staff member is not available, the corresponding day will be marked in a specific color to indicate unavailability.

Can customers change their reservation after booking?

Yes, customers can change or cancel their reservation at any time after it has been finalized.

What information do customers need to provide?

Customers need to fill in their information in the required fields, which include default fields from the booking system and any custom fields set by the service provider.

Will customers receive a confirmation after booking?

Yes, customers will receive a confirmation email, and if configured, the relevant staff member will also receive a confirmation.

How can customers adjust their time zone?

Customers can change their time zone on the booking page before selecting their appointment time.

Quelques cas d'usages :

Salon Appointment Booking

A hair salon uses the booking page to allow customers to select services like haircuts or coloring, choose their preferred stylist, and book appointments based on real-time availability.

Consultation Scheduling for Professionals

A consulting firm implements an online booking system where clients can select consultation services, view staff availability, and receive confirmation emails with Teams links for virtual meetings.

Fitness Class Reservations

A fitness center utilizes the booking page for members to reserve spots in classes, select instructors, and manage their bookings through an easy-to-use interface.

Medical Appointment Management

A medical practice adopts an online booking system that allows patients to choose services, view doctor availability, and receive confirmation emails with appointment details.

Event Registration

An event organizer uses the booking page to manage registrations for workshops, allowing attendees to select sessions, fill out necessary information, and receive confirmation emails.

Glossaire :

Booking Page

A web page where customers can view available services and make reservations.

Public Visibility

A setting that allows anyone to view and access the booking page.

Service Selection

The process where customers choose a specific service they wish to book, including details like duration and price.

Availability Calendar

A visual representation of available time slots for appointments, based on staff members' schedules.

Outlook Calendar

A calendar application by Microsoft that helps manage schedules and appointments.

Time Zone

A region of the world that has the same standard time. Customers can adjust their time zone when booking.

Customer Information Fields

Mandatory and optional fields that customers must fill out to complete their reservation, including default and custom fields.

Confirmation Email

An email sent to the customer and relevant staff member to confirm the details of the reservation.

Teams Link

A hyperlink to a Microsoft Teams meeting, included in confirmation emails for online services.

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Once your booking page is complete,

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if it is in public visibility,

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your customers can make a reservation.

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For example,

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if you have sent your sharing link,

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the customer simply clicks on it and

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is redirected to your booking page.

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On this page, it is necessary to

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start by selecting a service.

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Here we find the information

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of duration and price.

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Just below,

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if you have given this customer

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the option to do so,

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he or she can choose the staff

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member with whom he or she

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wishes to make the reservation.

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The availability calendar is based

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on your staff's Outlook calendars,

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so the modification takes place as soon

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as the customer picks a staff member's name.

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When the person is not available,

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the day will appear like this.

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But if he or she has time for

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at least one appointment,

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that day displays this color.

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Once your customer selects the day,

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all time slots appear based on the

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availability of the chosen staff member.

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If your customer does not have

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the same time zone as you,

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they can change it here.

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Then the customer must fill in the

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fields of customer information.

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This corresponds to the existing

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default fields in Bookings as well as

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the custom fields that you created

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and assigned to this booking.

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Optional fields appear.

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Then all the customer has to do

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is click here to finalize his

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or her reservation.

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A confirmation window appears.

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The customer can change or cancel his

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or her reservation anytime afterwards.

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Your customer receives a confirmation email,

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and if you have defined it that way,

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the relevant staff member also receives one.

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If this is an online service,

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the email includes a Teams link.

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