WIXLIB

Setup and User GuideAccount SetupOnce registered and logged in, you will see the Dashboard and a series of panels guiding youthrough what you need to do to set up your account. Please complete these sections in order.Tip: You can always go back and make changes to all sections of your account in the future so noneed to worry if you don’t have all the information at hand.On any page in the software, look out for theicon – hover over this icon (or tap on mobile)to see more information about the particular field or section it relates to.In order to make this process as quick and simple as possible, you should follow the steps in thefollowing order.1. Configure your Venue2. Create your Hire Charge Rates3. Create your Rooms and Facilities4. Create a list of Activity Groups5. Add your list of Additional Line Items6. Configure your Email Templates and Options7. Create your Administrators and assign their Roles8. Add your list of Customers9. Add your current bookingsSteps 1 – 7 refer to the menus inside the Admin dropdown list on the left of the screen.Step 1 - Configure your Venue – Venue SettingsTo edit your venue, make sure it is selected in the dropdown menu at the top, then go to theVenue Settings page.Here you can edit the venue name if needed, as well as set other global settings for your venue.If you require addresses from your customers to include on invoices and receipts etc, then tickthe box for ‘Enable Customer Addresses’.Your venue may have restrictions or requirements for the number of attendees a booking mighthave – in this case, tick the box for ‘Require Number of Attendees’ to make this a required fieldon your booking forms, and move the field to a more prominent position on the page.

Use the Currency dropdown menu to choose the currency symbol you want to display on any ofyour monetary values. Please note that this is not a currency conversion tool. If you cannot seeyour currency code listed, please let us know so we can add this in for you.Calendar Buffers – use this section to setup automatic buffers at the start/end of your bookings.These can be displayed either as extensions of the booking itself, or as separate items on thecalendar for which you can also select the display colour using the provided colour picker. Youcan see an example of how this would look in the ‘Event Preview’ section. If you do not wantthese buffers to be added, then just leave this section as it is with the ‘Duration’ field set to 0.T's & Cs – Here you can put a link to the Terms & Conditions page or document on your ownwebsite. When you enter the address here, it will automatically place this link on the bookingform with a tick box that your customers need to tick before they can proceed and make abooking request. You can use the Title field to set how the document will display on the bookingform.Secondary T’s & C’s – If you have a secondary set of terms that customer must agree to, thenyou can put this here. Similar to the main document above, you can set the Title and URL usingthe provided fields – eg: ‘https://www.ourhall.org/CovidTandCs.pdf’ – ‘COVID19 RestrictionsPolicy’PayPal Integration - If you have the PayPal Integration Module enabled, enter your PayPal emailaddress here. This will automatically allow your customer to be able to pay their invoices directlyinto your PayPal account. They will be able to make part or full payment of multiple invoiceswhich you can verify before setting their Invoices to Paid etc. For more information go to theUser Resources tab on your Dashboard, where you will find a document regarding ‘PayPalintegration’.Step 2 – Hire Charge RatesHere you can create the names and types of different price rates for your Rooms and Facilities.An Hourly rate will calculate the cost, times the duration of the booking, where a Fixed rate willbe a static cost regardless of booking duration.Note: There is no need to set a rate name for each Room or Facility, as theamount for these rates is set in the Rooms/Facilities page and can be easily seenin the Charges Matrix.

These Charges can then be linked in turn to your customers and more specifically to the activitythey do (for example Jenny Smith runs a Yoga Class and has the Regular User Rate ). You can alsosetup conditional rates which will automatically select the appropriate Hire Charge based on thebooking details. For information on setting these up, please see the ‘Conditional Price Rates’document once you have finished setting up your venue.

Step 3 –Rooms / FacilitiesDetailsFirstly under the Admin Rooms/Facilities section click ‘Create New Room’.Give it a name (eg Main Hall, Small Room, Playing Field 1 etc), and complete the rest of theinformation including a description of what the room could be used for and facilities available . Ifyou don’t want to allow the public to be able to make booking requests, tick the box for ‘DisableBookings’. If you want this room to be hidden from your public calendars altogethe r, then tickthe relevant box. Any ‘hidden’ rooms will also be considered disabled for public bookingsPLEASE NOTE – You do not need to create a room for ‘whole hall’ or ‘use of all rooms’. Bookingsare created for the Whole Hall or All Facilities by selecting all of the rooms together in thebooking form. If you create a single room that encompasses multiple areas then the software willnot be able to check for booking clashes and you may end up with double bookings.ImagesYou can upload some images to help promote the room or facility - these will appear in the MainDisplay Panel – see the Admin Website Integration page for detailsPrice RatesYou will see the names of the Hire Charges you set up previously. Enter the cost for each rate forthis room.If a price rate changes throughout the day, for example if you have morning, afternoon andevening prices, then you can enter these using the ‘TO’ and ‘THEN’ buttons, setting the timeswhere the price changes.These prices will then be used to calculate the costs for your invoices.Opening and Closing TimesThe times you set here will be available to your customers when they make a booking req uestfrom the public view of the online calendar. These times are not enforced on the booking form,so if a customer requests a booking outside of these times, you will be notified via the emailsent. Please note that the times are in 24-hour format where 00:00 is the START of the day andMidnight is set as 23:59.

Next, tick the days of the week that this room is open. A list will automatically appear below withthe opening times. You can change these to have different opening times for each day of theweek.Click on Save to complete the Room Setup.You can repeat the above steps for any other rooms your venue may have.Once completed, you can re-order the rooms how you wish using the up and down arrows onthe far right of the Rooms / Facilities list. This order is then reflected in the Website Integrationpanels and booking forms.Step 4 – Activity GroupsThese are general headings for the type of activity you have at your venue. Eg Classes, Meetings,Party, Wedding etc.We recommend you keep these as a generic heading as you will link these to your customerslater, along with more specific activities such as ‘Yoga Classes’, ‘Pilates Classes’ etc.You can enable the Activity Groups you want to appear in the Customer's Public Booking Form.This gives you the flexibility to just offer just the Activities you want. All Activities are availableto the Administrators however.Step 5 – Additional Line ItemsYou can prompt your customers to select additional items such as Table and Chair Hire, Catering,Projector Hire, Alcohol and PRS Licences etc. These ‘Additional Line Items’ can be groupedtogether and individually enabled or disabled for the Customer Booking Form if necessary.You can apply a cost for these along with an individual tax rate if applicable.If selected by the Customer, these get added to their Booking request and in turn, if you areusing the Invoicing module will get included in their Invoice.You can also mark any line items as ‘Required’, meaning the customer will need to select them inorder to continue with their booking request.

Some of your items may be tax exempt or require different tax rates to be applied. You can setthis using the ‘Tax Rate’ dropdown. If your venue is not VAT rated then you can just leave thisdropdown at the default ‘No Tax 0%’ value.All Line Items are available to Administrators to be able to add to Bookings or Invoices.

Step 6 – Email ConfigurationThe Email Configuration menu contains a set of tabs with all of the email templates that will besent out from Hallmaster. We have entered default content to each email, but all of thesetemplates are fully customisable so you can tailor them to suit your venue’s design style, andchange the text to your own personal messages.Each template has a set of Macros, which are effectively placeholder tags that will be replacedwith relevant data when the email is sent – for example [User First Name] will be replaced withthe first name of the email recipient – similar to how a Mail Merge function would work.You can use the ‘Send an example copy’ button to receive a preview email of the template youhave created, and then press Save when you are happy. If you want to reset the template backto the default content, use the red ‘Reset to Default’ button – this will prompt you to confirmbefore changes are saved, so don’t worry if you press this accidentally!More detailed instructions on how to use this section are available in the Instructions tab.By default, all booking and invoicing emails are sent to the relevant customer and anyadministrators with the matching role assigned, provided their email is verified*. IE Bookingrequest and confirmation emails are sent to administrators with the Booking role assigned, andInvoice emails are sent to administrators with the Invoicing role assigned.Archived administrators will not receive any booking or invoicing emails.Alternatively, you can setup primary Booking and Invoicing email addresses which will receivethese messages instead of the administrators. These are added in the ‘Primary Emails’ tab of thispage. This can also be used for managing automatic email forwarding from your own emailservice.*For more information on Email Verification – see Email Verification section of User Management Guide.

Step 7 - Create your AdministratorsHallmaster allows for multiple administrators to access your venue at once, each with their ownset of permissions and roles. Enter their first name, last name and email address. If thisadministrator is also a customer of your venue, you can add their activities and rates here onceyou have set those up.In the Roles section, tick the boxes for the permissions this user should have. Each role isexplained in more detail in the tooltips.You can then press Save to create this administrator profile. The Save and Email Passwordbutton will create this administrator and email them a link they can use to setup a password andlogin for the first time.For more detailed instructions on managing your users, please see the User Managementdocumentation.Step 8 – CustomersThis process is the same as setting up an Administrator but without the User Roles andPermissions. Once set up, and the customer has set their own password, they can view theirown bookings, invoices and payment history.If your venue has enabled Public Bookings, they can also make additional booking requests fromtheir account. Customers are not able to edit any existing bookings, so they would need tocontact your venue directly for this.