Getting Started with Book That In: A Beginner's Guide to the User Interface

It will give you a good understanding of how the system works. Our other videos and tutorials in our Helpdesk will dig down into further detail on each area and action you can perform in Book That In.

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Introducing the Group Overview - How to manage classes and events

Step-by-Step Instructions

Step 1: Log In to Your Account

1. Go to bookthatin.com.

2. Click the Login button located at the top right-hand corner of the page.

3. Once logged in, you’ll be directed to the main dashboard.

Step 2: Explore the Navigation Shortcuts

• At the bottom of the screen, you’ll find shortcut icons to quickly access various parts of the system:

  • My Booking Types

    • Group Overview

      • View and manage all your classes and events, and bookings.

    • Subscriptions

      • View all stand alone subscriptions, view and manage subscribers.

    • Appointments

      • Set up and edit Appointment Types

  • Business Shortcuts

    • Company Settings

      • Edit company setting, addresses, payment providers, discount vouchers, categories, price bands, web hooks and company level booking questions.

    • Clients

      • A mini CRM - see all your customer details, filter results, make manual bookings and export customer data.

    • Staff

      • Add and manage your team, giving the logins to the system with different access permissions.

  • Personal Shortcuts

    • My Diary

      • View your bookings on a calendar

    • Account Settings

      • Edit/remove your personal details and shared data, change password, update/remove card details, update email opt ins, manage your subscriptions you’ve signed up to, delete your account.

Step 3: Access the Business Menu

• At the top of the screen, click the Business menu.

• This gives you access to your admin area, where you can:

  • Set up and manage booking options

  • Handle client details

  • Issue refunds or cancellations

  • Create new classes, events, or appointments

Step 4: Configure Your Company Settings

1. In the Business menu, click Company Settings.

2. This is a good starting point for setup, as it includes:

   • Venue and address setup

   • Stripe integration for taking payments

   • Discount codes and voucher creation

   • Customisable email templates

   • Booking categories and price band settings

   • Web Hooks set up

   • Add and edit Booking questions

💡 Tip: In the top right-hand corner of this page, click Edit to:

• Update your company name, logo, and description

• Set terms and conditions and privacy policy

• Modify main booking questions

Step 5: Add and Manage Staff

1. Navigate to the Staff section.

2. Here you can add team members such as admin staff or instructors.

3. Set specific access permissions for each staff member:

   • View only their calendar

   • Access registers

   • Full admin access

For more in depth info about how to use and manage staff, go to How to add a staff member or teacher to your account and How to Assign or Link Staff Members to Group Events such as Classes, Courses, and Events.

Step 6: Manage Group Events (Classes & Workshops)

1. Go to the Group Overview section.

2. This is where you manage group-based services like classes or workshops.

3. You'll see events organised by:

   • Location

   • Type of event

   • Term blocks or individual sessions

Functions include:

• Viewing registers

• Creating new events

• Emailing customers

For more in depth info about how to use the Group Overview, go to Introducing the Group Overview - How to manage classes and events

Step 7: Set Up Appointments (One-to-One Bookings)

• Access the Appointments area to manage individual bookings.

• Unlike group events, appointments are more flexible and customer-led.

You can:

• Define appointment types (duration, cost, etc.)

• Set your availability

• Let customers pick from available time slots

For more in depth info about how to set up Appointments, go to How to set up Appointments to take bookings for 1:1 meetings

Step 8: Create Subscription Plans

1. From the Business menu or main dropdown, go to Subscriptions.

2. Subscriptions allow you to collect recurring payments.

3. Example plans:

   • £5 weekly subscription

   • Monthly, quarterly, or annual memberships

Once a customer signs up, payments are taken automatically until they cancel.

For more in depth info about how to use the Subscription, go to How to Set up a Subscription

Step 9: Use the ‘My Clients’ Area

• Think of this as a mini CRM (Customer Relationship Management) system.

• Functions include:

  • Searching for customers by name or email

  • Filtering by venue or booking type

  • Viewing customer booking history and total spend

  • Adding manual bookings

For more in depth info about how to use ‘My client’, go to How to search and find client details: Find contact details and booking history and build email lists

Step 10: Customise Your Booking Widget

1. Access your Booking Widget to control your public-facing booking page.

2. Personalise it with:

   • Your brand colours and logo

   • Custom content

   • Optional CSS stylesheet for advanced styling

You can:

• Use the hosted booking page

• Embed it directly into your website

• Share widget links with customers

For more in depth info about how to customize your widget, go to How to Style Your Booking Page / Widget to Your Brand on Book That In

Step 11: Explore User Account Options

From the homepage, users (including your customers) can:

• View upcoming bookings in their diary

• Manage their account settings

  • Update personal details

  • Change passwords

  • Edit card information

Conclusion

This overview provides a solid foundation for navigating your Book That In dashboard and making the most of its key features. In future tutorials, you'll explore each section in more depth to further customise your setup and streamline your bookings.