bookthatin

Private support documentation for Tots Play

Tots Play Support Documentation

Welcome to Book That In. This tutorial is the first step in getting your Tots Play account ready to take bookings and payments.

Connecting Stripe as a Tots Play Franchisee

FAQ 

How do I change the Email Address on my Book That In Account?

Is Book That In Secure?

How do I update or delete my personal data that is stored in Book That In

How to update or remove card details on your Book That In account for subscriptions

How much does it cost me to use Book That In?

Getting Started

Follow these steps to get yourself set up on Book That In:

Step by Step Guide to Setting Up Your Business on Book That In

Walk through of the 'Create Company' wizard, explaining all fields any how to complete them.

Create Your Company on Book That In

How to set up a new address or venue location

Book That In allows you to add unlimited staff members to your account, and give them different access permissions. 

How to add a staff member or teacher to your account

On Book That In, a Group Event is a class or event that you are running, which multiple people can book

How to Add a New Group Event or Class to Book That In

Price Bands allow you to set up different ticket or booking options and add the option for your customer to purchase ‘extras’ at the time of booking. 

Introduction to Price Bands and Extras - Setting different ticket prices and options

Book That In makes it really easy for your customers to choose what they want to book with you. 

How to Set Up and Use Booking Categories on your Widget

There are 2 steps to creating an option for people to book an appointment with you:

How to set up Appointments to take bookings for 1:1 meetings

If you're looking for an easy way to take subscription payments for your services or products then Book That In's built-in subscription option is an easy and intuitive way to automated bookings and payments via your website.

How to Set up a Subscription

In this tutorial, we'll walk through how to set up booking options that offer your customers the opportunity to book different Time Slots within a single day using Book That In. 

Time Slots: How to Set Up Group or Single Person Events with different Time Slots on each day or date

Book That In is really flexible with regards to the questions you ask on your booking form. You can ask as many questions as you want, and you can tailor your questions so you ask different questions for different booking options.

Introduction to Booking Questions

In this tutorial, you'll learn how to customise your booking widget to reflect your brand's colours and logo, making it a seamless part of your website. This will enhance your customer's booking experience by maintaining a consistent visual identity across all platforms.

How to Style Your Booking Page / Widget to Your Brand on Book That In

Book That In gives you a booking page that can be completely branded with your business' colours and logo. You can also embed the booking page on your own website as a Widget.

How to embed your booking widget on your website

Book That In can save you a bunch of time by sending out transactional emails to your customers, so you don't have to.

How to customise your automated emails in Book That In

In this tutorial, we'll explore how to effectively use booking links with the Book That In platform. 

How to create and share booking links to take bookings via Book That In

Manage your business info, policies, notifications, reports, and booking settings.

Company Settings 

In this video, we walk you through the Book That In system, showing you how to navigate around and find what you need. 

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

The Group Overview is a comprehensive area in 'Book That In' that is geared towards users who manage group events. These are events where more than one person can register or book. This could range from workshops and fun days to regular classes and courses.

Introducing the Group Overview - How to manage classes and events

How to edit or add Company Terms & Conditions or Privacy Policy

Every time a customer makes a booking with you through book that in, the system will send a confirmation email to the them to confirm the booking details. 

How to switch on email notifications and how they work

Knowing what cash you have coming into your business is a crucial part of success.

How to View The Income Report

How to change the "Participant Name Label" for Group Events, Appointments, and Subscriptions

How to Create and Edit Questions on ALL Your Booking Forms - Company Level Booking Questions

How to Create and Edit Questions on Booking Forms for Specific Booking Types - Booking Type Level Booking Questions

Embedding Your Booking Widget

How to Embed Your Booking Page / Widget on a Wix Website

Connect your Stripe account to accept payments for bookings.

Stripe 

How to update your bank account in Stripe

How to send your customers a receipt

How to Set up and Link Stripe to your Book That In Account

How to remove an old Stripe account and link up a new one

Where your booking money goes, when Stripe pays it into your bank account, and what to check if a payout is missing or delayed.

How to get paid from Book That In: Stripe payouts to your bank account

Organise and oversee your group events and classes efficiently.

Managing Group Events & Classes

How to switch your classes or events to run Online

How to stop people booking your class or event

What does 'Link to Attendees' do?

How to Hide a Class or Event from your Public Widget Booking Page

How to Cancel a Class or Event

How to delete or archive a class or event

How to add or renew a class term and give current attendees priority booking on Book That In

How to set an event or class to 'Waiting List Only' and stop people booking via the widget or your website

This step-by-step tutorial will show you how to assign specific group events, such as classes or other events, to certain staff members.

How to Assign or Link Staff Members to Group Events such as Classes, Courses, and Events.

In this step-by-step guide you will learn how to access the attendance registers for classes or events, and how to manage bookings from the register.

How to access and use the attendance register for Classes and Group Events

This tutorial focuses on how to edit or delete the dates and times for a term, date or a date block for Group Events.

How to edit or delete dates and times in a term or date block for a Group Event

In this tutorial, you will learn how to utilise the 'Update Booking' function, a tool useful for when a customer requests changes to their existing booking, such as adding or removing dates. 

How to Update a Class/Event Booking and Charge or Refund the Difference

Set different pricing options for your services (e.g., adult vs. child rates) and add optional extras that customers can choose when booking.

Price Bands and Extras 

Where to create (or edit) Price Bands and Extras

How to add booking options for multiple people in a single booking

How to create a Price Band for a full block or term using the auto calculator

How to create a drop in or single session ticket option with Price Bands

How to create the option to book multiple sessions with Price Bands

How to let your customers add siblings or extra people to their booking with Extras

How to sell products and add upsell options to your bookings using Price Bands and Extras

How to remove Price Bands from a class or event

How to edit or change your Price Bands and Extra

How to set up a Holiday Camp with 'Pick and Choose Date' Price Bands

How to Delete Price Bands or Extras

This tutorial will guide you through updating the price for a customer who pays via a subscription price band in Stripe, specifically when managing subscriptions through Book That In.

How to Update the Price on a Subscription Price Band in Stripe (for Book That In Users)

Allow your customers to pay regular payments for your classes - monthly, quarterly, annually, or even weekly or daily

Subscription Price Bands

Understanding Subscription Price Bands in Book That In

How to Set Up a Monthly Subscription as a Price Band in Book That In

In this tutorial, you’ll learn how to add extras, specifically a sibling subscription, to an existing subscription price band. This feature allows customers to add additional attendees (like siblings) to their main subscription, charging them separately but linking the payments in a single checkout experience. It's perfect for simplifying family bookings in class-based subscription systems.



How to Add a Sibling Subscription Extra to a Price Band

How to Move or Import Existing Subscribers into Subscription Price Bands

This tutorial explains how to cancel a price band subscription in Book That In when the subscription is linked to a class or event. It covers where to find subscriptions, the difference between cancelling a single participant and cancelling an entire subscription, and how to apply a notice period and future cancellation date.

How to Cancel a Subscription Price Band Booking

This guide walks you through the process step by step, ensuring you can quickly and confidently refund a customer while keeping their subscription active.

How to Process a Subscription Refund Without Cancelling It (Using Stripe)

This tutorial explains how to update subscription prices for multiple users at once by using price bands.

How to Change Subscription Prices in Bulk When Using Subscription Price Bands

This tutorial explains how to change the billing date for a customer’s subscription in Stripe.

How to Change a Customer’s Subscription Billing Date in Stripe

Automatically enroll participants into the next session or term, saving time and ensuring continuity for recurring classes or events.

Auto Re-enrolment 

Re-bookings: What is Auto Re-enrolment and how to set it up and use it

Offer special pricing, promo codes, or vouchers to give customers savings on bookings and encourage repeat visits.

Vouchers and Discounts

How to add a discount voucher code

How to Sell Gift Vouchers via Book That In (work around)

Easily view, edit, and organize all your bookings in one place, keeping schedules accurate and customers informed.

Managing Bookings 

This tutorial explains how to cancel one of your customer's bookings, specifically when they've booked for group events like classes, workshops, or events. 

How to Cancel (and Optionally Refund) a Customer's Booking for Group Events

How to process a full or partial refund

Can I take a deposit or allow customers to pay 50% now and 50% later?

How to transfer or move a Group Event booking

How to Process an Additional Charge or a Refund

How to view and print your attendance registers

How to manually add a customer booking

Can I process a booking on behalf of my customer?

Emails

How to tailor confirmation emails to a particular Booking Type or Address

Full List of Email Merge Tags

How to Send an Automated Reminder Email to Your Customers at the End of their Booking

How to Send a Customer Payment Receipt for a Book That In Booking via Stripe

Learn how to change the email address that Book That In uses to send its templated emails, such as booking confirmations, cancellation emails and transfer emails.

How to change the 'Sent from' sender email address for emails sent through Book That In

Waiting Lists

How to add a bespoke waiting list form to your Book That In account and ask for extra information

Trials

Introduction to Trials - How They Work

Learn how to move a trial booking from one date to another using the built-in trial functionality in BookThatIn.

How to move a trial booking to a different date

How to Convert a Trial Booking to a Full Booking

Managing Appointments

How to Transfer or Move an Appointment Booking to another day and/or time

How to cancel and refund an Appointment Booking

Understanding Subscriptions 

An Introduction to Subscriptions

Subscription Frequently Asked Questions (FAQs)

Setting Up Subscriptions 


How to Prevent Failed Payments on Subscriptions

How to set a Minimum Term or Period on a Subscription

Managing Subscriptions

How to Pause a Subscription

How to edit a subscription, including changes to the payment amount and frequency

Subscription Payment Failed - How to get customer to update their card details

What do the different subscription statuses mean? Draft, Paid, Open and Past Due

Subscription Waiting Lists - How they work and how to notify customers

How to cancel a subscription, or set a future cancellation date for a subscription

Sending Emails

How to send emails to your customers or attendees

How to manage and notify waiting lists on Book That In

How to add images or a signature to your emails in Book That In

How can I find a record of my sent emails?

How to Manage Your Customers' Email Opt-In and Opt-Out Settings

How to Add Links in Your Emails to Share Attachments

Clients

How to search and find client details: Find contact details and booking history and build email lists

If you have signed up to a subscription with a business that uses Book That In, you can manage and cancel your subscription through your customer account. This guide explains how to access your subscription settings, understand any notice periods or minimum terms, and complete the cancellation process.

How to Cancel Your Subscription as a Customer of a Business Using Book That In

Booking Widget

How to Change the Order of Addresses, Categories and Price Bands on the Widget

How to Add Images to Your Booking Page on Book That In

Booking Links

How to Create a Private Class or Event and Share a Secret Booking Link on Book That In

Franchisor Tutorials 

How to take your Franchisor Fee automatically from franchisees in Book That In

Business Re-Sale - how to switch ownership of a Book That In account to the new business owner

Learn about the reporting tools and exporting options in Book That In

Reports and Exports

Generating the 'All Contacts' export

How to Export Your Contacts from Book That In and upload them to an Email Marketing Platform

How to Use the All Contacts Report to Analyse Your Data and Improve Bookings

How to Identify and Contact Clients Who Abandoned the Booking Process on Book That In

In this tutorial, you will learn how to export a clear breakdown of all the fees you pay when customers book through Book That In. This includes both Stripe fees and Book That In fees. Everything is done from within your Stripe account, and the steps below will guide you through choosing the right data, exporting it, and interpreting your CSV file. This walkthrough is ideal for anyone who needs a simple, accurate view of platform fees, especially for accounting or reporting.

How to Get a Breakdown of Your Stripe and Book That In Fees for Book That In Bookings

Payments

What is the 'Link' Payment Option on Book That In?

Refunds can take 5-10 days to process. This tutorial explains how to check if a refund has actually been successful.