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. 


When to Use Time Slots

This functionality is ideal for businesses that need to manage appointments or events, such as parties, tutoring sessions, photography shoots, or seasonal events like visiting Santa. 


They can also be used for things like Holiday Camps, where you want to give your customers the option to book a morning or afternoon session.


By the end of this guide, you'll understand how to create these booking options, allowing your customers to select their preferred time slots within a single date, and potentially add extra options or packages to their bookings.


How it Looks to the Customer:


View Party Example Here


View 'Meet Santa' Example Here



Video Tutorial: How to Set up Events with Time Slots

 

In this tutorial, we will set up a fictional event to 'Meet Santa'. Parents will have the option to book their child into a 30-minute slot to meet with Santa. There will be a maximum of 3 children per slot, and they will have the option to upgrade their present to a 'Premium' option:




Step By Step Instructions


Step 1: Access Group Overview

  • Begin by navigating to the Group Overview section in "Book That In." This is where you'll set up your booking options.

Step 2: Create a Group Event

  • Click the button to 'Create Group Event' at the top of the screen, and select the option "Create new Group Event Type" on the next screen.
  • Type in your Event Name. For example, "Meet Santa at the Christmas Party" or "Weekend Parties".
  • Enter a detailed description of the event, including what attendees will receive or experience.
  • Specify the event location and categorise the event as with a normal event set up.
  • Optionally, you can add age limits or other relevant details.
  • Click 'Next'.

Step 3: Set Dates and Capacity

  • Name your event block, incorporating critical information like the event date and the available time range (e.g., "December 2024, 9am to 12pm").
  • Set the start date for the block and specify the overall time frame for the event day, where the start time is the start of your first time slot and the end time is the end of your final time slot.
  • Enable the "Offer Time Slots" option to begin configuring individual slots.
  • Determine the total number of days the event will run, including any days off if there are gaps, and set the frequency to daily if running every day, weekly if running every week etc.
  • Define the maximum number of attendees per time slot (e.g. three children for a Santa visit) and link up or create a staff member for the event.
  • Enable 'Allow Mid Term Bookings' and set 'Show on Widget' to Yes so the event appears on the booking widget.
  • Click 'Next'

Step 4: Customise Date and Time Slots

  • Review the dates included in your block and remove any that do not apply, such as weekends for a weekday-only event.
  • Create specific time slots within the designated time frame, assigning names and durations (e.g. half-hour slots from 9 am to 9:30 am).
  • Please note the following restrictions: 
    • Time Slot are not allowed to overlap
    • The first Time Slot must start at the start time set on the previous screen, and the end time of the final time slot must match the end time set on the previous screen. If they do not, you must Go Back to the previous screen and change the start/end times set.
    • The time slots on offer will be the same for each date set - you cannot vary the time slots being offered on different dates. To do this, you would need to set up different blocks.

Step 5: Set Pricing Options

  • Create or Link "Pick & Choose" price bands to allow customers to select different time slots.
  • Create price options for different numbers of attendees, and/or different numbers of sessions customers can book (e.g., one child, two children with a sibling discount, three children).
  • Finalise the pricing details and any discounts for booking multiple children.
  • Click 'Finish'.

Step 6: Publish and Manage Your Event

  • Your event is now set up and ready to take bookings! But you can still edit the event details if necessary.
  • To make any necessary edits to dates or time slots, click the 'pencil' edit icons next the event.
    • Please note: Once you have taken your first booking, you won't be able to edit or change the time slots on offer, so please make sure you have checked and previewed the booking process to ensure you are happy with everything.

Step 7: Add Extras and Upgrades (Optional)

  • Consider adding extras, such as upgraded presents for a "Meet Santa" event, by creating and linking new Extras within the system (click on Options and select 'Price Bands'. See Adding Extras tutorial.
  • Link these extras to the appropriate booking options, allowing customers to upgrade their bookings.


Conclusion

By following these steps, you can effectively set up and manage booking options with time slots for your business or event using "Book That In." This system provides flexibility for both you and your customers, enhancing the booking experience and accommodating various needs and preferences. 


If you encounter any issues or have questions, don't hesitate to reach out to support via email or WhatsApp for assistance.