Bookable Timeslots allow clients to book themselves into service events easily and conveniently.
Clients will get a custom link in an email and can use it to access the bookings page, no login needed!
Team members will need to use their custom link to make their bookings, they cannot book within the software, only from the bookings page itself.
The BETA test phase for Bookable Timeslots is now LIVE! Please join!
Create Timeslots
Admin and Stable manager level team members are able to add, edit, and delete timeslots.
All timeslots created will automatically have email notifications turned ON.
Add Multi-select Service Timeslots
- From the Schedule tab, click the “Add Timeslots” button, select “Choice of services (repeatable)” from the options.
- Select 2 or more services to provide a choice of options for booking and fill in the information for that bookable timeslot.
- Multi-select timeslots are limited to 1 client only, to allow for the custom choice of a service.
- The “level” column can be used to restrict visibility of the timeslot to clients with the matching skill level assigned.
- The “repeats” field sets the number of copies of the bookable timeslot to be created on the repeat pattern. Set an end date to define the end or leave blank for never ending.
Add multiselect service timeslots
Add Single Service Timeslots
Single service with repeat patterns
- From the Schedule tab, click the “Add Timeslots” button, select “Single service (repeatable)” from the options.
- Select a Service type and fill in the information for that bookable timeslot.
- The “Max. clients” field limits the total number participants allowed for that bookable timeslot.
- The “Level” column can be used to restrict visibility of the timeslot to clients with the matching skill level assigned.
- The “Repeats” field sets the number of copies of the bookable timeslot to be created on the repeat pattern. Set an end date to define the end or leave blank for never ending.
- Use the “Add Another” button to add rows for additional timeslots.
- Use the “Apply to all” link for each field to populate each row with the same value.
- Click “Save timeslots” button.
Single service detailed without repeat function
- From the Schedule tab, click the “Add Timeslots” button, select “Single service (nonrepeatable, detailed)” from the options.
- Select a service and fill in the rest of the form for information.
- The “max participants” field limits the number of total participants allowed for the timeslot.
- The “client level” fields can be used to restrict visibility of the timeslot to clients with the matching skill level assigned.
- Email notifications will already be set ON. Reminders can also be set ON or Off.
- Set horses, manually add participants, assign an admin-by and resources.
- Adjust start and end date and time.
- Click “Create” in the upper right to save the timeslot.
Add single service timeslots
Manage Timeslots
Customize the color for Timeslots in Settings or via the color palette on the Schedule.
NOT BOOKED indicates a slot with no participants.
BOOKED indicates a slot with 1 or more participants.
To add participants, horses, or other information to bookable timeslots: click the event on the schedule to open the detailed event form and add contacts or horses.
To edit or delete a bookable timeslot: click the event on the schedule to edit the detailed event form. Click the trash can to delete.
To duplicate a bookable timeslot: right-click the event in the schedule to duplicate the timeslot, then drag the copy to a new date/time.
To filter Schedule by event type: use the “Event type” filter and choose one or more event types, using booked and unbooked timeslots to specifically view only those events.
To filter Schedule by participant: use the “Client/Participant” filter to show ALL events for that Contact.
Timeslot Settings
Navigate to Settings > Your Timeslots
Adjust colors for timeslots in Settings > Your Preferences
Manage Timeslot
- Use the “Add New Timeslots” buttons to create new bookable timeslots, based on type.
- Use the “View Open Timeslots” button to see the Schedule filtered by unbooked and bookable timeslots.
Levels & Assignments
- Use the texts boxes to label each of the 5 levels for skill level assignment. Click save next to each line to save that label.
- Quickly assign skill levels to clients in the bottom portion of this section. Skill levels for any contact can be assigned on the Contacts tab full list of clients.
Send Booking Invitations
A contact must have a role of “client” and an email address to be invited to use the Bookings page and appear on this list. Assign the client role while editing/adding a contact.
They do not have to be a team member as no login is required for the bookings site. Team members must also be assigned the role of client to have access to booking ability via custom link.
A custom message can be included in the top section Your Booking & Cancellation Policy. This will appear on the invitation emails as well as the booking page.
Use the “Auto-send weekly booking invitation?” toggle to subscribe the client(s) to receive an email each Monday morning with their custom link for making bookings. An unsubscribe options is available in the email for clients to opt out.
To invite a client via email on demand to make bookings, click the “Send” button on the far right.
The Bookings email contains a URL link that is unique for each client so they can bookmark it and find it easily in the future.
For parents or guardians who may have more than one child/participant in a program at the farm and need to make bookings for each person, a separate contact profile for each person all with the same email address will generate a unique link for each of them. Use each link to make bookings for the individual.
Making bookings as a client
The booking emails contains a custom link to access bookable services for the facility. This link is specific to just that person and can be bookmarked to easily create bookings in the future.
Click “Booked Slots” to open the detail about timeslots already booked.
Booked timeslots can be filtered by start dates, and listed by date or service name. Click “update” to set these filters.
- Use the “cancel” button to remove one’s self as a participant from that event.
- Use the “download” button to download that event as a calendar file to be imported to a computer or mobile phone calendar.
Click “Available Slots” to open the detail menu of services available to be booked.
- The slots can be filtered by custom date range into the future to see many available slots.
- The slots can be filtered by service and/or admin-by to show only specific services to book. Or all services to see everything.
- The list of slots can be listed by date or by service name.
- Click “update” to apply the chosen filters.
- Click “Book” to add one’s self to the service. Choose a service on the multiselect timeslot to enable the book button.
- Confirm booking in the pop-up.
Each booking created or un-booked will send a notification email to the client’s email address.
We are here to help. Please contact us with questions or suggestions.
Email support@stablesecretary.com.
Call or text (617) 564-1241.
Visit Support Page.
Worried about getting all your information put in? Got a little behind on the day-to-day recording? Ask about our data entry services!
