Getting started


 

WEBBA Booking settings page consists of the following section:

– General
– Holidays
– Email notifications
– Mode
– Translation
– Appointments
– Paypal
– Google calendar
– Backend interface
– Activation

To setup settings:
Go to the Settings page of the plugin by clicking on Settings.



General


Step 1. Open General tab.

Step 2. Set the Week starts on. Possible values are Sunday, Monday, WordPress default). When choosing WordPress default, the setup from the general settings of WordPress on the General Settings page will be applied.

Step 3. Enter the Date format. This parameter affects the display of the date on the pages of the plugin (in the admin part and on the pages of your site). If not specified, it’ll be set to a value which is set in the General Settings page of WordPress on the General Settings page. For more details on the date format, see here.

Step 4. Enter the Time format. This setting affects the display of time on the pages of the plugin (in the admin part and on the pages of your site). If not specified, it will be set to a value which is set in the general settings page of WordPress on the General Settings page. For more details on the date format, see here.

Step 5. Set the Timezone. In this setting, you specify the time zone. If your city is not listed, you can select the one nearby with the same time zone as yours.
Note (!) that this setting is recommended for setup before starting and should not be changed during the work process.

Step 6. Set the Phone number mask input. Choose a plugin to be used as a masked input control or leave it disabled if you don’t need to use mask input in the phone field of booking form

Step 7. Enter the Phone format. a – Represents an alpha character (A-Z,a-z), 9 – Represents a numeric character (0-9), * – Represents an alphanumeric character (A-Z,a-z,0-9)

Step 8. Set the Phone field is required in the booking form. If set to yes, the customer will be prompted to fill this field if it is empty at the form validation.
Note: If you don’t need to get the phone numbers, you can delete this field by creating a CF7 (contact form 7) form with your just needed fields.

Step 9. Set the Show booked time slots to enabled if you want to display booked time slots. That time slot would be unavailable for booking. You can also edit text on Book button and insert placeholders for a name if a person who has booked an appointment and time. For example. ‘Booked by #username’. To edit text, go to the translation tab and edit the Booked time slot text parameter.

Step 10. Hide form on booking enabled will hide all the steps of the form once this last is submitted.

Step 11. Check shortcode on booking form initialization. Enable this option to optimize the loading of the booking form. Important: enabling this option may conflict with some of the WordPress editors.

Step 12. Show cancel button. Enable this option to show cancel button on the steps of the booking process. To set the text of the Cancel button, please, edit the Booking cancel button text option on the Translation tab of the Settings page.

Step 13. Disable booked dates in the calendar. This will make unavailable all the days that are fully booked in the popup calendar where people select a date for their appointment

Step 14. Set the Time slot time string. This parameter determines the format of time displayed in the time slot block. For ex. if the value is Start, the time will be displayed as 10 PM, if the value is Start – end, the time will be displayed as 10 PM – 11 PM.

Step 15. Set the Time slot format. If you want to display time, availability and Book button set the Show details and BOOK button value, if you want to display only time, set the Show time button only value.

Step 16. Show local time in time slots Enable this option if you need to show customers their local time. Please note, if you enable this option, local time will be added to current website time, not instead of it.

Step 17. CSV export delimiter. Setup the delimiter to be used in CSV-export. the default setting, compatible with the most of the CSV editors, such as OpenOffice or Microsoft Office is a comma. At the same time, if there is a comma in your date formats, the CSV output will be broken. For this reason, you need to setup semicolon as a delimiter.

Step 18. jQuery no-conflict mode. Enable this option to use jQuery in the no-conflict mode in the frontend. Important: Enabling this option may cause a conflict with other plugins. please check your website functionalities after enabling this option.

Step 19. Load pickadate javascript. Set “no” if there are plugins in your WordPress that using the pickadate date picker.

Step 20. Allow cancel or approve by link. Set “yes” to allow administrator to cancel or approve appointment with the link sent in notification.

Step 21. Tax used for #total_amount placeholder. Choose here if you want to include a tax and for what mode of payment, Stripe or Paypal.

Step 22. Coupons Activate the coupon option here if you want to use it. It will then be created on the Coupons page and assigned to the services concerned.

Step 23. The number of digits in the fractional part of the price. Self-explanatory.



Holidays settings


Step 1. Open Holidays tab.

Step 2. Set the Holidays. To set the Holidays, you need to click on the Holidays field and select the date in the dialog box. Note that this setting is common to all services created in a plugin, thus, in future, you may cancel any holiday at the level of service, or vice versa, make any day a holiday.



Email notifications and reminders settings


Step 1. Open Email notifications tab.



Step 2. Set the Multiple booking notification mode (customer). Choose whether you prefer to send the customer a notification for each time slot or only one for all the selected timeslots (in case you have enabled Multiple bookings in one session in the Mode tab). As a matter of fact, it may be more convenient to group all and send just one notification in this case.

Step 3. Set the Multiple booking notification mode (admin). Choose whether you prefer to send the admin a notification for each time slot or only one for all the selected timeslots  (in case you have enabled Multiple bookings in one session in the Mode tab).

Step 4. Set the Send customer an email  (on booking). Check the box if you want to send an email to a customer on booking.

Step 5. Set the Attach iCal file to the notification (customer). Self-explanatory. Notice: the time zone in the iCal file will be the same as in the Webba time zone setting.

Step 6. Enter the Subject of an email to a customer  (on booking). You can compose a sentence with the available placeholders (#appointment_time, #appointment_day, #service_name).
If Multiple bookings in one session is enabled in Mode tab, specify the subject of the letter that will be sent to the customer (up to 100 characters). For example, ‘You have successfully booked an appointment’ (placeholders are not available in this case).

Step 7. Enter the Message to a customer  (on booking). Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons :
Service NameCustomer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer commentItems count, and so on.

In the image below, you will find an illustration of the case Multiple bookings in one session with the placeholder Create loop (for customer’s notifications only).
Think of including a <br /> in the loop for a better formatting.



Step 7. Set the Send customer an email (on approval). Check the box if you want to send an email to a when the status of an appointment changed from Awaiting approval or Paid (awaiting approval) to Approved or Paid (approved). The email is sent when an administrator of the service change the status of the appointment manually in the appointment table.

Step 8. Enter the Subject of an email to a customer (on approval). Specify the subject of the email that will be sent to the customer (up to 100 characters). For example, ‘Your booking has been approved.’ You can also include placeholders.

Step 9. Enter the Message to a customer (on approval). Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count, etc.



Step 10. Set the Send administrator an email (on cancellation). Check the box if you want to send an email to the administrator to notify him about the cancelation.

Step 11. Multiple booking cancellation notification mode (admin). 
Choose whether you want to group cancellations or send an email for each cancellation

Step 12. Enter the Subject of an email to administrator (on cancellation). Specify the subject of the letter that will be sent to the customer from the group (up to 100 characters). For example, ‘Appointment notification’. You can also use placeholders.

Step 13. Enter the Message to administrator (on cancellation). Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons : 
Service NameCustomer NameGroup Customer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer comment,Items count.



Step 14. Set the Send customer an email (on cancellation). Check the box if you want to send an email to the customer to notify him about the cancelation.

Step 15. Multiple booking cancellation notification mode (admin).
Choose whether you want to group cancellations or send an email for each cancellation

Step 16. Enter the Subject of an email to customer (on cancellation). Specify the subject of the letter that will be sent to the customer from the group (up to 100 characters). For example, ‘Appointment notification’. You can also use placeholders.

Step 17. Enter the Message to customer (on cancellation). Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons : 
Service NameCustomer NameGroup Customer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer comment, Items count.



Step 18. Set the Send an email to other customers from the group (if provided). Check the box if you want to send an email to a customer from the group.

Step 19. Enter the Subject of an email to a customer from the group. Specify the subject of the letter that will be sent to the customer from the group (up to 100 characters). For example, ‘Appointment notification’. You can also use placeholders.

Step 20. Enter the Message to a customer from the group. Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons : 
Service NameCustomer NameGroup Customer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer comment, Items count.



Step 21. Set the Send administrator an email (on booking). Check the box if you want to send an email to an administrator on booking.

Step 22. Enter the Attach iCal file to the notification (admin).Self-explanatory.  Notice: the time zone in the iCal file will be the same as in the Webba timezone setting

Step 23. Enter the Subject of an email to an administrator (on booking). Specify the subject of the letter that will be sent to the administrator (up to 100 characters). For example, New appointment booking.

Step 24. Enter the Message to an administrator (on booking). Use the text editor to write the email message. To insert a placeholder directly related to the client or service data, use the special buttons : 
Service Name, Customer NameBooking dateBooking timeCustomer phoneCustomer email, Customer commentItems count.



Step 25. Set the Send administrator an email (on payment received)  Check the box if you want to send an email to the administrator on payment received.

Step 26.  Set the Subject of an email to an administrator (on payment received) You can compose a sentence with the available placeholders: #appointment_time, #appointment_day, #service_name

Step 27. Set the Message to an administrator (on payment received) Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons :

Service NameCustomer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer commentItems count, and so on.



Step 28Send customer an email (on payment received)  Check the box if you want to send an email to the customer on payment received.

Step 29.  Set the subject of an email to a customer (on payment received) You can compose a sentence with the available placeholders: #appointment_time, #appointment_day, #service_name

Step 30. Set the message to a customer (on payment received) Use the text editor to edit the email message. To insert a placeholder directly related to the client or service data, use the special buttons :

Service NameCustomer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer commentItems count, and so on.



The steps below describes the reminders options. Reminders are daily notifications about the tomorrow’s appointments sent to an administrator of service and to a customer.

Step 31. Check the Send administrator reminders if you’d like to send daily reminders to the administrator.

Step 32. Enter the Subject of administrator reminders. Specify the subject of the letter that will be sent to the administrator (up to 100 characters). For example, ‘Agenda’.

Step 33. Enter the Administrator reminders message. Use the text editor to write the email message. To insert the agenda use the button Agenda for tomorrow.



Step 34. Check the Send customer reminders if you’d like to send daily reminders to the customer.

Step 35. Check the Set the date of sending for customer’s reminders Choose between the following options: 1 – tomorrow, 2 – day after tomorrow, 7 – one week before

Step 36. Enter the Subject customer reminders. Specify the subject of the letter that will be sent to a customer (up to 100 characters). For example, ‘Appointment reminder’.

Step 37. Enter the Customer reminders message. Use the text editor to write the email message. To insert a placeholder directly related to the client or service data, use the special buttons : 
Service NameCustomer NameBooking dateBooking timeCustomer phoneCustomer emailCustomer commentItems count.



Step 38. Set the Time of a daily reminder



IMPORTANT!
To send reminders exactly in time, specified in the Time of a daily reminder you need to setup hourly cron in your hosting with the command like /usr/bin/wget -O – -q -t 1 [PATH TO YOUR WORDPRESS WEBSITE]/wp-cron.php?doing_wp_cron
A command may be different on different hosting platforms. If you need help with cron setup, please contact us: support@webba-booking.com.


Step 39. Send invoice to customer

Choose whether you want to send an invoice or not, and if so, on booking, approval. or on payment complete.



Step 40. Enter the Invoice email subject. Specify the subject of the invoice that will be sent to the customer. For example, ‘Invoice for your booking’. You can also use placeholders.



Step 41. Current invoice number.
Set the initial number of invoice. Placeholder for notifications: #invoice_number Each time a customer pay with PayPal or Stripe, the value of this option will be increased by one.



Step 42. Send copies of invoices to administrator



Step 43. Enter the From: name

Step 44. Enter the From: email



Step 45. Send copies of service emails to. This option is like a super-admin email, on each booking, a notification will be sent to the declared email.



Step 46. Set the Link to the page with Webba Booking form. This page will be used as a landing for payment or cancellation. If you use multiple pages with different booking forms, simply create a dedicated page for that purpose. (Mandatory only if you use the payment or cancellation options).



Since version 3.03, Webba Booking allows you created unlimited Email templates and assigned them to selected services. More information about here.

Since version 3.1.7, you can now use custom fields as placeholders in your email templates and in setting> Email Notifications. The principle is simple, you take the id of your custom field (eg id: custom-field1) and paste it to #field_.
# field_custom-field1 will be identified as any other placeholder available in your editor.


Mode settings


Step 1. Open Mode tab.

Step 2. Set the Mode: Extended or Basic. In the extended mode the client sets the maximum number of settings related to the suitable booking time, and as a result gets several dates to choose from and different time options for each day. In the basic mode, the user selects a particular date and gets to select the time that is available for this day.

Step 3. Multiple bookings in one session. Enable this option if you want to allow customers to chose several timeslots in one session.

You can choose between two ways of presenting the checkout, with a button in the top bar or directly on the time slot. Enabled (top bar checkout button) or Enabled (time slot checkout button)

Step 4.  Set the Maximum amount of bookings in one session.
The number of time slots allowed to your customers to reserve at a time.

If you leave empty, you authorize an unlimited number. If you set a quantity, it will apply to all services. If you want different quantities depending on the services, leave there empty and set in each of them.

Step 5. Enable Skip time slot selection
If your service schedule includes only one time slot available per day.

Step 6. Set Mode of multiple places selection  (3 possibilities)
Case 1, you let the user define how many, till the maximum amount of bookings in one session.
Case 2, you allow selecting only one place.
Case3, you allow selecting only the maximum of places.

Step 7. Set the  Time hole optimization 
Enable it in the case you are using the auto lock, services with different duration and step less than duration. Enabling this option allows removing possible holes in the schedule.

Step 8.  Show service description 
Enable this option if you want to show the service description under the selected service field.



Step 9. Date input Select the way you want to display the datepicker in your form, through a popup or as a drop-down menu.

Step 10. Count of dates in the dropdown 
Set the number of dates you want to display in the dropdown.

Step 11. Show locked time slots as booked. Enable it if you wish to display the booked the time slots marked as booked.

Step 12. Allow using attachments Enable or disable attachments.

Step 13. Attachments file types
Example: file_extension. A file extension starting with the STOP character, e.g: .gif, .jpg, .png, .doc

Example: audio/* all sound files are accepted.
Example: video/* all video files are accepted.
Example: image/* all image files are accepted.
Example: media_type. A valid media type.

Step 14. Allow using the service id in URL This option handle using service id in URL. If this last is enabled, you can add service id to the URL of booking page. For example, example.com/booking?service=1 will show booking form for service 1 (works same as service in shortcode).



Step 15. Use this option to show the night hours time slots on a previous day. For example, if we set 2 in this option, the time’s slots before 2 AM will be shown on the previous day.



Step 16. Limit date range for multi-service mode 
The number of days from today that available for booking. IMPORTANT: this option is for multi-service booking only.



Step 17. EU GDPR Compliance. Enable this option to clean up the database after the appointment time has passed.



Step 18. Allow book the ongoing time slot. Allow booking even if the time slot is already started.



Step 19. Default number of days shown in extended mode.
To determine the number of days to display in multiple mode in the form. By default, it’s three. You can opt according to the limits indicated in the Service. Low limit for multiple mode and Limit for multiple mode.



Translation settings


Step 1. Open Translation tab.

Step 2. Enter message translation for different areas of front-end.



Since version 3.1.8, many placeholders (shown in italics below the fields) are available and can be used directly in your translations.

Thanks to this improvement, you can really personalize your Booking done message, the one that appears after the form is sent.



Appointments


Step 1. Open Appointments tab.

Step 2. Set the Auto-lock appointments.
Enable this option to switch on the connection between the services. This automatically locks the time slots of all the services on booking.
For example, few service providers use one equipment, in this case, it will be logical to make the service unavailable for booking on certain time if one of the services was booked at this time.
Auto lock is independent of duration or business hours because the algorithm analyzes the intersections between time slots.

Step 3. Set Perform auto lock on. This option defines the scope for the auto lock. To use service in the same categories you need to define categories.

Step 4. Set Autolock for group booking services. This option manages how the auto lock works on servicers with more than one places per time slot. If you chose lock time slot the entire time slot will be locked. If you choose to reduce the count of available places the count of available places in connected services will be reduced by the count of current booking count of places.

Step 5. Set Default appointment status. This option defines the default status of the new appointments booked at front-end.

Step 6. Set Allow payments only for approved appointments. Enable this option if you want to allow online payments only for approved appointments.
Important: if you enabled this option, please, pay attention to set up email notification on approval and insert the payment link into the email message. Do not enable this option if the Default appointment status is “Approved”.

Step 7. Set Delete expired (not paid) appointments. Use this option to automatically delete not paid appointments after the expiration time. The expiration time can be assigned from the booking moment or from the moment of approving, there are two options to define it.

Step 8. Set Delete expired appointments with started but not the finished transactions. Enable this option if you want to auto-delete appointments with started (but not finished) transactions.
IMPORTANT: if you choose to Delete appointments with a started transaction, expired appointments will be deleted even if a customer started (and not finished) the payment (initialized transaction).

Step 9. Set the Expiration time (in minutes) of appointments. The minimum value is 10.

Step 10. Set the Cancellation buffer (in days). To make cancellations impossible at a certain time before the appointment/reservation.

 



Step 11. Set Allow cancellation of paid appointments: Enable this option if you want to allow CUSTOMERS to cancel paid appointments.



Step 12. Allow only one appointment per slot from email. 
Do not allow more than one booking per time slot for given customer’s email. To use for services with more than one seat per time slot to avoid double-booking.



Step 13. Allow only one appointment per service from email
In case you wish to authorize a single reservation by email for a given service






Step 14. Delete pending appointments
Set a given time to automatically eliminate pending appointments.



Step 15. Limit per time. Maximum number of available bookings at given time. Leave empty to not set this limit.



Step 16. Lock time slot if at least one place is booked.
Used for services with several places per time slot. Example: A service has 5 places per slot. If someone books 2 places and the service set to use this locking rule, the left 3 places would be unavailable. In this option, we set services that use the rule or leave empty.



Paypal settings


Step 1. Open PayPal tab.

Step 2. Set the PayPal mode (Sandbox or Live).
We highly recommend you to test payments with the Sandbox before going live.

Step 3. Set sandbox and live credentials. For more information, follow the PayPal Setup section of this documentation.

Step 4. Set the PayPal currency.

Step 5. Set the tax. This is a percentage of a subtotal amount (price of the booked service).

Step 6. Set Hide address to enabled if you want to show it at checkout.

 



Step 7. Set Redirect to a page when payment is successful if you wish to deliver the successful payment message on a different page.



Google calendar


Step 1. Open Google calendar tab.

Step 2. Fill the fields with your Google Client ID and Secret.



Step 3. Refresh cache after



Step 4.  “Created by” property for the events 



Step 5. Customer’s time zone 

Choose which Time Zone to use for Google calendar, Webba’s or customer’s one.



Step 6. When add events in admin calendar. Choose when to add events in administrator’s Google Calendar.



Step 7. Synchronization of group services:
This option defines how the backward synchronization works with service with multiple places per time slot – lock whole time slot or reduce the number of available places.



Backend interface


Step 1. Open Backend interface tab.

Step 2. Set the Customer name in the backend.
Use this option if you need show custom fields near customer name in the appointments table and in the schedules.
Example: #name #field_lastname
The example above shows how to show customer’s name and last name. The last name is stored in the custom field with id “lastname” in this example.
Note, it’s necessary to include #name placeholder into the value of this option.

Step 3. Set the Date format (backend).
Date format used for the backend.

Step 4. Set the Format of timeslots in the Schedule page). Choose what do you prefer to display: only the start time or the start and end time of the booking.

 



Activation settings


Step 1. Open Activation tab.

Step 2. Enter the Purchase code. Copy the code that you received while purchasing the plugin into this field.


Step 3. Click Save changes button.


What’s left to do?


When setup is done, you need to create at least one Service. Explanation of Service is given in Key concepts chapter of this doc. To get information about how to manage services, see Services management section. Also, you need to add booking form to the page (post) of your website (see Adding booking form ).


WEBBA BOOKING | BLOG Article