Viewing all bookings

Improved

We have updated the account bookings view to make it easier to manage future bookings.

From the bookings view you can easily see all future bookings (including all happening on the date of viewing).

If you want to see past bookings then please download the csv (at the bottom of the booking page)

Adding bookings and guests to bookings

Improved

Account holders can also add in bookings directly from the bookings view.

Why would you need to add in a booking manually?

In order to provide flexibility we believe that it is important for the account holder to be able to add in bookings directly to the same system that visitors can.

Some cases where adding a booking in may be helpful

• Walk in visitors. You want to know who was in the building at any time so if they haven't booked it is a good idea to add their details in. YTHis can be helpful should contact tracing be needed.
• Phone/Email bookings. Although ARTSVP account holders see a huge reduction in time handling bookings in person occasionally you may have someone call or email asking to book an appointment.
• Custom/large bookings. Should a large group (eg. School) want to book you have the ability to override the public facing caps on maximum tickets per booking.

How to add a booking

Simply click the add booking button at the top of the page. You can enter their details, the date/time of the booking and set a custom duration for their booking.

How to add a guest to a booking

Simply click on the booking and then you can add additional contact details to a booking.

Simple, effective booking page

Improved

At ARTSVP we pride ourselves on keeping the interfaces that both the visitors and galleries use as simple as possible.

Based on feedback, we have added colours to the bookings page to indicated which time slots have bookings.

When a time slot is green it means there is a booking for that slot.

Canceling bookings

Both the visitor/client and the gallery can cancel a booking easily should they need to. In both circumstance booking cancelation notification emails will be sent to both parties.

Visitor/client cancelations

Clients can now cancel their bookings. This reduces the time for a gallery to have to handle cancelations manually.

In both he booking confirmation and the reminder email there is a button saying "View or amend booking".

Gallery cancelations

Galleries can also cancel bookings from their bookings page. Simply open the time slot and select the "•••" and the option to cancel will appear.

Automatic reminder emails sent to visitors

Reminder emails reduce no shows as well as promoting rearrangement of booking should that be needed.

We only ever send a maximum of 1 automatic reminder email per booking. This is sent 24hrs prior to the booking.

We don't send automatic reminders to bookings that are made close to the booked time slot. In the case that a booking is made within 36hrs of a booking slot we do not send reminder emails.

Grace period - Stop last minute bookings

Some users decide to prevent last minute booking. There are a couple reasons why some users decide this is helpful:

• They do not want to be at the location if they do not have appointments. Blocking booking for an hour or two lets them travel to the location should a booking come in.
• Some clients expect to see a familiar face. Blocking booking can provide the gallery with time to make sure those familiar faces are present at the location.

If you would like to add a "grace period" to your booking page, please get in touch.

Logo/image per booking page

Logos can be now be added to all premium booking pages.

If you want us to add or update the logo on a booking page just email the file to support@artsvp.co referencing the link to the booking page that it should be added to.

For best results please use a square logo that can fit in a circle. See and example how the logo is displayed here

Set maximum places per booking

Capacity of a gallery may be higher than the number of places/tickets that can be made in a single booking.

For example a gallery may have a capacity of 100 people per time slot but only allow groups of up to 5 people. In this case the capacity would be 100 and the maximum places per booking 5.

Show capacity but limit bookings

Some galleries have a set capacity but still only want to allow a certain number of bookings per time slot.

Here are two examples:

Gallery X only wants people from the same household per slot

• Gallery sets capacity of 4 people per time slot but even if only 1 person is coming they want to block out that slot.

Gallery Y wants to have a member of staff allocated per booking

• Gallery sets capacity at 10 but will only allow 2 bookings. In this case they could have a booking of 5 people and a single booking.

Visitor booking confirmation - variables

When a visitor books through ARTSVP they receive an email containing the following:

• Name of event/exhibition/department they have booked.
• Date and Time of booking
• Number of tickets/people booked
• Contact email of location should they need to cancel/change booking

They also receive some additional information that are customised per booking page. This can be configured on request currently and includes:

• Link to more info Eg. to exhibition webpage or pdf press release.

• Visitor information - Eg. Please be advised the film screening starts 10 minutes after the start of the booking slot.