N27 Administration Guide

We are currently in the process of migrating the administration guide hence it is not complete. Please contact us if you have a specific question while the guide is being updated.

1.0 Introduction

1.1 How To Access your N27 Booking Account

2. Site Setup

2.1 Booking Locations
2.2 Booking Time Slots

3. Site Administration

3.1 E-mail Configuration - booking confirmation
3.2 Printing - Day Sheet and Slot Tickets
3.3 Email Users - mailshot
3.4 Buddy List Notification

4. User Administration

4.1 Types of Users
4.2 Creating Users
4.3 Modifying User Details
4.4 Making Users Administrators
4.5 Deleting Users
4.6 Public User Registration
4.7 User Groups

5. Configuring Users To Make Bookings

5.1 Single Slot Bookings
5.2 Block Booking Privileges
5.3 Block Booking With Recurrence (Administrators)
5.4 Maximum Number Of Bookings Per User
5.5 Booking Credits
5.6 My Bookings Page
5.7 Booking Options

6. Booking Rules

6.1 Advance Booking Minimum Limit
6.2 Advance Booking Maximum Limit
6.3 Minimum Cancellation Period
6.4 Configuring Booking Rules With Booking Credits

Index

1.1 How To Access your N27 Booking Account

Upon successful completion of the signup form, your booking website is created and your connection and login details are then sent to you automatically via e-mail.

This e-mail will contain your booking website address e.g. http://bookTennis.n27.co.uk/book/ and also your username and password. It is a good idea to bookmark this website address within your web browser for future reference.

My Website address

Your website address is setup during the signup process and is made up of your site name, followed by a domain name. For example, if your site name was mygolfsite and you selected the domain name n27.co.uk, your booking site address would be:

http://mygolfsite.n27.co.uk/book/

Login to your booking site by selecting the "Login" link from the User Functions panel from the top-left of the site. Enter your username and password as supplied within the signup e-mail. You are now ready to setup your site ready for bookings. A Quick Start Guide can be found here which will guide you through the basic setup steps.

If you have not received your login details after 15 minutes from registration, please check you SPAM filters and make sure the domain n27.co.uk is allowed. If you require you connection details to be re-sent, please contact N27 Support.

Domain Names - Although you have selected a domain name (e.g. n27.co.uk) to be used with your booking website, any of the available domain names can also be used to access your booking site. Currently the following names are available: n27.co.uk, n27.eu, bookfit.net, bookfitness.com, bookmeeting.co.uk, bookcourt.net, booktutor.net, bookvilla.net.

Simply replace your address with any of the above domains to access your account using another name e.g. http://mysite.n27.co.uk/book/ could also be accessed using http://mysite.bookvilla.net/book/.

Index

2.1 Booking Locations

Booking Locations are items you wish to allow users to book in. For example a golf course booking site may require booking for 3 golf courses. Each golf course is described as a "Booking Location". Each Booking location consists of a number of time slots which can be booked. N27 Booking currently supports up to 20 booking locations with a Premium account and a single location for the Lite accounts. If more than 20 locations are required, please contact us. N27 Booking displays the booking locations in the center of the control panel and navigation bar under the "Select Location" header:

Re-naming Locations

If you require changes to your booking location names please contact N27 Support.

Configuring Locations - adding and removing

Booking locations cannot be configured by site Administrators currently. If you require new locations to be added or current locations to be deleted, please contact us. NOTE: If locations are added or removed, ALL current booking data is deleted..

Index

2.2 Booking Time Slots

The "Booking Time Slot" dictates the length of time for each single booking. For example, a tennis game may be 60 minutes, therefore when creating the booking website, set the Booking Time Slot value to be 60 minutes.

Currently the Booking Time Slot can be set to 15, 30 or 60 minutes. If other values are required, please contact us.

Warning - The Booking Time Slot is set upon site creation and can only be re-set by an N27 Administrator. All bookings will be deleted if the Booking Time Slot is changed.

Index

3.1 E-mail Configuration - booking confirmation

The booking confirmation e-mail can be configured to be switched on or off by an administrator enabling a confirmation e-mail to be sent to the user or administrator after each booking is made.

This email can be used to contain whatever information an administrator may require.

Enabling The Confirmation Email
To switch on the confirmation email:

Login to N27 a a user with administrator privileges
Select the "Site Admin" link
Select "E-mail Settings" from the lower menu
Select "Enable booking confirmation e-mail" yes/no option.

Configuring The Confirmation Email
The confirmation email can be configured by using page variables to display each part of the users bookings. These variables can simply be added to the page content, which will then be populated by the real user data when the email is sent. For example: 'Dear %firstname% %lastname%, you have just made %slots% bookings' will be e-mailed to the user as 'Dear John Smith, you have just made 2 bookings'.

The following variables are available for use by an administrator configuring the confirmation email:

%firstname% = First name of person booking is for.
%lastname% = Surname of person booking is for.
%sitename% = Name of web site (as defined when first set-up).
%bookingtimes% = Comma separated list of dates and times of bookings just made. Eg. 23/11/2005 at 14:30, 30/11/2005 at 14:30
%bookingtimesvertical% = List of dates and times of bookings just made, each on a new line. Eg.
23/11/2005 at 14:30
30/11/2005 at 14:30
%period% = Duration of a single booking slot (as defined when first set-up).
%location% = Location of booked event.
%slots% = Total number of slots used by this booking(s).
%briefdesc% = Brief description of booking. (Fixed for most users).
%fulldesc% = User entered description/details for booking.
%options% = List of booking options selected, or 'none' if none selected.

Example Booking Confirmation Email Data

Dear %firstname% %lastname%,

Thank you for booking online at %sitename%.

Your booking details are confirmed below:

%bookingtimesvertical%

Location: %location%
Description: %fulldesc%
Options: %options%
Booking slots are for %period% each.

You have been charged for %slots% booking slot(s).

Please arrive in plenty of time for your booking as no refunds will be offered for missed bookings.

Kind regards,

The %sitename% team.

Example Recieved Email

The following is an example email output received by a user for the above configuration:

Dear test user,

Thank you for booking online at Network27.

Your booking details are confirmed below:

19/01/2006 at 07:45

Location: Example Entity 1
Description:
Options: Golf Cart Required
Booking slots are for 15 minutes each.

You have been charged for 1 booking slot(s).

Please arrive in plenty of time for your booking as no refunds will
be offered for missed bookings.

Kind regards,

The Network27 team.

Copy An Administrator
There is an additional CC field which can be used by administrators to copy an address of their choice.

Index

3.3 Email Users - mailshot

N27 Booking allows administrators to bulk email users with a mailshot facility. The mailshot function offers the ability to:

Email specific users and/or user groups
Save emails for re-use
Allow users to opt out of mailing list

Creating a new email mailshot
To create a new mail for sending to users:

Select "Site Admin" from the main user menu
Select the "Email Users" link from the sub menu
Select the "Go" button next to " Create a new e-mail mailshot"
Tick any required users and / or groups
Complete the email

Creating a new mail

NOTE: If an individual exists in multiple selected groups, or is selected in a group and as an individual user they will only be sent 1 copy of the e-mail.
Users who have opted not to receive these e-mails will not be sent a copy of this e-mail regardless of whether or not they are selected in these dialogs.

Re-using previous mails
To reuse a previous mail:

Select "Site Admin" from the main user menu
Select the "Email Users" link from the sub menu
Select the "Edit Mail" next to the appropriate email

Receiving Mailshots
Each user can switch receiving mailshots on and off. This can be done either by an administrator or by the user themselves. If mailshots are switched off, the user will not receive any mailshot mails from administrators.

For an administrator to enable or disable mailshots for a specific user:

Select "User Admin" from the main user control panel
Select "Modify or remove an existing user account" from the options
Select the user in question from the list provided
Set the " Receive Mailshots" option to yes or no as required

For a user to enable or disable mailshots for themselves, the user must navigate to remove.php web page. For example, if your booking site address is http://mysite.n27.co.uk, the user must navigate to http://mysite.n27.co.uk/remove.php. The user will then be presented with the option to remove themselves from receiving mailshots by entering their email address.

Remove mailshot user

Index

6.1 Advanced Booking Minimum Limit

The Advance Booking Minimum Limit rule dictates how many hours in advance a user can make bookings. For example, if this limit was set to 24 hours, the user would not be able to make any bookings within the next 24 hours, or 24 hours from now.

Many booking administrators use a general rule whereby this value is not set to less than the number of hours in the operating day (working day when bookings can be made), as this means that the day sheet for the current day cannot change unless done so by an administrator.

To set the Advance Booking Minimum Limit:

Login to N27 a a user with administrator privileges
Select the "Site Admin" link
Edit the Advance Booking Minimum Limit as required.

Booking And Scheduling Websites

Contact N27

N27 Administration Guide

1.1 How To Access your N27 Booking Account

http://mygolfsite.n27.co.uk/book/

2.1 Booking Locations

2.2 Booking Time Slots

3.1 E-mail Configuration - booking confirmation

3.3 Email Users - mailshot

6.1 Advanced Booking Minimum Limit