Scheduling
Confirming Booking Requests
WORKFLOW
Customer requests a booking + equipment from the booking page(s)
Go to the Scheduling dashboard
Look for the Requested booking
Click on it
Click on edit
Change the Appointment Type from Request to Confirmed
Click any additional equipment that was requested in the booking (refer to the email or take note of it in the booking page)
Hit Save
Click on the gear icon on the upper right corner
Resend confirmation email
Click on Yes, Resend Confirmation
COLOR LEGEND
The Loft:
Request - pink
Confirmed - red
The Play Room:
Request - yellow
Confirmed - orange
The Social:
Request - green
Confirmed - blue
Adding Appointment Types / Bookings
Go to Scheduling > Appointment Types
Click on New Type of Service
Input the information
Each new type comes in a set of 2: Request and Confirmed
REQUEST Appointment Type
Name: Request: Name of space (duration) - £price + VAT
example: Request: The Loft (half day) - £700 + VAT
Duration: Add in the length of time
Price: £0.00
Category: Select which space it will fall under
Color: Follow the color legend above
Picture: Upload an image that reflects the room
Access: Public
CONFIRMED Appointment Type
Name: Confirmed: Name of space (duration)
example: Confirmed: The Loft (half day)
Duration: Add in the length of time
Price: Add in the price
Category: Select which space it will fall under
Color: Follow the color legend above
Picture: Upload an image that reflects the room (I use the same image as the requested appointment type)
Access: Private
*** You can add a description for each appointment type that will display in the booking page on the website. For The Loft, I added that The Play Room and The Social + Break rooms are included.
*** You can also write a message that will show after requesting a booking. Just click on Show a message after scheduling under the Name box.
Go to Scheduling > Appointment Types > Add-ons
Click on Create Add On +
Input the information
Each new add-on comes in a set of 2; 1 for requests and 1 for confirmed
Adding Add-ons
Add-ons for Requests
Name: CATEGORY: product (£price)
example: CAMERA: Canon 5D EOS Mark IV Camera + Canon EF 24-70mm f/2.8L II USM lens (£50.00)
Additional Price: £0.00
*** Add-ons for requests have to be £0.00 otherwise they will be charged when booking a request.
Available For: Select the appointment type REQUEST
Add-ons for Confirmed Bookings
Name: CATEGORY: product
example: CAMERA: Canon 5D EOS Mark IV Camera + Canon EF 24-70mm f/2.8L II USM lens
Additional Price: £50.00
Available For: Select the appointment type CONFIRMED
General Booking Description / Instructions
Go to Scheduling > Customize Appearance
Under Scheduling Instructions is where you can write general instructions for all booking pages seen on the website.
Right now it currently says:
Please select your desired date and time. Once you submit your booking request, our team will send a confirmation email with your approved booking and a payment link.
If you are interested in renting additional equipment, select which ones and we will add it to your confirmation page upon availability.
We offer some equipment free of charge for certain spaces. If interested, please select it and we will add it to your booking.
For more information on each equipment, check out our equipment page.
Availability
Go to Scheduling > Availability
There are 3 different availability groups:
Group 1 Appointment Types
1 or 2 hours
booking available from 9am - 6pm daily
In the booking page, the last available time slot to book is 4:30pm for 1 hour booking and 3:30pm for 2 hour bookings
Group 2 Appointment Types
half day (4 hours)
booking available from 9am - 4pm daily
In the booking page, the last available time slot to book is 11:30am
Group 3 Appointment Types
full day (8 hours)
booking available from 9am - 12am daily
In the booking page, the last available time slot to book is 3:30pm
To add appointment types to availability groups:
Under the desired group (1/2 hours, half day or full day) click on Edit Group
Select the appointment type you want to include in the group
Drag the appointment types to:
- Rearrange the order in each email template (to stay organized)
- Move from 1 template to another within the specific email
- Move to inactive email if you want to exclude it from an email template
Emails
Add field tags to your email for automated personalization
- Check out the full list of tags here
- In the email toolbar, click on Insert Field to choose most common tags
- Format for tags: %tag%
Initial Confirmation
Go to Scheduling > Client Email > Initial Confirmation
There are 2 templates, 1 for Requests and 1 for Confirmed:
Request Emails — initial confirmation 1
This is the email clients will receive right after they put in a booking request.
Click on the template to edit it.
Currently it says:
Subject: LND Studio Booking Request on %time% (this will show date and time)
You’re one step closer to bringing your idea to life at LND Studio.
Our team is working behind the scenes to confirm your booking. In the meantime, if you'd like to enhance your session with additional equipment, please visit our website for more details.
What %type% — (this will show what they’re requesting)
When %time% (%duration%) — (this will show date, time and duration)
Where %location% — (this will show studio address)
Confirmed Emails — initial confirmation 2
This is the email clients will receive right after you have changed their booking to confirmed and you resend the customer email
Currently it says:
Subject: LND Studio Booking Confirmed on %time%
You’re in! %first% %last%
Your booking is now confirmed, and we can’t wait to welcome you to LND Studio.
Booking essentials:
What %type% — (this will show what they’re requesting)
When %time% (%duration%) — (this will show date, time and duration)
Where %location% — (this will show studio address)
Cost %price% — (this will show total amount due)
Pay for Booking button
Remember, your booking start and end time includes setup, cleanup, and loading in and out, so please plan accordingly.
Upon arrival, use the arrow key on the buzzer to find LND Studio and press call. A member of our team will welcome you.
If you would like to add additional equipment, check out or inventory on our website.
For more information, visit our FAQ page, or feel free to contact us via email hello@lndstudio.co.uk or call (+44) 2037588361
Reminders
Go to Scheduling > Client Email > Reminders
This email (Reminder 1A) is set to go out 48 hours before the booking
This email only goes out to confirmed appointment types. All other appointment types are under inactive.
Currently it says:
Subject: LND Studio Booking Reminder: %time%
It’s almost time for your booking %first% %last%
This is a friendly reminder about your upcoming booking at LND Studio, which is scheduled for:
Date %time% — (this will show date and time)
Duration %duration% — (this will show the duration of booking)
Address. %location% — (this will show the studio address)
Important reminders:
Noise: Please keep noise to a reasonable level so to not disturb our neighbours.
Food & Drink: Food and drink are not permitted in The Social or The Playroom. Refreshments may be enjoyed in the kitchen or dining area.
Smoking: Smoking and vaping is only allowed outside the building. Please be responsible for clearing any debris.If you have any last-minute changes or special requirements, please contact us at hello@lndstudio.co.uk or call (+44) 2037588361. We’re here to help ensure everything runs smoothly so you can focus on what matters the most: creating!
Follow-ups
Go to Scheduling > Client Email > Follow-ups
This email (Follow-up 1B) is set to go out 1 day after the booking
This email only goes out to confirmed appointment types. All other appointment types are under inactive.
Currently it says:
Subject: %first%, how was your time at LND Studio?
How Did It Go?
We’d Love to Know!
We hope you had an incredible session at LND Studio, %first%! Whether you captured magic moments, worked on a cool project, or just soaked in the creative vibes, we’d love to hear how it all went.
If you have a few minutes to leave us a review on Google, we’ll send you a 10% discount for your next booking!
Once you’ve shared your thoughts, reply to this email, and we’ll hook you up with the discount code. Easy peasy!
Thanks again for choosing LND Studio— we hope to see you again soon!
Website
Adding Equipment
SKU LEGEND
Cameras: CAM
Tripods: TRI
Lights: LIGHT
Modifiers: MOD
Monitors: MONITOR
Go to Website > Pages > Equipment
Click on the +
Select Service product
Fill out the information:
Product name: Brand, model, type
example: Fujifilm X100V Camera
Description: For each product I wrote a short paragraph about it and listed out some of their Features. I pulled information from the brand’s website or other sites that sell the product.
Images: Upload at least 2 images to create the rollover on hover effect on the main Equipment page. Use images with transparent or white background for consistency.
Price: Add the rental price.
Stock: Set to unlimited. Even if you only have 1 or 2 products available, you always want it to be accessible for multiple people if different time slots are being booked.
SKU: Refer to the SKU legend depending on the product. Type-brand-model
example: CAM-FUJI-X100
Categories: Choose from the checklist the respective category
Tags: I tagged each product with the brand.
Checkout
- Custom Forms: select Equipment
- Custom Button: Add To Booking
Replacing Images
Go into Edit mode
Double click on the image you want to replace
Hit replace
You can either upload a new one from your computer or add one from the asset library
If you want the image to link to another page, click on attach link
ASSET LIBRARY
Go to Website > Assets
I organized all the images used in the website into folders so it’s easy to find and manage. Not all the images you sent are in here, just the ones used.
If you want to replace an image you can upload a new one from your computer or pull frpm the asset library and not have multiple files of the same image uploaded.