HELP

The first thing you should do is setup your GoGroupBooking account by going to www.gogroupbooking.com website.
On the top right side of the screen click on “Login.” On the next page click on the “here” button and enter your provider sign-in details.

The “Take a Tour”
command on most pages will give a brief description of each field available.

Click Profile tab on top right on screen and choose …

• 2.1. – “Account Details”
  • Fill in your “Company Details” and “Contact details”
  • Next type or copy/paste a short “Company Description”, and your “Cancellation””
  • “Policy”, including your terms and conditions.
  • Remember to save settings/changes.
• 2.2. – “Log-in Details”
  • under the login menu you can see your login Name and email address details.
  • you can Reset your password
  • Remember to save settings/changes.
• 2.3. – “logout”
  • Click logout to logout of GoGroupBooking system and return to Provider sign in page.

• 3.1 General Settings

These settings will effect all your group bookings entered in GoGroupBooking and it is important to note changes will effect EVERY event & not individual groups.

• “late fee charge”

  

• This can be set on/off, if ON you must enter the value of the charge.
  This setting will automatically add the pre-set value to the customer’s payment,
  after the payment due date you have set has expired.
• “phone charge”

  

• “card fees”

  

• This can be set as a percentage of the package price per person or as a fixed amount.
  A percentage of between 2.4% to 2.5 % seems to be standard to cover bank fees.
• “Organiser and invitee settings”

  

• This will give you the ability to hide the email addresses and the contact numbers of all invitees.
  This feature comes handy when you want to create a group booking, but at the
  same time keep your guest’s identity private. ie.. Wedding Groups, Birthday Parties, etc.
• “Payment settings”

  

• Here you have the possibility of allow your groups pay with a single payment or with 2 payments.
  This is a global setting for all groups and is not per group. When set on “yes” you will have to enter the value
  for the fixed amount or choose a value to pay by percentage. The system will automatically calculate the remaining
  balance due based upon the deposit set for each group booking using the overall package price.
• “Set Payment Due Date”

  

• This feature allows you to set the number of days before the event date you wish to have each group paid in full by.
  It also sets the numbers of days the late fee charge and phone charge fees will be automatically applied if turned on.
• Remember to save settings/changes.

• 3.2. “Reminders”

On the main page click on settings, reminders.

Reminders can save you hours of work each week in helping you organising your groups. We have provided some sample reminders to show you how these can be used. We recommend editing or deleting these samples and creating your own personalised reminders.

• How to create a new reminder – click on new reminder, chose who you want to create the reminder for – organizer, invitee or both.
• Fill in the reminder’s title name.
• Fill in your company name and the email address you use for group bookings.
• Enter the subject heading for your email as you would like it to appear on received emails.

• Click on “email” under drop down list “sent reminder as”.
• Select payment type – groups/invitees who you want to receive your reminder:
  • “Deposit” :- the invitees who have not yet paid their deposits.
  • “Final” :- the invitees who have not yet paid their final payments.
  • “Both” :- to both of the above.
  • “Both” :- To everyone that has paid in full – usually after a booking is confirmed.
• The number of days before or after the event date you wish your reminder to be sent to the clients – linked to below “reminder interval”.
• Choose when you want your reminder to be sent under “reminder interval” setting, by selecting “before” or “after” the event date or payment due date.
• {Tags} are used to pull information from the database and will automatically populate the reminder email when used. To copy the tags please click on the relevant tag and a pop-up window will show allowing you to copy and paste code within your reminder.
• In reminder content type or paste your reminder email in the text box remembering to fill in the required tags.

• Click on save reminder to store your reminder to the list of outgoing reminders.
• Allows you to install one of the payment modules available: Realex, Stripe, Sage Pay and Pay-pal Express currently available.
• For more information and advice please contact GoGroupBooking Support.

• 3.4. Package Templates

• You can create your own packages/quotes by uploading pictures and details on your service/company.

Before adding a package to your system you can store images on GoGroupBooking by upload them to our store “image”. To do that, just click on “images,” add files from your hard drive, click upload. once the images have been uploaded to the image bank you to create your new package in another window / tab in your browser, so you will have the html codes to copy and paste to hand. Alternatively you can use images from your own server/website.

Click on Add and fill in the name for your package

• choose a picture from your PC’s hard drive as the package’s display thumbnail image.
• enter package details and if you wish to add a image click on “image” in order to add pictures
• copy paste the html code for the chosen image.
• once you are happy with the package layout you created click on “save” and return to your.

• 1. New Package Quote Design Templates Added

We have made it even easier to create your own Package Quotes by adding in templates, which you can use to create beautiful packages to email to your customers. By using the templates you also create a uniform look to your package design. There are 4 to choose from with some allowing several services to be listed on a single package quote. We have kept the original custom quote for anyone who prefers to create their own packages.

Please upload your pictures to Images before starting to create your packages.

• 1 (A) Go to Settings Tab / Packages

On the package dashboard page you can view the list of packages created including the four samples of our new templates

• On the package dashboard page you can view the list of packages created including the four samples of our new templates
• Add button – redirects to the “Create New Package Template” page, where you can build new package quotes.
• Images button – here you can upload the images that you want to use on your packages.
• Edit button – brings you to the update page to make changes to selected package.
• Delete – if confirmed will remove permanently the package selected.

1 (B) On Add (Create New Package Template page ), view the action template where you can add details for your template and preview template auto-views the actions.

• Selection of template – there are 4 templates to choose from
• Custom build your Package
• Title – add title of your Package
• Dropdown images – auto dropdown images selection from your uploaded list
• Add paragraph button – clicking this shows a text area field where you can add your descriptions
• Add your contact details
• Preview area where you view your package as you build
• Email yourself a copy of your package – sends to email address set in company profile
• Saves your package – uses the Title heading to save your package

• 3.5 Package Templates

• 2. Customise Contact Form

• Providers can add/delete new label for their customer contact form/ enquiry form.
• You can view and get the contact form button.

• Under the enquiry form dashboard you can view the list of your contact forms

• Add button – directs you to the add page, where you can create a new contact page
• Link – allows you to see the contact form you have created
• Get form button – is where your contact form will be generated. It creates a html code for the provider to copy and paste to any sites
• Edit/delete buttons – give you the option of either editing a contact form or deleting it

• Add contact form page

• Step 1: Choose a template for the contact form
• Step 2: Set to default
• Step 3: Choose and create, the units you like to add to the form
• Step 4: Required check box
• Step 5: Box type dropdown, select what type of unit you want to create
• Step 6: Add unit button, creates the unit and this show up in step 3
• Step 7: Form name, names the form
• Step 8: Create button, creates the enquiry form

• The “Package Email Template” This setting allows you to set the emails that will be presenting your packages/quotes to your leads.
  Please edit or replace this sample email.
• “My follow up email templates”.
  
  • are sample emails that you can create in order to follow up with your inquires/leads. You can edit the provided sample emails or you can create new follow-ups.
  • You can add a new follow up email by clicking “add” and filling in the details
    Once you are happy with your follow-up email click on save and return to My email template page.

The dashboard is your Main control panel and allows you to manage your confirmed events: add events, see the events that are active, archived, cancelled or pending, and also to export events to spread sheet layouts. You can see a brief description of each by clicking on “Take a Tour” button.

• The events displayed by default on the dashboard are your active confirmed live events.

  

• The events on the dashboard can be filtered by the event date or by pay date. Just select the start date and the end date, click filter events to view required listings. You can also search an event by entering a search word.

  

• All main event details are on view on the dashboard to help you view the status at a glance.

  Further information on each event is available by clicking edit

  The action buttons for each event are edit, delete and settings explained below at point 8. Manage Events

  

To add an event direct to Dashboard – from the dashboard menu click the “+add” button

• fill in the requested details for the event
• the organiser’s email address is very important, the event details will automatically be sent by the system to the email address entered for the organiser.
• if you do not have the organiser’s telephone number you can fill in “000000”
• select the package you want to send if already created in your package templates, if you would like to create a new package/quote, click on “create here” ( for more information please refer to “Package templates” )
• fill in the price per person of the package under “action” – select “create event” from the drop down menu
• click on “activate” button, select “yes” when you are happy with the chosen package
• “Admin Comments” allows you to add any comments or suggestions for internal use only
• click “save event”
• the new event can be found in the “pending” section on your dashboard

How to add a lead – from the dashboard click the “leads” tab

• 6.1. Click +Add to fill in the lead’s details first name, last name, email address, etc.
  • It is very important to make sure you have the right email address.
  • Fill in the number of nights for your event.
  • Fill in the maximum group size.
  • The date for the event
  • Write any notes you would like to add to the lead, for your own record
  • Once you are happy with the details you have entered, just click on save

At this point your lead has “new” status on the leads page. You can manually change the status if needed.

To Send a Quote

• 6.2 Create and Send Package

  

• Click “save and send” – the system automatically sends the package at the email address entered above, under the lead email address.

  

  You can send more than one package to the lead.
  At this point your lead’s status changed into “quoted.”

  • Add Follow-ups
  • • Your follow-up email templates can be created under “settings” – “my email template.” For more information please watch the tutorial titled “ My Email Template.”
    • The follow-ups can be sent automatically by the system, all you have to do is schedule the number of days and the template email you want to be sent, or you can send an email manually. We recommend a minimum of five follow-ups.
    • The first follow-up should be sent one day after the inquiry. Set under “days” 1 and select follow up 1.
    • Second follow-up should be set for 3 days after the enquiry, follow-up 2 template. You can add as many follow-ups as you wish. Click on “save” to update the leads details.

      

  At any time you can edit the lead either by going into the leads page or into the pending folder (on the dashboard ) and click on “edit.”

• From the dashboard, go to the Pending events page.
• Select the event you want to send the login for the organiser, and under action, click “settings.”
• Click on “send login.”
• The system automatically sends the login details to the organiser.

For every current event on your dashboard you have a range of actions on the drop down menu (right hand side) under the “action” command: edit, delete, settings.

• 8.1. – the “Edit” settings allow you to: .

  

• • view and update the events details
  • see and edit the packages, add new packages
  • edit the settings per event : turn on/off late fee charges, phone charges, credit card charges, discount details
    ( for more information on each setting please refer to “general settings”)
  • Manage invitee feature – gives you the package summary, payment and event summary.
  • The list of the invitees automatically updates when any of the invitees login and pay using GoGroupBooking.
  • Manage rooms setting allows you to add number of nights, to remove 1 night and to allocate each guest the type of room requested. The room list shows you what rooms are assigned or not.
  • • only the invitees that have paid can be assigned rooms.
    • At any time you can get help by clicking “take a tour” or “user guide.”.

      

• 8.2. – The “delete” command deletes the selected event/events.

  

  • Take caution with the delete feature, once deleted events can not be recovered!

To block payments for an event – select the event, click on “edit,” on the block payment field click “yes,” any member of the group that have not paid by this point will no longer be able to pay using the system.

• when an organiser or an invitee makes the payment not using GoGroupBooking.com
  ( bank transfer, by the phone, etc. ). you will have to manually mark the invitee as paid in the system
• In order to update a status, select the event, click on “settings” – “invitee”
• once on the invitee page, click “unpaid invitees,” select the organiser /
  invitee that made the payment, click on “settings” – “paid status”

  

• fill in the details for the payment – how the payment was made ( Visa, MasterCard, laser, bank,), under payment option select –
  full or partial, fill in the exact payment date and time for the transaction.
• you can add notes for your personal use in the “notes” field
• select the package for which the payment was made
• click “update status”
• The status has been updated to “paid” and the client’s name can be found by clicking on “paid invitees.”

  

• Select the event, click on “edit,” click on “event status,” click on “cancel;” the event is now automatically sent by the system in the cancelled folder.
• To delete an event click on “delete” button.

The system will ask you to fill in a verification code for security reasons, as the system does not have a folder to keep the deleted events

Search feature gives you the possibility to find your events by entering a search key, by starting or ending date. You can also choose how many results to be displayed per page.

• select the event you need to mark the refund for, under “action” click “settings” and select “invitee” from the drop down menu.
• select the invitee / organiser you would like to mark as “refunded”
• click the “refund” button

  

• select the refund type – whole amount / late fee amount

  fill in the refund date

  reason for refund

  click on save refund and the “refund” status will be shown under “paid amount” for the selected invitee / organiser.

• Add new advance searching

• New filtering on advance search. It can filter package template between 2 dates
• This new feature allows you to see how many people have purchased a package
• The new advanced feature also allows you to figure out what your most popular packages are.

The Help feature brings you to www.gogroupbooking.com, where you will find tutorials and written instructions on how to use the system..

The contact form generates a frame code that you can copy-paste into your website to create an automated “contact form.” By using this the client’s request is automatically transferred to your inbox, and you can take the details further to create a lead and send a quote to the client.

If you require further assistance please email support@gogroupbooking.com