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Before you start taking bookings in the diary a few settings need to be in place: your Company's location and timezone, trading hours, Mechanics and their working days and how long a typical job takes. This article walks through each one.
The purpose of this article is to point out the requirements for the Booking Diary to work correctly so please follow these steps before creating new Bookings.
Set Your State and Country
- In the top right hand corner click the User icon (1), then Company Profile (2).
- Make sure the Country Code and State in your account are set correctly. This ensures that daylight saving time is applied accurately.
- Click the green Save button at the bottom of the screen to apply the changes.
Update Company Settings
Set Your Timezone
- In the left hand sidebar menu click Settings (3) then Company Settings (4).
- In the Company Settings card select your Time Zone.
Update Booking Settings
- In the same screen scroll to the Booking Settings card and choose your opening hours and details of your Mechanic team.
| Field | What it does |
|---|---|
| A B. Shop Opens / Closes | The earliest available Booking Time and Shop Closing time as used in the Booking Diary is defined here. |
| C. Show all Shop For Month | When enabled the Month view in the booking diary will display a single bubble indicator that will fill depending upon total available diary time. If disabled an indicator for each Mechanic's time is displayed. |
| D. Description to Job Status Comment | If enabled a Booking's Description Field will be copied into the Job Status Comment field of the Invoice created when a Job is started for a Booking. |
| E. Mechanics for Booking Diary | The number of Mechanics you want to show on a single page of the booking diary's single day view. |
| F. Default Work Hours Per Day | This is the combined work hours of all employees that will reflect on the Booking Diary's available hours per day. To calculate this multiply your number of Mechanics by how many hours each work per day. |
- Before navigating away scroll to the bottom of the page and click the green Save button.
Add Workshop's Mechanics
Creating Mechanics will allow you to allocate bookings to your team, for detailed instructions on how to add a Mechanic follow this guide: Add a Mechanic.
When you do so please set up each Mechanic's schedule, as you may only allocate Bookings to a Mechanic during their working hours.
Enable Online Booking
If you would like to collect Booking Requests online from your Customers you may configure Workshop Software's Online Booking System by following this Guide: How to Set Up and Manage Online Bookings
