Set up reservations

On this page

• Email addressing
• Set up reservation system
• Email templates
• Create catalog item
• Availability
• Add-ons & Resources
• Create experience types
• View reservation bookings

Email addressing

Within email addressing, you can update the "from name", "from email address", email subject line, and BCC for the reservation confirmation emails.

1. In the top navigation, go to More.
2. Under Configuration, click Settings.
3. Within the Communications section, click Email Addressing.
4. Update the "Reservation Confirmation from email", "Reservation Confirmation subject", "Reservation Confirmation from name", and "Reservation Confirmation BCC" email address as needed.

Set up reservation system

1. If you will be using events, within Settings, under System Settings go to Reservation System.
2. Update the "Even Confirmation from email", "Event Confirmation subject", "Event Confirmation from name", and "Event Confirmation BCC" email address as needed.

Email templates

1. On the settings page, go to Email Templates under Communications.
2. To view the current email, click on the eyeglass icon (middle) for the "Reservation Confirmation". This is what the email will look like to customers.
   NOTE: If you have not edited the logo on this email, it will appear that it is not there but the logo from your account will be pulled in when the email is sent.
   IMPORTANT: Email templates are only editable in HTML. If you decide to make edits please be very careful not to remove key information.
3. If you are using events, review the email but clicking the eyeglass icon next to Event Confirmation.

Create catalog item

Before creating a reservation type, you will need to create a catalog item.

1. In the top navigation, go to More.
2. Under Products, click Catalog.
3. In the top right, click the blue + Add Item button.
4. Fill out the relevant main information.
   1. SKU: unique identifier
   2. SKU type: other
   3. Description: name of the reservation type
   4. Section: choose the relevant section to help with filtering, etc
   5. Stock tracking: none
   6. Weight: 0
   7. Bottle slots: none
   8. Minimum ship speed: can't be shipped
   9. Unit of measure: leave blank
   10. Tax category: non-taxable products & services (unless otherwise stated in your state/county/city laws)
   11. Pricing: add the base price of the reservation, if anything. then set the status and select the stores you would like the item to show up in.
   12. Flags: Turn on tasting fee (will help with reporting), and any other applicable flags
5. Fill out any desired marketing information. Most information will be added when you create the reservation type but if you would like to add an image, do that here.

Availability

You have the ability to block full or partial days so that no events of any kind can be booked. This overrides any availability set for individual experience types

1. In the top navigation, go to Reservations.
2. Go to the Site Availability tab. 
3. To change the availability, click on the date.
4. Choose if you will be closed all day or partially closed.
5. If partially closed, select the hours you will be closed.

Add-ons & Resources

Use Add-ons & resources 

1. Go to Reservations.
2. Click on the Add-Ons & Resources tab.

Resources

Resources can be seating areas, or if they are not seating areas, might be used for zoom, or for a mobile or offsite tasting that is not an event.

1. Click the plus button next to Resources.
2. Add the necessary information. If it is a physical location, select seating area.

Add-ons

These are things like cheese plates, lunch, reserve pours, chocolate, etc. that can be added onto a reservation. These can also show on the website so a customer can select them at the time of creating the Reservation.

1. Click the plus button next to Add-ons.
2. Add the necessary information, including an internal and external name.

Create experience types

This is where you will create the reservation experience type.

1. Go to Reservations.
2. Click on the Experience Types tab.
3. Click the plus button next to Experience Types.
4. The left side has the core information about the experience.
   1. Title: name of the reservation type.
   2. Internal only: select  if you do not want the tasting to display on the website.
   3. Sequence: what order you would like this item to show on your website.
   4. Image: paste the url from the marketing resources or upload a new image.
   5. Confirmation email: Leave as default (recommended) unless you have a HTML template that includes all of the relevant merge tags.
   6. Catalog item: Select the catalog item created earlier that coincides with this experience.
   7. Price: The price auto populates from the catalog item. Choose if the price is per person or per reservation.
   8. Extra info prompt: Use this if you want the customer to provide any extra information, ex: special occasion, dietary restrictions, etc.
   9. Description box: Add information about the reservation type to be shown on your website.
5. The right side has detailed information about the experience.
   1. Guests: The minimum and maximum number of guests at once.
   2. Allow multiple parties to share: Turn on if multiple parties can be combined. Ex: If you have a table with 10 seats and wanted to allow a group of 6 and a group of 4 to book at the same time.
   3. Duration: Length of the experience.
   4. Number of this experience that can start at the same time.
   5. Availability:
      1. By months or date range.
      2. By day of the week in half hour increments, what time the experiences can begin.
   6. Available to: Choose who can book this tasting.
   7. Certificates: Refers to tasting certificates that can be given to club members, which they can share if you choose to allow it.
   8. Deposit: How much a customer will be charged at the time of booking.
   9. Reserve by: Time before the event it can be booked.
   10. Cancel by: Time before the event starts that reservations must be canceled to receive a refund.
   11. Optional extras: Select any of the optional add-ons you created previously.
   12. Blocked resources: If this experience is booked, the selected areas will be blocked.
6. Reload and check your website to make sure the reservation looks good.

View reservation bookings

1. Go to Reservations.
2. Click on the Reservations tab.
3. You will see a list of all your active reservations.
4. To assign sections, click the seating manager button.
5. Click and drag the reservations to the sections you would like to assign them to.
6. If you would like to print out the day of seating arrangements, click the printer button.