Bookacamp News

Latest & Greatest Updates Summer Edition 2024/10/15

✨ Useful information

• Cancel offer with your own email template

  If you need to cancel a session, for example due to low participation numbers, there is the email template (|booking-session-cancellation|). This template can therefore have different content than the previous email about cancelling a booking.

• Gender-based waiting list

  Previously, booking a waiting list was only possible if all places in an offer had already been booked. The system now reacts more sensitively and you can put yourself on the waiting list even if a regular place can still be booked for a different gender.

• Automated Whatsapp communication with Chatlyn

  Chatlyn is a marketing automation tool. Transferring contacts to Chatlyn was step one. For some time now it has also been possible for Bookacamp to send a trigger to Chatlyn so that automated WhatsApp communication processes start from Chatlyn. This happens after the booking is confirmed and when customers are checked in, for example to inform the parents that the child is safe on site.

• Bulk mailing to group registrants

  Using the session, it is possible to send a bulk email only to group registrants. In contrast to normal collective email sending, group email templates are supported.

• Nationality in demographic overview

  The nationalities are now also listed in the demographic overview that is available for each session.

• Display of the camp management on the booking details page

  If a position is defined as a management position in the Teamer add-on, the system determines and displays the camp management when the booking is opened. This is useful during and after the season if parents contact you and you want to see the contact person on site directly.

😎 Counselor-Addon

• Cusgtom questions in master export

  The master export is an Excel list with a lot of data from the database that can be exported for further processing, analysis or data backup. For a few weeks now, this has also included the questions and answers to the free questions that can be asked when applying or in the questionnaire.

• Traffic light system in operational planning

  We have always had a color nomenclature when planning the assignment of your staff. We adapted these, used more contrasting colors and added a legend.

• Link profile login to confirmation

  In the account settings, you can activate the invitation to create a profile login automatically when you confirm your assignment. Beforehand, it is checked whether the login already exists.

• Predefined roles in profile login

  The login for staff now has quite a few different access rights. Please contact our support if you would like us to combine the rights into roles so that you only have to press one button to assign all the rights to the role.

• Received email for note from counselor staff

  If a note for a booking is stored in your profile login, you can activate an email notification in your personal settings.

• Bulk actions for the change of season

  If you are currently switching to the new application phase for 2025, the following will be of interest to you: In the season change feature, you can now run actions for many supervisor profiles at once. This includes deleting and archiving the profiles, but also resetting them to the profile status confirmed.

𖨆𖨆𖨆𖨆 Group Suite

• Services per group

  With group offers, it may be that an offer is not made per person, but only for the entire group, for example because booking a bus has a total price. When entering the transfers, additional services and activities, you can choose whether it is a price per person or the total price for the group. This feature is quite new and is therefore activated upon request.

• Block periods of entire room categories

  Previously, you could already block individual rooms for a certain period of time. We have expanded this function so that entire room categories can now be blocked. This is useful, for example, in winter, where accommodation in tents can be rather inconvenient. This way you don't have to click on all the individual rooms.

• ReservationOn request

  If the system determines that there is not enough space for a period and group size, it will normally display the session as unbookable. If you still want to have the contact, you can activate in the account settings that the periods can be booked on request.

• Limitation of the day of the week

  When entering each program offer, you can decide whether the start of the offer is only possible for a specific day of the week. You can make school trips always start on Mondays, for example.

• Invoice itemstype and suggest

  Group invoices can be saved as draft invoices. This means you can make changes and remove and add services while the offer is running without creating a new invoice and canceling the old one. When adding, the system suggests existing packages, which you can then select directly. This will insert the price immediately.

• Placeholders for payment information

  The group email templates have been expanded to include new placeholders to exchange information about invoice amounts, down payment amounts, and remaining payment amounts.

• Validity periods for program offers

  When entering program offers that can be booked directly, the calendar can be restricted so that, for example, winter offers do not appear in summer.

• Automated creation of offer documents

  For a reservation or booking confirmation, the system is now able to create letter-like documents for printing or sending by email. The texts of the templates can be stored and edited in the account settings.

🏢 Insurance

• Valid insurance in case of booking cancellation

  If the organizer cancels an offer and the booking has active insurance, the insurance would still appear on the cancellation invoice. Because the cancellation comes from the organizer, we have made it possible to remove the insurance so that the booking can be canceled for zero euros.

Author: Mathias Methner

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