Documentation

Thank you for downloading our BookitNow WordPress plugin.

BookitNow is an easy-to-use reservation system with many advanced features that facilitate reservations for hotel rooms, professional services, event organizers, and many more. Your customers can book reservations by the hour or by a span of days. You can receive payments upfront with built-in payment processor for PayPal.

This documentation will help you to get the most out of the BookitNow reservation system WordPress plugin.


 

 

Getting Started

Installation

Please install the BookitNow plugin to your WordPress site. For this, upload the bookitnow zip file. Then enter the administrator view of your WordPress website → Plugins  click the Add New → Upload. Select the required file and click on the Install Now button. Activate it in the Installed Plugins tab on the Dashboard.

Roles and Privileges

BookitNow comes with two main roles, one for the admin user and the other for the editor. WordPress Admin users will have full privileges. WordPress Editor users will have access to view, edit Booking items and view and manage reservations for Booking items.

General Settings

Hourly-based Settings

BookitNow provides the options of Day-based and Hourly-based booking. By default, the system is set to Day-based booking.

  • Day-based booking: allows booking by day. By default, the system is set to Day-based booking.
  • Hourly-based booking: allows booking by hourly time slot. When set to “ON”, this will enable the Hourly-based time system for all Booking Items and remove the Departure or “To” date field in the booking calendar.
    You can also set Hourly-based settings for each individual item under the Booking Item tab.

Available Days

You can set BookitNow to accept reservation only on days that are available. When Available days are set in the “General Settings” tab in the admin panel, it will be reflected in the Booking calendar that is displayed to website visitors and customers.
→ To set the available days of the week, go to the “General Settings” tab, scroll down to the “Days and Hours of Operation” section, and just click to check the days you want to make available.
Note: These settings can be overridden for each individual Booking item under the Booking item section.
You can also set one-time days (vacation days, or holidays) by using the “Time off” section for each item. See the View/Add Time off section.

Days Available
Days Available

Available Hours

Available Hours are set to inform website visitor and potential customers of your hours of operation.
→ To set the available hours, go to the “General Settings” tab, scroll down to the “Days and Hours of Operation” section, and just slide the markers on the hour scale to the desired start time and end time. Time is incremented by 1/2 hour. The set time will apply to all days that are set as “available” in the Available Days section.
Note: These settings can also be overridden for each individual Booking item under the Booking item section.

Hours of operation
Hours of operation

Currency

You can select “Currency” type to display price for your item and to set the currency for PayPal payment. The drop-down list consists of many symbols for various currency type used around the world.
→ To set the currency, go to the “General Settings” tab, scroll down to the “Currency” section, and select the currency from the drop-down options.

Send Notifications

Notifications allow you to set and Administrator email that will receive a copy of all emails that are sent thru the BookitNow system.
→ To set the Notification, go to the “General Settings” tab, scroll down to the “Notify Administrator” section, and switch the “Send Email Notice” button to “ON” and enter the Admin email address.

Reservation Forms

Creating a new form

Reservation forms allow you to request valuable information from potential customers in order to provide them your services. Reservation forms can be used with multiple Booking items. Form fields can be customized to change the label and and be made mandatory or optional. Select options, Checkbox Groups, and Radio Groups can ave unlimited options added as input choices.
→ To set create a new form, go to the “Reservation Forms” tab, scroll down to the “FormBuilder Options” section, select “Create New Form” from the options and click “GO”. In the popup modal window, enter the form name and click the “Create Form” button.

Enter Form Name
Enter Form Name

Once you have clicked the “Create Form” button, the modal will close, the “FormBuilder Form Elements” and “FormBuilder Preview” panels will appear. You can now drag-and-drop the form elements from the “FormBuilder Form Elements” into the “FormBuilder Preview” panel to build your form. Click “Save Form Settings” button in the “FormBuilder Preview” panel to save the newly created form.
Note: You can edit the form attributes (label, required, and options) for each Form element by clicking on the “Settings” button. See “Edit existing form” for more details.

Edit existing form

→ To edit an existing form, go to the “Reservation Forms” tab, scroll down to the “FormBuilder Options” section, select existing form from the options and click “GO”.
Once you have clicked the “GO” button, the “FormBuilder Form Elements” and “FormBuilder Preview” panels will appear. You can now remove form elements from the “FormBuilder Preview” or you can add form elements by drag-and-dropping the form elements from the “FormBuilder Form Elements” into the “FormBuilder Preview” panel.
→ To edit the form attributes (label, required, and options) for each Form element by clicking on the “Settings” button. Once clicked, the “Attribute Settings” panel will open. You can edit the element label, CSS style, error Message, and “Required” option.

Element Settings Panel
Element Settings Panel

For the “Dropdown Options”, “Checkbox Options Group”, and “Radio Options Group” elements, you can add the options values. You can add as little and as much as you want.
→ To add more options, just click the “+” button, and an additional field will appear to give additional option. You can add an unlimited amount of options.

Duplicate or delete form

Making a copy or a backup of your reservation form is easy.
→ To duplicate, just click on the “Duplicate form” button next to the form name in the “FormBuilder Preview” panel. A popup modal will appear prompting you to enter a new name for the duplicated form. Enter the form name and click on the “Duplicate form” button. Once you have clicked the “Create Form” button, the modal will close, the “FormBuilder Form Elements” and “FormBuilder Preview” panels will appear. The duplicated form will consists of the same settings as the original or source form. Click “Save Form Settings” button in the “FormBuilder Preview” panel to save the duplicated form.
→ To delete, just click on the Garbage can icon button next to the form name in the “FormBuilder Preview” panel. A popup modal will appear prompting you to confirm you want to delete the form. Click on “Yes, Delete Form” button.

Form fields

The “FormBuilder Form Elements” panel contains the form elements (or fields) that you can use to build your reservation form.

The fields consist of:

  • Text Input: regular text field for name, phone number, address, etc…
  • Text Area (Multiple Lines): text field for content with paragraph or more than one line of text. These may be a comment, description, details, or explanation field.
  • Email Input: input field for user email address. This field contains validation for valid email.
  • Dropdown Options: dropdowm option or select box with multiple options to choose from. User can only select one from options. Number of options are unlimited. Use Autofill options for U.S. States and Countries for faster results.
  • Checkbox Option: single checkbox with one option to choose from.
  • Checkbox Options Group: multiple checkboxes with multiple options choose from. User can only select multiple options. Number of options are unlimited.
  • Radio Options Group: multiple radio with multiple options choose from. User can only select one from options. Number of options are unlimited.
  • Captcha Verification: provides a Captcha input to prevent form submissions from non-human or robot crawlers.

Booking Items

Creating new item

Booking items are the individual products, services, or service providers that your business is offering to be booked.
→ To set create a new Booking item, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select “Create New Item” from the options and click “GO”. In the popup modal window, enter the Booking Item name and click the “Create Booking Item” button.

Create Booking Item
Create Booking Item

Once you have clicked the “Create Booking Item” button, the modal will close, the “Booking Item” and “Booking Item Preview” panels will appear. You can now edit the form fields from the “Booking Item” panel to build your Booking item. Click “Save Item” button in the “Booking Item” panel to save the newly created Booking item.
Note: You must enter the required fields (Title and Booking Form) before you can save the Booking item.
You can see the updates in the “Booking Item Preview” panel as you type or edit the Booking item.

Edit existing item

→ To edit an existing item, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select existing item from the options and click “GO”.
Once you have clicked the “GO” button, the “Booking Item” and “Booking Item Preview” panels will appear. You can now edit the item. You can see the updates in the “Booking Item Preview” panel as you type or edit the Booking item.

Duplicate or delete item

Making a copy or a backup of your Booking item is easy.
→ To duplicate, just click on the “Duplicate” button next to the Booking item name in the “Booking Item” panel. A popup modal will appear prompting you to enter a new name for the duplicated Booking item. Enter the Booking item name and click on the “Duplicate Booking item” button. Once you have clicked the “Duplicate Booking item” button, the modal will close, the “Booking Item” and “Booking Item Preview” panels will appear. The duplicated Booking item will consists of the same settings as the original or source Booking item. Click “Save Item” button in the “Booking Item” panel to save the duplicated item.
→ To delete, just click on the Garbage can icon button next to the form name in the “Booking Item” panel. A popup modal will appear prompting you to confirm you want to delete the Booking item. Click on “Yes, Delete Item” button.

Booking item preview

You can see the updates in the “Booking Item Preview” panel as you type or edit the Booking item. This gives you a fast way to preview each item before displaying on your website.

Booking item quantity

You can select from Three quantity types for Booking items, “A Single Item”, “Multiple Items”, and “Unlimited Items”.

  • A Single Item: for Booking items that will be tracked by the booking calendar. The Booking calendar will prevent overlapping.
  • Multiple Items: for Booking items that will be tracked by quantity entered by the admin. This is perfect for events or items with limited seating.
  • Unlimited Items: for Booking items that will not be tracked.

Booking item options

You can select from Three option types for Booking items, “Dropdown List”, “Number Entry”, and “Yes and No Option”. Each option has a price field for Admin to enter price for options choice.

  • Dropdown List: Adds a multiple choice list for options.
  • Number Entry: Adds a number input for user to enter quantity of item desired. This option has an “Item Price” parameter to calculate Booking item quantity. (ie: Number of hours, Number of people)
  • Yes and No Option: Adds a Two-choice option with “Yes” or “No”.
Booking Item options
Booking Item options

Custom Schedule

You can set a custom schedule override the global schedule that is set in the “General Settings” tab.
→ To set custom schedule, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to add a custom schedule, click “GO” then the “Booking Item” and “Booking Item Preview” panels will appear. Scroll to the “Custom Schedule” switch, switch the “Custom Schedule” button to “ON” to enable. Once enabled, the “Available Days” and Available Hours” settings will appear.
→ To set the available days of the week, just click to check the days you want to make available.
→ To set the available hours, just slide the markers on the hour scale to the desired start time and end time. Time is incremented by 1/2 hour. The set time will apply to all days that are set as “available” in the Available Days section.

Item notifications

Item notifications allow you to set an Manager email that will receive a copy of all emails that are sent thru the BookitNow system for a particular item.
→ To set the Item Notification, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to set notification, click “GO” then the “Booking Item” and “Booking Item Preview” panels will appear. Scroll to the “Send to email” switch, and switch the “Send to email” button to “ON” and enter the email address or addresses. You can enter multiple email addresses separated by comma (,).

Make booking item inactive

You can make a Booking item inactive and remove it from your website to prevent users from booking that particular Booking item.
→ To make a Booking item inactive, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to make inactive, click “GO” then the “Booking Item” and “Booking Item Preview” panels will appear. Go to the “Active” switch, next to the Item Name, then switch the “Active” button to “NO”.

Make inactive
Make inactive

View reservations

The “Recent Reservations” panel gives you the possibility to view all reservations and their details.
The “Status” column will display as “Pending”, “Paid”, “Accepted”, or “Declined”.

  • Pending: for reservations that have been booked and have not been confirmed or declined. If payment options is turned on, check if payment was received for a particular Booking item, then set it to “Accepted”.
  • Paid: for reservations that have been booked and paid.
  • Accepted: for reservations that were booked on and were confirmed by the administrator.
  • Declined: for reservations that were booked on and were declined by the administrator.
Reservation status
Reservation status

→ To view details for a reservation, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to view, click “GO” then the “Booking Item” panel will appear. Go to the “Recent Reservations” section. Click on the “View” button for the reservation you want to view.

Search reservations

→ To search for a reservation, just type in the Search box, the Order Number, Name, Date, or Status type and the reservations panel will update the list of reservations matching your query.

Accept or decline reservation

→ To view accept or decline a reservation, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to edit, click “GO” then the “Booking Item” panel will appear. Go to the “Recent Reservations” section. Click on the “View” button for the reservation you want to edit. Click on “Accept” or “Decline”. Then a popup modal will appear prompting you to confirm your choice. Here you can also enter a message to send to the customer. Click on “Yes, Accept” or “Yes, Decline”.

View/Add Time off

You can plan upcoming vacations ad holidays by using the “Time Off” section.
→ To view add time off, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to edit, click “GO” then the “Booking Item” panel will appear. Go to the “Time Off” section. Click on the “Add Time Off”. Then a popup modal will appear prompting you to select the dates and enter a note for your record. Click on “Add Time Off” button to complete.
Once added the days in between the dates entered will not be available for booking for this Booking item.

Add time-off
Add time-off

Delete Time off

→ To delete, go to the “Booking Items” tab, scroll down to the “Booking Items Options” section, select the item you want to edit, click “GO” then the “Booking Item” panel will appear. Go to the “Time Off” section. Click on the Garbage can icon button next to the Time off entry you ant to delete. A popup modal will appear prompting you to confirm you want to delete the Time off entry. Click on “Yes, Delete” button.

Payment Setup

Enable PayPal payment

→ To enable PayPal, go to the “Payment Options” tab. Go to the “PayPal Payment” switch, and switch the button to “ON” and enter the PayPal email address to use, then click “Save Payment Options”.

Setup auto-return

In order to process PayPal payment seamlessly, you need to setup “Auto Return” for Website Payments. Your buyers are redirected back to your site immediately after clicking the Pay button on the Payment Confirmation page.
Auto Return applies to all PayPal Website Payments, including Buy Now, Donations, Subscriptions, and Shopping Cart.
Your buyers enjoy a streamlined checkout experience and are returned back to your site quickly!
→ To set up Auto Return, Log in your PayPal account and click the “My Selling Tools” link under Profile subtab under My Account. Click the “Update link next to Website preferences, under “Selling online”. Click the On radio button to enable Auto Return. Enter your website url, with this line at the end, ?wd_payment_complete=1 as the Return URL.

Enable Stripe payment

→ To enable Stripe, go to the “Payment Options” tab. Go to the “Stripe Payment” switch, and switch the button to “ON” and enter the Stripe API Keys to use, then click “Save Payment Options”.

Terms and Conditions Setup

Enable Terms and Conditions

Once enabled, BookitNow will require all users to accept the Terms and Conditions before complete their reservations.
→ To enable Terms and Conditions, go to the “Terms & Conditions” tab. Go to the “Enable Terms and Conditions” switch, and switch the button to “ON” and enter the content, then click “Save Terms & Conditions”.

Adding content

→ To add content, type or copy and paste your text into the WYSIWYG editor.

Selecting Terms and Conditions page

→ To select a Terms and Conditions page, choose an option from the “Select a page” drop-down selections. Once selected and saved, the link to the age will appear for Terms and Conditions.

Easy-to-use reservation system with many advanced features