Every line, stop by stop.
Here is everything the system does, on the line where it belongs. Every line leaves from the booking, and every stop is a place that booking reaches.
sheet 1·all lines
How to read the map
- Stop: the system does this today.
- Under construction: this is coming soon.
- extra, paid extra, on and off by the monthExtra: you switch it on and off by the month. What the extras cost
- Transfer: here the booking carries on along another line.
sheet 2·the booking
A booking takes one of four forms.
You choose the form per activity. After that, every booking rides the same lines, whatever its form.
| Form | The guest picks | You set | Suits |
|---|---|---|---|
| Fixed editions | An edition on a fixed date, also over several days or a few weeks in a row. | Date, number of places and whether a waiting list opens. | Courses, camps and workshops. |
| Day booking | A day in the calendar. | How many places each day has and which days are open. | Day trips and activities without a fixed edition. |
| Time slot per staff member | A day and a time. | Who gives the lesson. The office assigns, with the staffing suggestion to help.coming soon Soon the guest can also pick their own staff member, or the system assigns one right away. | Private lessons, trial lessons and coaching. |
| Rentalcoming soonextra, paid extra, on and off by the month | How many items they want, or one particular item. | Stock by quantity, or per item with its own number. | Kayaks, SUPs, bikes and wetsuits. |
sheet 3·the Guest line
Every guest hears what they need to know, in good time.
It starts with the first email and runs right up to the day itself, always in the language they booked in. For each booking you can see which email went out and what it said.
Connecting lines
Confirmation
As soon as the deposit or the full amount is in, the guest gets their confirmation in the language they booked in. For an activity that isn’t paid online, they first get an email saying their request has arrived. You can read back every email later, exactly as the guest received it.
Transfer toMoney line · Deposit
Guest portal
In their own portal the guest sees their day, who is coming along and what is still open. They log in with a link from their email and, up to the start date, update their level, experience and emergency contact themselves. Whatever they change shows up on the booking for you.
Transfer toMoney line · Balance
Reminder
Two weeks before the start, the guest gets an email to help them prepare. Two days before comes the last one, with the meeting point, the start time and the name and phone number of their staff member. If any of that is still missing, the email waits a day and you see what’s missing.
Transfer toTeam line · Staff member
Lesson language
When booking, the guest chooses the language they want their lesson in. When the staff member you schedule doesn’t speak it, the guest gets an email about it, listing the languages that staff member does speak. That way they hear about it well before the lesson.
Transfer toTeam line · Staff member
Waivercoming soon
Every participant signs the waiver online before they arrive. On the participant list you see when each person signed.
Waiting list
When a date is full, the guest puts their name on the waiting list. It costs them nothing and they can see their place in the queue. When a place opens up, you choose who gets it and a payment link does the rest.
Transfer toCalendar line · Calendar
Text messages and WhatsAppcoming soonextra, paid extra, on and off by the month
Text messages and WhatsApp will follow as a paid extra, with the cost per message passed on. Until then, everything goes by email.
sheet 4·the Money line
Payment links and reminders go out by themselves, and you keep the overview.
Payments run through your own Stripe account, iDEAL and Bancontact included. Whatever comes in, the system puts on the booking by itself.
Connecting lines
Deposit
For each activity you choose a fixed amount, a percentage or no deposit at all. At checkout the guest chooses to pay everything or the deposit first, with iDEAL, Bancontact or card. If they drop off on the payment page, an hour and a half later they get one email with a button to finish.
Transfer toGuest line · Confirmation
Discount code
A discount code takes off a percentage or a fixed amount, on the activities and between the dates you choose. You send the guest a link with the code already in it, or they type it in at the last step. A limit sets how many bookings can use the code.
Transfer toWebshop line · Book button
Gift cardcoming soon
A guest buys a gift card and gives it away. Whoever receives it books a place with it themselves.
Balance
via payment link
The balance is due 28 days before the start, or as many days as you set per activity. Fourteen and three days before the due date, the guest gets a reminder with a button to pay. Each payment link can be paid only once, so nobody pays twice.
Transfer toGuest line · Guest portal
Overdue notice
Three days after a missed due date, an overdue notice is ready for you. You read it first, move the new date if needed and add a personal line at the top. Then you send it or leave it, because a notice never goes out on its own.
Business bookingscoming soon
You set an activity for companies to be paid by invoice. The booking then reaches the office as a request and you take it from there.
Transfer toWebshop line · Office alert
Quotecoming soon
For a team outing or a large group you make a quote in the system. Once it’s accepted, the booking runs along the same lines as any other.
Invoice
Once everything is paid, the system makes the invoice and emails it as a PDF in the language of the booking. If the guest wants an invoice sooner, you make it yourself, after a preview to look it over. An issued invoice keeps its number and stays as it is.
Accountant
Your accountant gets a copy of every invoice once you fill in their email address. For each booking you see when that copy went out.
Refunds
You send an online payment back to the same card or account, in full or in part. The guest gets an email that the money is on its way. When you paid back in cash or by bank transfer, you write it down so the balance stays right.
Money overview
The money page shows what came in this month, what Stripe is still processing and what is on its way to the bank. Below that, week by week, is what you still expect, with anything overdue in red.
sheet 5·the Team line
Your team knows where to be.
The staffing suggestion helps you choose who works. Your staff see their schedule in their own app, and afterwards their hours are ready.
Connecting lines
Lesson or edition
Every lesson or edition has a number of places. The system counts how many are booked and free straight from the bookings, afresh each time, so that number is always right. A lesson with guests and no staff member yet gets its own spot on the dashboard.
Transfer toCalendar line · Calendar
Staff member
via the staffing suggestion
The staffing suggestion puts at the top who had the guest before, who speaks their language, who has the skill and who has worked few hours that week. You ask for it per lesson or for a whole week and see the reasons behind every suggestion. Anyone on time off or already scheduled at that moment is skipped.
Transfer toCalendar line · Week planningCalendar line · Time off
Group planning
You split an edition with many guests into groups, each with its own level and its own staff member. In the app, that staff member sees only the guests in their group. When a group grows bigger than usual, you see it right away.
Staff app
Your staff member puts the app on their phone’s home screen and sees their lessons under Today, with the meeting point, colleagues with a call button and the participants. The app stays readable without signal. Prices and payments stay out of it.
Transfer toCalendar line · Time off
Messages
When the time or the meeting point of a lesson changes, everyone on that lesson sees it in the app. For everything else you send a message yourself, like ‘bring your own lunch’. For each staff member you see whether they read it.
Transfer toCalendar line · Calendar
Hoursextra, paid extra, on and off by the month
From the schedule, the system makes a time entry for every day worked, at the rate of that moment. You can always run it again: what was already there stays put and nothing shows up twice. You approve a whole list in one go.
Transfer toCalendar line · Week planning
Payroll exportextra, paid extra, on and off by the month
Every month you download an overview in Excel, with the days, the hours and the rate for each staff member. For your payroll you get the hours ready as CSV, which opens neatly in Excel too. You pass that file on to your payroll package yourself.
sheet 6·the Calendar line
See at a glance who is where.
Calendar, week planning and dashboard show the same bookings, each from its own angle. A full day or a lesson without a staff member jumps out at once.
Connecting lines
Calendar
Every lesson and edition is in the calendar, with how many places are booked and free, how many guests are waiting and who is working. Red means full, or nobody scheduled yet.
Transfer toTeam line · Lesson or edition
Week planning
The planning shows the whole season, week by week. For each day you see how many lessons have guests, how many of those still need a staff member and who is free. You drag a name onto a lesson, or let the staffing suggestion propose a whole week and assign it in one go.
Transfer toTeam line · Staff member
Dashboard
The dashboard is the office’s morning list. It shows new time off, full or nearly full days, bookings that need attention, this week’s lessons and lessons nobody is down for yet. What you’ve seen, you tick off for the whole team.
Transfer toTeam line · Lesson or edition
Time off
Your staff member enters time off in the app, at least a week ahead and for a moment they aren’t scheduled yet. It’s settled straight away and shows up on your dashboard. The office can put time off on any date and take it away again if plans change.
Transfer toTeam line · Staff app
Open and closed
For each activity you set how many places a day has and which days are open. With zero places, a day closes. You also choose how long guests can book online, for example until the day before the start.
Transfer toWebshop line · Booking site
sheet 7·the Webshop line
The booking comes in on a fixed booking page.
Your webshop stays your shop window and every activity gets its own booking page. When a booking comes in by phone or email, the office enters it by hand.
Connecting lines
Webshop
Your own webshop stays your shop window. Every activity has its own booking page in the system with a fixed address, in Dutch and in English.
Book buttoncoming soonextra, paid extra, on and off by the month
On the product page you put a button or link to that booking page. A link from your English page opens the booking in English, and a discount code can ride along in the link.
Transfer toMoney line · Discount code
Booking site
The guest books in three steps: choose, fill in their details and confirm. They don’t need an account for it. If someone else grabs the last place just before them, they get up to three other dates or the waiting list.
Transfer toMoney line · Deposit
By hand
For a guest who calls, emails or comes through a partner, the office enters the booking itself. The system suggests the amount and the deposit from the activity and you adjust whatever you agreed. Then you send a payment link and everything carries on as with an online booking.
Transfer toMoney line · Balance
Office alert
Every online booking, request or waiting-list sign-up rings the bell in the back office. An email lands in the office mailbox too, with the details and a button to the booking. That way you see new bookings even when you’re away from the system.
Transfer toCalendar line · Dashboard
Embed scriptcoming soonextra, paid extra, on and off by the month
With an embed script you put the book button on any page of your site, outside the webshop as well. Handy for a landing page or a site without a shop.
WooCommerce plugincoming soonextra, paid extra, on and off by the month
A plugin for WooCommerce puts the book button on your product pages.
Shopify appcoming soonextra, paid extra, on and off by the month
For Shopify, the same connection comes as an app.
sheet 8·the whole network
Everything hangs on the same booking.
Every transfer on this map is a spot where separate systems make you type something over: from the webshop to Excel, from Excel to the group chat, from the hour sheet to the accountant. Here that isn’t needed, because every line leaves from the same booking.
Scale 1 booking = 5 lines
Under the network
- AI assistant
- The back office has an assistant that answers your questions from the manual, in Dutch or English. When you switch it on, it also gives live totals, such as how full next week’s lessons are. It takes its answers only from the manual and from those totals. Changes are always yours to make.
- Your own environment
- Every customer runs in a private environment of their own. Your guests and your team sit in a database that runs for your business alone, on servers in the EU.
- Languages
- Guests book in Dutch or English and get their emails in that language. The back office and the staff app are in English for now; Dutch is coming soon.
- Who works where
- Owner and office each have their own account in the back office. Staff members work in their own app.