Important: If you have not yet set up Online Bookings for your webWorkshop system, please see here: [webWorkshop] Online Booking - Setup


Using webWorkshop Online Booking


TABLE OF CONTENTS



As explained in the Online Booking Setup Guide - you can add your unique online booking link to your website, social media pages and even the reminders sent from your webWorkshop system. You can even copy and paste the link into any emails you send to your customer or make it part of your default email signature.


When the Online Booking Link is sent via Service Reminders some details will auto-populate for your customer, read more in the Online Booking via Service Reminder section at the end of this article.


What your Customer Sees



Once the customer navigates to the link, they will be prompted to either select or fill in the following details:

  • Location Information - The customer is required to select the workshop where they would like to book the service. Users have the ability to add or remove workshops from the setup. 
  • Customer Information - The First Name and Last Name fields are mandatory and must be filled. Customers can provide either Mobile or Email, or both, as additional contact information. 
  • Vehicle Information - The Rego (registration) field is mandatory and must be filled.
  • Service Information - Pre-set Service Templates will be listed here for the customer to select what they are booking. Alternatively, they can choose Other and specify the service in the Comments section.
  • Request Date - Customers can only book a date if the capacity is below the percentage defined in your Online Booing setup. If the capacity has been exceeded, the day will be greyed out and unavailable for booking.
  • Drop-Off Time
    The available times in the drop-down are based on the workshop's working hours. Customers can either select a time or leave it blank if they are unsure. 


Once the above information has been filled out by the customer, they can click on the Submit Booking Request button.

This will take them to the Booking Request page.



Managing Online Booking Requests Received


Notification of Pending Online Bookings


Once the customer has submitted the booking request, you will see the following in WebWorkshop:

  • The bell icon on the top right will indicate a new notification: 
  • The new booking will be added to the Pending Online Bookings number on the Dashboard Booking section:

Note: Once you have set up Online Bookings, you may need to expand the Bookings widget on the Dashboard to also show Pending Online Bookings by:

  1. Navigating to the Setup Option on the Dashboard and click Widget Options 
  2. Select Edit 
  3. Click and Drag the Bookings widget down to expand the view. 


Finding and Opening a Pending Booking


Click the number in Pending Online Booking in the Dashboard to view the Booking List.


The page will display bookings in the following order:

  • Recently added (Pending status)
  • Booked status
  • Declined status

Users can also filter bookings using the Filters option for easier navigation. 

Click on any of the Pending Bookings to open the respective Online Booking Request.


Alternatively, you can open the Online Booking Request from the Bell Notification directly: 


The Booking Request Screen


  • If the customer does not exist in the system, a red alert will be displayed.
    • You can easily add the customer by clicking on "Add Customer", and also add the vehicle.
  • If the customer exists in the system, you see the customer's details displayed.
  • On the Booking Request screen you have the option to Decline or Create Job:
    • If Decline is selected: A prompt will appear, advising the you to contact the customer.
    • If Create Job is selected: The user will be directed to a page where they can select the contact method to notify Confirmation to the customer. 


Online Booking via Service Reminder


You can send the Online Booking link through Service Reminders by navigating to Reports > Marketing Reports > Vehicle Follow-Up Report.


Note: The reminder must include the Online Booking link. Please refer to the Follow-up Reminder step of Online Booking Setup for more details.


The SMS or Emailed reminder sent to your customer will include the Online Booking link and when the customer clicks this link, it will pre-fill their details and vehicle information.


The customer can still edit and change their name and vehicle information if needed.

The system will check if the customer or vehicle exists in the system:

  • If the customer is not found, a mismatch warning will be displayed.
  • If the vehicle is not found, the system will prompt the user to add the vehicle.