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Group Service Features

View and Manage Registrations

Magenta Health

There are two ways to view registrations within Veribook:

View Registrations for a Specific Event

1. Select the Registrations button in the main navigation bar.

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2. Select the Overview tab.

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3. A list of your upcoming events will be displayed by default.

Chose the All view to see past events as well.

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4. Click on an event to see an overview of that event, including a list of individuals who have registered.

You'll also be able to:

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View All Registrations

1. Select the Registrations button in the main navigation bar.

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2. Select the Client Requests tab.

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3. Registration requests that require attention will be displayed by default.

Choose the Registered view to see only registrations that have been accepted.

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4. Click on a registration to see more details, send a message, or cancel the registration.

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Set Email Reminders for Registrations

Magenta Health

By default, customers will be sent a reminder by email 1 day in advance of registrations. You are able to disable or configure the timing of these reminders.

In order to minimize spam complaints, it is not possible to configure multiple reminders.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to set or update the timing of its email reminders.

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4. Select the General tab, and check off and configure the Automatically remind clients by e-mail option.

Remember to save your changes.

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Email reminders for this service will now be sent (or not sent) in accordance with your configuration.

Require Advance Notice to Cancel Registrations

Magenta Health

By default, customers can cancel their registration for an event anytime. You are able to configure this feature in two ways:

  • After a certain deadline, customers are warned of potential fees when cancelling

  • After a certain deadline, customers are prevented from cancelling

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to set or update this feature.

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4. Select the General tab, and configure the Registrations must be cancelled in advance by at least: option to set a deadline.

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5. If the Allow clients to cancel registrations after the cancellation deadline option is checked, customers are warned of potential fees when cancelling after the deadline, but are able to proceed with the cancellation.

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6. If the Allow clients to cancel registrations after the cancellation deadline option is unchecked, customers are prevented altogether from cancelling after the deadline and are instead instructed to contact you directly.

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Online Payments

Magenta Health

Take payments from customers as part of the booking process. With this feature enabled, users must submit payment prior to completing their booking request.

At the moment, Veribook fully integrates with PayPal Merchant Accounts.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to enable online payments.

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4. Select the Online Payment tab, then select the Account Payment Gateways button.

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5. Enter and save the e-mail address associated with your PayPal Merchant Account. All customer payments will be automatically directed into this account.

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6. Finish configuring the options for this service:

  • Select the option to Accept Payments Online for this service

  • Choose the desired currency (default is USD)

  • Specify the price per booking

  • Specify the applicable tax rate

Contact us if you require assistance implementing more complex pricing rules.

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You are now ready to receive online payments for your service. Bookings for which payments have been received will be automatically tagged paid

Embed a Registration Form into your Website

Magenta Health

While it's easier to have customers or clients register by sharing a direct link to a particular event, it's oftentimes preferable to integrate Veribook directly into your website.

By doing so, customers are kept within your website for the entire registration process, delivering a more streamlined user experience.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the links icon for the service that you wish to embed into your website.

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4. The Add a Registration Form to Your Website option will display two short snippets of code. Add the first to the HTML Head tag section, and the second to the HTML Body tag section of your own website.

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5. As an example, this sample file embeds a booking form to schedule an online demo with us.

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Manually Add Registrations

Magenta Health

Sometimes it's necessary to manually enter registrations into a schedule. For example, some clients may prefer to register by phone or email, or wish to register at the end of a previous session.

By entering such appointments into Veribook manually,

  • your calendar is kept complete and comprehensive;

  • exceeding the event's capacity is prevented;

  • customers can cancel online; and

  • reminder emails can be automatically sent.

Instructions

1. Select the Registrations button in the main navigation bar.

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2. Select the Overview tab.

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3. A list of your upcoming events will be displayed by default.

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4. Click on an event to open an overview of that event.

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5. To manually add a registration, click Add and then complete the form as appropriate.

If the E-mail field is completed, a confirmation (and reminders) will be sent to this email address.

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Export Registration History

Magenta Health

Oftentimes, exporting your registration history into a format that is compatible with common spreadsheet programs such as Microsoft Excel and Google Sheets is useful.

For example, robust analysis or reporting can be readily achieved, or data can be massaged for import into another system such as a customer relationship management (CRM) system.

Instructions

1. Select the Registrations button in the main navigation bar.

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2. Select the Overview tab, then select one of the scheduled dates and times.

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3. Select the Export button.

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4. A file containing the registrations for this specific date and time will automatically download.

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5. Open this file using any common spreadsheet program such as Microsoft Excel.

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Configure When to Accept Registrations

Magenta Health

By default, customers can register for your classes, events, seminars, etc... anytime. You are also able to configure when to start and stop accepting registrations.

Instructions

1. Follow our instructions to setup a group event.

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2. When completing the form, enter a date and time to start and/or stop accepting accepting registrations. In this example, specific times are specified for a one-time event.

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3. If creating a recurring series of events, a specific time cannot be specified. Instead, specify how far in advance of a particular event to start and/or stop accepting registrations.

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Change your Service Time Zone

Magenta Health

If your customers are in a certain time zone, or if appointments or events are always conducted in a particular time zone, set the time zone for a particular service to reduce the likelihood of error and confusion.

By setting the time zone, available appointments will be presented in the selected time zone and emails will be formatted in the selected time zone.

Do not configure this setting if your service is provided remotely or online - Veribook will automatically adjust for time zone differences in this situation. This is the default setting.

Note that this setting is separate from your account time zone. The service time zone configures the time zone that is presented to your customers, whereas your account time zone configures the time zone that is primarily used when sending you emails.

Instructions

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1. Select the Setup Services button in the main navigation bar.

2. Select the Services tab.

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3. Select the settings cog for the service for which you want to set or update its time zone.

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4. Select and save the time zone.

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The time zone for this service has now been configured. Emails associated with this service will be sent in the selected time zone, and the available appointments will also be presented in this time zone.

Automatically Accept Registration Requests

Magenta Health

By default, registration requests for events are automatically accepted. This is similar to how booking requests for appointments are automatically accepted.

You are also able to disable this feature so that you have an opportunity to review registration requests before customers are advised that the registration is confirmed.

In such circumstances, customers are nevertheless immediately advised by email that their request to register has been received, and that they should expect further confirmation of their registration.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to confirm this feature.

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4. Select the General tab, and uncheck the Automatically accept registration requests if space is available option.

Remember to save your changes.

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5. New registration requests for this service will now be labelled Action required.

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6. Use the Accept and Decline buttons to respond to new registration requests.

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Registration requests will now require manual review and acceptance.

Share a Direct Link to your Events

Magenta Health

The simplest way to have customers or clients register with you is by sharing a direct link to a particular type of event.

Share this link by adding it to your website or social media presence, or by emailing it to appropriate individuals.

Alternatively, consider integrating your registration form directly into your existing website.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the links icon for the service that you wish to share.

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4. The Share Your Registration Form URL option will display a link corresponding to the selected service.

Share this link with customers by email or social media, or by adding it into your existing website.

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5. Alternatively, share a direct link to a particular event by accessing the link icon when viewing the summary for an event scheduled for a specific date and time.

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Customize your Booking and Registration Form Fields

Magenta Health

By default, your customers are asked to supply only their name, phone number, and email address when booking an appointment or registering for an event.

Certain information is also displayed, such as the applicable resource, price, and location.

It is often convenient to ask for additional or different information, or to hide some of the information displayed by default, as in these examples

The types of form fields available include:

  • text fields

  • text areas

  • drop down menus

  • check boxes

Instructions

1. Email customercare@veribook.com with the details of the new form(s) to be added to your account. There is no charge for this service.

Continue with the following steps once you have received confirmation back.

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2. Select the Setup Services button in the main navigation bar.

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3. Select the Services tab.

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4. Select the settings cog for the service for which you want to set or update this feature.

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5. Select the Misc tab.

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6. Select the appropriate form from the list of forms added to your account.

Remember to save the change.

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7. Customers booking or registering for this service will now see the customized form.

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Add Custom Information into Confirmation Emails

Magenta Health

Confirmation and reminder emails sent to your customers can be customized to include additional information. For example, supply:

  • Pre-appointment instructions

  • Links to documents or useful information

  • Parking instructions

  • Travel directions

These instructions are specific to each of your services so that different services can include different custom information.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to supply custom information.

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4. Select the E-mail tab

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5. Select the Confirmation Message option from the Settings List

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6. To add custom information into all confirmation and reminder emails sent to your customers for this service, enter and save a message.

Leave this field blank if no additional information needs to be supplied.

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7. Confirmation and reminder emails sent to your customers will now include this additional information

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Usually for no extra cost, our team is able to deliver additional email customizations. Contact us to request these customizations.

Include a Calendar Invitation in Confirmation Emails

Magenta Health

By default, many notification emails sent to your customers include an ICS file (also known as a calendar invitation) to update third-party calendars such as Microsoft Outlook and Google Calendar. For example, by default:

  • Confirmation emails include a file to add the appointment

  • Cancellation emails include a file to remove the appointment

  • Rescheduling emails include a file to add the new appointment time

You are able to disable this feature so that these ICS files are not sent. This setting is specific to each of your services.

Instructions

1. Select the Setup Services button in the main navigation bar.

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2. Select the Services tab.

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3. Select the settings cog for the service for which you want to supply custom information.

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4. Select the E-mail tab.

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5. Select the ICS File option from the Settings List

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6. Uncheck the option to “Include ICS file to add bookings and events to third-party calendars such as Microsoft Outlook and Google Calendar”.

Leave this value checked to continue to include an ICS file.

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Usually for no extra cost, our team is able to deliver additional email customizations. Contact us to request these customizations.