One of the first things you'll need to do once you have access to your Bookteq account is create your first venue. Here's how you do it.
First of all, you'll need to create a Bookteq account. If you don't have this set up yet, please visit https://app.bookteq.com/ or email us at support@bookteq.com in order to create your account.
Creating your account
To get started creating your account, enter your organisation name and click Let's start. If you have more than one venue, insert only the name of your organisation, the individual venues will be set up at a later stage in the onboarding process.
Once your account is created and workspace set-up, you will receive an email notifying you that your account is ready for use. If you do not receive this email, please email support@bookteq.com who will be able to assist.
Creating your first venue
Now your account has been created, it's time to create your first venue. When you log into your workspace for the first time, in the left-hand sidebar you will see a tab titled Create your first venue. Click on this and you'll be able to start creating the profile of your venue.
What information should be added in each field?
Unless indicated as Optional, all the fields in this section have to be completed before you can proceed to the next step. Once all the information is added, the Create venue button at the bottom of the page will become clickable, changing from light to dark and you will then be able to save your venue information. Please note that all the information added in this section can be updated at a later stage from the left-hand sidebar under Venue Settings > Venue Information.
General Information
Venue Name & Address - Insert the name and address of your venue here.
Latitude & Longitude - These are required as a map of your venue will be added to the confirmation email that will be sent to the booker. It is important that these are added correctly as these will help the customer locate the venue. Feel free to use Google Maps or an online tool (e.g. https://www.doogal.co.uk/LatLong.php) to calculate these values.
Contact Email Address & Phone Number - Add the contact details where you would like the customer contact you should they have any queries. These will be included in multiple system emails to the customer.
Business Details
VAT Number - This is an optional field, however, we do recommend this to be added if applicable to your organisation as it will be included on any invoices generated by the software. This can also be added at a later stage.
Currency - Select the correct currency based on where your venue is located.
Booking Prefix - A reference number including this prefix will be generated every time a reservation, booking or order is created and will be visible on emails to the customer. This is optional, however if you have more than one venue we advise that this field is completed as it will help you to quickly identify which venue that booking belongs to. We recommend using an abbreviation of your venue such as 3 or 4 letters (e.g. DSC for Dynamo Sports Club).
Booking Starting Number - This is the second half of the reference number and will follow the prefix set above (if you have completed this field). You may wish to start at a higher reference number to avoid duplicate reference numbers with a previous software or invoicing systems you may have used.
Additional Information
Venue Amenities - We recommend adding as many amenities that your venue has as this will help to give the customer a better picture of your venue. This could be anything from parking, to a cafe, to toilets.
Venue Logo - Insert your venue logo here. This will be included on emails to the customer as well as on the top of invoices and receipts. If you have more than one venue, and would rather add the logo for your organisation for all of your venues, please feel free to do so.
Venue Terms and Conditions - Add your Terms & Conditions in pdf format which the customer will be able to view and download from emails they receive regarding their reservations or bookings.
With all the required fields completed, you will now be able to create your first venue.
Creating additional venues
If you have more than one venue and you would like to create additional venues on your account, navigate to your venue list via the left sidebar; Account > Venues.
In the top right corner of this page, you will see the option to + Create a new venue, once you click on this option a new venue creation form will open up where you will need to fill the required fields as above.
