We’ve put together this launch communications article to help you let your community know about your new bookings management system.
Please feel free to copy and paste the below comms to let your hirers and customers know about this exciting addition to your facilities.
The templates include key information for booking the facilities. We've included email, SMS and social post templates but feel free to replicate across other communication channels you may have with your hirers and customers.
Please make sure you amend the items in brackets to be relevant to your facilities. For example 'Hi [First name]' would become 'Hi Joe'.
💡 Top tips
- Add images of your facilities to your communications. Especially on social media. Even better, if you can, use video on social media to help your post be more visible.
- Send out your communications at least twice before you go live to let your customers know about the change.
- Let your team know what communications you’re sending and when you’re sending it. Give them a copy to have on hand so if they get any questions from customers, then your team will be on the same page.
- Put up physical collateral like posters to notify your visitors about the changes.
- Put up banners in high-footfall areas to drive more online bookings from your local community. Contact our marketing team to order your banners today.
📧 Email template
Hi [First name]
We hope you are well!
We’re excited to let you know about the improvements that we’re making which will help make booking and accessing [Insert venue name here] quicker and easier.
We’re introducing a new booking system, which will mean that you’ll now be able to check our live availability and then make, manage and pay for your bookings online.
What does this mean for you?
Existing bookings
All of your existing bookings have been moved to the new system, Bookteq. You should have received an email confirmation, prompting you to set up a Customer Portal account. Once you have created an account, you’ll be able to view, amend, cancel and manage all of your existing bookings, as well as being able to make new ones. If you have not created an account yet, don’t worry, you can do that here.
Unless we’ve notified you otherwise, the details of your original bookings have not changed.
If your bookings aren’t showing in your account
Please make sure that the email you’ve used to create your account matches the email used to make your original bookings. If you have and they are still not showing, please contact us by emailing us on [email address here] or calling us on [phone number].
Making a new booking
Once you’ve created a Customer Portal account you will be able to make a new booking as well as manage your existing bookings. Once you’ve logged in, you’ll be able to see our live availability, book additional sessions and pay for any outstanding bookings that you may have.
You can also make a booking via our website [hyperlink to the bookings page on your website].
Block bookings
You can easily make a new block booking through the Customer Portal!
When you’re logged into your account, click new bookings, select the options you need and make sure that you toggle the ‘block bookings’ option on. You’ll then be able to set up a payment plan and choose whether to make payments on a weekly or monthly basis. Your payments will then automatically come out of your account, which means no more payment admin for you!
Check out our block bookings tutorial video here.
Existing block bookings
If you already have a block booking, these have been moved to the new system. If you notice any of your bookings are missing, please contact us by emailing us on [email address here] or calling us on [phone number].
Update your payment schedule to make sure you never miss another payment!
You can update your payment schedule by setting up a payment plan through the Customer Portal. You’ll get the choice to make your payments on a weekly or monthly basis and the payments will automatically come out of your account.
Take a look at our payment plan tutorial video here.
Need an invoice?
Don’t worry, you can still download one for each or all of your bookings. To find out how to do that, watch our tutorial video here.
Operational changes
[This is an opportunity to update them on any other changes that you’ve made at your facility].
If you have more questions please contact us by emailing us on [email address here] or calling us on [phone number]. [You can also add any additional access information here for example any parking information or changes to unlocking procedures.]
We look forward to seeing you at [Insert venue name here].
Thanks
[Team name]
📲 SMS
Hi,
We’ve just sent you an email about improvements we’ve made to how you make bookings at [Venue Name]. You can now make bookings online through our website or by creating an account for the Customer Portal here. For more information, please check your emails or ask at reception.
Thanks!
🤳 Social post
We’re excited to let you know about the improvements that we’re making which will help make booking [Insert venue name here] quicker and easier.
We’re introducing a new booking system, which will mean that you’ll now be able to check our live availability and then make, manage and pay for your bookings online.
Make a booking here 👇
[Inset web link here]
If you have any questions, please feel free to ask at reception!