BookingLive: Online Booking System

Venue Hire Type Vouchers

Overview

 

Venue Hire Type Vouchers are specially designed for Venue Systems. Activity/Cash Vouchers will not work with systems using Venues.

These Vouchers can be found in ADMIN > DATA > EXTRA.

The unique feature with VenueHireTypeVouchers is the ability for vouchers to be upgraded by customers when they are booking.

In this section, learn how to:


If you're looking for something else - please see from the links below:

 

 How to setup a VenueHireTypeVoucher

First, you must create a Gift Agent to be able to link the vouchers to the Gift Agents details e.g. "Living Social". 

Second, you must create a Extra Category to be able to categorize the vouchers e.g. "Internal Vouchers", and/or "External Gift Agent Vouchers".

  1. Once you've setup a gift agent (internal or external) then,
  2. Go to ADMIN > DATA > EXTRA
  3. Click "CREATE EXTRA" on the left hand side.
  4. Follow the reference guide below to know what details are mandatory for VenueHireTypeVoucher.
  5. Click ADD.

NOTE: once you save the voucher, more fields will be added depending upon the TYPE of voucher you selected, to please review the reference table below.

 

Gift Agency Vouchers

If you want customers to be able to redeem your third party gift agent vouchers, you will need to complete the same process (as above).

However make sure to name the External Vouchers differently to your internal ones e.g. "Virgin - 30 Minute Simulator Session Voucher".

 

Voucher Reference Table

Item

Description

Recommended
Name
This is the internal name only (you use this name when importing voucher codes) Y
Display Name This is the customer facing extra name. Y
Description This is the sales description to customers. Optional
Redemption Description This description appears on the activity list item on the redeem voucher page when the customer redeems this voucher.  Optional
Previous Price A strikethrough appears above the Price (below) when displaying extras Optional
Price This is the price visible to purchaser for the customer/admin Y
Cash Value Set Cash Value to be amount that the redeemed voucher is worth on another activity if there are no available schedules for this particular redeemed activity Optional
Expired Cash Value Is the value of the voucher when its expired - set to £0 if you don't want the voucher to be worth anything when it expires. Optional
Dates The Date From / Date To - is the time period set of when you can buy this voucher online. Y
Activities Adding activities here will add the voucher to be display on the Booking Page for the selected activities. Not to be confused with Redeemable Activities - see below. Optional
Locations The locations that you can buy this voucher at. Optional
Include for all Activities Adds this extra to all activities when on the booking page. Optional
Valid for Days Set how many days from the purchase of the voucher until it expires and cannot be used. Y
Fixed Expiry Date You can set a fixed expiry date in the future for when all of these purchased vouchers will expire automatically. Optional
Custom Email Text Here you can enter more information about this specific voucher, which is automatically added to the customer's confirmation email message. See more on custom email text here Optional
Notify Email Enter an email address (comma separated for more than one) - to get notified when this voucher is purchased. Optional
Days of the Week What days of the week (schedules) these vouchers can be redeemed against. Y
ValidTimeStart/End The time slots that customers can choose schedules to range between. Y
Redeemable Activities What activities can be redeemed against this one voucher (a voucher can only be linked to one activity - so make sure the activity is the same value as the voucher) Y
Status Can be set to ACTIVE or HIDDEN. Active - means the voucher is available and visible on the website to buy; Hidden - is not available to buy. Y
Type For Venue Vouchers this should be set to VenueHireType Voucher Y
     
Others:    
Is In Tin Indicates that the voucher will NOT be delivered online via email, but instead will be sent via post. Make sure you have a Voucher Recipient Template assigned to this voucher with Shipping Costs and Address details. Optional
Is Admin Only Available to purchase by Admin staff only. Optional
Apply VAT  Adds 20% VAT onto the booking for this voucher Optional
Image URL This is where you can add a small thumbnail picture of the activity that relates to this voucher. The image must be 110 x 110 px Optional
Extra Category Must be assigned a Extra Category e.g. "Internal Vouchers" or "External Gift Agencies" Y
Voucher Recipient Template This is the voucher equivalent of the activity Participant Template - it's allows you to set what details you want to add onto the voucher. If you don't have any choices from the dropdown then you haven't created a Voucher Recipient Template. Y
Confirmation Email PDF You can attach a document or pdf to the confirmation email message that a purchaser receives once they buy this voucher. This document will only attach when this specific voucher is purchased - therefore it gives you the ability to enter more information that you may have to give to customers. Optional

 

 Upgrading Vouchers

With Venue Hire Type Vouchers, you have a tab called CASH VALUE OVERRIDE.

This tab allows you to link another Hire Type to this vouchers current Hire Type (as an upgrade).

Here you can set the value that should get deducted from the customers basket when they choose the upgraded item on redeeming a voucher.

  1. Go to ADMIN > DATA > EXTRA.
  2. Click on a VenueHireType Voucher extra you've already created.
  3. Click on the CASH VALUE OVERRIDE [tab].
  4. Click ADD CASH VALUE OVERRIDE.
  5. Set the "Override Cash Value" (this is the amount the customer should get taken off their basket total if they choose another higher priced Hire Type); and link the "Venue Hire Type" dropdown to the Hire Type the customer would have to select to get this amount taken off their basket.
  6. Click SAVE.

NOTE

  • The ability to select another hire type when (upgrade) is only possible when the customer is redeeming a voucher, as the Cash Value Override only appears on the Venue Hire Type Voucher.
  • In Step 5 (above) you should never link the "Venue Hire Type" dropdown to the current voucher (or a voucher of less value) that you are on, as this wouldn't be an upgrade.

Screenshot Example: this is what would happen when the customer upgrades from the 30 Minute Simulator Session Voucher to 60 Minutes Simulator Session (£134).