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Presenting prices

Whether you require payment immediately upon booking or you take payment at a later stage, you can display prices for your services or resources. You can configure your schedule to present fixed prices or calculate prices based on a set of pricing rules, or booking related criteria such as length of the appointment and time of day.

Fixed prices

Resources such as treatments, classes, etc. can be given a fixed price. There is no differentiation with respect to, for example, time of day, length of the treatment or class.

  1. Depending on the type of schedule that you are working with, the available options vary

    Resource schedule

    On a Resource schedule, on the Resources tab, under Price, select the desired option. You can either set the same price for all resources – Fixed price – or set the price by giving the option to choose from a selection list – Determined by selection list

    Upon selecting the latter option, a new text area will appear where each of the options and their price must be entered as a separate line. In addition to a short description and the price of each option, the system expects a duration in H:MM or D:HH:MM format to be specified (see also Setting booking constraints)

    Capacity schedule

    In case of a Capacity schedule, you can specify a default price for new slots. To do so, check Add a price field to the “create new slot” dialog and specify the default price for any new slots you create. You can overwrite this default price upon creating or editing a slot, so the fixed price can be different for each slot

    Service schedule

    When working with a Service schedule, a price can be specified for each service. Note that in order to show prices in the list of services, you need to explicitly check the Show a price column in lists option near the bottom of the Services tab

  2. Click Save changes. This will take you back to the Overview tab of the configuration screen
If you change the default price on a capacity schedule this only applies to new slots, it does not change the price of slots you may have already created. On a service or a resource schedule changing the price will apply to all new bookings.

Calculated prices

If prices depend on criteria such as the length or the start time of the booking, you will need calculated prices. You can, for example, automatically increase the price on weekends, or reduce the price for last minute bookings.

  1. On the Resources tab, under Price, select the desired option. Depending on the type of schedule you are working with, the available options vary

    Resource Schedule

    On a Resource schedule, start with selecting the Depends on date, length or resource option

    Capacity Schedule

    In case of a Capacity schedule, start with specifying a base price to for the calculation. To do so, check Add a price field to the “create new slot” dialog and specify the default price for any new slots you create. If necessary, you can change this base price for each slot when you create it

    Service schedule

    When working with a Service schedule, a different base price can be specified for each service. Note that in order to show prices in the listing of services, you need to explicitly check the Show a price column in lists option near the bottom of the Services tab

  2. Click Save changes. This will return you to the Overview tab of configuration screen
  3. Select the Resources or Services tab again. Under the option Price, you should now see the radio button in front of the option you selected in step 1 selected

Set base price

  1. Select the “set up pricing” link on the Resources (or Services) tab
  2. Choose a dimension for the base price; You can choose whether the price gets calculated once for a reservation, or by unit of time (minute, half hour, hour, day, etc). The screen interactively calculates an example resulting price for a given time and date
Set up pricing

Create pricing rules

In order to specify different prices for different resources or make them depend on certain conditions being met, you can define one or more pricing rules. These pricing rules are evaluated in order, allowing you to implement almost any pricing construct you can think of.

Each pricing rule is made up of an action and a set of conditions. These actions range from Set price to and Increase price by to Round total to and Set to unavailable. If you specify an action but no conditions, it is always applied. However, if conditions are applied, the rule will only be applied if all the conditions are met. Note that some conditions depend on the type of schedule used. For example, the option to set a different price for people on the waiting list is only available on capacity schedules.

Simple pricing rule

Rules are evaluated in order; the order can be changed by dragging them to the desired position in the list. You can also add a Stop evaluating rules action. This allows you to skip a set of rules, for example to make them only apply on weekends.

Pricing rules are also the way to implement deposits, i.e. while people are presented with the total price, they will only be required to pay the deposit upfront and the remainder is collected later.

Set deposit

If there is at least one custom field present on your schedule two additional price rule actions will be enabled: ‘add field to price’ and ‘add field to total’. These options allow you to create price rules that take user selected values into account. For example, this allows a customer to specify the number of children in his party and apply a discount based on those.

After you set up a price rule you will now also find a “set up pricing” link on the Overview tab of the configuration page so you can reach the Price Rules screen more quickly.

Time partitioning

When you use a price per time unit on a Resource or Service schedule, price calculations can get quite complicated. Consider, for example, a situation where weekend bookings are twice as expensive as non-weekend bookings. When making a booking that includes one weekend day and one non-weekend day, you will notice that the system correctly uses the higher price for the weekend day only. This calculation can become quite complex, especially when you use multiple rules with different overlapping periods.

When using a price per booking, only the price of the starting time applies and no time partitioning will be used. This is also true for slots on a Capacity schedule: the only relevant time is the start time of the slot, even when the slot overlaps multiple periods. On the other hand, the Capacity schedule has the option to give each slot a different base price, something that is not easily done on a Resource or Service schedule.