Business Processes Settings (Tutorial)

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By PPM Team

updated 12 months ago

This tutorial walks through every step of setting up your "Business Processes".

Step 1: Click "Settings" button in the profile / settings dropdown menu

It looks like this:


Step 2: Select “Business Processes” from the top navigation menu in the window that pops up


Then you’ll see this window…


Step 3: Set up your “Enquiry Notifications”

Here you can set up the text that is displayed on-screen and within the confirmation emails sent to your clients after they submit a booking request through your PPM forms.

There are two fields you can set:

  1. “Confirmation text - Enquiry”
    This text will be displayed in the confirmation email sent to your client and will be placed above a summary of their submitted enquiry details.

  2. “What happens next - text”
    This text will be displayed on-screen after your client submits their enquiry and will be placed under the ‘What happens next’ header.  It will also be displayed in the confirmation email sent to your client and will be placed below the summary of their submitted enquiry details under the ‘What happens next’ header.

NOTE: If you leave these fields blank, the default confirmation text will be included.

After you have filled in your text, click “Save”


Step 4: Set up your “Form Fields”

Here you can customize what fields appear on your Enquiry/Booking Forms, that your clients fill out.

First, click “Form Fields” in the side navigation menu of the popup window.

For each field, there are 4 different options you can select:

  • M = Mandatory (Required) 
  • O = Optional 
  • X = Not displayed on form 
  • R/O = Read-only

To change this value for any field, simply click the dropdown and select the option you’d like for that particular field.

Here’s a screenshot of what this screen looks like:


NOTE #1:  Some fields cannot be changed at all, and others may have limited options available.  This is because certain information is critical at different stages of the booking process in order for PPM to effectively offer key automation options for you and your business.

NOTE #2:  You’ll see that there are three different forms you can customize the fields for, they are:

  1. Enquiry Form
    This form is used for potential clients that just want to send you an enquiry about your services and products at that stage.

  2. Booking Request Form
    This form is used for clients ready to book with you.

  3. Booking Finalisation Form
    This form is used as a confirmation when a client is booking with you.

After you’ve made all the changes you’d like to make, remember to click “Save”!


Step 5: Set up your “Form Settings”

Here you can add some helpful text to your Booking Form and Booking Finalisation Form.

First, click “Form Settings” in the side navigation menu of the popup window.

There are five elements you can modify here:

1. ‘Other info’ field label

By default, the label for this field will show as “Other info / requests”.  If you’d like to change it, simply type in a new label.

Here’s what this label looks like on your Enquiry/Booking Form.



2. ‘Step 1’ notes

If entered, this text will appear on your enquiry forms, and will be displayed directly above the 'Continue' button in Step #1.

It will look something like this:

3. ‘Pricing notes’ text

If entered, these notes will appear on your Enquiry/Booking Form, at the bottom of ‘Step 2: Party / Event options’ and will look like this:

Example: You may want to include a note here to advise that there may be an additional cost to cover travel time / fuel, depending on the location of the event.


4. Custom Thank You Screen

Upon successful submission of the form, you can choose to redirect that client to any page on your website that you’d like!  Just enter the full URL here (starting with http:// or https://)

5. Guidance text for ‘Anything else we should know’ box

When you send your client a Booking Finalisation Form to confirm their booking, there will be an “Anything else we should know?” section, where you client can provide any additional notes for their event with you.  You can provide additional guidance for any specifics you’d like them to consider for this section.  

Your Guidance text will look like this:


Example: You may want to request info about parking / access at the event location.


Step 6: Set up your Terms & Conditions and Privacy Policy

Here you can add links to your Terms & Conditions, as well as your Privacy Policy.  You can also add Yes/No Consent Questions to your Booking Forms.

First, click “T&C / Privacy” in the side navigation menu of the popup window.


To add Terms and Conditions to your Booking Finalisation Form, add a URL for where your Terms and Conditions appear to the “T&C’s URL”” option.  Click “Save”.

After you’ve done this, your clients will be required to accept your Terms and Conditions in order to complete their Booking Finalisation Form.


Next, to add your Privacy Policy, type in a “Brief privacy statement”, then add a URL for where your full Privacy Policy appears (e.g. on your website) to the “Your privacy policy URL” field.  Click “Save”.

You can also create two “Consent questions”.  These are Yes / No questions that will be added to the bottom of your Booking Forms.

Add your questions, check off the “Enabled” boxes and click “Save”.

After you’ve added your Privacy Policy and your Consent Questions, the following will be added at the bottom of the “Step 4: Other details” section of your Booking Forms:


Step 7: Set up your “Standard Texts”

Standard Texts are arguably one of the most powerful features PPM offers you.  This feature alone can save you hundreds of hours of work!!

What is a “Standard Text”?
In a nutshell, a Standard Text is simply an email or document template.

With Standard Texts you can set up as many templates as you need.  Then you can use these templates to communicate quickly with your clients and, if you have a team, your staff members too.  

After they are set up, Standard Texts can be used:

  1. To email one client (via the Utilities tab of their Event) 
  2. To email many clients at once (via the main Events list)
  3. To email one staff member (via the Utilities tab of an Event)
  4. To email multiple staff members assigned to an Event  (via the Utilities tab of an Event)


As an added bonus, Standard Texts can also be utilised in a very similar way, for automatically generating PDF documents, to be stored on file, or printed.

When might you use “Standard Texts”?
There are countless possibilities for Standard Texts.  Here are some popular ways our users are already using their Standard Texts:

Emailing clients...

  • Deposit Received Notifications
  • Deposit Reminder Notices
  • Pre-Event Reminders
  • Post-Event Follow Ups
  • Final Payment Due Notifications
  • Follow up to clients who have not confirmed their event
  • Full Payment Received Notices

OR Emailing staff…

  • Invitations to accept/decline gigs
  • Important event updates
  • Pre-gig reminders

And many more!


So, let’s get your Standard Texts set up!

First, click “Standard Texts” in the side navigation menu of the popup window.

To add a new Standard Text, click the orange “+ STANDARD TEXT” button at the top.


Once you’ve done that, a new popup will appear.  Here you will enter a Name for your Standard Text, what you’d like the Subject Line to be and you’ll add the content of your message.


At the bottom of this screen, you’ll see a list of “General placeholders” and “Staff placeholders” that are available for you to use.

General Placeholders are variable fields you’d like to include to customise your messages to each client.  

So, for example, if you wanted to greet your client by first name at the beginning of your message, you would type:

Hello {{ client.firstName }}


Doing this would insert that clients actual first name when the message is sent.

Staff Placeholders work just the same, but these are to be used for Standard Texts that you’ll be sending to your staff instead of clients.

If I wanted to create a Standard Text for the purpose of reminding a client about an upcoming event, my content might look something like this:


Hello {{ client.firstName }},

We are so excited for your upcoming event on {{ booking.date }}!  

Thank you again for booking with us and including us in {{ booking.childFirstNames}}’s special day!  

We’ll see you on {{ booking.date }} at {{ booking.time }}.

Thanks,
Your Party Pro


Or, maybe you want to add a Standard Text for the purpose of reminding staff to check their schedules and confirm their attendance for an event.  That might looks something like this:


Hi {{ staff.firstName }}!

We just posted a new job request for you!

Please click on the link below to approve/deny the job. If you approve the job, you will be placed on the schedule. 

[staff.link.availabilityCheck]

Please be sure to add to your calendar and don't forget, it will also be available in your Staff Portal!

Here's that link again for you to approve/deny this job request:

[staff.link.availabilityCheck]

If you have any questions at all, let us know!

Thanks,
Your Party Pro


Click “OK” to save your new Standard Text.  Once you’ve done that, your new Standard Text will appear on your list of Standard Texts where you can come back to edit or delete it at any time.

For information on how to ‘use’ your Standard Texts, refer to the four use cases listed at the start of this step.


Step 8: Set up your “Booking Checklist”

Do you have a list of repeatable tasks you need to complete for most clients that you want to make sure you never miss?  If so, the Booking Checklist feature is for you!

When you create a Booking Checklist, you’ll be able to create a list of tasks that you can later set personalized deadlines for each individual event you add to PPM.

For example, you may want a reminder to:

  • Add/Notify Staff
  • Pack Equipment
  • Send An Invoice
  • Etc.

To do this, first, click “Booking Checklist” in the side navigation menu of the popup window.

To add a new Checklist Item, click the orange “+ CHECKLIST ITEM” button at the top.


A new popup will appear, where you can add the Task and assign a Display sequence.


Add your details, click OK.

Repeat this process for all the Checklist Items you’d like to add.

You can always come back later to edit / delete items from your checklist.


Step 9: Set up your Automation rules

These settings save you time by triggering common follow-on actions in response to changes to enquiries / bookings.  

First, click “Automation” in the side navigation menu of the popup window.

There are several automation options available. Select those that you’d like to apply and click “Save”.


Important Note #1: You will be prompted for confirmation before each triggered action is automatically processed.  These prompts will look something like this:


Important Note #2:  Because we want to give you the opportunity to prevent an automation from being triggered, automations will only be executed when the ‘deposit paid date’ or ‘remaining balance paid date’ are set manually via your PPM Admin.

In other words, these automations will not be triggered when deposit payments are received (and automatically recorded) via our PayPal integration. (You may like to manually send a PPM email in this case)







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