Features and Updates 2022/06/09
There has been some interesting features accumulated since the last feature update. The season is almost over and now it is time for a little vacation, catch your breath and find strength for the start of the fall vacation. Surely there is also a quiet minute to get up to date with the following updates.
🤩 The highlight
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Instant checkout
Bookacamp can confirm bookings automatically. This is very convenient especially at the beginning of the season - mostly from November to March - because you as the organizer can lean back and the work is done by the software. If you also offer your customers online payment via one of the numerous online payment providers, the customer is now shown the invoice directly after booking and payment can start. This works just like in any online store. The payment method is selected, the payment is confirmed, and the money is in the account in no time at all.
✨ Need to know
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Filter by bookable offers
In the back office in the filter panel for the sessions and events there is a new option to search for bookable offers. Especially at the end of the season, this is helpful in advising customers to quickly find the offers where spots are available. -
Cancel camps and events
There is an option in the session management via the more function to classify a session as cancelled. When canceling a done, all related bookings are automatically canceled in one step. This takes work off your hands, as the cancellation emails and invoice cancellations are taken care of directly. -
Suspend feedback
From now on it is possible to ignore single sessions in the dispatch of the automatic feedback request. This can be useful in relation to agencies or companies that use their own feedback systems. The new setting can be found in the expert mode in the communication section. -
Trip interruption & cancellations
The date and background of cancellations and trip interruptions can now be changed. Under Edit booking directly on the respective booking detail page there is the new input field. In addition, bookings with the status cancelled or interrupted will not be considered in the automatic feedback requests.
Why is this needed?
To improve the billing with the hostel and to exclude, that automatic emails are still sent. Season follow-up also benefits from the data. -
To improve the capacity query for sibling bookings.
It is possible to register more than one participant per booking. Our algorithms, which calculate the number of free spots, have been adjusted and now check directly when adding more participants, what the occupancy level is. If the camp is full, the booking is prevented. -
Self-service waiting list cancellation
Often certain offers are realized via waiting lists, for example because places are allocated via scholarships or companies want to release the registration lists first. Especially when such registrations cost nothing at first, there is quite a high rate of no shows, which means the kids simply don't show up at camp without cancelling. This is annoying, as others would have liked to come along. It makes sense to ask before the camp, if the registration is still up to date. This can be done by using the e-mail bulk function in the system and, brand new, there are also placeholders that customers can use to cancel or deregister their registration themselves. The cancellation pops up in the internal messaging system and the place can be filled with other participants.
💰 Everything that has to do with money
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Customer's tax number on the invoice
It sometimes happens that companies want to see their own tax number on the invoice. To do this, the tax number must be entered in the customer record in the backoffice and it will be inserted under the address field on the invoice. -
Customers with direct debit without payment reminders
The system is able to send an automatic reminder in case of open payments. The activation is done in the own account settings. For bookings that pay by direct debit, this reminder was previously also sent. To avoid misunderstandings, this is now prevented. -
Incoming payments on the cash desk
If you have ever done accounting yourself, you will know what to do with the cash accounts Bank (1200) and Cash (1000). This is used to separate cash flows for accounting purposes. When parents pay an amount in cash in the location, it is often posted to a cash register with a paper receipt and its own accounting rules. The amount still needs to be recorded in the booking details, otherwise payment reminders or dunning letters could be sent. If one enters the payment, the choice between both accounts is now available. The 1200 bank account is always preselected. Postings to the cash account are ignored in the further accounting, for example via our DATEV interface. -
Improved dunning
Payment reminder - reminder1 - reminder2 - collection. But in which status is the posting actually at the moment? The dunning system has been internally decoupled from the booking status, so you can see when an invoice is dunned and it allows reminders on cancellation invoices. This is of course accompanied by better filters and better control. Let's hope that these functions are used as rarely as possible.
😎 Teamer-Addon
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Do you already know the profile login?
The profile login allows your camp counselors to update their own data, maintain questionnaires and documents, and register requests for the next assignments. A new feature is that the team members can download the participation lists of their camps themselves. This means that the data is always up to date. As a bonus, Bookacamp ensures that counselors must confirm privacy requirements and it logs when which lists were saved. Last but not least, there's less paper, which is good for the environment and your wallet.
Author: Mathias Methner