Manage Services

This feature is currently in a test phase and is not yet available to configure and start using. This documentation will be updated when it is ready to activate.

1 Configuration
2 Manage Services in the app
- 2.1 Create a New booking
- 2.2 Complete a Booking
- 2.3 Debit a Booking
- 2.4 Change time of a booking
- 2.5 Cancel a Booking

Staff can manage their service bookings in Staff Center in the app: mark bookings as performed, debit, change time, cancel and create new bookings.

Configuration

The following settings, configuration and rights must be set for staff to be able to manage their service bookings in Staff Center to make it work according to desired behaviour.

General settings & configuration

Setting	Value

Setting	Value
Activate the premium app and customerweb features (addonAppPremiumFeaturesActive)	Yes This settings needs to be activated by BRP Staff
Staff mode in Mobility app (mobilityEmployeeView)	Yes
Use status "Performed" for service bookings (usePerformedOnServiceBookings)	Yes
Show other relevant resources for class (showResourceNamesLokal)	Yes
Register unit for mass debit (registerUnitForMassDebit)	A register must be configured for debiting value cards to work

Configuration	Description

Configuration

Description

Cancellation reasons

Cancellation reasons > Select a reason > Use cancellation policies/Use commission checkboxes

When the cancellation policies are used the customer can be liable to pay a cancellation fee.

Go through the cancellation reasons and activate
Use cancellation policies and/or Use commission if this is desired.

Staff rights & configuration

Right	Description

Right	Description
App staff mode - Manage my services SE: App personalläge - Hantera mina tjänster	The staff must have this right on their role.
Move debited bookings SE: Flytta debiterade bokningar	It is required for staff to have the right to be able to change time on a service booking which is debited.
Cancel debited bookings SE: Avboka debiterade bokningar	It is required for staff to have the right to be able to cancel an already debited booking.
App staff mode - Detailed service booking mode SE: App personalläge - Detaljerat bokningsläge för tjänster	Allows staff to book services outside their schedule/work shift. This right will allow them to specify specific times they want to book a service.

Configuration	Description

Configuration

Description

Is staff

Staff and Resources > Resources > Select resource > Base information > Is staff checkbox

The checkbox Is staff must be checked for the resource.

The user must also be a resource in BRP (which is linked to the person).

Searchable on customer web

Staff and Resources > Resources > Select resource > Base information > Searchable on customer web checkbox

The checkbox Searchable on customer web must be checked for the resource.

Service product configuration

Configuration	Description

Configuration

Description

Internet Booking

Products > Select service product > Base Information > Internet Booking

Toggle the checkbox Bookable via Internet on.

Unit

Products > Select service product > Price > Unit

Set Unit to pcs. Other units will not work.

Set a standard price

Products > Select service product > Price > Prices

The product will not be displayed if a standard price is missing.

Resource requirements

Products > Select service product > Resource requirements

A service product must only have resource requirements with Fixed length in order to be able to create new bookings or move existing bookings with that product. Bookings where the product has Dynamic length or Fixed end time can only be shown and debited.

When a service product is booked from Staff Center, the resource requirements are displayed based on a certain priority. If there is a staff resource among the recource requirements it has to be prioritized first.

Prioritiy takes place according to the following order (where 1 is of highest priority):

The resource requirement has a Price dependency
The resources in the resource requirement has Is staff checked.
The order of the products' resource requirements (the topmost with higest priority)

Enter Resource name on the internet. This name will be used in texts which is shown in the app. The resource name should be entered in singular.

Do not debit

Product > select service product > Price > Do not debit checkbox

When a service booking is used for scheduling, for example: the Reception or Life guard), it is important that the service product has the checkbox Do not debit set.

Otherwise the service booking will be displayed in the list of unhandled bookings in the app and needs to be marked as performed in order for it to dissapear from the list.

App Configuration - Create Booking Flow

Configuration	Description

Configuration

Description

Company on facility

Facilities > facility > company

Assign facility to company. This is required for the create booking to work.

Used by facilities

Web and app > apps > select your app > All facilities in companies

Assign the companies for whoms facilities we want the app to be able to use.

Needs to be done by BRP Staff

App Facilities

Web and app > apps > select your app > Facilities

Assign the specific facilities the app should work with.

Needs to be done by BRP Staff

Manage Services in the app

Create a New booking

A new service booking is created from the home page: My bookings.

To book a service product, the following must be performed:

Click on + (plus icon)
Select Customer
Use the search bar to search for name, email adress, phone number or person number.
Choose a facility
The current facility of the staff will be pre-selected.
Choose a product
Only service products on which the staff member can be booked are shown.
Choose time slot
Only times when the staff member is free for bookings are displayed.
1. If the staff has the “Detailed service booking mode” right, they will have the option to choose any timepoint for the booking, regardless of their own schedule/work shift.
Choose resources
The staff will be booked in the priority resource requirement of the type staff. If there are more resources for the product (for example a room), they will be made selectable.
Book more products/times or complete the booking
Once the booking is completed, a confirmation email will be sent to the customer
The booking will also appear in your “Upcoming” view of Staff Center.

Complete a Booking

A service booking has a status called performed. It indicates that, for example, a treatment or a personal training session has been completed by the resource/resources. The functionality for the performed status can be disabled through configuration, which means that all service bookings are set to completed immediately when they are booked.

In the BRP client, you can filter for uncompleted bookings through the menu Booking > Bookings, and then select multiple bookings and mark them as completed via the right-click menu.

When the start time for a service booking has passed, it can be completed. Completion of booking occurs when any the following happens:

The service booking is set to completed, by marking it as performed, shown in the left screenshot below
The service booking is debited as seen in the right screenshot below
OR
The service booking is cancelled (This can happen after it has been debited. In which case the customer is reimbursed)

Debit a Booking

Select the menu option debit to charge for the service booking. Seen in the right screenshot above.

Note that the setting Register unit for mass debit (registerUnitForMassDebit) must have a register configured for debiting value cards to work.

Currently, the customer can only pay with a value card through Staff Center. Use the BRP cash register if the booking needs to be paid for in any other way.

Change time of a booking

A service booking which is not marked as performed can be moved to a later time or date. When changing time, it is also possible to change the other resources (change the filter when listing vacant times). However, the staff cannot exchange themselves with any other staff in Staff Center (If this needs to be done, it must be changed through BRP Cloud).

When using a product with both a location and staff as resource requirements, both resource requirements need to have the property Searchable on customer web configured.

Note that a booking may also be moved if the start time has been passed. However, if the booking has already been charged the staff must have the right Cancel debited bookings to be able to do so.

Change date and/or time for the booking

Cancel a Booking

A service booking where the start time has not been passed and which has not been marked as performed can be cancelled.

A servie booking where the start time has been passed can be completed and thus also cancelled.

Depending on how the cancellation rules are set, the customer might have to pay a cancellation fee. When a cancellation is performed, the following must be stated:

Reason
Select reason for the cancellation from the options
If the chosen reason has a cancellation fee, options for the fee will be displayed. The alternatives ask how many days before the booked start time that the customer announced that they wanted to cancel. For example, happen that the customer calls in and wants to cancel but that the staff makes the cancellation a day later.

If the booking was charged with a clip card before it was cancelled, a clip will be put back on the customer's clip card (the one with the longest validity period). Cancellation of a charged booking paid with other payment method other than a clip card cannot be cancelled in Staff Center. It must be cancelled in BRP Cloud instead.

If the cancellation entails a cancellation fee, the customer will be invoiced that fee. In some cases, invoicing is not allowed (eg if the customer lacks a valid address) and will then not be allowed cancellation.

Cancellation reason selection