Pre-Café Admin

3.1 Determine booking schedule

• Discuss with the Fabric Team how many zip bookings they can cope with, based on current volunteer numbers

• Consult the volunteer availability spreadsheet for the next Cafe and calculate the maximum number of repairs (approx 1 repair per volunteer per 30 mins)

• Copy last month's Booking schedule spreadsheet and create a new one

• Change the title to show next date, and delete "Copy of..."

• Populate booking slots

3.2 Hide services whilst setting up

1. Manage / Services

2. Click on eye symbol in first line (Salisbury Repair Cafe) so that it's crossed through

3.3 Create new "Special day"

1. Settings / Company opening hours / Special days schedule

2. Select day of next RC

3. Is working day? = Yes

4. Adjust times to 9.30am - 12.30

5. Click Done

3.4 Activate Service providers (Repair Teams)

1. Manage / Service providers

2. Select first Service provider

3. Service provider schedule: select day of next RC

4. Is working day? = Yes

5. Click Done

6. Click Save & Close

7. Repeat for all Service providers

8. Check all Service providers are visible (eye symbol not crossed through)

3.5 Customise booking slots for the Repair Cafe day

1. Manage / Services

2. Click on first service under Salisbury Repair Cafe

3. Service schedule: select day of next RC

4. Show advanced settings

5. Is working day? = Yes

6. Manipulate 5-minute booking slots as per Booking schedule spreadsheet

NOTE: general repairs are set to accept 2 visitors per 5-minute slot, all other repairs just one visitor (this can be changed at Manage / Service providers / Service provider's details / How many clients can be served at the same time?)

7. Click Done

8. Click Save & Close

9. Repeat for all Services

10. Check those Services offered on the day of the RC are visible (eye symbol not crossed through), and those services not available are not visible

11. Click on eye symbol in first line (Salisbury Repair Cafe) so that it's not crossed through

3.6 Check and test

• Goto the public booking platform and verify that times offered correspond to the Booking schedule spreadsheet

• Make one or two dummy bookings; delete when finished

3.7 Update the booking platform home page

1. Settings / Design settings / Home page

2. First line "Now taking bookings for Saturday xx yy zzzz"

3. Click "Apply settings to your website"

3.8 Update Website

1. Home/website editing link

2. Update box that says "booking now closed", to "Now taking bookings for..."

3. Add "Book Now!" button using insert button and the following link: https://salrepcaf.simplybook.it/v2/#book

3.9 Communicate

Let the Promotion Team know the booking system is live.