You can find the full video guide on this link: https://youtu.be/GDcPCZbjwZU
How to navigate to your calendar.
To access the calendar, click on the "CALENDAR" option in the top header. If you don't see this option, it means you don't have permission to view the calendar page.
Calendar page.
On the top left of the calendar page, you'll find all your activities. You can easily show and hide them in the calendar on the right by checking or unchecking the boxes beside each activity.
Below the activity list, you'll see a small calendar that allows you to switch between dates.
How to add a booking.
There are a few ways to add a booking, but keep in mind that you need to have the appropriate permissions to do so.
Start by clicking on the time slot in the desired activity column. This will preselect the chosen time slot as the starting hour of the booking.
The second one is to click on the time slot on the left side of the grid.
And the third one is to click on the "Reservation" button in the upper right corner. When you use this button the starting date and hour of the booking will be empty by default.
Booking information.
When creating a booking, you'll start by filling in the "Full Name" field. Next, you can select the appropriate booking occasion from the drop-down menu. Later you will be able to filter the bookings by this value in the Reservations Report.
Provide the client email address for the booking confirmation email. You can also include a client phone number and a short description if desired.
Select the activities for the booking. You may notice here that beside the different activities we have our Packages category.
Specify the number of participants (adults and children).
Choose the product that you want to book for. All products are separated by Kart Type. We also have separate category for the Race&Events products.
The price field will automatically update accordingly.
To book multiple activities, click on the "Add more activities" button and add as many as necessary. Don’t forget to add time for the added activity.
Once all of the information is filed, click the "Add Booking" button to save your booking.
Different calendar views.
In the calendar, you'll see a brief summary of the booking information. The calendar has different views that you can choose from. You can access them from the calendar settings. On the calendar page you can see a simple view where the details in the reservation box are starting time, duration, name and number of participants. If you want to change the view and add the product name to the reservation box you can do that.
Navigate to the calendar settings.
Click on your username in the upper right corner.
From the drop menu choose administration.
From the secondary menu choose Settings
From the menu on the left choose Calendar
Clicking on the button next to the option you see will change the view of your calendar.
After changing the view of the calendar two more options will appear.
The first option will make the products name visible in the reservation box.
The second option will make the price of the booking visible in the reservation box.
Click "Save Settings" and go back to the calendar page.
Adding details and editing a booking.
By clicking on a reservation slot you will open the booking details in the right side of the screen. From there, you can modify the information if needed. Note that the ability to delete, add, or edit bookings is controlled by permissions.
At the top, there is a drop-down menu to change the booking status. This change will also be reflected in the calendar with the red or green dot in the top right corner of the booking. Corresponding with green for confirm and red for not confirmed.
You can delete a booking by using the bin button or edit the information using the edit button.
Sending emails with the "Send Confirmation Email" button. For bookings made online, the confirmation email will be sent automatically. For in-house bookings, you'll need to send the confirmation email manually.
The "Print Booking" option, which will allows you to print the booking for your records or for the client, if needed.
The first tab below the options is "Details".
In the "Details" tab you'll find all the information you need.
Important thing here is the booking code. The code is unique for every reservation and provided in your confirmation emails. When searching by name there is a chance that you will see multiple bookings with that name. To prevent that you should use the booking code.
Booked activities. Clicking on an activity will allow you to modify details such as the number of participants (adults or children), start date, start time, specific activity details, and the purchased product. You can also mark an activity as exclusive, which means that the system will reserve the entire slot for this group and the online booking will not allow other reservations for the same time slot regardless of the number of people in the booking. The exclusive reservation field will be mark with a “star” so you can easily see it.
If you want to add a product from your shop or bar. You can do that easily from the “Add product” button. You can add food, drinks, onboard videos etc.
The "Receipt" section that displays all the items associated with the booking. You can print or view the receipt using the buttons on the right.
Redeeming a voucher can be done by pressing the "Voucher" button. You can redeem as many vouchers as needed.
There are two ways to add Markup or Discount to your booking. The first one is to add markups or discounts to every product with the cogwheel next to it. And the second one is to add it to the entire booking with the “%Discount / Markup” button. Keep in mind that you can use only one of the two options. Only to the entire booking or on single product. If you use one type of markup or discount the other will disappear.
To register a payment for the reservation you will need to press the "Make Payment” button. And a pop-up menu will appear. You can enter the full payment amount or a partial payment. You can choose the corresponding payment method and amount. After the booking is fully paid the dollar sign in the lower right corner of the reservation box will change from red to green.
When you have registered payments, if needed you can change their value, or fully refund it by pressing the edit or delete buttons next to it. While refunding you can choose the full amount or just a part of the payment. You can also choose to refund the selected amount to a voucher. The voucher number can be entered manually or automatically generated.
Notes can be added at the bottom of the page if necessary.
"Docs" tab. Where you can create invoices and quotes.
To create an invoice, provide the necessary information such as company name, due date, address, ZIP code, VAT number, contact person, phone number, and email. When you have added the invoice data click the "Create Invoice" button to save it. Once created, you can view, delete, or download the invoice. Keep in mind that the view of the invoice template can be customised. To change it you need to provide the RaceFacer team with a sample and we will do it for you. If you create a second invoice, the system will automatically void the previous one. Quotes operate similarly, allowing you to make offers to customers.
"Heats" tab.
Here, you can view all the sessions and assign the booking participants. You can start adding them by clicking on the + button. If there are onboard videos, they will be displayed in the first slots. You have various options to choose from in this section. Kiosk will show you the not confirmed customers registered on the track. Latest will show you latest registered customers in chronological order. Search will give you the option to search for customers in your database, similar to POS. Pre Registered will show you all clients which have registered through the custom Virtual Kiosk link. You can provide the custom Virtual Kiosk for the booking in the booking confirmation email, or you can get the link from the Kiosk tab by pressing the Get link button and copy the URL of the page. This is a great tool to speed up the registration process for big groups. Ask them to register before they come to the venue, so that you don’t lose time for registration when they arrive.