You can customise the booking forms that are sent to your partners when inviting them to an external booking to suit the requirements of your site in just a few steps. You can start the configuration under the heading 'external booking forms' in the settings.
You can adjust the settings for the booking forms for both incoming goods (delivery) and outgoing goods ( pick-up).
These settings refer to the questions in the external booking form that are displayed to the booker when booking a slot with incoming goods (delivery) or outgoing goods (pick-up).
Each section of the external booking form can be customised below to suit the requirements of your location.
Customer Selection
In the first step, you can decide which customers your partner companies can select during the booking process. You have three options, depending on your setup:
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Your partner companies can only select your company as the customer
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Your partner companies can select your company and your clients as customers
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Your partner companies can only select your clients as customers
Document Upload
In the second tab, you can define whether uploading documents (e.g., delivery note) is mandatory for the booker. You can set this using the 'Mandatory information' checkbox. If no delivery documents are available, you can enable the 'Delivery document not available' option for the booker.
If both boxes ('Mandatory information' and 'Delivery documents not available') are checked, your partner will still have the option not to upload a document. So, if you truly want to make it mandatory, you should only check the 'Mandatory information' box and leave the other fields blank.
In addition, you can formulate an individual description which is then displayed to the booker in this step.
Reference number
You can also make it obligatory for the booker to enter the reference number. An individual description is also possible in this step.
💡 Notes for duplicate reference numbers
You can also set a hint to be displayed to the bookers during the booking process if a reference has already been used. This way you can reduce double bookings.
However, if a reference has been booked twice, a note will be displayed in the calendar.
Loading Information
Here you can request specialities (e.g. refrigerated goods) in the loading information. If you tick the box 'Select loading units to be specified', the booker can select several loading units.
🎈 NEW: You can also specify which loading units or article categories require additional information from the booker. This way, capacity limits and slot durations can be calculated even more reliably using dimensions (loading meters, weight, volume, maximum height) or the number of load spaces.
In order to activate dimensions and load spaces, go to "site data" in your site settings and select the required additional loading information for outbound and or inbound bookings.
You can also make it mandatory for bookers to specify item categories and provide a custom description that will be displayed in this section.
Vehicle Details
Under vehicle details, you can set whether the licence plate number must also be entered.
Slot Booking
Finally, in the setting 'Slot booking' you can decide yourself whether an extension of the time slot is allowed for the booker. If ticked, the booker can adjust the length of the time window when booking the slot.
Your changes will be updated with a click on 'Save'. The texts and fields of the external booking form automatically adapt to your selected settings. The changed settings are also applied to invitations that have already been sent.