ChurchDesk Booking enquiries

As of today, a new feature is available on ChurchDesk: Booking Enquiries! This clever, transparent functionality simplifies the entire process, from initial request to final confirmation, all within your ChurchDesk system. You can effortlessly create bespoke enquiry pages, precisely define which resources or people can be booked, and maintain full control over your calendar at all times.

Discover ChurchDesk's New Booking Enquiries Feature!

We understand how time-consuming manual appointment coordination can be – the constant back-and-forth via email and phone to find a suitable time for a wedding consultation, a funeral, or the use of a community hall is a challenge many churches and parishes are familiar with. With the new enquiry pages, we're making this process simpler and more efficient than ever, both for your parishioners and your admin team.

What is a Booking Enquiry and how will they save you time?

Essentially, Booking Enquiries allows your parishioners to directly request an appointment or resource via a clear online page. The unique aspect is that enquirers no longer remain in the dark. Instead, they immediately see which times or resources are available, which significantly speeds up planning and avoids misunderstandings from the outset. Imagine how much time you'll save when enquiries arrive pre-set and with all the necessary information.

Where can I find the new feature?

Accessing the booking feature is remarkably straightforward and adaptable. You have two convenient ways to get to the new functionalities:

• Directly via your Calendar, where you'll find a new tab called „Enquiries".
• Or alternatively, via the ChurchDesk Settings under the menu item "Enquiry Pages".

Important Note: To create and manage enquiry pages, you need the relevant "Book and Plan" permission in the Calendar module. Please ensure that you or the appropriate individuals have this permission.

The General Booking Process with ChurchDesk

ChurchDesk divides a complete booking into several straightforward steps, guaranteeing a smooth process from enquiry to confirmation:

1. Create an enquiry page: This is the crucial first step. Here, you define the parameters and options for your booking enquiries. We'll show you how to do this step-by-step in detail presently.
2. Enter availability: This step is particularly important for more flexible appointments. Regular upkeep of your availability in the calendar is crucial so that enquirers always see current and suitable times.
3. Publish the link to the enquiry page: After setting up your enquiry page, kindly share the generated link. The URL can be featured on your church website, in newsletters, via social media, or anywhere else your parishioners can find it.
4. Receive enquiries: As soon as an enquiry comes in via your page, you'll be notified immediately.
5. Accept or decline enquiries: This final step is key to processing enquiries. It will be explored in detail in a separate article, which will be published shortly, explaining all the specifics for efficient enquiry management.

Step-by-Step: How to create your first Enquiry Page

Creating a new enquiry page is straightforward and requires only a few steps. Start by clicking "Manage Enquiry Pages" in the top left of the booking feature, then select "Create New Enquiry Page". Now you can choose one of three options that best suits your specific use case.

Option for Individuals with a Regular Weekly Timetable:

This variant is ideal for all types of regular office times, such as weekly vicar appointments, fixed pastoral care sessions, or counselling sessions. Here, you define a fixed weekly timetable that reflects your general availability. It's then unnecessary to enter specific available times in the calendar. Instead, it's even more crucial that you consistently enter absences – such as holidays, illness, or other engagements —on your calendar to avoid being inadvertently booked on otherwise available days.

Option for a Resource with a Regular Weekly Timetable:

If you offer rooms, buildings, or items that are regularly available and require booking, this variant is ideal. An example would be booking a community hall for regular group activities or hiring equipment.

Option for Individuals with Variable Availability:

We designed this option for more complex and flexible scenarios, like coordinating clergy overseeing various cemeteries or offering specialist consultations in different locations.

The key aspects of this variant are:

• Enquirers can select from several predefined options (e.g., different locations, churches, or specific topics).
• Individual calendar details, availability, and resources can be stored for each of these options, allowing for highly granular control.
• Enquirers can specifically choose which time and, if applicable, which person they prefer, which increases ease of use.
• Here, too, the principle remains that only one person needs to confirm the enquiry, even if potentially several individuals receive the notification and have the option to process it.

Managing availability in the calendar

Proactively managing your availability in the calendar is essential to display appropriate and current times on your enquiry pages. Even if a general availability is defined for Option 1, it's important to manage absences. You must enter availability for the other options.

We are absolutely convinced that the new Booking Enquiries feature will save you and your parish a considerable amount of time and effort in external booking management. It not only streamlines internal processes but also offers your parishioners a modern and convenient experience. Give it a go directly and discover how straightforward and efficient appointment management can be! The M and L packages include the module.