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Bookings For Gravity Forms

1.Introduction of Plugin #

Gravity Booking plugin provides a platform to manage appointments via google calendar. Appointment can be booked online from any listed category of services along with its type. Once a customer visit on his/her appointment so email will get routed to him/her and logs will be registered in admin panel.

2.Features List #

  • Easy installation and configuration
  • Proficient and simple booking process
  • Unlimited staff, services categories and their time slots can be added
  • Customer can select any ‘service category’ for appointment from the list of services 
  • Customer can select any ‘service type’ related to selected service category
  • Customer can select any ‘staff’ from list with whom service will be delivered
  • Variable ’time and day’ can be selected from available days of selected staff
  • Booked Appointment can be seen in Calendar as well as List View
  • Holiday’s can be marked against every individual staff
  • Payment will get done through ‘payment gateway’. All payment gateways of gravity form add-on can be utilized as payment gateway activation
  • ‘Emails triggers’ to admin and customers on specified cases 
  • Export all data of ‘Appointments’, ‘Service Categories’, ‘Services’, ‘Customers’ and ‘Payments’ in CSV & PDF file format
  • Gravity Forms Booking supports multistep forms as well.
  • Gravity Forms Booking also includes support for Gravity Forms Preview Add-on.
  • Gravity Forms Booking also supports RTL functionality.
  • Also Mobile Responsive works well on Mobile and Tablet devices.

3.Pre-Requisites #

  1. Gravity Forms
    Plugin can be downloaded from ‘Gravity Forms’ website and activate it
  2. Gravity Forms Booking Add-on
    Once the plugin is downloaded then:
  • Go to WordPress Admin > Plugins > Add New and Upload Plugin
  • Attach the downloaded file at ‘Choose File’ option
  • Click on ‘Install Now’

4.Configuration of Forms #

  • Go to ‘Forms’ Tab
  • Click on ‘New Form’

  • Go to ‘Forms’ Tab
  • Click on ‘New Form’
  • Give ‘Title’ to form
  • Give ‘Description’ (optional)
  • Click on ‘Create Form’


  • Then form will be opened, now following fields needs to be dragged in form
  • Go to ‘Advanced Field’ option and drag ‘Name’ and ‘Email’

  • Then go to ‘Booking Fields’ and drag ‘Service Category’, ‘Booking Services’, ‘Booking Providers’, ‘Booking Calendar; and ‘Booking Cost’

  • Give label names to all the dragged fields

  • Thus, your form will be created
  • Then go to ‘Settings’ on same form
  • In ‘Settings’ go to ‘Gravity Forms Booking’ and set the ‘general settings’

5.Major Functionalities #

Dashboard will display following settings:

  1. Total number of customers that have done transactions 
  2. Total number of services that are available
  3. Total number of staff that are available to serve the appointments
  4. Total amount of income that has received in a day
  5. Payment details chart will show cash on delivery collection
  6. Appointment status chart will show ‘pending payments’, ‘awaited payments’, ‘cancelled appointments’, ‘visited appointments’
  7. Staff wise earning will show which staff earns the most and least
  8. Staff wise total no of appointments will show which staff is getting higher number of appointments 
  9. Service wise total earning will show that which service is earning the most
  10. Service wise total number of appointments will show which service is getting most number of appointments

5.1.Calendar #

  • Go to ‘Gravity Forms Booking’ tab
  • Then ‘Calendar’
  • Here Admin can see all the status of ‘appointments’ and by clicking on any event, details for that specific ‘Appointment’ will get displayed

5.1.1.Booking an Appointment #

  • Go to ‘Gravity form Bookings’
  • Then ‘Appointments’
  • Admin can see all the details along with status of appointments. Here admin will perform actions against every appointment that includes ‘Confirm’, ‘Cancel’, ‘Visited’, ‘Deleted

 

  • Moreover, appointments can be booked by admin from this section
  • Click on ‘New Appointment’

 

  • Following screen will appear, admin will fill the required fields

 

  • Appointments details can be downloaded in CSV or PDF file format by clicking on this button

  • Downloaded file will show the data as shown below

5.1.2.Pending Appointment #

By clicking on pending appointment, user will be routed to pending appointment page

5.1.3.Awaiting Appointment #

By clicking on awaiting appointment, user will be routed to awaiting appointment page

5.1.4.Completed Appointment #

By clicking on completed appointment, user will be routed to completed appointment page

5.1.5.Cancelled Appointment #

By clicking on cancelled appointment, user will be routed to cancelled appointment page

5.2.Conditional Logic #

  • For Conditional Logic go to form Settings.
  • Add the field for which you want Conditional Logic (For example Radio Buttons).

  • Enter the field and go to the Advanced tab.
  • Click Enable Conditional Logic.

  • Select the booking field for which you want Conditional Logic (For example Booking Services).

  • Select the Booking Service and click Update.

5.3.Appointments #

  • Go to ‘Gravity form Bookings’
  • Then ‘Appointments’
  • Admin can see all the details along with status of appointments. Here admin will perform actions against every appointment that includes ‘Confirm’, ‘Cancel’, ‘Visited’, ‘Deleted’

  • Moreover, appointments can be booked by admin from this section
  • Click on ‘New Appointment’

  • Following screen will appear, admin will fill the required fields

  • Appointments details can be downloaded in CSV or PDF file format by clicking on this button

  • Downloaded file will show the data as shown below

5.4.Service Category #

Admin will add categories of services here, therefore one staff can be allocated on different service categories

  • Go to ‘Gravity Forms Booking’ Tab
  • Then in ‘Services Categories’
  • Click on ‘New Category’

  • Following form will open.
  • Give ‘Title’ to the Category and Save it

5.5.Services #

Services
Admin will enter the service name here, service will be mapped in any service category

  • Now go to ‘Services’ Tab
  • Click on ‘New Service’

  • Then ‘Select Category’ from dropdown (categories will appear from the list that had added by admin in previous screen)
  • Give ‘Title’ to the service
  • Set ‘Price’ of service
  • Save it

  • Added services can be edit or deleted

5.6.Staff #

Admin needs to add staff so that they can be allocated to listed services 

  • Go to ‘Staff’ tab and click on ‘New Staff Member’

  • Fill the required details and save the form, then new ‘Staff’ will be added

  • Added staff can be edit or deleted

  • By clicking on ‘Edit’ button on any added staff, following screen will appear
  • Admin can set basic details in ‘Details’ Section
  • Set any other ‘staff name’ in place of ‘Transfer Appointments’.  Incase this staff needs to be deleted so all the pending appointments of this staff will be transferred to designated staff

  • Next is to connect the staff with google calendar 
  • In Details Section click on ‘Connect’ button

  • Then go to ‘Services’ Section
  • Added services will be displayed. Admin can checkmark those services which need to assign to this staff and save it

  • Click on ‘Add’ on the ‘day’ which will be available for appointments. Therefore, those days will appear as available on calendar along with its time slot.

  • By clicking on ‘add’ button following screen will appear. Set details on this form

  • Added days can be deleted by clicking on ‘Clear’ button
  • Let’s suppose we want to clear the details for Sunday, so following pop up will appear

  • Click on ‘Yes, clear it’ and it will remove all the details that were added against Sunday and on booking calendar, this day will not be available for booking

 ‘Days off’ Section

  • Click on any day and it will be marked as ‘holiday’ on booking calendar  
  • Click again on marked day to removed it from holiday

  • Holiday will be seen on ‘Admin’s Calendar

5.6.1.Customers #

  • List of customers will appear here who has booked any appointment
  • Admin can edit the details of any customer or can delete them

5.6.2.Payments #

  • In this section admin can see the ‘Payment Status’ of all appointments

5.6.3.Emails Notification #

  • Go to ‘Email Notifications’ tab
  • Enter or amend the email body on those conditions where admin wants to trigger the email alert
  • If email body kept empty then notifications will not be routed
  • If we expand any email template from listed items so it will be shown like that:

  • There is an option of pre-define tags for specific data that can be utilized in any email template

5.7.General Settings #

Email will be sent to client by utilizing following particulars:

  • Go to ‘Gravity Forms Booking’ tab
  • Then ‘Settings’ tab
  • Click on ‘Company’ Section
  • Fill the details for ‘Company Settings’

  • Next thing is to give details for ‘Email Configuration’ 
  • ‘Sender Email’ will be the email address through which email notifications will be sent to client
  • Save it

  • Now go to ‘google calendar’ section
  • Enter Client ID and Client Secret 
  • ‘Two-way sync’ will synchronize the transactions with google calendar and ‘Limit Number of fetched events’ will put a barrier for maximum time of synchronization
  • Save the settings

How to get Client ID and Client Secret

  • Go to following link

https://console.cloud.google.com/ 

  • Enter Credentials for your google account

  • Once logged in to the account then, select any of your added project or add a new project.
  • Go to API services and Enable ‘Google Calendar API’

  • Next is to go in ‘Credentials’ section> Added/Selected Project and copy its ‘Client ID’ and ‘Client Secret’

  • Now these details can be pasted at ‘Gravity forms Booking Tab’> ‘Settings’> ‘Google Calendar’

5.8.How to Connect ‘Staff’ with Google Calendar #

  • Next step is to connect staff with google calendar
  • Click on ‘Edit’ on any staff
  • In details section, click on ‘Connect’ button

Sign in with your google account by visiting following link:
https://www.google.com/calendar/about/

  • After giving credentials following screen will appear

  • After clicking on this ‘Allow’ button, staff will become active and connected

5.9.Payment Gateway #

Note:

If you want to process your payments through the Square payment gateway, read this technical documentation. To use this feature buy Square for Gravity Forms.

Square for Gravity Forms features include:
  • Process simple (one-time) payments.
  • Process recurring (automatic payments).
  • Sandbox support With the latest version of SQUARE V2 API.
  • Muli-form support/step forms support.
Here, Stripe gateway is shown for reference 
  • For payment gateway configuration go to ‘Forms’ tab
  • Then ‘Add-on’
  • Then ‘Active’ any payment add-on according to your desire

  • Next step is to go in ‘Forms’ tab
  • Then ‘Settings’
  • Then ‘Stripe’
  • After configuration, click on ‘Connect’ button

To configure stripe visit https://docs.gravityforms.com/downloading-installing-the-stripe-add-on/

 

6.Create Page #

  • Go to ‘Pages’ Tab
  • Click on ‘Add New’
  • Give ‘Title’ to page
  • Click on ‘+’ sign and select ‘Forms’ option

  • All forms that you have made will get listed. Select any ‘form’ and ‘Publish’ the page

7.Cutomer End Replcae with Booking an Appointment #

7.1.Customer End Appointment Form #

  • Appointment form

  • On successful transaction, following message will appear and email notification will be sent to the user

Email has received when Admin has confirmed the appointment

All appointment that has booked by client can be seen at ‘Customer Appointment’ tab

7.2.Admin End Appointment #

  • Admin can see the appointment details in ‘appointments’ tab

  • First of all, Admin will mark the status as ‘confirm’, following pop up will appear upon clicking on ‘Confirm’ option

  • Then status will be marked as ‘Visited’, following pop up message will appear upon clicking on ‘Visit’ option

  • Once the appointment is marked as ‘Visited’ then its status will be changed

  • The payment status of this transaction will get shown in ‘Payments’ tab of admin

  • On all of these events, customer will get notified via email
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