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How do I manage bookings with experiences?

In this article, you’ll learn how to identify, track, and manage reservations linked to an experience (special menu, event, offer, etc.) in your Zenchef account.

Summary

  1. How experiences impact online booking
  2. Manual booking with experience
  3. Common cases & FAQs
  4. Support & Related articles

 

What you need to know

An experience is a specific offer linked to a reservation (special menu, brunch, workshop, etc.). It can be offered on your online booking module and/or added manually to a reservation.
These experiences can be set up with or without prepayment.
You’re already great at configuring your experiences with the Zenchef guide? Become an expert in configuring your experiences! If you haven’t read this article yet, we recommend checking it out before continuing.

 

1. How experiences impact online booking

Experience with prepayment:

After selecting the experience in your booking module, your clients are reminded several times that they will need to pay immediately to finalize their reservation:
  • At the offer selection step (below the experience description).
  • At the contact form step.
  • At the payment step.
Note: The prepayment option takes precedence over any other manual confirmation or bank imprint settings.

Experience without prepayment:

If no prepayment is required, the customer will continue the booking process as usual until the confirmation page.

 

2. Manual booking with experience

Prerequisites:

Make sure that:

How to add an experience to a reservation:

  • Create your reservation as usual. On the tab where you add client details, find the "Experience" field and select one of your available offers for this service. A stock status indicator shows how many experiences have already been booked for this service.
  • Once the experience is added to the reservation, you can request a prepayment when saving the reservation by selecting the "Prepayment" option in the form’s validation button. You can also save the reservation without prepayment.
  • Your client will receive the prepayment request by email or SMS, depending on the provided contact details and your notification settings.
  • If needed, the URL for the prepayment page is saved in the reservation details.
  • On reservations, a card icon lets you easily see if a prepayment has been requested and paid by the client.

How to add an experience to an existing reservation:

You can add an experience and send a prepayment request to an existing reservation. To do this:
  • Go to the relevant reservation.
  • Click on the reservation to edit it.
  • Add an experience via the dedicated field.
  • Click the action button and then "Request experience prepayment".
While waiting for the client to prepay their experience, the reservation will have the status "Waiting for client" in your reservation list. The covers and experiences will be deducted from your availabilities.

 

3. Common cases & FAQs

Common cases

  • I don’t have the experience field when creating a reservation. Check in your manual reservation form settings that the Experience field is enabled.

FAQs

  • How do I request prepayment for a reservation with an experience? First add the experience to the reservation as explained above. Then click the action button "Request experience prepayment". If you’re creating the reservation, the prepayment request can be made when saving. Click the chevron next to the "Save" button, then "Experience prepayment".
  • Can I add an experience to an already created reservation? Yes, absolutely. Go to the relevant reservation, click to edit, and add the desired experiences.

 

4. Support & Related articles

Contact our support team
For further assistance, feel free to contact Zenchef support via the Chatbot in your client area or by visiting our help center.