Tool to help managing bookings

[K0608]

I'm looking for a simple tool that allow both myself and my business partner (we run a mountain guiding company) to keep on top of interactions with our customers please, just so that nothing gets missed (we both guide in the mountains, so are out in the mountains regularly, and will both also deal with the bookings either in the evenings or on days when we're not out). A CRM sounds a bit too complex for our needs, and our booking process is pretty simple, with not too many customers.
Our process goes something along the lines of:

1) Client gets in touch via enquiry form or directly by email.
2) After exchanging a few emails discussing itineraries and dates, we send out an invoice and booking forms.
3) Client pays Xero invoice, we mark it on Xero as paid, copy and paste booking form info into a word doc and store it in a shared drive, the booking currently gets inputted manually into a spreadsheet and also put onto a shared calendar.
4) Client has days in the mountains.
5) We get in touch with client after their day and ask for feedback/reviews.

Any recommendations would be greatly appreciated!

 

[KarenEnglish]

Hi Ken
I am having a similar problem. You could best describe us as a very small inbound operator. We don't need complicated itineraries or online bookings. Everything is too simple or, in fact, based on booking time with a pro (like you). We just want to enter a booking and keep the info on the client in a CRM type way but also add the booking to a calendar. I've spent hours and hours looking for the right thing.
For you though, have you tried going to Zapier and looking at the scheduling apps there? Look for apps for classes, instructors etc or just meeting schedulers - there seem to be lots of those. SimplyBook.me YouCanBookMe... Good luck!

 

[K0608]

Hi Karen,
Many thanks for your reply. Really appreciate it, and will look into your suggestions.

 

[Ace Light]

Hello Ken.

An appointment making app maybe what you are looking for:

https://www.appointfix.com/

https://doodle.com/free-online-appointment-scheduling

There are some open source ones on GitHub, although you will need some very basic tech skills:

https://github.com/timegridio/timegrid

https://github.com/simplybookme-ltd/appointment-scheduling-app

https://github.com/alextselegidis/easyappointments

Cheers, Ace.

 

[UrbanRetail]

+1 for EasyAppointments.

 

[Face for Business]

Hi Ken & Karen, I wonder whether you have thought about using a telephone answering service for the needs of your business? We answer calls on behalf of tourism businesses and driving instructors (as good examples). They divert their calls to us when they're unavailable to answer the phone - we answer in their company name, can offer details relating to prices of services etc, and can also manage diary bookings and take payments. If this is an alternative that you have not thought about before, feel free to give us a call to find out more. You'll get a copy of the message taken immediately, and because we record all our calls you can listen back to them any time that you want too. We may not be able to solve the problem of invoicing etc, but if a customer was interested we can capture their details during the call, find out what service of yours they need, book them in the diary (can be your own diary, or you can use our bespoke online diary) and take payment using World Pay. Have a think and let me know. Kind regards, Sara PS, we also use a CRM for our clients, and I'd be happy to talk this through with you, how it works etc.

 

[K0608]

Hi Ken & Karen, I wonder whether you have thought about using a telephone answering service for the needs of your business? We answer calls on behalf of tourism businesses and driving instructors (as good examples). They divert their calls to us when they're unavailable to answer the phone - we answer in their company name, can offer details relating to prices of services etc, and can also manage diary bookings and take payments. If this is an alternative that you have not thought about before, feel free to give us a call to find out more. You'll get a copy of the message taken immediately, and because we record all our calls you can listen back to them any time that you want too. We may not be able to solve the problem of invoicing etc, but if a customer was interested we can capture their details during the call, find out what service of yours they need, book them in the diary (can be your own diary, or you can use our bespoke online diary) and take payment using World Pay. Have a think and let me know. Kind regards, Sara PS, we also use a CRM for our clients, and I'd be happy to talk this through with you, how it works etc.

Hi, thanks for the message, sounds like a good idea, however, I must admit that we get very few telephone enquiries. 95% of enquiries come in via email, either through our on-line contact form or by direct email. I don't think that we have fully worked out how best to deal with incoming calls, as they come into my home landline, and if not answered within 15 seconds, divert to my mobile, but as we tend to have such low volume of incoming calls, it's probably not investing too much time or money in coming up with a simple solution.

 

[Face for Business]

Hi Ken, no worries, just thought it may be useful to know. Perhaps an actual virtual PA who could manage your emails for you, then add details onto Salesforce, would be the key? We use Salesforce to retain client information and send out communications from. Good luck! And if your calls do every become to cumbersome to manage, please do remember me! Thanks, Sara (Prices do start from £45.00 per month).

 

[ffox]

Office 365 group mailbox.

You would have to pay a subscription for the O365 licences though.

 

[Web Hosting UK]

Couple of free options, I was wondering if you had web hosting and a website as these would help you...

• Google "Free Invoice Generator" and click on free invoice generator by invoiced
• Contact 7 Form - Wordpress plugin for people to msg on your website and also add box options.
• Trustpilot - Free Review tool that you can also add onto your website.

 

[K0608]

Hi, thanks. I'm using Xero Accounting Software and Contact Form 7 on my website. Also Trip Advisor for reviews.