Vendor Support

This page is divided into three parts. 

Part 1) Vendor Guide

Part 2) How to add physical and downloadable products. 

Part 3) How to add bookable products.  This is for vendors who offer services or events via appointments.

We know the process can be daunting at first so please let us know if you need any help by contacting us here.

Part 1) Vendor guide on how to apply and login to your store.

Vendor Guide

Registration

Potential vendors can apply by clicking this link and sending in the vendor registration form.

Note: The Vendor Name must be unique and determines the name used throughout the store. If the name is taken, an error will be returned after submitting the form.

Once a vendor has submitted the form, the Store Owner gets an email notification that a vendor has applied and a user account is created for the vendor.

Upon approval a vendor then receives an email stating their application has been approved, along with the username and password they received by email when they applied they can start to set up and manage their store.

Vendors can click here to login to their store.

Vendor Settings

Vendors can configure settings in the WordPress dashboard as they wish, by going to the Store Settings.

Vendors Settings fields, from the Vendor Admin dashboard:

  • Vendor Logo
  • Vendor Profile: Enter a description of you and your store.
  • Vendor Email: List of email addresses, separated by a comma, that receive store-related notifications.
  • PayPal Email: Email associated with the vendor’s PayPal account, to receive payments.
  • Commission: This is set by the Store Owner.
  • Timezone: Location of the vendor store.
  •  

Adding Products

WooCommerce Add Product - Familiar InterfaceAdding products in Product Vendors is similar to adding products in WooCommerce, and all users who have manage access to the vendor can add/edit products. More info at: Adding and Managing Products.

In Product Vendors, the only difference is vendors must have their products approved by the Store Owner. The process is:

  • Vendor creates a product that is Pending Review after submission to the Store Owner.
  • Email is sent to the Store Owner, notifying him/her that a vendor has submitted a product.

 Types of products

Reports

Vendors see reports similar to WooCommerce Reports, and located in the same location, for their own sales only.

productvendors-vendorreport

Commission

Commissions at a product, vendor or site-wide level are set by the Store Owner.

If he/she has enabled Instant Payment or Scheduled Payments (weekly, bi-weekly or monthly), Vendors need a PayPal account to receive payment for commission.

PayPal Setup

Product Vendors uses a built-in PayPal Mass Payments gateway to pay commissions.

Vendors need to have a PayPal account of any type to receive Instant Payments and Scheduled Payments. Go to PayPal.com to sign up or verify that the email address is correct on your existing account.

*Product Vendors has not been tested with a different payment gateway. If you’d like to use Stripe or another payment solution, this would require customization.

Note: We are unable to provide support for customizations under our Support Policy. If you are unfamiliar with custom code, select a WooExpert or Developer for assistance.

Roles

Product Vendors adds a few user roles. Those roles relate to order, products and settings limited to the product vendor their account is associated with under Products > Vendors. For example, they will only be able to edit their own products.

vendoradmin

A vendor can have one of two different roles:

  • Vendor Admin – Has access to all settings: OrdersReportsMediaProductsStore SettingsSupport (contacts the store admin), and Profile
  • Vendor Manager – Has limited access to the Vendor dashboard: OrdersMediaProducts, and Profile.

A single user with one user account can be set up to manage multiple vendors if needed, switching between vendors to which they have access.

Shipping and Fulfillment

Vendor are responsible for fulfilling and shipping/sending orders after a customer has bought their product(s).

There are two possible shipping types:

  • Per Product Shipping – If enabled by the Store Owner, shipping costs are passed to the Vendor, and the Vendor has the ability to add their own rates per product. See below.
  • All other shipping methods – If enabled by the Store Owner, shipping costs are charged to the customer, and payment is collected in checkout.

Per Product Shipping

Vendors need to set up their own shipping costs per product, if the Store Owner has enabled Per Product Shipping.

This is set in Product Data under Shipping > Shipping Rules. More information at: Defining Shipping Costs for Products.

productvendors-shipping

Tax

The Store Owner sets up and places vendors in the correct tax class with relevant rates, according to location.

Email Notifications

Several emails are set up in Product Vendors for Vendors and the Store Owner.

  • Vendor Registration (Store Owner) – Sent when vendor submits registration form.
  • Vendor Registration (Vendor) – Sent to confirm registration form was submitted to store owner.
  • Order Email (Vendor) – Notifies vendor of a new order.
  • Canceled Order Email (Vendor) – Sent to notify vendor that customer canceled.
  • Vendor Approval – Sent to vendors with login and password when registration is approved.
  • Product Added Notice – Sent to store owner to review when product is added by a vendor.
  • Order Note to Customer – Sent to customer when vendor adds a note, e.g., Tracking number, personal thank you.

Part 2) How to add physical and downloadable products.

Adding and Managing Products

Adding a product

Before adding your first product, let’s get familiar with how product categories, tags, and attributes work.

Product Categories

Product categories and tags work in much the same way as normal categories and tags you have when writing posts in WordPress. They can be created, edited, and selected at any time. This can be done when you first create a product or come back and edit it or the category/tag specifically.

Attributes

These can be added per product, or you can set up global attributes for the entire store to use (e.g., in layered navigation).

To learn more, see: Managing Product Categories, Tags and Attributes

Product Types

With attributes and categories set up and stock management configured, we can begin adding products. When adding a product, the first thing to decide is what type of product it is.

  • Simple – covers the vast majority of any products you may sell. Simple products are shipped and have no options. For example, a book.
  • Grouped – a collection of related products that can be purchased individually and only consist of simple products. For example, a set of six drinking glasses.
  • Virtual – one that doesn’t require shipping. For example, a service. Enabling this, disables all shipping related fields such as shipping dimensions. A virtual product will also not trigger the shipping calculator in cart and checkout.
  • Downloadable – activates additional fields where you can provide a downloadable file. After a successful purchase, customers are given a downloadable file as a link in the order notification email. This is suitable, for example, for a digital album, PDF magazine, or photo.
  • External or Affiliate – one that you list and describe on your website but is sold elsewhere.
  • Variable – a product with variations, each of which may have a different SKU, price, stock option, etc. For example, a t-shirt available in different colors and/or sizes.
  • Other types are often added by extensions. For example, WooCommerce Subscriptions adds new product types as does WooCommerce Bookings.

Adding a simple product

Adding a Simple product is similar to writing a post in WordPress.

  1. Go to WooCommerce > Products > Add Product. You then have a familiar interface and should immediately feel at home.
  2. Enter a product Title and Description.
  3. Go to the Product Data panel, and select downloadable (digital) or virtual (service) if applicable.
WooCommerce Add Product - Familiar Interface
 

Note: Virtual products don’t require shipping — an order with virtual products won’t calculate shipping costs.

Product data

The Product Data meta box is where the majority of important data is added for your products.

WooCommerce Product Data metabox

General section

  • Price
    • Regular Price – Item’s normal/regular price
    • Sale Price – Item’s discounted price that can then be scheduled for certain date ranges. The sale expires at 11:59pm of the specified end date
  • Tax
    • Tax status – Taxable / Shipping only / None
    • Tax class – Choose which tax class should be applied

Inventory section

The inventory section allows you to manage stock for the product individually and define whether to allow back orders and more. It enables you to sell products and allow customers to add them to the cart to buy.

Enable Stock Management must be selected in Products Inventory Settings; otherwise, only the ‘Stock status’ option is visible in the Product Data Inventory box.

Options when stock management at product level is disabled. You are responsible for updating the Stock Status.

Options when stock management at product level is enabled.

  • Enter the Stock Quantity, and WooCommerce auto-manages inventory and auto-updates Stock Status as Stock, Out of Stock or On Backorder.
  • Select whether to Allow Backorders.
  • Low stock threshold – Enter a number upon which you are notified.
  • Tick the Sold Individually box to limit the product to one per order.

Shipping section

  • Weight – Weight of the item.
  • Dimensions – Length, width and height for the item.
  • Shipping Class – Shipping classes are used by certain shipping methods to group similar products.

Linked Products section

Using up-sells and cross-sells, you can cross promote your products. They can be added by searching for a particular product and selecting the product from the dropdown list:

WooCommerce Simple Product - Linked Products Tab

After adding, they are listed in the input field:

WooCommerce Simple Product - Linked Product Added

Up-sells are displayed on the product details page. These are products that you may wish to encourage users to upgrade, based on the product they are currently viewing. For example, if the user is viewing the coffee product listing page, you may want to display tea kettles on that same page as an up-sell.

WooCommerce Product Up-Sells

Cross-sells are products that are displayed with the cart and related to the user’s cart contents. As an example, if the user adds a Nintendo DS to their cart, you may want to suggest they purchase a spare stylus when they arrive at the cart page.

Grouping – Used to make a product part of a grouped product. More info below at: Grouped Products.

Attributes section

On the Attributes tab, you can assign details to a product. You will see a select box containing global attribute sets you created (e.g., platform). More at: Managing Product Categories, Tags and Attributes.

Once you have chosen an attribute from the select box, click add and apply the terms attached to that attribute (e.g., Nintendo DS) to the product. You can hide the attribute on the frontend by leaving the Visible checkbox unticked.

Custom attributes can also be applied by choosing Custom product attribute from the select box. These are added at the product level and won’t be available in layered navigation or other products.

Advanced section

  • Purchase note – Enter an optional note to send the customer after they purchase the product.
  • Menu order – Custom ordering position for this item.
  • Enable Reviews – Enable/Disable customer reviews for this item.

Product short description

Add an excerpt. This typically appears next to product imagery on the listing page, and the long description appears in the Product Description tab.

Video embeds (oembed) may be used, as of version 3.1x.

Taxonomies

On the right-hand side of the Add New Product panel, there are product categories in which you can place your product, similar to a standard WordPress post. You can also assign product tags in the same way.

WooCommerce Product Categories and Tags

Product images

Add a main product image and a gallery of images. More at: Adding Product Images and Galleries.

Setting catalog visibility options and feature status

In the Publish panel, you can set Catalog Visibility for your product.

  • Shop and search – Visible everywhere, shop pages, category pages and search results.
  • Shop only – Visible in shop pages and category pages, but not search results.
  • Search only – Visible in search results, but not in the shop page or category pages.
  • Hidden – Only visible on the single product page – not on any other pages.

You can also set whether the product is promoted in product categories, up-sells, related products as a Featured Product. For example, you could tick the Featured box on all bundles you sell.

Other ways to set as Featured are described in the below section: Mark a product as Featured.

Adding a grouped product

A grouped product is created in much the same way as a Simple product. The only difference is you select Grouped from the Product Type dropdown.

WooCommerce Grouped Product - Inventory Tab
To create your parent product select ‘Grouped’ from the Product Type dropdown.

Create the Grouped product

  1. Go to: WooCommerce > Products > Add New.
  2. Enter a Title for the Grouped product, e.g., Back to School set
  3. Scroll down to Product Data and select Grouped from the dropdown. The price and several other fields disappear. This is normal because a Grouped Product is a collection of ‘child products’, which is where you add this information.
  4. Publish.

The Grouped product is still an empty group. To this Grouped product, you need to:

  • Create products and add them
  • Add existing child products

Having the choice to first create Simple products and add them to a Grouped product later; or first create a Grouped product and add Simple products later gives you flexibility to add Simple products to more than one Grouped product.

Add products to the Group

  1. Go to: WooCommerce > Products > Add New.
  2. Select the Grouped product you wish to add products to.
  3. Scroll down to Product Data and go to Linked Products.
  4. Select Grouped Products, and search for the product by typing
  5. Click the products you wish to add.
  6. Update
  7. You can drag and drop to reorder the Grouped Products. Once you press Update, the new order will be shown on the product page.

Adding a virtual product

When adding a Simple product, you can tick the Virtual checkbox box in the product type panel.

With Variable products this checkbox is moved to each variation.

Enabling this, disables all shipping related fields such as shipping dimensions. A virtual product will also not trigger the shipping calculator in cart and checkout.

Adding a downloadable product

When adding a simple product, you can tick the Downloadable checkbox box in the product type panel. This adds two new fields:

  • File path — Path or url to your downloadable file.
  • Download limit – Limit on number of times the customer can download file. Left blank for unlimited downloads.
For maximum flexibility, downloadable products also incur a shipping cost (if, for example, you were offering both a packaged and a downloadable version of a product, this would be ideal). You can also check the Virtual box if the downloadable product is not shippable.
 
Note: If the Completed Order Email doesn’t contain downloadable links, see this Troubleshooting Guide.

Adding an external/affiliate product

Select ‘External/Affiliate’ from the product type dropdown. This removes unnecessary tabs, such as tax and inventory, and inserts a new product URL field. This is the destination where users can purchase the product. Rather than Add to Cart buttons, they see a Read More button directing them to this URL.

Adding a variable product

Variable products are arguably the most complex of product types. They let you define variations of a single product where each variation may have a different SKU, price or stock level.

See Variable Product for a guide on creating a product with variations.

Duplicating a product

duplicate

To save time, it’s possible to use a product and duplicate it to create similar products with variations and other qualities.

Go to WooCommerce > Products and look through the list for a product you wish to replicate, then click Duplicate.

Deleting a product

delete-product-woocommerce

To delete a product:

  1. Go to: WooCommerce > Products.
  2. Find the product you wish to delete.
  3. Hover in the area under the Product name and click Trash.

Mark a product as Featured

To mark a product as featured, go to: Products > Products and select the Star in the featured column. Alternatively, select Quick Edit and then the Featured option.

Setting A Featured Product
Setting A Featured Product

Filter or sort products

In addition to the options below, WooCommerce Customizer gives you the ability to customize your Product Catalog. Go to: WooCommerce Customizer – Product Catalog.

Filtering products

Use the Filter function to get a product count, view products by type, or see which products are On Backorder or Out of Stock.

  1. Go to: WooCommerce > Products.
  2. Select a CategoryProduct Type and/or Stock Status, or any combination of the three.
  3. Click Filter.

Sorting products

Sorting is different than Filtering, in that you can drag and drop products to re-order them.

  1. Go to: WooCommerce > Products.
  2. Select Sorting.
  3. Select a CategoryProduct Type and/or Stock Status, or any combination of the three.
  4. Click Filter.

You can now drag and drop products in an order to your liking.

Product ID

A WooCommerce Product ID is sometimes needed when using shortcodes, widgets, and links.

To find the ID, go to Products and hover over the product you need the ID for. The product ID number is displayed.

woo-product-id

Allow backorders

Select whether to allow Backorders from the dropdown, if you are managing stock on a product. Use Advanced Notifications (separate purchase) to help notify someone other than the shop admin if backorders are placed.

WOObackorders

To allow backorders, the Stock status must be set to In Stock even though the Stock Quantity is 0 or less.

Most payment gateways charge immediately. If you want to wait to charge customers for an item when it’s back in stock, use WooCommerce Waitlist (separate purchase) to email all users, notifying them that the item is back in stock with a link to purchase.

FAQ

Is it possible to edit several products at the same time?

Yes. Follow this tutorial: How to Bulk-Edit Products.

Part 3) How to add bookable products & services and manage them.

Creating a Bookable Product

To accept bookings, you need to create a bookable product.

  1. Go to: Products > Add New. A familiar WooCommerce interface for product creation appears.
  2. Enter a title and description for your product.
  3. Scroll down to Product Data and select Bookable Product in the dropdown menu.
  4. Tick the Virtual checkbox, if your product does not require shipping. This omits the Shipping Costs tab from your product.

Fields will change to reflect bookable products.

General settings

The first settings are booking duration, calendar display and confirmation preferences.

Taxes

Select the appropriate Tax status and Tax class for this product, should you need to charge tax or not.

Booking duration

This determines how long a booking lasts. The duration can be admin defined (fixed block) or customer defined (they need to input on the front-end). Duration units can be Hours, Minutes, Days or Months.

Fixed blocks have a set duration that you define. The customer can only choose one block which will last the defined amount of time. For example hair dresser appointment lasts one hour and you can only book one at a time.

Customer-defined blocks have a set duration, but the customer can choose how many blocks they want. For example, the co-working space is rented out in hourly intervals, and the customer can define how many 1-hour blocks they would like to rent.

If you set your Booking duration to be customer defined:

  • A minimum and maximum allowed value can be included in the General tab. This allows for a more flexible starting schedule.
  • It is possible to use 30-minute blocks and set the minimum to 2 blocks. Your customers now need to book at least one hour, and can add increments of 30 minutes.
  • A customer-defined duration with blocks in minutes/hours will display a dropdown.
A booking can be set in blocks using minutes, hours, days, weeks, and months. If using hours and minutes, you can specify what time the bookings start.

Calendar display mode

Select Calendar always visible or Display calendar on click. By default the calendar is set to always show.

If the Booking duration is set to be Customer defined with a unit of Days, then another option will be shown to enable the calendar range picker. Enabling this allows customers to select a start date and an end date for their booking within the calendar itself.

Requiring Confirmation

If the booking needs to be reviewed by an Admin before confirmation, tick the Requires confirmation? checkbox. Rather than take payment at checkout, the user inputs details and submits them for approval.

To learn more, see Manage Bookings.

Bookings requiring approval will remove other items from the cart. They must be checked out alone, so payment gateways can be safely disabled.

If the Requires Confirmation? checkbox is ticked:

  • the Check Availability option will be the only payment gateway presented when checking out
  • other items will be removed from the Cart when this bookable product is added to the Cart

Please note that the Check Availability “payment gateway” can’t be enabled/disabled under WooCommerce > Settings > Payments like other gateways can, and is displayed/hidden based purely on a Bookable Product requiring confirmation being in the Cart.

Once the booking is approved, the customer receives another email to then submit payment.

Allowing Booking Cancellation

You may choose whether you want the user to have the option to cancel their booking. After selecting the option Can be cancelled?, two fields appear that allow you to choose how many Minutes/Hours/Days/Months prior to the start date that customers can cancel a booking.

Availability settings

Availability (what slots can be booked) can be controlled via the Availability tab. The first options allow you define dates that can be booked:

Max bookings per block

This setting allows multiple bookings at the same time. With a fixed booking of 1 day and maximum bookings per block set to 2, then each day you can accept two bookings.

Minimum/Maximum block bookable into the future

If today is March 1 and you set minimum block bookable to 1 month into the future, then the first date a customer could book would be April 1. The same applies to the maximum date bookable.

Require a buffer period between bookings

Based on the unit of time set for the booking (minutes, hours or days), you can specify a period of time after a bookable slot that is unavailable for anyone else to book. For example, if you sell appointments in 1-hour blocks and wish to have a break of 1 hour between them, you can specify a buffer period.

If you prefer to add a buffer before and after your appointments, tick the Adjacent Buffering checkbox. This option adds the specified block both before and after each booking. Defining a buffer period of one hour between booking with adjacent buffering will result into 2 hours between bookings.

Buffer periods are always defined in the same time measurement (minutes, hours or days) chosen for blocks. If you want to have a 30-minute buffer between your 1-hour appointments, be sure to use 60-minute blocks instead of 1-hour blocks.

All dates are

Depending on how you want to set up availability, this option allows you to set available by default or not available by defaultAvailable by default means all blocks are available and you can specifically turn some off with rules, where not available by default means all blocks are not available and must be turned on through availability rules.

Check rules against

You have two options:

  • All blocks being booked – This checks all available blocks within a duration. For example if a customer chooses to book for 5 days and 1 block is equal to 1 day, it will check availability for all 5 days.
  • Starting block only – This checks the first block the user selects. For example if a customer chooses to book for 5 days and 1 block is equal to 1 day, it will only check availability for the first day.

Restrict start and end days

Say you have a weekly rental, but you only allow customers to start their rental on Fridays.

  1. Tick the box.
  2. Select the day (in this case Friday), or day(s) you would like to restrict the booking to start on.

This does not affect availability; other days are still available, they just cannot be selected as the day(s) that bookings start on.

Custom Availability Range

You can set up specific availability rules, such as availability for:

  • Months
  • Day of the week
  • Time
  • Specific date

To add a rule, select Add Range:

A new row is created, where you can choose a range type, from/to, whether it’s bookable or not (yes or no) and a priority number.

The from/to values differ based on the range type:

  • Date range – from/to will show a datepicker/calendar selection field
  • Range of days – from/to will show a dropdown of days of the week (Monday to Sunday)
  • Range of months – from/to will show a dropdown of months (January to December)
  • Range of weeks – from/to will show a dropdown of weeks (1 to 52)
  • Time ranges – from/to will show time inputs
  • Date Range with time – period with a start date/time and an end date/time. Range applies from start time on the start day to end time on the end date.
  • Date Range with recurring time – set based on a custom date range. Range is repeated on each day in the date range.

Note that the time ranges are not opening hours, but booking hours. If you offer 1-hour time blocks and your shop is open from 9:00 am to 6:00 pm, your last booking is at 5:00 pm, not 6:00 pm.

By default, Global availability rules take priority over product level availability rules and product availability rules take priority over resource priority rules. The order can be changed using the priority numbers. A lower priority, irrespective of context, overrides any other context with higher priority number. For example, a 9 will always override 10, even if 10 is on the Global level.

If multiple rows have the same priority, the rules higher on the list will take priority.

Rows can be removed by clicking the X on the far right, or dragged and dropped to sort using the handle on the far left.

Also be aware that availability options can be set up globally if all bookable products share some dates. To read more about Global availability, see Booking Settings.

Costs for Bookable Products

Costs for specific slots are controlled from the Costs tab.

The two main costs you can add are Base cost and Block cost.

  • Base cost is applied regardless of a customer’s choices on the booking form.
  • Block cost is the cost per block that was assigned in the General tab. If a customer books multiple blocks, this cost is multiplied by the number of blocks booked.

Display cost does not affect the actual cost of the product. In the example above, the product page displays 300 on the frontend. The cost is displayed to the user on the frontend. Leave blank to have it calculated for you. If a booking has varying costs, the lowest available cost is shown and is prefixed with the word “From:”

Beneath the display cost, you have an area where you can define extra costs. This works similar to availability. Click Add Range to begin:

Bookings - Add Cost Range

A row appears where you can input the range type, from/to and cost:

Bookings Cost Range Example

The from/to values differ based on the range type:

  • Date range – from/to will show a datepicker field
  • Range of months – from/to will show a dropdown of months (January to December)
  • Range of weeks – from/to will show a dropdown of weeks (1 to 52)
  • Range of days – from/to will show a dropdown of days of the week (Monday to Sunday)
  • Time range – from/to will show time inputs
  • Date range with time – set based on a custom date range
  • Persons count – from/to will show number inputs
  • Block count – from and to will show number inputs

Base cost and Block cost can be added, subtracted, multiplied or divided by the amount you enter. Since version 1.10.9, you can also directly set the costs applied for the rule.

Rows can be removed by clicking the X on the far right, or dragged and dropped to sort using the handle on the far left.

If multiple rows match, all additional costs are used.

 

Persons

If the booking can be made for multiple persons at once, tick the Has persons checkbox. Once selected, a new tab appears:

Bookings has persons

You can set a min and maximum for persons. Similar to duration, the customer can input a value on the frontend booking form, if enabled.

Persons also impacts the following cost options:

  • If multiple costs by person count is enabled, all costs are multiplied by the number of persons the customer defines.
  • If count persons as bookings is enabled, the person count is used as the quantity against the block. Remember the max bookings per block setting above? That determines the upper limit for allowed persons per block. Once the limit is reached, more persons cannot book.

The Persons tab also allows you to define different prices depending on the person type. You might want to offer a different price for children or for teachers on a museum tour for example. To set up different person types, tick the Enable Persons Type checkbox in your Persons Tab:

Bookings person types

Once you tick this checkbox, you have the option to add multiple types.

Give your Person type a name and define the cost for the type. Adding a description is optional.

You can define a minimum and a maximum number for each person type. For example, you could require at least one adult for each booking while making children optional (minimum 0). If you leave Max blank, there are no other restrictions than those of the bookable product itself.

Bookings person types example

Clicking the Unlink button will remove the person type from the product. The person type will still exist, but be hidden, this is so previously created bookings are not broken.

Resources

For added flexibility, WooCommerce Bookings supports Bookable Resources that can be booked independently within a bookable product. Tick the Has resources checkbox to enable a new tab:

There are two types of bookable resources:

  • Customer selected – A booking form shows a dropdown list of resources that the customer can select.
  • Automatically assigned – A resource is automatically assigned to a customer booking if available.

An example use case for a customer selected resource would be a room type, such as single and twin rooms.

An example use case for an automatically assigned resource would be a hair salon where the resources are staff and someone is assigned a booking. More at: Hair Salon – Bookings Use Case.

After enabling resources, choose your type. If you have chosen Customer selected be sure to give your resource a label. This is what is shown on the frontend booking form.

Resources can be used globally across multiple products. For more information, see: Using Resources.

Managing Bookings

Bookings List

To view all bookings that have been created, go to Bookings in the Dashboard. A list of bookings appears in reverse chronological order.

To filter bookings, select options from a familiar menu at the top.

Filter by:

  • Status
  • Date
  • Product/Resource

To use bulk actions, select an action from the dropdown and Apply.

  • Move to trash
  • Confirm bookings
  • Unconfirm bookings
  • Cancel bookings
  • Mark bookings as paid
  • Mark bookings as unpaid

To search bookings, use the upper right search box and select Search Bookings.

On individual bookings, you have the option to perform two actions.

  • Check mark: Allows you to confirm a pending booking and email the user. If you confirm in error, use the Unconfirm Booking bulk action.
  • Eye: View booking details.

The next sections explain these actions in more detail.

Approve Bookings

To approve a booking that requires confirmation:

  1. Go to Bookings. Any booked products that require confirmation will display Pending Confirmation.
  2. Select Confirm (check mark) to approve the booked product.

booking_confirmation

Once approved, the user receives an invoice via email to pay. The customer can then pay on their My Account page. The link to their My Account Page is included in the email they receive.

View a booking

To view a booking, the Eye takes you to the Edit/View Booking page. This works similar to other admin pages such as Edit Order, except it is for booking data.

Bookings Edit Booking

These details can be edited, then saved when you are done.

Be careful when changing start and end dates and times. Be sure that the start date is always more recent than the end date. Note that the customer will not receive an automatic email with any changes.

Booking Status

  • Unpaid: Booking requires payment. Order has not been paid.
  • Pending: Booking awaiting Admin approval. See Approving Bookings.
  • Confirmed: Booking is confirmed after it was set as Pending. Still requires payment.
  • Paid: Booking has been paid for.
  • Cancelled: Booking has been canceled.
  • Complete: Booking is paid, and the date is in the past. The assumption is that the experience/service was delivered.
  • In Cart: Booking has been added to a customer cart. If not purchased, it is deleted within 60 minutes.

View bookings on a calendar

For a calendar view, go to Bookings > Calendar. By default, it shows a Day-based view with Filter options on the left.

By Day

Day-based view can be used to view all bookings in a day:

Screen Shot 2013-11-11 at 12.19.07

When using Day view, select a booking to view/edit it, or hover to view a summary of details.

By Month

Select Month to show a Month-based view with Filter options on the left.

Select a booking to view details.

By Schedule

Select Schedule to show a scrollable overview with the current day highlighted and Filter options on the left.

Create Bookings Manually

To manually create a booking for a customer:

  1. Go to: Bookings > Add Booking.
  2. Search for a customer by entering a name or other term. Or leave as Guest.
  3. Select a bookable product from the dropdown.
  4. Create booking
    • New: Create a new order, which you must process and complete before it is active.
    • Addition: Add the order to an existing booking, and enter that ID.
    • No order: Create booking only.
  5. Next. The Bookings calendar displays.
  6. Select a date/time.
  7. Add Booking.

You are then redirected to the new booking or the Order screen, depending on your selection(s).

Per Person Discount with Coupon

You can offer a coupon code to customers that gives a per person discount for bookings with multiple people.

Bookings - Coupon Type

Google Calendar Integration

WooCommerce Bookings can be integrated with a Google Calendar, with one or two-way synchronization. For more information, see Calendar Connection and Google Calendar Integration.