Go to Experiences > Reservations.
Reservations let you take bookings for on-site experiences such as wine tastings, cellar door visits, food pairings and tours. You define the experiences customers can book, the locations they take place at, and the days and times you are open, and Members One handles capacity, member pricing and payment.
Customers book through your storefront, and every booking flows back into your Vendor Panel so you can see who is coming and when. This is a simple way to fill your tasting room and give members a reason to visit in person.
If you would like the wider picture before you set yours up, the Members One reservations page covers what the reservation system does.
Getting Started
The first time you open Reservations, you are asked to set the feature up. Select Initialise Reservation System to create your reservation, then work through the tabs to add your experiences, locations and availability.
Turning Reservations On and Off
- Once initialised, an Enabled / Disabled switch appears at the top right of the Reservation Settings page. Reservations only accept customer bookings while this switch is on, so you can build everything out first and turn it on when you are ready.
Overview and Statistics
The top of the Reservation Settings page gives you an at-a-glance summary before you dive into the tabs.
- Total Bookings, Guests This Month, Total Revenue and Upcoming cards show how your reservations are performing.
- Today's Availability highlights which of today's time slots are full or filling up, so you can see at a glance whether there is still room for walk-ins.
The rest of the page is split into tabs: Overview, Experiences, Locations and Availability. A Share tab also appears when your store is connected to Shopify.
Booking Settings
The Overview tab is where you set the display details and the rules that control how customers can book. Select Save Settings at the bottom to apply your changes.
Display Information
- Reservation Name is shown to customers at the top of the booking widget, and Description lets you introduce the experience.
Booking Settings
- Allow Multiple Experiences lets a customer book more than one experience in a single booking.
- Min Guests and Max Guests set the overall party size limits for a booking.
- Minimum Booking Notice (Hours) controls how far in advance a customer must book, and Max Advance Booking (Days) controls how far ahead they can book.
- Time Slot Interval sets how often booking slots appear within your open hours. You can choose every 15, 30 or 45 minutes, or every 1, 1.5 or 2 hours.
Payment Settings
- Payment Type decides how customers pay. The options are Full Payment Required, Deposit Only, Pay on Arrival and No-Show Fee.
- Choosing Deposit Only reveals a Deposit Amount and a Deposit Type of either Fixed Amount or Percentage, with the balance due on arrival.
- Choosing No-Show Fee reveals a No-Show Fee Amount. The customer's card is saved securely at booking, and you can charge this amount later if they do not turn up.
Member Discounts
- Turn on Enable Member Discounts to give your members a better price on experiences.
- Default Member Discount (%) applies a percentage off for all members. If you leave it blank, the member's own club discount applies instead.
Note: Member pricing shown to logged-out visitors is for display only, to encourage sign-ups. The discount is only applied at checkout for verified members.
Terms & Messages
- Terms & Conditions appear during booking, and Confirmation Message is shown to the customer after they have booked.
Experiences
An experience is a package a customer can book, such as a wine flight, a guided tour or a food pairing. Open the Experiences tab and select Add Experience to create one.
Adding an Experience
- Give the experience a Name and Description.
- Set a Pricing Type of Per Person (the price is multiplied by the number of guests) or Flat Rate (a fixed price no matter how many guests).
- Enter the Price, and optionally a Member Price. Leave Member Price blank to use your default member discount instead.
- Optionally set Max Guests to cap the party size for that experience, and a Duration (minutes).
Each experience has a status you can switch between Active and Inactive from its row actions, so you can retire a package without deleting it. Use the row actions to Edit or Delete an experience at any time.
Locations
Locations are the places your experiences happen, for example your Cellar Door, a Private Room or the Terrace. Open the Locations tab and select Add Location to create one.
Adding a Location
- Enter a Name and an optional Description.
- Set a Capacity to limit how many guests can be at that location at one time. Leave it blank for unlimited capacity.
You can switch each location between Active and Inactive, and edit or delete it from its row actions.
Please note: Deleting a location cannot be undone, and any availability rules linked to that location will also be affected.
Availability
The Availability tab is where you tell Members One when reservations can be booked. It is split into two lists: a Weekly Schedule for recurring hours, and Date-Specific Rules for one-off dates.
Adding an Availability Rule
- Select Add Rule. Choose either one or more Days of Week for a recurring rule, or a Specific Date for a one-time rule. You cannot use both on the same rule.
- Set a Start Time and End Time to define the open hours for that rule.
- Choose a Location, or leave it as All Locations to apply the rule everywhere.
- Set the Status to Available or Blocked, and optionally a Capacity to cap guests per time slot. Leave capacity blank to use the location's capacity.
Duplicating and Blocking
- Use the Duplicate row action to copy an existing rule as a starting point for a new one.
- Use the Block Date button to quickly close a single date, for example a public holiday or a private function.
How Capacity Works
Members One works out how many spots are left for each time slot so a slot can never be overbooked.
Layered Capacity
- Capacity is drawn from the location by default. An availability rule can override that with its own capacity for a specific day or date, which is useful when you want to run a smaller session on a busy weekend.
- Cancelled and no-show bookings are not counted, so those spots are released back for others to book.
Sharing With Customers
How customers reach your booking widget depends on the platform your store runs on.
Shopify
- When your store is connected to Shopify, a Share tab appears on the Reservation Settings page.
- It provides a Direct Link you can add to your Shopify navigation menu so customers can find the reservations page, and an Embed Code you can paste into a Custom HTML or Custom Liquid section to show the booking widget inline on any page.
WordPress
- On WordPress, the reservation booking widget is delivered through the Members One WordPress plugin, which connects your site to your reservation setup so customers can browse experiences and book directly from your website.
Managing Bookings
Every reservation a customer makes is recorded as a booking. Reservation bookings are managed alongside event bookings on the Bookings page.
- Go to Experiences > Bookings and filter by Reservations to see just your reservation bookings.
- From there you can view booking details, check in guests, mark a no-show, cancel and process payments or refunds.
For more on working with bookings, see the Bookings article.
If you need a hand setting up your reservations, please get in touch with our Members One support team.