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Enabling Booking Enquiries

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Booking Enquiries allow new or existing customers to request a room booking by completing an online form. This feature is disabled by default and needs to be enabled and configured before it can be used.

Note: Booking Enquiries are not available on the Free Tier.

How to Enable Booking Enquiries

Step 1: Preparation

Before enabling booking enquiries, you need to prepare two documents:

Terms and Conditions

Prepare a web page containing your venue's booking terms and conditions and note its URL. If you don't have a website, you can create a PDF document and upload it to a file sharing service such as Google Drive, OneDrive, iCloud, or Dropbox, and share the link publicly.

Privacy Policy

Create a web page with your privacy policy. The Information Commissioner's Office website offers guidance and templates for creating a privacy policy. Your privacy policy should state that HallWizard Limited receives personal data as your data processor and that information is stored securely in the Republic of Ireland.

The booking enquiry form uses no persistent cookies and generates no third-party cookies.

Step 2: Configure in MyHallWizard

Click the Settings icon (gear/cog) in the navigation bar, then click Calendar Settings. Scroll down to the Booking Enquiries section.

Main Settings

Toggle Enable Booking Enquiries to Enabled.

Once enabled, the following settings appear:

  • URL for Terms and Conditions — enter the full URL (including https://) to your terms and conditions page

  • URL for Privacy Policy — enter the full URL to your privacy policy page

  • Instructions for the Booking Enquiry form — add guidance text that will be displayed at the top of the form. Use this to communicate your venue's booking policies and expectations to potential customers.

Advanced Settings

Click Advanced Settings to reveal additional options:

  • Allow Booking Enquiries for rooms which are already booked? — if set to "Allowed", customers can request rooms that are already booked, giving you the flexibility to negotiate alternative dates or times. If set to "Not allowed" (the default), customers can only request rooms that are currently available.

  • Make the customer address field mandatory on the Booking Enquiry form? — email and phone number are always mandatory on the form. However, the customer's address is optional. Toggle this to make the customer's address mandatory.

  • How far in advance can a customer request a booking? — the maximum number of months into the future a customer can request. Default is 12 months.

  • Guidance for the booking date and times — optional text displayed below the date and time fields on the form.

  • Which rooms do you want to show on the Booking Enquiry Form? — checkboxes for each of your rooms, plus an "All Rooms (Exclusive Use)" option. Uncheck any rooms you don't want customers to be able to request.

  • Guidance for the rooms selection — optional text displayed below the room selection on the form.

  • Label for the Other Information field — customise the label and guidance for the additional information field at the end of the form. Use this to prompt customers for specific information you need.

  • Show venue contact details on Thank You page? — if enabled, your venue's contact details are displayed on the Thank You page after a customer submits an enquiry, so they can contact you directly with any questions.

Click Save when you're done.

Step 3: Direct Customers to the Form

There are two ways customers can access the booking enquiry form:

Via your Public Calendar

If your public calendar is enabled, a Booking Enquiry button will be displayed on it. Customers can click this to start a new enquiry, or click on a date on the calendar to pre-fill the date.

Via your website

The booking enquiry form has its own URL, which is shown on the Calendar Settings page once booking enquiries are enabled. You can link to this URL from your website using a button or text link.

For example, in HTML:

<a href="https://app.myhallwizard.com/booking-enquiries/your-venue-slug/create">Make a Booking Enquiry</a>

Replace the URL with the one shown on your Calendar Settings page.

Note: URLs created before April 2023 may use bookingrequests instead of bookingenquiries in the path — both formats continue to work.

Next Steps

Once booking enquiries are enabled, see Managing Booking Enquiries to learn how to review and respond to enquiries from customers.