🔨 Skills (trades) — used to route jobs to the right specialist
Name
Email
Phone
Branch
Status
Actions
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Resources
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Select a resource to manage their availability
Set hours
Applies to every day.
Edit this date
date — overrides the weekly pattern for this date only.
Basic weekly hours
Default hours for . Applied to every date unless a specific date is overridden.
New Capacity Rule
Name
Type
Max Count
Max Mins
Lead
Active
Actions
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👥 Team & Users
Home › Team & Users
Business roles
What each login role can access across the whole app. These are fixed by the system (read-only). The Job & session permissions grid is separate — it controls what a person can do on a specific job or session.
Area
Owner
Manager
Dispatcher
Specialist
Viewer
✓ full own their own jobs only read view only — no access
Job & session permissions
What each person can do on a job (or a class/event) they run, manage or are shared on — separate from the business roles above. Tick or untick any box to change it for your business; greyed rows are fixed by design.
owner — full access, cannot be edited heremanager — manage staff, settings, invoicesdispatcher — bookings, diary, customersspecialist — view own jobs onlyviewer — read-only
Add User
Name
Email
Role
Status
Last login
Actions
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🏠 Branches
Home › Branches
🔎 Test a postcode (which branch?)
⚙ Settings that apply to all branches
Specialist & customer
Tax & VAT
How VAT is applied to your prices and shown to customers.
Clears every branch’s delivery-mode & call-out overrides so they follow the business.
Each branch covers a set of postcode areas and has its own specialists.
Customers are automatically matched to their nearest branch when booking.
If you only have one branch, leave the service area empty — it will match any postcode.
Alert this branch whenever a new booking arrives (e.g. a franchise branch with its own number). When alerts are on, both a WhatsApp number and an email are required.
Name, contact details and map location for this branch.
📍 Service coverage
Postcode prefixes this branch serves. Only used when “How to pick a branch” is set to By coverage area.
🚚 Delivery mode
How this branch delivers its services. Follow the business default, or set a branch-specific mode. A branch can only match or narrow the business setting.
✅ New bookings
How new bookings for this branch are handled. Overrides the business-wide default.
🚫 Customer cancellation
Whether customers can cancel their own booking (via WhatsApp), and how close to the appointment they may do so.
🔒 Disabled by business policy (set under Payments). Branches can't override this.
Catalog for — choose which services this branch offers and optionally set a branch-specific price.
This branch currently shows all services — saving creates a custom list for this branch.
How pricing works: Leave a price blank (“default”) to follow the main catalog price automatically. Type a price to set it only for this branch — changing the main Catalog later won’t overwrite it (clear the box and save to revert). Modifiers are set per service in the main Catalog and shared across all branches.
Offer
Service
Default price
Branch price (£)
🎯 Promotions
Home › Promotions
Ready-made promotions for your business — recommended picks for your trade are shown first. Switch on the ones you want and set the offer; nothing sends until you turn it on.
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🏷 Discount Codes
Home › Discount Codes
Discount codes customers enter when booking on WhatsApp. Use “valid on first N bookings” to make a welcome offer.
Retention, loyalty and refer-a-friend are issued automatically (coming soon).
💳 Discount Codes Manual codes customers type when booking on WhatsApp.
Add Voucher
Code
Description
Discount
Usable by
Branch
Expiry
Status
Actions
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⏳ Retention offers are now set up under Promotions › Retention — per branch, with budget & frequency guardrails. The retention codes already issued to your customers are listed below; you can still pause or edit any of them here.
🎁 Loyalty is now set up under Promotions › Loyalty — per branch, reward after every N completed bookings (a percentage of average spend). The loyalty codes already issued to your customers are listed below; you can still pause or edit any of them here.
🤝 Refer a Friend Friend gets a welcome discount; referrer earns wallet credit (business-wide).
🎫 Voucher Activity
Home › Voucher Activity
Every voucher issued or redeemed. Used rows show the order and discount applied; unused rows are
system vouchers (loyalty / retention) waiting to be redeemed. Manage voucher setup under
Vouchers in the Management menu.
Search by code
Branch
Code
Type
Branch
Start
End
Status
Used Date
Order Value
Customer
Voucher Value
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🤖 Bot Setup
Home › Bot Setup
Phase 1
Pre-requisites
Phase 2
Meta Business portfolio connect
Phase 3
Meta Business Verification
Phase 4
Live
Phase 1 · Pre-requisites OOB screens do the work
First, tell us who you are — this decides how Meta verifies you, and which details and documents you’ll need.
Enter your name exactly as it appears on your driving licence.
Step 3 · What to enter for Meta verification
2WhatsApp number
Use a number you already have, or let us provide one.
“Check availability” asks Meta to send a test code — the result is one of:
✓ Available — can be used
⟳ In use — needs migrating
✗ On another account
⚠ If this number currently runs the WhatsApp or WhatsApp Business app, using it here moves it to the booking bot (Cloud API) — the app stops working on that number. There is no parallel (“coexistence”) use.
We’ll provision a dedicated number for you during onboarding. (The number provider is being finalised — you can still choose this now and we’ll set it up.)
3Website
Your public site, created in the Site Builder — customers can book from it.
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4Verification documents
Based on your business type. Have one of these ready for verification (Phase 3). Each must show your legal name + address and be issued within the last 12 months.
Phase 2 · Meta Business portfolio connect Owner — one hands-on step
Onboarding status:…
In Meta’s window, you’ll do these five steps:
1
Sign in with Facebook
The Start WhatsApp Onboarding button above opens Meta’s pop-up.
2
Confirm your business details
The details you saved in the Pre-requisites tab.
3
Enter your WhatsApp number
Type the number assigned to this business into Meta.
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4
Enter the verification code
Read it from the box below and type it into Meta.
Verification code
——— ———
5
Add a payment method
Meta requires a card on the WhatsApp account to send beyond the free allowance.
Phase 3 · Meta Business Verification Owner submitsthen waiting on Meta
Submit business verification
Done by the owner in their own Meta Security Center, guided by the details from Phase 1.
⏳ No bookings yet — the booking bot is Flow-based and can’t go live until Meta verifies. It switches on automatically once approved. Templates keep approving in the background.
If Meta rejects it, we email a one-tap “upload a corrected document” link — no second call.
Phase 4 · Live Automatic — no owner action
✅ You’re live
On the verified signal, OOB publishes the flows and activates the templates — the booking bot goes live and you’re notified. Zero further steps.
Note: these questions & answers are sent to customers word-for-word by the AI assistant.
AI Questionnaire
Answered Questions
Unanswered Questions
WhatsApp Welcome Setup
Shown when a customer first messages your business on WhatsApp. Add one image and your welcome text.
Image
No image yet
Message text
Use {name} to greet the customer by their first name. WhatsApp formatting: *bold*, _italic_, ~strikethrough~. Line breaks are kept.
📢 Marketing Suite
Home › Marketing Suite
Ready-made WhatsApp templates from the platform. Tap Use this template to copy one into your My Draft, then submit it for approval. You can also create your own under My Draft.
Create and edit message templates, then submit them to WhatsApp for approval.
Templates approved by WhatsApp. Use one to start a promotion.
Your promotion campaigns. Launch a new one from an approved template under My Published → Begin promotion.
🗂️ Branch Catalog
Home › Branch Catalog
Tick which services each branch offers. The count under a branch is its live service total.
A category row switches a whole trade on/off for that branch in one click; click a category name to expand it.
A branch with everything ticked shows its full catalog.
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📚 Catalog
Home › Catalog
All Services
Add Category
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Add Modifier Group
Options
Manage Modifier
Note — Click on a service category to expand it, then tick items to associate them with this modifier.
List Of Associated Items
Modifier Name
Actions
Options
Used In
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Each service and the modifiers attached to it.
Service
Modifiers
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Non-discountable services are excluded from voucher and discount calculations.
Use this for emergency call-outs, compliance work, or any service where discounts should never apply.
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👥 Classes
Home › Classes
ClassesShared-capacity sessions on a coach's calendar. Customers book seats until full.
Last / next 15 days
Class
When
Coach
Seats
Status
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New class
A class with one tier is a simple single-price class. Add a second tier to sell different seat types (e.g. Early-bird, Member) — each with its own price, quantity and optional on-sale window.
Price & qty are per tier. Use Schedule on a tier to set an optional on-sale window — a date & time to open and to close sales — leave it closed to keep that tier on sale until the class starts.
Turn one class into a recurring series. Each date is published as its own class; seats and tiers are copied to every date.
Leave unticked to put the class on sale straight away. A draft won’t appear in customers’ class list and can’t be booked — publish it from the list when you’re ready.
Step 1 of 3 · Basic details
Analytics
How your classes are selling and performing across a date range.
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Sold over time
Revenue by tier · classes in view
Status mix
Top classes by revenue
Attendance & no-shows · from door check-in
Who actually turned up, from seats scanned at the door. Only classes where the scanner was used are measured.
Settings
Defaults that apply when you create a new class. Changing them never touches classes you've already made.
Default access
Who can see and manage new classes by default.
New-class defaults
Pre-fill the new-class form so you type less each time. You can still change any of these per class.
Default check-in method
The method new classes start with. You can still change it per class in the class’s Check-in method tab, any time before the first seat sells.
Not sure? Quick guide Up to 40 attendees → WhatsApp register 40+ attendees → Staff scan QR No staff at the door → Attendees self check-in
A Draft class is hidden from customers and not on sale. You finish setting it up, then press Publish when it's ready. Leave off to put new classes on sale straight away.
Ticket-tier templates
Save a set of tiers you use often, then drop it into a new class in one click.
Class
Series● On now
CONFIGURE
RUN THE CLASS
●
This is the roster — the one tool to run the day. It also opens from Check in on the classes list. How check-in works is set on the Check-in tab; here you just work the door. Live arrival stats now live on the Turnout tab.
At the door
Tick people in as they arrive, record a door payment on anyone who still owes, or print the register to run the class on paper.
Tickets & tiers
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This class’s check-in
Check-in method
How people get through the door for this class. Pick the one that matches your class size and how many people you can put on the door — you can change it any time until the first seat sells.
Not sure? Quick guide Up to 40 people → WhatsApp roster 40+ people → Staff scan QR No staff at the door → Guests self check-in
Why it locks: you can switch method freely while the class is a draft or has no sales. Once the first seat sells, the method is fixed so someone’s pass can never stop working half-way through selling. To change it after that, you’d cancel the class and start a new one.
Manual check-in options
How staff tick guests off the roster at the door.
Search by nameStaff find a guest by typing their name — always on for the roster.
QR passes
Each booking becomes a signed QR pass that door staff scan.
Scanning rules
What happens as staff scan at the door.
How guests check themselves in
This method always gives guests two ways through the door — both are set up for you, nothing to switch on.
✓Personal check-in linkEach guest gets their own link with their booking — one tap checks them in.Always on
✓Printed venue QROne poster at the entrance that anyone can scan — manage and print it below.Always on
Scanning rules
What happens as guests check themselves in.
Guests normally scan the venue QR themselves. If someone can’t — a dead phone, no signal, a lost link — add a staff member below. They get the same scanner app on their phone and can find the guest by name and tick them in. It works offline, so a weak signal at the door is no problem.
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Tickets sold
0 / 0
Revenue
—
collected for this class
Capacity left
—
seats still on sale
Starts in
—
Sales by tier
how tickets split across price tiers
On the day
Arrivals, no-shows and the attendee export live on the Turnout tab — before, during and after the class.
EventsStandalone ticketed events with tiers. Customers buy tickets until sold out.
Next 30 days· events by day
Event
When
Venue
Tickets
Status
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Roster
Turnout
LIVE — in progress
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Arrived
0 / 0
0%
Arrival rate
0/hr
Arrivals over time
Lane throughput
Scanner leaderboard
Door sales
Report & export
Completed
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Attendance
0 / 0
No-shows
0
Revenue
£0
Door sales
0
When people arrived
relative to the start time
Door staff
who admitted guests on the day
Staff
Scans
Seats
Lanes
CSVFull attendee list with arrival time, ticket tier, amount and check-in status — ready to download or hand to the finance report.
New event
Each tier is a ticket type with its own price, quantity and optional on-sale window. A new event always starts with a Standard tier so it is never published with zero tickets.
Price & qty are per tier. Use Schedule on a tier to set an optional on-sale window — a date & time to open and to close sales (e.g. early-bird until 25 Oct, 6:00pm) — leave it closed to keep that tier on sale until the event starts.
Turn one event into a recurring series. Each date is published as its own event; capacity and tiers are copied to every date.
Assign modifier groups to this event (e.g. kit hire, skill level). Leave everything unticked to inherit the service’s own modifiers.
Step 1 of 4 · Basic details
Analytics
How your events are selling and performing across a date range.
—
Sold over time
Revenue by tier · events in view
Status mix
Top events by revenue
Attendance & no-shows · from door check-in
Who actually turned up, from tickets scanned at the door. Only events where the scanner was used are measured.
Settings
Defaults that apply when you create a new event. Changing them never touches events you've already published.
Default access
Who can see and manage new events by default.
New-event defaults
Pre-fill the new-event form so you type less each time. You can still change any of these per event.
Default check-in method
The method new events start with. You can still change it per event in the event’s Check-in method tab, any time before the first ticket sells.
Not sure? Quick guide Up to 40 guests → WhatsApp roster 40+ guests → Staff scan QR No staff at the door → Guests self check-in
A Draft event is hidden from customers and not on sale. You finish setting it up, then press Publish when it's ready. Leave off to put new events on sale straight away.
Ticket-tier templates
Save a set of tiers you use often, then drop it into a new event in one click.
Event
Series● Live now
CONFIGURE
RUN THE EVENT
This event’s check-in
Check-in method
How guests get through the door for this event. Pick the one that matches your event’s size and how many people you can put on the door — you can change it any time until the first ticket sells.
Not sure? Quick guide Up to 40 guests → WhatsApp roster 40+ guests → Staff scan QR No staff at the door → Guests self check-in
Why it locks: you can switch method freely while the event is a draft or has no sales. Once the first ticket sells, the method is fixed so a guest’s pass can never stop working half-way through selling. To change it after that, you’d cancel the event and start a new one.
Manual check-in options
How staff tick guests off the roster at the door.
Search by nameStaff find a guest by typing their name — always on for the roster.
QR passes
Each ticket becomes a signed QR pass that door staff scan.
Scanning rules
What happens as staff scan at the door.
How guests check themselves in
This method always gives guests two ways through the door — both are set up for you, nothing to switch on.
✓Personal check-in linkEach guest gets their own link with the ticket — one tap checks them in.Always on
✓Printed venue QROne poster at the entrance that anyone can scan — manage and print it below.Always on
Scanning rules
What happens as guests check themselves in.
Guests normally scan the venue QR themselves. If someone can’t — a dead phone, no signal, a lost link — add a staff member below. They get the same scanner app on their phone and can find the guest by name and tick them in. It works offline, so a weak signal at the door is no problem.
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Tickets sold
0 / 0
Revenue
—
collected for this event
Capacity left
—
seats still on sale
Starts in
—
Sales by tier
how tickets split across price tiers
On the day
Arrivals, no-shows and the attendee export live on the Turnout tab — before, during and after the event.
This is the roster — the one tool to run the day. It also opens from Check in on the events list. How check-in works is set on the Check-in method tab; here you just work the door. Live arrival stats now live on the Turnout tab.
At the door
Staff scan QR passes on their phones; this list updates as they do. You can also tick someone in by hand.
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Turnout
LIVE — in progress
Arrived
0 / 0
0%
Arrival rate
0/hr
Arrivals over time
Lane throughput
Scanner leaderboard
🎟 Packages
Home › Packages
Service packagesSell a service in bulk at a bundle price. Buying issues credits; each booking redeems one.
Pack
Service type
Lessons
Price
Per lesson
Payment
Status
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PurchasesCustomers who bought a pack. Mark a pending pack paid to issue its credits.
Ref
Customer
Pack
Credits
Amount
Purchased
Status
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🎬 Memberships
Home › Memberships
At a glance
Live membership numbers for your business.
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Membership plansSell recurring access — members pay monthly or yearly and book the sessions their plan covers.
Plan
Price
Billed
Join fee
Covers
Status
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MembersCustomers who joined a plan. Status follows their Stripe subscription.
Ref
Member
Plan
Price
Status
Joined
Renews
—
Expired membersPeople whose membership has ended — your standing win-back list. Message them from WhatsApp to invite them back.
Ref
Member
Phone
Plan
Price
Ended
Why
—
PaymentsEach billing cycle a member has been through, newest first.
Cycle
Member
Plan
Amount
Status
Paid on
—
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👥 Customers
Home › Customers
⚙ Columns
Last 30 days
Customer mix
Whole base · a customer can be in several
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📩 Message Log
Home › Message Log
Every message your business has sent. Switch channels with the tabs; search by name, number, email or text.
Search by info
Status
Destination Info
Message Status
Message
Delivered Date
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💳 Payments
Home › Payments
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🧩 Features & Promotions
Home › Settings › Features & Promotions
Everything your booking bot can do, and the promotions available to you. Turn features on or off here; open a promotion to set it up. You can change these anytime.
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🔔 Notifications
Home › Notifications
These apply to all branches. Choose which updates go out and on which channels, set reminder timings, and the SMS sender ID.
Choose which updates go out, and on which channels. Channels your provider hasn’t enabled appear locked.
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Send customers a reminder before their appointment. Add as many tiers as you like (e.g. 24 hours and 2 hours before). SMS reminders only go out if your provider has enabled SMS.
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📜 Audit Log
Home › Audit Log
When
Who
What happened
Details
📑 Statements
Home › Statements
Your weekly commission statements from Order On Bot. Card commission is collected automatically; cash commission is billed here.
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📊 Reports
Home › Reports
Reports you've switched on for your business. Use Manage reports to choose which appear here.
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🎙️ Voice calls
Home › Voice calls
Phone calls handled by your voice agent. Caller numbers are masked; numbers and transcripts are removed after 180 days.
Output VAT on completed/paid sales in the period. Box 6 = net sales, Box 1 = VAT due to HMRC.
Pick a period (or a preset) and press Run.
Invoice #
Booking ref
Customer
Total
Paid
Status
Issued
Actions
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🌐 Site Builder
Home › Site Builder
Sections (show / hide)Brand
ⓘ Shown in the site header. If left empty, your business name is shown as text instead. A wide/transparent PNG works best.
Theme
HeroServices
ⓘ Your services — names, prices, descriptions and images — are pulled live from your Catalog. Edit them in the Catalog tab and the changes appear here automatically. Nothing to re-type.
Coverage area
ⓘ The areas you serve are pulled live from your Branches' postcode coverage. Manage them in the Branches tab.
Team
ⓘ Your team is pulled live from your Resources (engineers/staff). Add or edit them in the Resources tab. Each shows as a coloured initial — add custom photos by switching to a Custom list.
Special offers
ⓘ Offers are pulled live from your active public vouchers (Features & offers / Vouchers). Only publicly-shareable codes still within their dates are shown. Turn the section off in Sections if you'd rather not display any.
Gallery
ⓘ Add a few photos of your work. Turn the section on in Sections (top) once you've added some.
Footer & contactPolicies (Privacy, Health & Safety…)
ⓘ Each policy you Show appears as a link in your website footer and opens on its own page. Use Insert template to start, then edit the text. Templates are generic scaffolds — please review (ideally with a professional) before publishing. Simple formatting: # heading, - bullet, **bold**.
Live preview (draft)
Access settings
Access rules
Auto-share new sessions
🔍 Availability diagnosis
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🔁 Reassign Engineer
🚫 Block time
Hold a specialist’s time for a walk-in, break or time off. This is not a booking — it just stops double-booking during that window.
New booking
Address (optional for in-store)
Booking Detail
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Add booking
Tickets *
Session report
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Refund review
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Review refunds before cancelling
Not cancelled yet
Cash refunded
£0.00
card / cash
Credit issued
£0.00
wallet
Allowances restored
0
pack credits
Selected
0
of 0 attendees
Attendee
How they paid
Paid
Refund via suggested unless changed
Refund amount
Status
No attendees match your search.
After processing, this becomes the occurrence's permanent Refunds record — ✅ done · ⏳ pending · ⚠ needs attention — and each refund posts to the business's weekly finance statement.
Begin Promotion Configuration
Campaign analytics
📅 Reschedule booking
Uses your browser’s timezone. Manual times skip the working-hours check (they still can’t double-book the specialist).
Any paid deposit carries over — the customer isn’t charged again; only a remaining balance (if any) stays due.
