Support Guide

Setup

    TABLE OF CONTENTS

  1. Company
  2. Locale
  3. • Activating a Language
  4. • Editing a Language
  5. • Checkfront Translations
  6. Configuration
  7. • System Defaults
  8. • Booking Parameters
  9. Calendar
Where do I access this in Checkfront?
Your system setup can be managed via the main menu bar at Manage > Setup

 

Account Setup

An administrator account is required to access the setup screen.

Company

The Company setup page allows you to configure the basic contact information for your account. By default this information will also be used in the address section of your invoice, however this can be further configured in the Layout > Invoice section.

 
Setup Screen
 
 


 

Locale

The locale screen is where you set your timezone, base currency and system-wide language.

 
Locale Screen
 

Timezone

Select the time zone in which your business is located. This is important as it can affect notification schedules and any other time-based features such as event rulesets.

Base Currency

This will be the global operating currency for your Checkfront account. It’s not currently possible to offer pricing to your customers in more than one currency, so choose wisely when making your currency selection, especially if you have multiple business locations and global clientele.

Language

The default system-wide language for your account can be configured here. Checkfront offers the ability to have more than one active language at a time and this applies to both the backend and customer facing pages. A customer can configure their own language, if they have an online account with your business, providing the language has been activated by you.

Activating a New Language

To activate a new language, click on the language add-ons link, as shown below:

 

Language Activation

 

Next, click on the Customer Languages button (1). You will then be presented with a list of available languages in the system. From here, you can simply toggle a language on or off by clicking on the switch to the left of each one (2). If the switch is green and labelled “on”, then obviously the language is active.

 
Turn on Language
 

Editing the Language

To edit the language strings for the language you have activated in your account, click on the edit button to the right.

 
Edit Language
 

You will now see a menu on the left and the language strings to the right. In the example below, we’re editing the Categories. The base language strings, in this case in English, are displayed. Next to each string is a field into which you can enter the string in the new language, French on this occasion.

 
Language Translations
 

When you have finished making your updates, click on the save button in the top right corner. You can also choose a different set of language strings from the menu on the left.

These translations are private and specific to your account.

 

Checkfront Translations

Back on the main languages screen, there’s another button you can click on at the top, labelled Checkfront Translations. This is a list of languages that are shared across the system by all accounts. If you choose to set your base language as Spanish, this is where the language strings in your account will be pulled from. These translations are a community effort, so please feel free to update some of the strings if you have some spare time!

 
Checkfront Translations
 

From time to time, you may notice that some of the available languages are not fully translated yet. Or, you may simply wish to word a language string slightly differently. Therefore, you are able to create a private language pack for your account and make whatever changes you like, without affecting other Checkfront customer’s accounts. To do this, click on the Create Private Translation button in the left sidebar.

 
Create Private Translation
 

From the drop-down menu in the resulting pop-up window, select the language you wish to translate and click Create.

 

Copy Language

 

The next step is to simply type your translations into the fields within the Value column. You can search for particular language strings using the search box at the top of the list.

 
Private Spanish Translations
 

Locale

Based on the language you have selected in the previous step, you may be presented with multiple locale options in the locale dropdown field. Many countries around the world speak the same language(s), but they don’t necessarily follow the same format for numbers, currency and dates.

 

Locale Drop-Down

 

The locale field provides the opportunity to choose the most appropriate number and currency formats for your location. As you can see in the example above, when selecting the English language, you will be presented with multiple locale options ranging from Great Britain and the United States to Australia and Hong Kong. Choose the one that best suits your needs, and if necessary, you can customise the date and time formats in the next step.

 

Date and Time Formatting

The format for which your date and time are displayed is set by the locale you have chosen in the previous step. We realize that not everybody operating in the same locale wishes to format their dates and times in the same way, so we have given you the option to override these settings to something you feel is more appropriate. You can perform this override by changing the formatting via the drop-down menus, as shown below.

 

Date Format

 

 


 

Configuration

The configuration page sets enables you to set default options that are global to your system. You can configure the default item Allocation, Length and Status.

 

Manage > Setup > Configuration

 

System Defaults

This section enables you to set some basic defaults for system-wide operation. Please note, Allocation and Length are options that can also be configured on a per item basis from the Inventory menu.

 

System Defaults

 

Allocation:

The allocation determines how your system prices and allocates your inventory. Checkfront supports nightlydaily, and hourly allocations. These settings are global defaults but can be overridden on a per item basis under the Details tab when editing an item. 

Hourly support: If you have selected hourly support, continue on to the Calendar setup page to define your hours of operation. These are used in the time drop-down when making a booking.

Length:

Default length of a booking. This defines the number of nights, days or hours that are pre-selected when a booking is made. This can be overridden in the Availability section within an item.

Staff Status:

The default status when a new booking is created by a staff member. Note: if a payment is applied, the status will either be Deposit or Paid, regardless of the option set here. It’s important to note that by default, the status of Pending and Waiting will NOT lock an item in your inventory. For more information see Booking Statuses.

Customer Status:

The default status when a new booking is created by a customer. Note: if a payment is applied, the status will either be Deposit or Paid, regardless of the option set here. It’s important to note that by default, the status of Pending and Waiting will NOT lock an item in your inventory. For more information, see Booking Statuses.

Free Status:

The default status when a new booking has an invoice balance of zero.
 
 


 

Booking Parameters

These parameters determine how your inventory is booked, priced and allocated. You can add and remove parameters as needed, but remember these options will impact your system globally. By default, you need a minimum of one booking parameter. Each parameter has several flags that determine how the parameter is used.

 
Booking Parameters
 

Creating a New Parameter

To create a new parameter, click on the + Add button seen in the image above. The options in the popup window are described below:

 

Create Parameter Window

 

Name:

Title to be displayed on your booking page, e.g. (“Adults”). This is also shown in some reports.

The Report ID can be edited by clicking on the current label, making the required change and clicking on the ‘tick’ button.

 

Report ID

 

Default Value:

Default quantity for the parameter when making a booking.

Pricing:

Allows a price to be set for this parameter when creating or editing an item.

Range:

If there are multiple price points for the item, show this value in a range (e.g. $99 child – $189 adult)

Controls Inventory:

If chosen during booking, the parameter will remove the selected value from the item’s inventory.

Required:

Sets the value to have a mandatory minimum of 1 for the booking to proceed.

Visibility:

• Customers & Staff: Parameter is visible to all during the booking process.

• Staff Only: Only staff members will be able to see and access the parameter during the booking process.

• Hidden to All: Parameter will not be visible to either staff members or customers. The default value will automatically be added to all bookings in the system for items to which the parameter is attached.

Once a new parameter has been created, it will become available in the Attributes tab of your items. You can select the parameter for use and click save. Upon doing this, a new pricing band will be added to the item’s Pricing tab. This enables you to configure how much you wish to charge if that parameter is selected during booking.

 

Edit Item Attributes

 

Parameter Sorting

You can sort the order in which parameters are displayed in the front end by clicking the pattern of dots to the left of the parameter and dragging it into place on the list.

 

Drag Parameters

 

 


 

Calendar

If you’ve chosen nights or days as your default allocation, the view you see in the Calendar section of your account setup will look similar to the image below. From here you can choose which days your business is open for bookings and also select the day you wish your week to start on. There’s also an option you can check to allow multi-day bookings to span closed days if you so wish.

Quick Tip:
For information regarding inventory closures on specific dates, please see our Events user guide. You may also find the Inventory Calendar useful for creating individual blackout dates.

 

Manage > Setup > Calendar

 

If however, you chose hours as your default allocation and have then enabled the option to allow customers to book individual times in the day form Calendar settings, you will see a view similar to the image below.

 

Book Individual Times

 

From here, you can choose the opening and closing times of your business on a per day basis. You also have the option to allow bookings to exceed 1 day. To achieve this, the end time of the first day should be set to 11pm. This is actually the time that the last bookable time-slot of the day begins. The following day’s schedule should then start at 12am.