(GS-4) Looking Around
The three components of Workshop Angel are reflected in the main menus across the top of the screen. To the right and left we have the menu is for managing Contacts and Finances. In the centre we have the menus for managing Activities, (which are a collective name for what you may call workshops, classes or events), for managing Bookings onto activities, and for managing the many aspects of the Messages which Workshop Angel is able to send. Over on the right hand side, the icon you are likely to access most is for Settings where you can configure many aspects of how the app operates.
Let’s take a big picture look at what’s in each of these main sections of the app...
- Click on [Contacts] on the main menu.
- Click on the name of one of the contacts listed.
The contact area is arranged in a typical way you might find other contact databases. To the left we have a search function, and the list of contacts which meet those search criteria. By clicking on any one of those contacts we can make various details about then appear in the contact detail area to the right.
- Click on the [+] icon next to three or four of the contacts listed on the left.
We also have the idea of creating a contact list on the right hand side, which we can then use for message sending and list creating purposes.
In Workshop Angel, an Activity is a collective name we give to what you might consider to be a workshop, a class or an event.
- Click on [Activities] on the main menu.
- If not selected, click on [Define Activities] on the sub menu.
- Click on the name of one of the activities listed.
In the Activities Area, we have an activity search on the left, and the list of activities which the search returns.
An activity has details specific to the entire activity, such as the name of the activity, the start date, or whether the payment at the time of booking may be a deposit rather than the full amount. These details can be seen on the right hand side of the screen by clicking one of the icons next to the activity, or by moving through the items on the local menu on the right hand side.
There is also the concept of "going inside" an activity to see the other element details which make up its complete definition... these are typically a number of different Price options, Questions which are asked as your clients book, and Messages which are sent at various stages of the administration process. These “element details” can be seen by clicking on the last icon next to the activity listing in the "View Details" column, which takes you to the Activity Details Section.
- Click on the "View Details" icon for one of the activities listed.
The Activity Details area allows us to manage the Prices, Questions and Messages associated with a specific Activity. By expanding one of the main headings, you can see the specific items defined for this activity, and the [Add] icon allows you to create new items. Selecting one of the icons next to an item allows you to edit specific details on the screen area to the right. Clicking the [<-] back button in the top left corner to return to the activity list.
- Select [Describe Locations] from the sub menu.
- Click on the name of one of the locations listed.
An activity will typically take place at a specific location. This could be a physical place or an online room.
Locations are defined separately, as a specific location will often be common to many activities.
The Location Area has a simple layout, with a list of locations on the left, and the ability to edit a specific location’s details on the right.
- Click on [Bookings] on the main menu.
This part of Workshop Angel allows you to manage all the details of each attendee at your activities. You can the search on the left to find the specific activity you are working with the bookings for.
To see the booking details for a specific activity:
- Click on the activity name in the left hand pane
- Click on [Attendees] on the sub menu.
Here you can see each attendee listed, and add your own notes as you find out more about this specific client. You can also send an email to a specific attendee from here.
- Click on [Messages] on the sub menu.
Here you can work with each of the messages which are designed to be sent to all attendees, and manage the send status of these messages.
- Click on [Payments] on the sub menu
Here you can see and manage the payment status of each individual booking. Since a booking can be for more than one attendee, this section will only list the lead attendee for each booming made.
- Click on [Responses] on the sub menu
Your have the ability to add any number of questions to be asked to each attendee during the booking process. This section allows you to see the responses each attendee has made, make your own notes, and send individual emails to a specific attendee.
- Click on [Waiting List] on the sub menu.
When an activity is full, your clients can opt to be added to a waiting list. Those client’s details appear here where you have various options for how to contact them if a place becomes available.
- Click on [Messages] ON THE MAIN MENU
The Messages area allows you to manage more generic details about message sending.
- Click on [Messages Sent] on the sub menu
The Messages Sent section allows you to search and find any message that has been sent from Workshop Angel.
- Click on [Message Notifications] on the sub menu
The Message Notifications area will have a new entry each time a message is sent, read by the recipient, or having a send error.
- Click on [Message Text] on the sub menu
The Message Text section is for defining message content that you often reuse, to save you from re-creating the same content multiple times.
- Click on [Finances] on the main menu.
The main function of the finances area is to allow you to search for and manage each booking (also known as as “invoice”), and each payment that has been created.
- Click on the Cog icon (Settings) on the right hand side of the main menu
The settings area allows you to manage a wide range of settings that control how the app operates, and information specific to your business which is common across all activities you offer.
One of the most important aspects of Workshop Angel is the idea of being able to operate in either Test or Live mode.
The mode you are in is indicated in the top right hand corner:
When you create an activity, you need to be able to add some test attendees to be sure the booking form and messages appear as you had planned. You can do this by being in Test mode, and adding one or more attendees to the activity. Creating an activity tends to be an iterative process of adding test attendees and changing the activity details until you have everything right. At this point you can add a link to the Live booking form on your web site and social media for real clients to book.
Switching between Test and Live mode changes the content of the Bookings, Contacts and Finances sections.
Now you have the big picture, let's take a look at how you can add attendees to an activity.