The purpose of this article is to help you understand:

  • Setting up your locations
  • Creating a service area
  • Use the map tool to create a service area
  • Create secondary locations
  • Create a merchant location

With BookingKoala, you can set up multiple locations/zones and control different pricing points and sales tax per each location if needed. Later you can run reports based on each one of these locations to find metrics your business needs.

 

Before You Begin 

Before you start setting up your locations, make sure you have flushed out the test data from your platform. To do so, all you need to do is go to:

  • Settings
  • General
  • Store Options
  • Admin

At the bottom of this page, you will click Flush Test Data.  This will remove all of the fake bookings and settings from your account so you can begin customizing the platform according to your business.

 

Getting Started

To begin setting up your locations, you will need to go to the side menu and click:

  • Settings
  • Industries
  • [Industry Name]
  • Form [number]
  • 1. Locations

It is important to set up your locations before you begin setting up any other parts of your booking form.  All of your pricing options depend on your service area or merchant locations, since your pricing may differ from one place to another.  Once you’ve added your locations here, they are saved into the system and can be added to any new booking form or industries.

To create a new location, you will need to click on the green “Add New” button at the top of the screen.

The first piece of information you need to provide is whether this location is an area you service (clients that you travel to) or a merchant location (clients travel to you). Depending on your answer, there is a slightly different process for each option.  There is also an additional step if you are linking a specific payment processor to this location.

 

Creating a Service Area

If your location is a service area, please refer to the following steps.  If you need to set up a merchant location, please scroll down to the section titled “Creating a Merchant Location”

First, create a name for your service area.  This is only something you and your staff will see, not your customers.  The name can be anything you’d like: the name of a City, County, Region, etc.  In this example, our service area is called “New York City

Next, you will need to list out the areas within that location.  At this point, you will need to consider how you’d like your clients to check if your business travels to them or not.  The most common option is to use post/zip codes, but you can also use place names like neighborhoods, towns, or even streets. In this example, we will be listing zip codes to establish our service area.

If you already have a list of areas in a .CSV file, you can click the blue “Upload Zip Codes” button and it will import the information into the box below.  You can also manually type in the areas, separated by commas.  If your business is located in the United States, you can use our map tool to draw out your service area and pull all zip codes within the boundary

 

Using the Map Tool

If you your business is location in the U.S., you can use the map tool to easily draw out the boundaries of your service area and import the corresponding zip codes into the box below.

To begin, click and drag the map until you have your general location in view. You can also zoom in or out using the plus and minus signs on the bottom right-hand corner of the map.  You can zoom as far in or out as you need to in order to accurately capture your area.

Once the map shows the correct location, you can begin drawing out your boundaries. Use your cursor to double-click and this will drop down the first point, a little white dot.  Continue to double-click to drop more points on the map.  Once you have created a minimum of three points, the service area inside the boundary will be shaded in red.  

You can adjust existing markers and add new markers as needed.  If you adjust an existing point, you also have the option to “undo” that move by clicking the arrow icon that pops up.  If you’d like to start anew, you can click the grey “Reset Area” button to clear all of the markers.

Once you are satisfied with the service area you have drawn out, click the red “Get Zip Code” button.  This will import the zip codes within your map into the box below.

If you ever accidentally add duplicate zip codes within different locations, it will remove the duplicate and will remain in the original location settings to keep your service areas distinct from each other.  

 

Activating Secondary Zip Codes/Areas

Once you have added your post/zip codes or areas into the box above, there are a few questions to finish setting up the location.  The first question asks you if you’d like to activate “secondary zip codes”. To do so, you will need to select “Yes”.

What are secondary zip codes exactly?  These are areas that can only be booked by an admin or staff member, and cannot be booked by clients through your booking form.  They are not at all There are several different reasons why you may want to use secondary zip codes.

If you are looking to expand soon, you can start to build a customer base before offering these locations as a booking option online.  Perhaps, you’d like to have more control over booking in areas that are bit farther than your regular service area.  Whatever the case may be, the secondary areas can be added or imported using any of the methods described above.  

Whenever a customer types in an area that falls in this secondary list, they will receive a message that they are not in your service area, or any other message you’d like to share.  They will not be able to make a booking for this location online and will need to contact you if they are interested in setting up a booking.

On the admin end, you will receive a message telling you this is a secondary zip code, and can proceed with the booking if desired.  If you ever decide to include a secondary area into your primary service area, you can simply copy and paste it from the bottom list to the top list.  

Once you have finished your service area lists, scroll down to the next section called “Service Fees and Sales Tax” to finalize your location settings.

Creating A Merchant Location

If you have a physical storefront, office, or location where clients come to you for services, you will need to set up a merchant location instead.  To do so, select “My Store Location” instead of “Service Area” at the top of the page.

You will first need to give your merchant location a name. The name can be whatever you’d like.  In this example, we are going to call our location Name “BookingKoala New York” to represent our New York office location.  

You can also enter your store’s location, so customers know which location to visit for their service.  If you would like to hide a specific store location’s address, you can check off the box for “Hide address from form”. This will keep your location private and you can share the location with the client after their booking has been confirmed.

At the bottom of this page, you have the option of uploading an image of your location. This can be used to help your clients find your merchant location. You also have the option to hide the location image from the form, so only admin and staff can see the image in the back end of your software.

To view how these look live on forms, please click here to view a demo site.

 

Service Fees and Sales Tax

Both service areas and merchant locations have one or two additional questions that need to be answered, depending on the location type

If you are making a service area, there is a question for if you’d like to charge service fee.  This service fee would be added to the customer’s total price if their address falls into this particular service area.  For example, we had added a $10 service fee for our location, as parking in New York City is notoriously expensive. 

For both service areas and merchant locations, there is also a question about if you’d like to charge sales tax for this location, or if you’d like to make it tax-exempt.  If you do want to charge sales tax and you are in the U.S., you can connect a great app called Taxify to automatically calculate and update local taxes, or you can simply create your own tax calculation by visiting:

  • Settings
  • General
  • Taxes

Tax rates can be set for each individual location or you can use one tax rate for all locations.  Once you have selected your answers to these questions, you may see a green “Save” Button as the bottom of the screen. If you see this button, please click it to save your location into the system.  Congratulations, you have just created your first Location!

You may also see a green “Next” button.  If you do, you have one more simple step to complete: linking your desired payment processor.

 

Connecting Your Payment Processor (Stripe or Square only)

This second step will only appear if you have already linked a Stripe or Square account to your platform.  Both of these companies offer the option to track and channel payments from each location into a separate profile.  You may be interested in this option if you’d like to track revenue and look at reports for each separate location you have.  

If you are not interested in this right now, you can simply click “No, Use Default” and utilize whatever account you set as default under Store Options.  

If you would like to connect a separate processor for each location, you have  two options.  The first is to click “Yes, Add New” to connect a completely new account.  You will enter in the Client ID, Publish Key, and Secret Key to link the processor, and of course remember to click “Save”.  

You can also select “Use Existing” to pair an account that has been previously linked.  All of your options will be listed in a dropbox so you can select the correct processor.  Once you’ve made your choice, always remember to click “Save” so the system will retain all of your new location details.

Now that you know how to set up your locations, you can begin adding more parameters to your booking form.  We’d recommend going to Frequencies next.

Right now, It is not possible to remove the location feature, but there are many ways to simplify or bypass it. If you don't want your customers to enter post/zip codes, you can edit the location question in the Design Forms & Website section and ask a different question.  For example, you may want to ask something like "Enter your State Name" or "Enter the Name of your Country' for simplified use.