❤️ Yoplanning Docs

With a decade of experience, YoPlanning offers a complete set of tools to manage your business, whatever its size. YoPlanning provides a collaborative online calendar to manage your schedule collaboratively and share a bit like Google Calendar, but dedicated to your business, you can share human resources and material resources, powerful and automated algorithms, constantly calculate your real availability in the different activities.

Yoplanning is a real daily assistant that you can consider as your private secretary.

With YoPlanning, you can offer different secure online payment methods, create payment links, manage collection notices and make refunds. It also allows you to accept online payments 24/7.

YoPlanning integrates with your website, allowing you to customize the design, generate gift vouchers, and add forms to collect necessary information. It also offers additional modules to manage your business finances, including an invoicing and accounting module and an expense management module.

For developers, YoPlanning offers a REST API for various use cases, such as feeding a CRM, synchronizing your system with YoPlanning, managing the addition of activities, retrieving statistical data and selling activities online on your website.

YoPlanning is committed to helping you succeed in your digital transition, by offering start-up assistance, support and a community forum.

It also offers a free trial so you can explore all of its tools and services.

This documentation will guide you through the features of YoPlanning, helping you get the most out of this powerful online booking software. Whether you are a freelancer, a small team or a large enterprise, YoPlanning has the tools to help you manage and grow your business.

Preview

YoPlanning is an online booking software for activity and leisure providers. It offers features for schedule management, payment acceptance, and integration with Google Calendar and your website. In addition, it offers modules for financial management and a REST API for process automation.

Quick links

User Guide: Advice on Procedures for Using Yoplanning Support

Feature Introduction

This guide aims to provide effective advice for using Yoplanning support, which is exclusively available via email. If necessary, you also have the possibility to make an appointment for a videoconference.

Access to Support

EMAIL ** : support@yoplanning.com**

To write to Yoplanning support:

1. Use your login email: When contacting support, be sure to use the email address associated with your Yoplanning account.

2. Indicate precise references: When making contact, mention clear information such as the order identifier (REF), the email of a member of staff or a customer. Support has access to your account and can quickly locate your request.

3. Avoid screenshots: Screenshots are generally not necessary and do not provide additional relevant information.

User Tips and Best Practices

• Be specific in your request: Give specific details to help support quickly understand your issue.

• Retry if necessary: If you have not received a response within 48 hours, do not hesitate to contact support again. They strive to be responsive, but oversights or errors may occur.

Resolving Common Problems

• No response from support: If you have not received a response after 48 hours, send a follow-up email to draw attention to your request.

• Communication Issues: Make sure the email address used to contact support is the same as your Yoplanning account. This avoids any confusion or delay in processing your request.

Two types of appointments possible

Support appointment, training, use of Yoplanning. If you have any technical problem that you cannot resolve via our exchanges by email or chat, make an appointment at the link below.

Partner meeting (API) or accounting. Do you want details on how accounting works? You are an accounting firm, you are a partner, you are looking for technical information regarding APIs, support has asked you to make an appointment at level 2 technical support. In all these cases, you can make an appointment at link below.

Yoplanning is collaborative software designed to facilitate the management and coordination of teams within an organization. It is structured around multiple levels of collaboration, allowing flexibility and adaptability to various organizational structures.

1. The TEAM: The TEAM represents the legal entity, whether it is a company, an association or an independent worker. This is the basic unit in Yoplanning.

2. The Staffs: The Staffs are the members of the TEAM. They can have various functions, ranging from operational and management roles to administrative, accounting or sales activities. Each TEAM can invite as many Staffs as it wishes, and each Staff can be a member of several TEAMs if necessary.

3. Products: Yoplanning also allows the sharing of products between TEAMs. This feature, called "resellers", allows a TEAM to sell products that are organized and managed by another TEAM. This promotes collaboration and interdependence between the different TEAMs.

For further...

1. Sessions: For each product, sessions are created. These sessions may have their own characteristics, such as times, price, number of places available, and related options. The product serves as a model for you in a way.

2. Session Group: Sessions can be grouped into session groups, which represent, for example, a course that takes place over several days.

3. Participants: These are the individuals who registered for the sessions. Each registration can be linked to an order.

4. Order: Each registration can be linked to an order. An order can have several registrations, it groups together all the registrations for the same family for example. It also designates a reference customer who is responsible for the order and possibly the payer. Several orders can be merged together.

5. Payment: also, named in the "Transaction" application, These are the payments associated with each order. They represent the financial transaction carried out for an order. There can be several payments for a single order and you can define the payment method.\

Graphic Planning

Yoplanning is full web software that focuses on graphical planning functionality. This functionality differs from that of a classic calendar by its flexibility and its ability to adapt to teams of different sizes and specific needs.

In a calendar, events are generally organized in a linear fashion, with fixed time slots for a single person. This can be limiting when you have to manage a large team and many complex activities with shared events.

Yoplanning's graphical schedule, on the other hand, offers a more dynamic and interactive view. You can view your entire team or just part of it, for periods ranging from one day to seven days. Activities can be easily dragged and dropped onto the schedule, assigned to different supervisors, or modified in terms of dates and times.

This graphical approach makes planning more visual and intuitive, thus facilitating task management and team coordination. In addition, the schedule is fully configurable, allowing you to adapt it precisely to the size of your team and your specific needs.

In short, Yoplanning's graphical planning functionality offers a flexible and customizable solution for managing your time and resources, making your daily work more efficient and organized.

Staff Scheduling

Yoplanning offers a functionality dedicated to “Staff Planning”. This feature is designed to facilitate the management of collaborators who work closely with your Team, whether they are instructors, guides, pilots or whether they have an administrative or technical role.

Each staff member has their own access to Yoplanning, with a unique connection. This allows it to centralize all activities from several different Teams. He can thus view his personal schedule, which is particularly useful within the framework of minimum access rights.

Indeed, Yoplanning allows you to define specific access rights for each user. For more information on rights management, we invite you to consult the specific article on this subject.

In addition to viewing the schedule, each member of staff can also use dedicated mobile applications. These applications allow you to consult the scheduled activities at any time, as well as the list of registered participants.

This “Staff Scheduling” functionality therefore offers a complete solution for managing employees, providing them with the necessary tools to monitor their activities and coordinate their work with the rest of the Team.

Rights management

Yoplanning offers an essential functionality: “Rights Management”. This feature allows you to precisely control what each member of your Team can see and do within the software.

When you invite a new member to your Team, you can assign them specific rights. These rights determine the way in which the staff member views the schedule, and in particular the schedule of other members of the Team.

By default, when a new member is invited, they only have access to the bare minimum and no sensitive information is visible. This ensures the confidentiality of your Team information while allowing the new member to start working.

The flexibility of Yoplanning's rights management allows you to add or remove rights at any time, with a single click. This gives you full control over access to information and features in your schedule, allowing you to tailor access rights based on roles and responsibilities within your Team.

In short, Yoplanning's rights management functionality offers an effective solution for maintaining the security and confidentiality of your schedule while ensuring effective collaboration within your Team.

Online sale

Yoplanning offers a key functionality: “Online Sales”. This feature is specially designed to facilitate multi-channel management of your activities (for more information, see the specific article on multi-channel).

Online sales in Yoplanning are not limited to simple online reservations by your customers via their credit card on your website. It encompasses a much wider range of functionality. For example, it offers tools for your partners to make reservations, as well as easy ways for any member of your Team to make reservations directly from their phone.

Everything in Yoplanning is organized around online sales, whatever the complexity of your business. The schedule is designed to organize information in such a way as to facilitate online sales directly on your website, thanks to our reservation module.

This module integrates directly into your website, offering a fluid and intuitive online sales experience. Its design has been carefully studied to facilitate the sale of your activities, by including all the functions specific to your business.

In short, Yoplanning's online sales functionality offers a complete solution for managing reservations and sales, facilitating collaboration with your partners, allowing your Team to make reservations easily and providing your customers with an experience simple and efficient online reservation.

Channel manager

Yoplanning offers an innovative functionality: the “Channel Manager”. This feature is designed to optimize the multi-channel management of your activities.

The Channel Manager allows you to create resellers who can sell your activities, either through their own website or directly to their customers over the counter. These sales are directly and automatically synchronized with your schedule. Resellers do not see your entire schedule, but only what you have decided to show them.

In addition, Yoplanning is already connected to numerous tourist office systems and to national and international activity distribution players. This means you can expand your reach and increase your sales by leveraging these existing connections.

The Channel Manager is a tool that facilitates sales on numerous channels, whether national or local, by automatically centralizing the availability of your activities. This means you can manage all your sales from one place, making running your business much simpler.

It is a powerful sales tool that will help you grow your local network by providing a modern and efficient tool. In addition to improving your professionalism, the Channel Manager will also improve your image with your partners.

In short, Yoplanning's Channel Manager functionality offers a complete solution for the multi-channel management of your activities, facilitating collaboration with your resellers, simplifying the management of your sales, and connecting you to a wider network of distributors. 'activities.

Approved fund

Yoplanning offers an essential functionality for companies based in France: an “Approved Cash Box”. This functionality is integrated directly into the application to facilitate the daily management of your financial transactions.

The Yoplanning fund is approved by the French administration, which means that it complies with all the standards and regulations in force. You can download the approval certificate directly from our site.

Whatever your nationality, daily management of the cash register and control of receipts at the end of the day are essential to avoid errors and maintain well-kept and impeccable accounts. Yoplanning helps you create effective procedures to control your cash register and track your customers' payments.

In short, Yoplanning's Authorized Cashier functionality offers a complete solution for managing your financial transactions, providing you with the tools necessary to maintain accurate accounting that complies with regulations.

Private activity management

Yoplanning offers advanced functionality for “Private Activity Management”. This feature uses intelligent algorithms to calculate the availability of your activities in real time, including those that require planning in advance and have limited resources.

Our algorithms are able to calculate the availability of your team and cross-reference it with your equipment stocks, if necessary. It is Yoplanning which will automatically open and close sales depending on what the staff members have on the schedule. This means that you will no longer need to make phone calls to everyone to organize your schedule.

In short, Yoplanning's Private Activity Management functionality offers a complete solution for managing your private activities, providing you with the tools necessary to maintain precise and efficient planning. This allows you to save time and avoid errors, while ensuring better organization of your activities.

In Yoplanning, we call this Potential planning.

Management of Material Resources

Managing hardware resources is an essential feature of the Yoplanning application. It allows you to effectively manage your material resources and combine them with your human resources for optimal organization.

Limited stock

If you have a limited stock of materials needed for an activity, Yoplanning can help you manage it efficiently. For example, if you are organizing a climbing activity and have a limited stock of harnesses, Yoplanning allows you to track the number of harnesses available and plan your activities accordingly.

Common Material

Yoplanning is also useful when you have material in common between several activities. For example, if you have a specific room that is used by two or more different activities, Yoplanning can manage the availability of that room. If the room is no longer available, Yoplanning can automatically open and close the corresponding activities.

Benefits

Managing hardware resources with Yoplanning allows you to:

• Monitor the availability of your hardware resources in real time.

• Effectively plan your activities based on the availability of your resources.

• Avoid reservation conflicts for shared resources.

• To have lists for preparing equipment, general or by supervisor.

In short, Yoplanning's hardware resource management functionality offers you a complete solution for managing and optimizing your resources, allowing you to concentrate on organizing your activities.

Tracking Orders and Payments with Yoplanning

Tracking orders and payments is another key feature of the Yoplanning app. It offers you a range of tools to track order status and payment, allowing you to effectively manage your finances.

Payment Tracking

With Yoplanning, you can easily find out who has paid and who still owes the service amount. This allows you to track payments in real time and ensure all invoices are paid on time.

Advanced search

Yoplanning also offers advanced search functionality with numerous filters based on different elements, including order dates and delivery dates. This allows you to quickly and easily find the information you need.

Automated Procedures

To ensure that no service is forgotten, Yoplanning provides you with automated procedures. These procedures ensure that each service is correctly invoiced and assigned to a member of the management staff.

Benefits

Tracking orders and payments with Yoplanning allows you to:

• Track the status of orders and payments in real time.

• Easily search for specific information with advanced filters.

• Ensure that all services are correctly billed and assigned.

• Optimize the management of your finances and your staff.

In summary, Yoplanning's order and payment tracking functionality gives you a complete solution for managing your finances and orders, allowing you to focus on organizing your activities.

Online Payment Integrated with Yoplanning

The integrated online payment functionality is a key element of the Yoplanning application. It allows you to easily manage financial transactions directly from your application.

Integration with Various Payment Providers

Yoplanning not only allows you to create a Stripe account in just a few minutes, but also, upon request, integrates other payment providers such as PayPal, Postfinance, Adyen and Payline. This gives you maximum flexibility to choose the payment provider that best meets your needs and those of your customers.

Reservation Module

Once your payment provider is configured, you can use Yoplanning to get your customers paid easily and securely. You can create a payment link that your customers will receive by email, and connect your payment provider to your booking module that you can install on your website. This means your customers can book and pay for your services in one place, making the booking process smoother and more convenient.

Automatic Reconciliation

With Yoplanning, financial reconciliation is automatic. This means that payments are automatically allocated to the invoices for which they are intended, ensuring accurate and efficient management of your finances and tracking of collections.

Integrated Refunds

Yoplanning also includes a refund functionality. If a customer needs to be refunded, you can manage the refund directly from Yoplanning, simplifying the refund process.

Benefits

Online payment integrated with Yoplanning allows you to:

• Easily manage financial transactions directly from your app.

• Offer your customers a simple and secure payment process with the provider of their choice.

• Automatically track all financial transactions.

• Manage reimbursements simply and efficiently.

In summary, Yoplanning's integrated online payment functionality gives you a complete solution to manage your financial transactions, allowing you to focus on providing quality services to your customers.

Introduction

In Yoplanning.pro, you have the option to completely delete an order, but it is crucial to understand the implications of this action. This article explains how to do this and what the effects of deletion are.

Complete deletion of an order

To completely delete an order, go to the three-dot menu at the top right of the order page and choose "Delete Order". This will delete the order and all of its contents. Be careful when doing this, as this action is irreversible.

Partial deletion in the order.

Deletion and preservation of participants

However, even after you delete a full or partial order, customers associated with that order are not removed from the sessions they are enrolled in. They will remain present until you decide to remove them.

You may want to edit or delete an order without removing participants from the services they are registered for. In this case, you don't have to worry: deleting the order does not affect the participants' attendance in the sessions.

Complete deletion: ordering and participating in sessions

If you want to delete both the order and the participation of a participant in a session, we recommend that you go through the sessions menu. By doing so, you will be able to delete the participant's participation in the activity and the corresponding order at the same time.

Conclusion

It is important to understand that deleting an order is a final and irreversible action. Before deleting an order, make sure you understand the implications and want to delete all items associated with the order. If you have any doubts, it is always best to take a moment to think or seek advice.

Introduction

With the discount, order and invoice management feature, any discount granted is automatically calculated and visible, without requiring manual adjustments. Whether by modifying a price directly in an order or by applying a reduced rate, the system automatically manages the display of discounts and their impact on invoices. However, it is essential to configure your initial prices correctly to avoid any display errors.

What is the discount management feature used for?

The discount management feature in Yoplanning.pro allows you to display discounts granted to customers on quotes, orders and invoices. This facilitates transparency of transactions and allows customers to clearly see the savings made.

Application of discounts in quotes and orders

1. Change price:

   • Normal price: The normal price is the rate initially set for a session, for example, 49 euros indicated at the top right of the session on Yoplanning.

   • Price change in the order: If you want to give a discount, change the price directly in the order. For example, if you sell a session for 88 euros instead of 98 euros, this automatically generates a discount.

2. Discounts Display:

   • The discount will be calculated based on the difference between the normal price (the one set in the session) and the changed price.

   • The discount percentage will be indicated automatically if the price in the order is different from the normal price.

Application of discounts in invoices

1. Billing: Once the order is validated, the discount will also appear on the invoice, clearly indicating the discount granted to the customer.

2. No customization needed: No need to manually customize the labels to indicate the discount percentage; the system will do it automatically.

Steps to access the feature

1. Access the order

• Open the command list and search for the relevant command.

• You can also access it via the Paid button located to the right of the participant's name in the relevant session.

2. Change the price in the order

• Click on the three little dots at the top right of the order.

• In the section dedicated to modifying labels and prices, click on "Custom price".

• Enter the discounted price, then save the changes.

3. Finalize the order and check the application of the discount

• Complete the order by clicking on "Complete the order" in the three small dots at the top right.

• Go to the "Orders" section

• Then go to the "Invoices" tab, check the invoice in question and click on "View".

• You will be redirected to the invoice, where you will see that Yoplanning has automatically calculated and displayed the discount applied.

Tips for use and best practices

• Price Consistency: Always check that the session price is correct before creating an order. If the session price is changed directly, it becomes the new normal price and no discount will be displayed.

Common Problems and Solutions

• Problem: Normal price incorrectly configured Solution: If the normal price of the session is incorrect, change it in the sessions configuration.

• Problem: Discount not displayed Solutions: If no discount is displayed, make sure the price in the order is different from the regular session price.

• Problem: Price Change Solution: Avoid changing normal session prices frequently without checking the impacts on current orders.

Note:

• The system is not retroactive. If after the order is created, the session price changes, it does not change the information in the order in terms of discount.

• If you do not want a discount to appear on orders, you must change the session amount before placing the order.

• Only negative discounts appear, that is, if in the order the amount is higher than in the session, nothing is entered in the discount column.

Introduction

Searching for orders on Yoplanning.pro is a simple yet essential process for managing your sales and reservations. This article guides you through the steps to effectively search your orders.

Steps to search your orders on Yoplanning.pro

1. Choose a reference date: Before you begin your search, decide whether you want to search by order date or by the date of services in the order. This decision will influence your search results.

2. Select the appropriate tab: At the top of the order list, you'll see three tabs: "Order," "Item," and "Invoice." By default, the "Order" tab is selected. The "Item" tab represents order lines, and the "Invoice" tab is available to those with the invoicing module. Depending on your search purpose, focus on one or the other of these tabs.

3. Use a date filter: To refine your search, it's always best to use a date filter. This will allow you to limit your search results to a specific date range.

4. Use the "More Filters" button: If you need more specific search criteria, use the "More Filters" button. This will display all the filters available in Yoplanning, allowing you to further customize your search.

5. Export your search data: Once you have obtained your search results, you can choose to export this data for future use. To do this, use the menu symbolized by three small dots in the top right corner and select the export option.

Conclusion

Introduction

Ensuring good communication with your customers is essential for effective booking management. On Yoplanning.pro, a confirmation email is automatically sent to participants when booking. However, you have the option to resend it manually to remind them of the details of their order and its status.

How to resend an order confirmation by email?

Follow the steps below to resend an order confirmation by email on Yoplanning.pro:

2. Access the menu: Once you have opened the order, go to the menu symbolized by three small dots.

3. Choose "Send by email": From the menu, choose the "Send by email" option.

4. Enter the email address: By default, Yoplanning offers you the email that is registered in the reference customer of the order. However, you can modify this email if necessary.

5. Choose the items to send: You can choose the items you want to send, such as the different attachments. Note that the default items are configurable in the email templates.

Conclusion

Resending an order confirmation by email on Yoplanning.pro is a simple but important process to ensure good communication with your customers. By following these steps, you can easily send an order confirmation to your customer.

Introduction

If your customer has a credit or prepaid plan in their account on the Yoplanning.pro app, you can use it to pay for an order. In this article, we explain how you can use a customer's credit or prepaid plan directly in the schedule or from the booking module.

Use of Credit in Yoplanning

1. Create an order with the services in the usual way.

2. When you get to the payment step, you will see under the "Add Payment" button a link: "Redeem a Voucher".

3. Click on the link and enter the name of the customer who has the credit. Note that you can absolutely use the credit of a customer other than the one on the order.

4. Enter the amount you wish to use from the credit, then click "Save". The customer's credit amount will then be deducted to pay for the order.

Using Credit from the Booking Module

1. On the customer ticket, you will find a code indicated at the top right. This code allows you to validate the voucher on your booking module.

2. In the last step of the cart, at the time of payment, there is a field to enter the voucher code.

3. The customer can then enter the code to use their credit directly online. The credit amount will be deducted from the order total.

In short, Yoplanning.pro's credit and prepaid plan system offers great flexibility for payment management. This allows customers to use their credits or prepaid plans in a simple and efficient way, either directly in the schedule or from the booking module. If you have any problems using these features, do not hesitate to contact our support team for assistance.

Introduction

Modifying an order on Yoplanning.pro allows you to adjust certain elements to better meet your management needs. Whether it is to change a customer, a reseller, add an internal note or modify the content of an order, this guide will explain step by step how to proceed.

With the edit mode, you will be able to make these adjustments while ensuring the consistency and traceability of the order information. It is automatically activated as soon as you open an order to modify it. This tutorial will guide you through the different options available to ensure smooth and accurate management of reservations and transactions.

Access an order

To access an order, go to "orders" in the left menu and simply click "View" on the relevant order in the list. You can also access it from the "Paid" button if the order is paid in a session next to the participant's name.

General order information

Once in the order, you will see general information about it, as well as its contents. To make changes, you must switch to edit mode.

Edit mode

When the order is open, in the 3 small dots button at the top right, click on "edit". In it, you can:

1. Edit Client: The details of this operation will be covered in a later video.

2. Change Dealer: The details of this operation will be covered in a later video.

3. Add an internal note: As its name suggests, this note is only intended for people who administer Yoplanning. It can be used to add observations on a specific order.

Changing the content of the order

When you are in your order, you can also edit the content. It is important to note that you cannot edit the labels of the items, but you can delete items. For example, if an order includes a service with options, you can delete the entire service or just some options.

Mention in the invoice

Finally, you can add a note on the invoice. This note will be visible to the customer on the PDF invoice. This is different from the internal note, which does not appear on the invoice.

Introduction

Sometimes, after a sale, you may need to modify the price of an order on Yoplanning.pro. Whether it's to adjust an amount, apply a custom price, or correct an error, this feature allows you to edit prices without impacting future bookings.

Steps to follow to modify the price of an order

1. Access the order: In your Yoplanning.pro interface, navigate to the order whose price you want to change. You can do this using the search function or by browsing your order list.

2. Open the Edit Menu: Once you've found and selected the command, locate the menu symbolized by three small dots in the top right corner. Click it to open the drop-down menu.

3. Select "Edit": From the drop-down menu, choose the "Edit" option. This will open the order editing page.

4. Modify the price: In each order line, you can modify the price by choosing from the drop-down list, "custom price".

5. Save your changes: Once you've edited your rate, remember to save your changes. You can usually do this by clicking a "Save" or "Validate" button at the bottom of the page.

It's important to note that the order price is completely independent of the session price. So, don't worry, the price of future bookings won't change.

#️⃣ Daily Yoplanning

With Yoplanning, making a reservation is child's play. Whether you are alone or in a team, our online collaborative calendar allows you to organize your activity with ease. You can even synchronize Yoplanning with Google Calendar for optimal management of your schedule.

Yoplanning offers you the possibility to manage your orders efficiently. Thanks to our online payment module, you can offer different secure payment methods to your customers. You can also create payment links, request a deposit, manage reminders and make refunds.

With Yoplanning, collections are simplified. Our software allows you to accept online payments 24/7. In addition, thanks to our invoicing and accounting module, you can generate simplified invoices based on the reservations in your calendar and adapted to the needs of your business.

Yoplanning is more than just an online booking software. It is a complete tool that helps you optimize the management of your business. Whether you are a freelancer or a team of 500 people, Yoplanning is the solution you need to plan and sell your activities online.

For Teams that have the accounting module, article dedicated to best practices and data entry methods.

How to use scheduling to send emails or text messages to your customers.

Communicate with your internal team directly from Yoplanning.

Use the filters to display the data on the schedule that concerns you, in order to make it easier for you to read.

Statistics Question

1. How to synchronize Yoplanning with Google Calendar?

2. How to manage payment reminders with Yoplanning?

3. How to generate invoices with the Yoplanning accounting module?

Please feel free to contact us if you have any further questions or need assistance. Our team is at your disposal to help you optimize your use of Yoplanning.

Introduction

Order management is an essential step to ensure effective tracking of bookings and transactions on Yoplanning.pro. Whether you want to view an order, modify it or track its status, this tool allows you to easily manage all operations related to your sales.

Access the controls

To access the order management window, simply go to the "Sales" menu, then "Orders". You will see the list of all orders that have been placed, whether they come from a widget or entered manually in Yoplanning.

Search for orders

Yoplanning.pro has a powerful multi-criteria search system. You can search for an order by the name of the customer or participant. You can also search by date to limit the results.

Another option is to search by session date, that is, the date of the activities included in the order. This feature can be useful for searching for activities for a specific period, or for processing a series of orders relating to a specific week.

The different order statuses

An order can have one of three statuses:

1. Quote: When no payment has yet been made, the order is considered a quote.

2. Provisional Invoice: As soon as a payment is recorded for the order, a provisional invoice is created. This invoice is not final because changes can be made before the service is performed.

3. Final Invoice: Once the service has been completed and all changes have been made, the invoice is validated and becomes final. At this stage, the information can no longer be modified.

Conclusion

With its advanced search system and different order statuses, you can easily organize and modify your sales according to your needs.

Whether you're viewing an order, adjusting a payment or finalizing an invoice, this tool lets you manage every step with precision and flexibility.

That's it for this general presentation of order management on Yoplanning.pro. The following articles will cover more advanced aspects of this feature to help you further optimize your daily management.

With Yoplanning, you can easily manage all your orders in one place. Whether you need to create a new order, track the status of an existing order, or manage payments, Yoplanning makes the process simple and intuitive.

Yoplanning allows you to easily modify an existing order. Whether you need to change the main customer, adjust a rate or add a session to an order, you can do it quickly and easily with Yoplanning.

With Yoplanning, you can easily determine the main customer for each order. This allows you to keep track of who is responsible for the order and facilitate communication with the customer.

Yoplanning allows you to easily modify the prices of your orders. Whether you need to apply a special rate or make a discount, Yoplanning makes the process simple and easy.

Displaying the discount and setting the standard price.

If you need to delete an order or part of an order, Yoplanning makes it easy to do so. Whether you need to delete a session of an order or the entire order, Yoplanning gives you the control you need.

Yoplanning gives you the ability to easily search for specific orders. Whether you need to find an order by customer, date, or status, Yoplanning makes searching quick and easy.

If a customer needs an order confirmation resent, Yoplanning makes it easy for you to do so. You can resend an order confirmation by email directly from Yoplanning.

Yoplanning allows you to create a credit for a customer. This can be useful if a customer needs to cancel a reservation or if you want to offer a credit to a customer for a future reservation.

Yoplanning allows you to use a customer's credit to pay for any service in an order. You can use it as a prepaid package or simply to postpone a previously scheduled activity, cancel

With Yoplanning, you can easily add a session to an existing order. Whether you need to add an additional session to an order or create a new order with multiple sessions, Yoplanning makes the process simple and easy.

Yoplanning also allows you to sell unplanned products, such as equipment, drinks or goodies. You can easily add these products to an order and invoice them accordingly.

Yoplanning allows you to easily track the status of your orders. Whether you need to know if an order has been paid, if it is pending or if it has been cancelled, Yoplanning gives you all the information you need.

With Yoplanning, you can easily manage cancellation fees and refunds to customers. Whether you need to apply a cancellation fee to an order or process a refund.

Yoplanning offers you sales tracking and self-monitoring tools to help you manage your business efficiently. You can easily track your sales, control your inventory and manage your finances with Yoplanning.

Yoplanning allows you to easily group activities on a quote or order. This can be useful if you offer activity packages or if you want to offer discounts for group bookings.

With Yoplanning, you can easily apply special rates to your orders. Whether you need to offer a discount for a group booking, a special rate for a certain time of year, or a promotional rate for a new activity, Yoplanning gives you the control you need.

Allows you to group all order lines from multiple orders into a single order.

Distinction between assets, customer credits and vouchers in Yoplanning.

Introduction

Managing customer credits on Yoplanning.pro allows you to offer increased flexibility to your customers by keeping an amount available for future use. Whether it is to manage an overpayment, a deferral of activity or an early payment, this feature ensures smooth transaction management while guaranteeing accounting traceability.

What is a customer credit used for?

A customer credit represents a sum of money paid by a customer, but not yet used for a service. It can be a purely accounting credit or a prepaid activity package usable via the booking module. The credit allows the sum to be kept available to the customer for future use.

When to use customer credit?

Customer credit is useful in unforeseen situations such as:

• A cancelled activity (eg: bad weather) where the customer cannot reschedule immediately.

• Advance payments to be allocated later to a benefit.

Steps to create a customer credit

1. Access an order

• If an order already exists, open it from the order list.

• If no command exists, create a new one via the three-dot menu.

2. Add credit

• Once in the order, click on the blue button "+ Sell as voucher".

• Select "Customer Credit".

3. Set up credit

• By default, the beneficiary is the one from the original order. Change it if necessary.

• Indicate the amount of credit to be allocated.

• Save the information to finalize the creation.

Notes: Customer credits have no expiration date and appear in the gift certificate list under the customer's name and with the remaining amount available.

Differences between customer credits and gift vouchers

• Customer credit: Monetary amount usable for any purchase.

• Gift voucher: Right to consume an activity, regardless of its value.

Although visible in the same section (list of gift vouchers), their uses are distinct. Be careful not to confuse them.

Consultation of remaining credits

You can view unused credits:

• In the gift voucher list: The credit appears under the customer's name with the remaining amount.

Restrictions and general operation of customer credits

1. Deleting an order containing a credit

• If you delete an order that generated unused customer credit, the credit is also deleted.

• If part of the credit has been used, it is no longer possible to delete the order line corresponding to the purchase of the credit. (for accounting consistency reasons)

2. Deleting an order that used credit

• If an order where credit has been partially used is deleted, the customer credit is re-credited with the amount used.

These rules ensure precise traceability and avoid losses or duplicates.

Practical advice for optimal management

• Document Changes: Use the history features to track credits assigned, modified, or used.

• Communicate with your customers: Inform them of the remaining balance and the terms of use.

• Check before deleting: Make sure there is a reason for deleting an order, especially if it involves credits.

In case of problem

If you encounter any difficulties, contact Yoplanning.pro support. Our team is at your disposal to resolve problems and assist you in the optimal use of customer credits.

Credit management in Yoplanning.pro is a powerful tool to increase customer satisfaction while maintaining a rigorous organization of your activities. Follow the steps described for simple and effective use.

Introduction

As part of order management on Yoplanning.pro, it is important to distinguish the referring customer from the participant. Indeed, the participant of an order is not always the same person as the one who buys or makes the reservation. Yoplanning automatically determines whether the customer is a participant or a reference customer by detecting whether the customer is designated as responsible for an order or has made a payment transaction. The others are simple participants.

How to manually set the primary customer?

1. Access the order: In your Yoplanning.pro interface, navigate to the order you want to modify. You can do this using the search function or by browsing your order list.

2. Open the editing menu: Once you have found and selected the command, locate the menu symbolized by three small dots. Click on it to open the drop-down menu.

3. Select "Edit": From the drop-down menu, choose the "Edit" option. This will open the order edit page.

4. Identify the referring customer field: At the top of the edit page, you will see a field designated for the referring customer. This is where you will define who is the primary customer of the order.

5. Select or create the referring customer: In this field, you can either select an existing customer in your database or create a new one. If you are creating a new customer, make sure to fill in all the necessary information, like name, email address, phone number, etc.

6. Save your changes: Once you have selected or created the referring customer, don't forget to save your changes. You can usually do this by clicking a "Save" or "Validate" button at the bottom of the page.

It is important for you, and for your customer file, to correctly complete these operations. For example, if you make a reservation for little FELIX, three years into an activity, FELIX is the participant. But in the future, if you want to email your customers, you'll probably prefer to write to their mom or dad. To do this, you will need to enter the customer file of one of the others in the referring customer of the order.

Automation of the operation

If you make the reservation with the reservation module, also for your customers, book alone online on our reservation module. This entire operation is automatic.

Conclusion

Order management on Yoplanning.pro offers great flexibility in determining the main customer of an order. Whether manually or automatically, you have the opportunity to properly organize your customer file and optimize your communication operations.

Find out how Yoplanning.pro makes it easy to check activity registrations and orders daily to ensure accurate invoicing and collection.

Learn how to effectively track payment links sent to customers and manage pending payments, to optimize seat utilization in your business.

This article explains how to use Yoplanning.pro to track who hasn't paid yet or who has a remaining balance, helping to improve your cash flow management and forecast future revenue.

Find out how Yoplanning.pro makes it easy to check that each activity is correctly assigned to a staff member, ensuring smooth service and optimal customer satisfaction.

This feature allows teams that have subscribed to the "accounting" option to regularly check whether certain orders require manual intervention to be validated in the final invoice.

Introduction

The "Add a session to an order" feature on Yoplanning.pro allows users to retrospectively integrate services into an existing order. Whether for a last-minute booking, a change to a customer request, or simply a necessary update, this feature offers optimal flexibility in managing your orders.

Steps to add a session to an order

Access to the feature

1. Log in to your account on Yoplanning.pro.

2. At a minimum, provide the name and/or email address of the client you want to add a service to.

Method 1: Add a session via the counter booking module cart

1. Find the session you want to add a registration to. To do this, use the search function, the session list, or browse your schedule.

2. Click on the "view" button or on the session in the schedule.

3. Click the "Add to Cart" button for the selected session. Please note that the button only exists if the session is in the future.

4. When paying, look for the customer's name in the dedicated field.

5. Yoplanning will then display current orders associated with this customer. Select the order to which you want to add the session.

Method 2: Merge two orders

1. Create two independent registrations.

2. Go to the order list. Use the filter, if necessary, to find the two orders you want to merge (for example, you can filter by customer name).

3. Select the two orders you want to merge.

4. Click on the "Merge" button that just appeared.

Method 3: Add the entry to an existing order

Tips and best practices

• Before adding a session to an order, make sure you're on the correct client; beware of homonyms. For this reason, it's often better to use email for searches.

• Take the time to verify that you are adding the session to the correct order to avoid any confusion later. The customer may have more than one.

Common problems and solutions

• Problem: You can't find the order you want to change. Solution: Use the search function and filters to help locate the order. If you still can't find it, check that the order hasn't already been finalized or canceled.

• Problem: The merge option does not appear after selecting two orders. Solution: Make sure both orders belong to the same customer. If they don't, the merge option will not be available.

By following these steps, you should be able to add a session to an order on Yoplanning.pro efficiently and hassle-free. Please feel free to contact us if you have any further questions or encounter any other issues.

Introduction to the feature

The “Sell an unplanned product” feature on Yoplanning.pro allows you to create an online store integrated with your planned activity service. You can use it to sell a variety of products, from tangible consumer goods like clothing or goodies, to intangible products like insurance. This feature also offers automated inventory management for a hassle-free online selling experience.

Steps to use the feature

1. Access the feature

• From your schedule, click on the "Administration" menu in the menu on the left.

• Go to the "Resources" section in the submenu.

2. Create a new product to sell

• Once in the "Resources" menu, click on the "add a resource" button.

• Fill in the requested information:

  • Name, description, price, and inventory management.

  • If you do not wish to have unlimited stock, leave this field blank.

• Click on "save" to save your product. It will now be available in your online store.

Usage tips and best practices

1. Be sure to provide a clear and accurate description of each product to help your customers understand what they are buying.

2. If you have products with variations, make sure to set them up correctly to avoid confusion for your customers.

3. Keep track of your inventory to avoid stock outs.

Common Problems and Solutions

• Problem: The product does not appear in the online store. Solution: Check that you have activated the equipment in your reservation module (by default when creating a new equipment, it is not activated).

• Issue : Customers are unable to purchase the product because it is marked as out of stock. Solution: Check the product's stock information in the "Resources" section. If you don't want to manage stock, make sure the "stock" field is empty.

By using Yoplanning.pro's "Sell an unplanned product" feature, you can expand your offering and reach a wider audience. It only takes a few clicks to start selling today!

Yoplanning.pro has an automatic reminder function [(learn more)](../../payment-and-transactions-on-yoplanning/how-to-send-a-payment-link-a -your-client-on-yoplanning.md#step-5-program-an-automatic-reminder) which is activated if the payment link has not been settled. However, the responsibility for tracking and managing pending payments rests with you. Here's how to do it:

1. In the left menu, click "Payment".

2. In the list of payments, click the "More filter" button.

3. In "Status", choose "Pending".

This allows you to view any payments that are still pending. You can check the date the payment link was sent to each customer. If payment has not been made within a reasonable time, you have several options:

• You can remove the payment link. This may be necessary if the customer has changed their mind or the payment link has become outdated for some reason.

• You can send a manual reminder to the customer to make payment. This could be an email, text message, or phone call, depending on what works best for your customer.

Overall, tracking payment links is an important part of running your business with Yoplanning.pro. This not only ensures sound financial management, but also ensures that your activity spaces are used optimally.

In the following articles, we will explore other important aspects of tracking and management with Yoplanning.pro.

Introduction

The "Order Status Customization" feature on Yoplanning.pro allows you to create your own status labels to classify and filter your orders according to your specific criteria. Whether you want to organize your orders based on processing status, delivery stage, or any other criteria relevant to your business, this feature gives you unprecedented flexibility.

Steps to use the feature

1. Create a custom status list

• Access your schedule.

• Click on "Administration", then select "Configuration".

• In the "Sales" section, click on "Order Status".

• Click "Create", enter the name of the new state, then save and repeat this step for each state to add.

Note: An order can only have one status at a time.

2. Assign a status to an order

• Go to the command list.

• Click on "Edit" next to the relevant order.

• In the "Status" field, select the desired status from the drop-down list.

• Click on "Save" to validate the modification.

3. Filter orders by status

• In the command list, click on "More filters".

• Select the state you want to filter on from the drop-down list.

• Click "Apply" to display only orders matching this status.

Usage tips and best practices

• Use clear, descriptive status names to make it easier to track and manage orders.

• Review your status list regularly to ensure it still meets your operational needs.

Common Problems and Solutions

• Problem: The status assigned to an order does not appear in the list of orders. Solution: Check that you have correctly saved the order status. Refresh your web page completely, especially if you have just created your different statuses.

• Issue: The filter by status does not have an exact label. Solution: You can edit the labels and change them at will, it will not affect the orders.

By using Yoplanning.pro's "Order Status Customization" feature, you can improve your order management and optimize your workflow. Start customizing your statuses today!

1. In your team menu on the left, click "Session".

2. Then choose the “Participant” tab.

3. By default, the list is filtered by today's date. You need to change the “Order” filter to “No order”.

This operation allows you to quickly view participants registered for activities that do not have an associated order. If there are any entries in this list, it may be an error or an oversight.

Take the time to check each entry without an order. It could be a simple oversight on the part of the customer or team, or a technical issue that prevented the order from being created. In any case, it is essential to identify the cause of the deviation and correct it.

It is a good practice to do this check every evening to ensure that no registrations go through without billing. This not only ensures sound financial management, but also improves the accuracy of the reports and analyzes you could derive from Yoplanning.pro data.

In the following articles, we will explore other checks that you can carry out regularly to improve the quality of your accounting monitoring.

Effective payment management is essential to maintaining the financial stability of your business. With Yoplanning.pro, you can easily track who has not yet paid or who has a remaining balance for the current period. This feature is particularly useful for accurately tracking payments over a given period in orders.

To check the status of payments, follow these steps:

1. In the left menu, click "Order".

2. In the order list, you need to set a date filter for the period you want to check, for example, a week. Make sure to turn on the “By session date” switch. The dates displayed in the order list are the order dates.

3. What you want to check is the payment status for any benefits that are not fully paid for the current week, for example.

4. Next, click "Filter", and in the "Status" field, choose the status that suits you.

By using these filters, you can have a clear overview of pending or incomplete payments. For example, you can identify customers who have not yet paid or who still have a balance to pay. You can also spot orders that have been partially paid but still require payment.

Doing this regularly will help you manage your cash flow more effectively, minimize late payments and improve your ability to forecast future revenue.

Running a business can be a challenge, but with tools like Yoplanning.pro, you can make the process much smoother. By tracking payments regularly, you can ensure that your business remains financially healthy while providing high-quality services to your customers.

In the next and final article, we will discuss other aspects of payment tracking and financial management with Yoplanning.pro. Stay tuned to learn more about how to maximize the effectiveness of your financial management with Yoplanning.pro.

One of the keys to a successful department is ensuring that each activity is correctly assigned to a staff member. Forgetting to assign an activity to a member of your team can lead to inconvenience and confusion. Fortunately, Yoplanning.pro offers a simple solution to avoid this kind of problem. Here's how to do it:

1. In the left menu, click "Session".

2. In the session list, use the date filter at the top to view, for example, all activities planned for tomorrow.

3. Under the “Staff” filter, click “Unassigned”.

This will show you all the sessions that have not yet been assigned to a member of your team.

It is important to then check if a client is registered in each unassigned session. On each session's row, you will see an indicator (an orange zero) if the session is empty. If the session is not empty, this means that one or more clients are registered in it. In this case, you will need to assign the session to a staff member to ensure smooth and efficient service.

It is important to do this check regularly to avoid forgetting to assign an activity to a staff member. This not only ensures that all activities are properly managed, but also that your customers receive the level of service they expect.

With Yoplanning.pro, managing your business becomes easier and more efficient. By using available tools and following best practices, you can avoid common mistakes and provide high-quality service to your customers.

In this series of articles, we explored how to use Yoplanning.pro for better tracking of orders, payments, and assignments. We hope these tips will help you get the most out of Yoplanning.pro and succeed in your business.

Introduction

Yoplanning.pro's "Charge Cancellation Fees" feature allows users to charge additional fees in case of cancellation by the customer. These fees can be used to cover transaction costs, administrative fees or any other costs associated with the cancellation. This feature facilitates the financial and administrative management of booking cancellations.

Steps to charge a cancellation fee

Access to the functionality

1. Log in to your account on Yoplanning.pro.

3. Cancel customer registration by updating the order.

Billing of cancellation fees

2. Proceed to cancel the reservation and the corresponding order line.

3. Once the reservation is cancelled, go to the order and click on the "Sell a resource" button.

4. In the “Resource” field, select “Cancellation Fee” that you created earlier.

5. Indicate the amount of cancellation fees you wish to charge.

6. Complete the order. You will then have an order with an overpayment, corresponding to the amount you must refund to your customer.

Tips and best practices

• Make sure to clearly inform your customers of the cancellation policy and associated fees in advance to avoid any confusion.

• It may be helpful to set a standard amount for cancellation fees to ensure consistency in billing.

Common Problems and Solutions

• Issue: You cannot add the cancellation fee to the order. Solution: Check that you have correctly created the "Cancellation Fee" item in the "Resources" section. If the item is correctly created and the problem persists, contact Yoplanning.pro support for assistance.

By following these steps, you should be able to easily charge cancellation fees on Yoplanning.pro. If you have any further questions or encounter any other issues, please feel free to contact us.

Introduction

When creating or editing an order on Yoplanning.pro, it may be necessary to manually adjust a rate to meet a customer's specific needs. The "Add a Rate" feature allows you to customize the price of an item in an order, providing greater flexibility.

What is the add a fare feature for?

The "Add Rate" feature allows you to manually adjust rates when creating or editing an order. However, it's important to note that using this feature disables automatic rate calculations when changing certain parameters, such as the number of people in a session.

Example of use

Let's take the example of a family of five, made up of two adults and three children, wishing to participate in an activity.

Your activity offers different rates for children and adults. You register the five participants directly and use the "Add Rate" feature to apply the child rate to the order. In this case, future changes to the session (for example, the number of participants) will not affect the order rate. It's essential to keep this in mind to avoid any surprises.

For a more standard approach, you can register adults and children separately with separate participants. Then, in the order, you only need to change the rate for one of the two groups. In this case, if you add or remove a child from the session, the rate will be automatically recalculated in the order.

Conclusion

Introduction

This feature is a practical and flexible tool to improve the presentation of your quotes and orders. It allows you to group different activities under a common title, thus offering better readability for the end customer. A concrete example of use would be the creation of a pack or package for events such as bachelor or bachelorette parties.

Use

To get started, here are the steps to follow to group activities on your quote or order:

1. In the left menu, click "Order" to view the list of orders.

2. Search or select the command you are interested in.

3. Click "View" to view order details.

4. Once your order is displayed, click on "Item List" located at the top of the page.

5. Then select the different lines that you want to group by checking the box to the left of each line.

6. A “Group” button appears. Click on it to group the selected rows into one.

7. Give a title to this group of lines then click on “Validate”.

That's all! You now have a clearly defined group of activities in your quote or order.

Tips for Use and Best Practices

• Make sure the activities you group together are related or have a common theme to avoid confusion for the client.

• You can ungroup lines at any time by clicking on the "Ungroup" button.

Common Problems and Their Solutions

1. Problem: Rows do not group together. Solution: Make sure you have checked the box to the left of each row you want to group before clicking the "Group" button.

2. Problem: The "Group" button does not appear. Solution: This can happen if you have not selected any rows. Make sure to check the box next to each row you want to group.

Note that each line retains its own existence, even after being grouped. For users who use the invoicing module, all lines are automatically ungrouped to allow possible accounting breakdowns and comply with French accounting legislation.

We hope this guide has helped you better understand and effectively use the 'Group Activities on Quote or Order' functionality. If you have any additional questions, please feel free to contact us for further assistance.

Introduction

Regular monitoring of pending orders is essential to ensure smooth and compliant invoicing. Although Yoplanning automatically validates orders based on certain criteria, a weekly review can identify orders that have not been finalized for various reasons.

What is this feature for?

With this feature, teams that have subscribed to the "accounting" option can easily identify unfinished orders and avoid any delays in invoicing. A weekly check helps identify these cases and ensure efficient accounting management.

Steps to use this feature

1. Access the Orders menu: From the schedule, in the left menu, click on "Orders".

2. Define the period to be controlled:

   • Select the period for which you want to check invoice validation.

Tip: Choose the start date of your fiscal year as the start date and the end date as today's date minus the number of days predetermined in your settings for automatic validation.

1. Apply the necessary filters:

   • Activate the session date icon.

   • In the Reseller filter, select Without.

2. Add advanced filters:

   • Click on Filters.

   • In the Status filter, choose Not finalized.

3. Analyze the results:

   • The list will display all orders that have not been completed.

   • These orders require manual validation.

Directions for use

• Regular Scheduling: Perform this check weekly to ensure all orders are validated in a timely manner and avoid delays in invoicing.

• Unfinished Order Analysis: If some orders regularly reappear as unfinished, check if there is a recurring problem to resolve (missing products, incomplete information, etc.).

Common Problems and Solutions

• Problem: Order blocked due to missing information Solution: Ensure all necessary information is present in the order (customer name, associated products/services, etc.). Check the unfinished items to understand the causes.

• Problem: Error in session dates Solution: If you cannot find any results, check that the session dates are correctly selected in the filters.

By following these steps, you can ensure a smooth and complete invoicing process in Yoplanning.

Yoplanning makes entering reservations at the counter quick and easy. This is the standard way to enter a new reservation: use the reservation button and follow the process. It's simple and requires no training.

You can easily register new participants and modify existing registrations directly from the Yoplanning interface.

With Yoplanning, you can easily sell sessions directly from the session list. Whether you need to register one participant, multiple participants, or even a group, Yoplanning makes the process simple and easy.

Creating a session on Yoplanning involves choosing a date and time from the schedule, selecting a preconfigured product, and customizing the session as needed. This step is crucial for offering and selling your services on the platform.

Registering a new participant for a session is a breeze with Yoplanning. You can easily add a new participant to an existing session or create a new session for the participant.

Yoplanning also allows you to easily register groups for your sessions. Whether you have a school group, a corporate group, or a group of friends, Yoplanning makes group registration simple and easy.

With Yoplanning, you can easily add equipment to a participant's registration. Whether you need to add rental equipment, meals, or other extras, Yoplanning gives you the control you need.

Manage reservations (interface details)

The Yoplanning interface is designed to make managing your bookings easy. You can easily view the details of each booking, edit registrations, add equipment, and much more.

Simplify the cancellation process and keep your schedule up to date. With Yoplanning.pro, manage reservations and orders smoothly and efficiently.

If you need to modify or move a participant's registration, Yoplanning makes it easy to do so. Whether you need to change the date of a booking, move a participant to another session, or edit registration details, Yoplanning gives you the control you need.

Scan booking tickets via QR code

With Yoplanning, you can easily scan booking tickets via QR code. This allows you to quickly and easily check bookings upon arrival, improving efficiency and the customer experience.

Send reservation tickets to participants

With Yoplanning, you can send booking tickets to attendees, providing them with all the information they need to make their booking. Learn how to configure and optimize this feature to simplify your management and ensure effective communication with your attendees.

Yoplanning allows you to easily send an email to multiple participants at once. Whether you need to send session information, reminders, or promotions, Yoplanning makes the process simple and easy.

An order already exists, you want to add participants to a session on YoPlanning.

What is a credit?

A credit note is an accounting document that is used to cancel or correct an invoice that has already been issued. It can be used to correct an error (such as an incorrect quantity or price) or to reimburse a customer in the event of an order cancellation. In France, the credit note is governed by strict accounting rules and must mention the invoice that it corrects.

Distinction between a credit and a customer credit

It is essential to differentiate a credit note from a customer credit or a purchase voucher. As long as an invoice is not validated, any modification or cancellation concerns a customer credit. This credit can then be used for future orders, but it does not replace a legal invoice.

Order management without invoice

Use these distinctions to ensure correct accounting and document management in YoPlanning.

Introduction

The Counter Entry feature via the Yoplanning.pro Reservation Module allows you to easily manage all standard reservations made at the counter. This intuitive and efficient tool does not require any special training. A simple connection to your account is enough to access a user-friendly interface and make reservations without requiring an immediate means of payment.

Access the Counter Entry feature

Follow these steps to access the feature:

1. Log in to your Yoplanning.pro account.

2. Select your team from the left menu.

Tip: If you already know the session you want to manage:

• Find it directly in the schedule, click on it, then select "Add to cart".

• You will be redirected to the booking module with the associated products.

Using the Counter Entry feature

Once in the booking module:

1. Search for activities

   • At the top of the window, use the search or date selection fields to filter the activities available over a defined period.

   • Choose an activity to view all availabilities in chronological order.

2. Selection of activities

   • Select the desired activity and follow the process until the last step of order validation.

3. Sending email or payment link to the customer

   • You can save the order with or without immediate payment and choose whether or not to send an email to the customer.

Usage tips and best practices

1. Recommended login: Stay logged in to your account to benefit from all the features of the reservation module.

2. Schedule Mastery: Familiarize yourself with activity availability and schedules to respond quickly to customer requests.

3. Using Filters: Use the filter function to quickly find activities that match specific needs.

Common mistakes and how to fix them

1. Access error

   • Check that you are properly logged into your Yoplanning account.

   • If the problem persists, try logging out and then logging back in again.

2. Filtering Issues

   • Make sure you have entered the search criteria correctly, including the date format.

3. Problems sending emails

   • Check that the customer's email address is valid. If the problem persists, it may be due to the mail server.

Important Points

• The booking module is accessible to all team members. However, the options available at the time of order validation vary depending on user rights. For example, a user with limited rights will only be able to send a payment link.

With this information, you are now ready to effectively use the Counter Entry feature via the Yoplanning.pro Reservation Module.

Happy planning!

Introduction

The functionality of the "sessions" and "participants" sections of Yoplanning.pro is an essential tool for event organizers. It also allows you to quickly identify sessions sold online and distinguish them from traditional sessions. Thanks to these lists, you have a clear and detailed vision of your activities, allowing you to optimize your management and improve the customer experience.

What is the participant list for?

The Participant List is a central tool for:

• Track registrations in real time and see who is attending which session.

• Check participant information (contact details, payment status, options subscribed, etc.).

• Manage cancellations and modifications by assigning a participant to another session if necessary.

• Facilitate communication with subscribers by sending individual or group messages.

• Ensure better organization by anticipating the number of people present at each session.

How to use the session and participant list?

1. Access to the feature: On your Yoplanning.pro dashboard, navigate to the left menu and click on "Sessions". This action will redirect you to the page containing your different lists.

2. Session Filtering: On this new page, you have the option to filter your sessions based on date. To do this, simply enter the start date in the field provided. The end date is not necessary, unless you want to perform a specific search.

3. Viewing Potential Sessions: To view your potential sessions, click on "More Filters" and select "Potential Session". Potential sessions appear with a hatched outline to distinguish them from regular sessions.

4. Navigation between lists: At the top of the page, you will find three tabs to navigate between the different lists: "List of Participants", "List of Sessions", "List of Resources" and "Rehearsals". Simply click on the corresponding tab to access the list you wish to consult.

Usage tips and best practices

• Make regular use of the filters whenever you want to search for an activity, staff or participant.

• Double-check your potential sessions and their status, for example to verify that your settings are correct.

• Use the "Equipment List" to keep track of all the equipment needed for your sessions, this will avoid any equipment oversights or conflicts.

Common Problems and Solutions

• Problem: Difficulty identifying potential sessions : Solution: Make sure you have correctly filtered your sessions and enabled the visualization of potential sessions. They should appear hatched on your list.

• Issue: Session Availability Solution: If you are experiencing issues with session availability, please check the number of participants listed in the "Participant List". If the number is too high, consider creating additional sessions to accommodate all participants.

• Issues: Session Assignment Solution: If you have any assignment issues, check the "Session List" to confirm if a session is correctly assigned. If necessary, reassign the session using the available options.

By using the "sessions" and "participants" lists, you will have all the necessary information at your fingertips to efficiently manage your sessions and participants. If you encounter persistent problems, do not hesitate to contact the Yoplanning.pro support team for assistance.

Introduction

Yoplanning.pro offers an essential feature to optimize your order management: order merging. This feature allows you to group multiple orders into a single order, thus facilitating administrative and financial management.

What is this feature for?

Merging orders is designed to simplify the management of multiple transactions involving the same customer or group of customers. This is particularly useful in cases where multiple bookings are made separately but must be treated as a single set for billing or organizational reasons.

Steps to access the order merge feature

1. Access the command list

• In the left menu, click on "Commands" to display all existing commands.

2. Select the orders to merge

• Use the available filters to search for the relevant orders.

• Check the box to the left of each order you wish to merge.

3. Start the merger

• As soon as two or more orders are selected, a "Merge" button appears in the top right corner of the screen.

• Click "Merge" to unify the selected orders.

Usage tips and best practices

• Pre-check: Before merging orders, verify that the details of each order are correct and complete. This includes information about the participants, sessions, and products involved.

• Caution: Merging orders is an irreversible action. Once orders are merged, you will no longer be able to separate them. So make sure you need this action before performing it.

Common Problems and Solutions

• Problem: Orders Not Selected Solution: Make sure you have at least two orders selected before attempting to merge.

• Problem: Incompatible Orders Solution: Some orders may not be eligible for merging due to their validated invoice status for example.

Conclusion

Order Merger on Yoplanning.pro is a powerful tool that facilitates administrative and financial management by consolidating multiple transactions into a single transaction. This feature is particularly useful for consolidating multiple bookings related to the same client or group of clients, ensuring clearer invoicing and better organization.

However, since this action is irreversible, it is essential to carefully check order details before merging them. By following best practices and resolving any issues encountered, you can optimize your management while avoiding errors.

By following these steps and tips, you will be able to efficiently manage order merging in Yoplanning.pro, thus improving the administrative and financial management of your activities.

Register a group of participants

1. Automatic Registration via the Reservation Module

has. Access the feature

• Open Yoplanning.pro and click on the “Book” button located in the left menu of your interface.

b. Enter the Quantity of Participants

• Enter the quantity of participants you want to register.

• Yoplanning will automatically distribute participants into the different sessions based on the maximum number of people per session.

For example: If you have two boats of eight places each and you register 12 people, Yoplanning will register eight people in the first boat and four in the next, depending on the available capacities.

2. Manual Registration in Yoplanning

has. Access the Session Menu

• Open the session menu and go to "Manage Reservations."

• Select participants with the checkbox to the left of their row.

b. Set the Quantity of Participants

• You can manually set the quantity of participants in the activity.

• Manually distribute the different participants into the different sessions.

• If necessary, you can exceed the capacity of the session, because you are the manager.

Tips for use and Best Practices

• Use Automatic Registration: To save time, use automatic registration if you do not need to manually control the distribution of participants.

• Check Capacity: If you are managing manually, ensure that the chosen sessions have the required capacity to accommodate all participants.

Common Errors or Problems

• Over Capacity: If you manually exceed the capacity of a session, make sure that this is what you want to do and that you have the necessary resources.

• Incorrect Distribution: The error in distribution may occur during manual registration. Always check the distribution before finalizing the registration.

Conclusion

The “Register a group of participants” functionality is an essential tool for any activity organizer. Whether you choose automatic or manual registration, Yoplanning.pro makes this process simple and efficient. Follow this guide to get the most out of this feature and avoid common mistakes.

Steps to register a participant

1. Session selection:

   • Access the schedule and click on the session in which you wish to register a participant.

   • Alternatively, search for and select the desired session from the list of sessions and click "view".

2. Reservation management:

   • Once logged in, click “manage reservations”.

   • On this new page, perform a search to find existing participants in your customer file.

   • If you do not have the desired client, click on "add participant".

3. Entering participant information:

   • Fill in the customer information. Note that in manual mode, only the first and last name are essential, even if other fields are defined as mandatory in the application.

   • Validate the information entered.

4. Adjustments and options:

   • Use the "quantity" button to adjust the quantity if necessary. (If you do not need to have the first name of each participant)

   • When you check the box next to the participant's name, additional options appear allowing you to change the quantity or add options, such as materials.

5. Finalization of registration:

   • Once the participant is added, the number of places available for the session will be automatically updated in the online sale.

   • Click the “sell” button at the bottom of the page. This will generate a command based on your input.

   • You have the option to add a different name for the order and invoice header, for example a parent's name if you are registering a child. This will make it easier to communicate with the right information in the future.

   • For more details on payment management and order changes, please see the order management articles.

Tips for use and best practices:

• Always use the reservation button for new registrations when possible. The manual method must be used for reservations that fall outside the intended scope and which therefore cannot be made from the reservation module.

• Be sure to fill out as much information about the participant as possible, even if some fields are not required. This will facilitate future management.

• Don't forget that in this entry framework you are responsible for the information entered and free to put what you want therefore possibly making mistakes.

Common errors and their resolution:

1. Customer not found during search: Make sure you have spelled the customer's name correctly. If the client does not exist, use the "add participant" option.

2. Places not updated: Make sure you have entered the number of participants correctly.

We hope this guide helps you navigate the “Register an Attendee” feature effectively. For any additional questions, please feel free to check out our support or other related articles.

Introduction

Sometimes you need to cancel a customer's registration on Yoplanning.pro, whether at the customer's request or for technical reasons. This guide will show you how to make such a cancellation.

Steps to delete a listing

Find the session

1. Log in to your account on Yoplanning.pro.

2. Find the session the customer is registered for. There are two ways to do this:

   • Find the customer's order then in the list of services displayed, click on the date to open the session concerned.

   • Or, more quickly, from the list of sessions, click on the "Participants" tab, then do a search with the client's name and click on the "Session" button on their line.

Manage reservations

1. Once you find the session, click “Manage Bookings”.

2. If you wish to carry out a grouped operation, check the boxes corresponding to the different participants. If you only want to delete the registration of a single participant, click on the small trash can to the right of their line.

Update order

1. Yoplanning will then ask you if you want to update the order. This is an important step!

   • If you answer "Yes", the corresponding order line will be deleted and the order amount will be updated.

   • If you answer "No", the original order will not be changed. This option can be useful if you do not want to reimburse the customer.

Tips and best practices

• Do not follow this cancellation procedure if you simply wish to modify the client's service and register them in another session. There is a specific procedure for this.

Common problems and their solutions

Problem: You deleted a participant, but the order elements are still present.

Solution: Even after deleting a participant, if the order is not updated, the participant remains visible in the session, but is grayed out. To completely remove the registration, be sure to answer "Yes" to the question about refreshing the order when deleting.

By following these steps, you should be able to delete a listing on Yoplanning.pro effectively. Please do not hesitate to contact us if you have any further questions or encounter any further issues.

Introduction

We will separate things into two use cases, simply moving a session with its participant to another time or another day or, second case, moving a participant from one session to another session.

This feature allows you to move a different time or date to any session or group of sessions on the schedule.

This functionality allows you to move one participant among others from one session to another when, for example, they want to change schedule or product.

Add Material to a Participant

1. Initial Setup

• The material will be added automatically at the time of registration if everything is configured correctly.

2. Access to Material in each Session

• Access the desired session, at the bottom of the session you will see the list of materials needed for the activity.

3. Modification or Addition of Material

• Click on “Manage Reservations”.

• Select the "Hardware" tab: There you will see the list of materials already assigned to the session. You can remove or increase the quantity for each material.

To add hardware:

• Return to the “Participants” tab.

• Use the checkbox to select the participant to whom you wish to add the material.

• Click the blue button to add hardware.

• The page that opens presents by default the material provided for this activity, but you can choose exceptional material in the "Extra" section if necessary.

4. Validation

• Once the equipment has been selected, confirm your choice.

• If you have manually entered the equipment and the customer already had an order for the service, do not forget to select and sell the equipment concerned in the "Material" tab.

Tips and Best Practices

• Recheck Configuration: Make sure the initial hardware configuration is correct to enable automatic entry.

• Manage Exceptionally if Necessary: As a manager, you have the flexibility to choose equipment from your list that is totally exceptional if necessary.

Conclusion

“Add equipment to a participant” is an essential feature of Yoplanning.pro that makes booking management easier by adding additional customization. Follow these steps to add, edit, or remove material for each participant to provide an optimal customer experience.

Introduction

The “Registration Entry and Registration Modification” functionality of Yoplanning.pro allows flexible and adaptive entry in the application schedule. It is specially designed for users with the necessary rights to manage registrations. This functionality allows overbooking, management of various resources or sessions and offers the possibility of handling special cases.

Steps to use Registration and Registration Modification entry

Here's how to use this feature step by step:

1. 1. To create an on-demand session, position yourself on the correct date in the schedule and click on the time in front of the chosen staff.

2. Manage session reservations. After finding your session and opening it, click the "Manage reservations" button.

3. Add a participant. In the page that has just opened, click on the "Add a participant" button at the top right. You can search among existing participants in your file or create a new participant. Only the first and last name are required.

4. Modify the quantity in the registration. Once you have validated the addition of the participant, you can modify the quantity by clicking on the "Modify quantity" button.

5. Add other resources to the registration. You can add equipment or insurance to the registration by checking the appropriate line and then clicking "Add equipment". By default, the schedule shows you the equipment defined in the product, but you can add any other equipment by searching the open page.

6. Charge for registrations. When you have completed the registrations, check the lines you want to charge and click the "Sell" button at the bottom of the page. Check that everything is correct in the order, adjust the prices if necessary and save. Note that the equipment is automatically invoiced at the same time as the services.

Tips for use and best practices

• Use search filters to quickly find your sessions.

• Make sure you have the correct permissions to make the necessary changes.

• Always verify participant information before confirming registration.

• Don't forget to save your changes regularly.

Common problems and their resolution

Problem: The option to add hardware is not visible. Solution: Make sure you have checked the relevant entry line before attempting to add material.

Problem: Unable to charge for a registration. Solution: Verify that you have checked the line for the registration you wish to invoice and that all required fields are completed.

In case of persistent problems, do not hesitate to contact the Yoplanning.pro support team for further assistance.

Steps to move a session

1. Fast movement with mouse

   • Select the desired session directly on the schedule.

   • Hold the click and move the session to the new desired time.

   • Drop the session at the chosen location.

   • Check the schedule and confirm the trip by validating the modification.

2. Modification via edit mode

   • Click on the relevant session.

   • Click the pencil icon to edit the session.

   • In edit mode, change the date and time in the times section.

   • Make sure the new schedule is available in the schedule of the staff concerned.

   • Save the changes.

Usage tips and best practices

• Before moving a session, always check the availability of staff and necessary resources to avoid scheduling conflicts.

• When traveling, take into account any customer reservations related to this session to avoid inconvenience.

Common Problems and Solutions

• Issue: Schedule Conflict Solution: If the new schedule conflicts with another event, find another slot or adjust other events to make room.

• Problem: Change not saved Solution: Make sure you save your changes correctly. If in doubt, refresh the page to verify that the change has been taken into account.

• Issue: Staff or resource unavailability Solution: Check the staff schedule and resource availability before planning to move the session.

This guide aims to facilitate the use of the session move functionality in Yoplanning.pro, by providing a clear understanding and simple steps to follow.

What is the use of this feature?

Moving a participant from one session to another in Yoplanning.pro makes it easy to transfer a participant from one scheduled activity to another. This feature is particularly useful for adjusting registrations based on customer needs and session availability.

Steps to use this feature

1. Access to the Feature:

   • Select the relevant session.

   • Click on the “Manage Reservations” button.

2. Selecting the participant to move:

   • In the list of participants, check the box corresponding to the person you wish to move.

   • When selected, action buttons will appear.

3. Participant Travel:

   • Click the “Move” button.

   • A list of available sessions will be displayed.

   • Filter and select the desired destination session.

   • Confirm the move. The participant will be transferred from the old session to the new one.

Usage tips and best practices

• Session Compatibility: Prioritize moving participants to sessions that have a similar format to the original session to ensure continuity of the participant experience.

• Price Management: Be careful, as price changes are not automatic when a participant moves. Be sure to make the necessary adjustments manually if necessary.

Common Problems and Solutions

• Issue: Moving into incompatible session Solution: Be careful not to move participants into sessions that differ significantly from the original, as this could lead to tracking and pricing complications.

• Problem: Forgotten Rate Update Solution: Remember to check and adjust the rate if the price of the new session differs from the original.

This simplified guide will help you navigate the process of moving participants from one session to another in Yoplanning.pro, maximizing efficiency and minimizing potential errors.

Introduction

Proper resource management is essential to ensuring a smooth and efficient experience for your customers. With Yoplanning.pro, you can easily add resources to an activity, whether to assign essential materials to a participant or to sell additional items via an order.

But which method should you choose? The distinction between these two approaches is crucial for optimizing your organization and billing. Discover the two ways to add a resource below and choose the one that best suits your situation.

Add a resource to a participant

When a resource is essential to the smooth running of an activity, it must be directly linked to the participant. For example, for a canoeing session, each participant must have a canoe.

With this feature you can

• Ensure that each participant has the required equipment.

• Manage equipment smoothly and efficiently.

Add a resource to an order

If the resource is not directly related to the activity, but is an additional product intended for sale (e.g., t-shirts, souvenirs, drinks), then it is best to add it directly to the order.

With this option you can

• Offer additional sales without impacting business.

• Manage payments independently.

• Provide a better customer experience by facilitating additional purchases.

Noticed :

Adding a resource to a participant and adding it to an order appear differently in your order:

• The resource linked to a participant is directly associated with the activity concerned in the part where there is registration for the activity.

• The resource added to an order is displayed in the Sales section of the order.

Conclusion

Whether you want to manage essential equipment or offer additional sales, Yoplanning.pro offers the tools you need for efficient management. By mastering these two approaches, you guarantee better organization, optimized invoicing, and an improved customer experience.

Introduction

Group registration on Yoplanning.pro is a feature designed to facilitate the management of reservations for groups, classes, or corporate seminars. It offers flexibility in billing, either by the number of participants or by the session, and allows simplified management of registrations, even if the number of participants changes.

How to use group registration

1. Billing Considerations: Before registering a group, determine which billing method is right for you: per participant or per session. This decision influences how you will enter the registration.

5. Quantity Change: Change the quantity by selecting the line and using the checkbox to indicate the exact number of participants. If the number of participants is unknown at the time of entry and billing is per session, this will not affect the quote.

6. Completing registration: As usual, click on "sell" to generate an order that you can print as a quote.

Tips for use and best practices

• Prefer per-session billing to simplify management and registration, especially if the number of participants is likely to change.

• Separate registrations by specific need for better organization and ease of management on the schedule.

• Use a generic product for frequent corporate seminars, which you can customize for each event.

Common Problems and Solutions

• Issue: Changing the number of participants Solution: If the number of participants changes, you can easily change it in the registration. If the billing is per session, this change will not affect the quote.

• Issue: Blocking resources by mistake Solution: If a session is mistakenly marked as assigned and is blocking resources, change its status to "unassigned" until the activity is confirmed.

By following these steps and tips, you will optimize the use of the group registration functionality on Yoplanning.pro, thus facilitating the management of group reservations while effectively responding to the specific needs of each client.

Introduction

On Yoplanning.pro, it's possible to add resources directly to an order without linking them to a participant. This feature is ideal for items that aren't essential to the main activity, such as additional sales. For example, purchasing a t-shirt from a shop associated with a surfing activity can be added to the order without impacting participation in the activity.

This method helps to enrich the customer experience by facilitating the management of additional sales.

Steps to add a resource to an order

1. Open the relevant order

   • Access the command list from the left menu.

   • Search and select the desired command.

   • Click on "View" to view details.

2. Sell a resource

   • Once the order window is open, click on the "Sell a resource" button.

3. Select and configure the resource

   • Search and select the desired resource.

   • Indicate the quantity and adjust the price if necessary.

   • Click on "Sell" to finalize the addition.

Tips for use and best practices

• Differentiate resources: Use this method only for sales not directly related to the main activity.

• Sales Tracking: Regularly analyze additional sales to adapt your offering.

Common Problems and Solutions

• Problem: Resource not available Solution: Make sure the resource is correctly configured in the "Resources" section of Yoplanning.

• Issue: Error while selling Solution: Check the access rights to modify orders and ensure that the resource details are correctly filled in.

Conclusion

Adding a resource to an order on Yoplanning.pro allows you to efficiently manage additional sales without impacting your core business. By following these steps and applying best practices, you can optimize your additional sales management while providing an enhanced customer experience.

Introduction

On Yoplanning.pro, you can add resources directly to a participant when they are essential for the smooth running of an activity. This feature ensures that each participant has the necessary equipment to participate in the planned activity. For example, for a canoeing session, each participant must have a canoe.

This method ensures efficient management of essential equipment, while automatically integrating these additions into the billing process if necessary.

Steps to add a resource to a participant

1. Open the relevant session

   • Access the session list from the left menu or select the session directly from the schedule.

2. Manage Reservations

   • Once logged in, click on Manage Reservations to view the list of participants.

3. Select the relevant participants

   • Check the participants for whom you want to add a resource.

   • An "Add Resource" button will appear.

4. Add the necessary material

   • Click on "Add a resource".

   • Select the desired hardware from the list.

   • Save your selection.

5. Modify order if necessary

   • If the added equipment involves additional billing, Yoplanning will ask you if you wish to modify the order.

   • Click "Yes" to include the additional costs.

Note: This feature can be used even after the order has already been completed.

Tips for use and best practices

• Advance Planning: Ensure all essential resources are available before the activity begins.

• Assignment Check: Match resources to participants upon booking to avoid oversights.

Common Problems and Solutions

• Problem: Resource not found Solution: Check that the resource is correctly configured in the "Resources" section of Yoplanning.

• Problem: Billing Error Solution: Ensure you have the necessary rights to modify orders and that all hardware information is correctly entered.

Conclusion

Adding resources to a participant on Yoplanning.pro ensures optimal management of the equipment needed for activities. By following these steps and adhering to best practices, you guarantee efficient organization, seamless billing, and a quality customer experience.

Introduction

On Yoplanning.pro, you can add resources in two ways: directly to a participant or by linking them to an activity. The difference between these two methods lies in the resource's importance to the activity's progress.

When a resource is linked to an activity, it means that it is essential for the activity to run smoothly. For example, during a canoeing session, it is impossible to participate without access to a canoe. In this case, it is essential to add and link the resource to the activity.

Steps to add a linked resource for a participant

1. Access the relevant session

• Go to the "Sessions" menu on the left and search for the desired session using the filters

• Check the relevant session, then click on "View" to access the details.

• Alternatively, you can click directly on the session concerned from your schedule

2. Manage bookings and select the participant

• Once logged in, click on Manage Reservations.

• Check the participant name to whom you wish to assign a resource.

• At the top right, click on "Add a resource".

3. Assign the resource to the activity

• A new window will open allowing you to choose the resource to assign.

• Select the resource essential to the activity

4. Finalize adding the resource

• Click "Add" to confirm the allocation of the resource to the participant.

• Check that the resource has been assigned in your order.

Noticed :

This feature can be used retrospectively, even after the order has already been completed.

Adding a resource linked to an activity and adding a resource added directly to a participant appear differently in your order:

• The linked resource is directly associated with the activity concerned.

• The direct resource appears in the "Sales" section of the order.

Tips for use and best practices

• Using Filters: Use the filters in the session list, in the "Resources" tab to easily search for activities requiring resource verification.

Common Problems and Solutions

• Problem: Resource not displayed when adding Solution: Check that the resource is available in the "resources" section of the "administration" menu; otherwise, you can add a new resource.

• Problem: Unable to add a resource to a participant Solution: Make sure the session is active and the participant is registered for the activity. If the problem persists, contact Yoplanning.pro support.

Conclusion

Linking a resource to an activity on Yoplanning.pro ensures that essential equipment is correctly assigned to each participant, ensuring the smooth running of sessions.

This feature is ideal for activities that require essential resources. For non-essential resources, such as store products, it's best to use the "Add a resource directly to a participant" feature.

By following this process, you optimize the management of your resources, improve the organization of your activities and offer your customers a smooth and professional experience.

What is this feature for?

This feature allows you to add a new registration to a session already scheduled in an existing order. This is useful for completing a customer's order without creating a new one, allowing you to group services in one place.

Steps to add participants to a session in an existing order

1. From the dashboard, access any available session.

2. Click on Register a participant as for a classic order creation.

3. Fill in the participant's information.

4. Click on the Sell button.

5. At the top of the screen, select the referring customer.

6. Below, click on the list "add to an existing order" the last 5 orders less than 60 days old will be displayed.

7. Select the order in which you want to add this inscription.

8. Complete the sale, the registration is added to the chosen order.

Usage tips and best practices

• Check that the referring customer is selected before searching for the order to associate.

• Only orders less than 60 days old are displayed in the list. For older orders, you must create a new order.

• Use this method to group all services for the same customer into a single order, making management and invoicing easier.

Common errors or problems

Problem: The desired command is not displayed

Solution: Make sure the order was created within the last 60 days. Otherwise, it will not be listed.

Problem: The referring customer does not appear or is not recognized

Solution: Check the information entered for the customer. Make sure the email address and name are correct.

Demonstration video

This feature allows Yoplanning.pro users to quickly send emails to multiple selected participants of a session or event. It is particularly useful for communicating important information, reminders, or updates to participants.

Access and use of the feature

1. Access the list of participants:

   • In the main menu on the left, click on Sessions.

   • On the Sessions page, click the Participants tab at the top of the page.

2. Filtering and selection of participants:

   • Use the available filters to target attendees based on date, product, or other specific criteria.

   • Check the boxes next to the names of the participants you want to send an email to.

3. Sending an email:

   • Once the participants have been selected, click on the Message button located above the list of participants.

   • Write your message or use a predefined template if available.

   • Click Send to distribute the email to the chosen participants.

Usage tips

• Preparation: Before sending the message, make sure the content is clear, precise and contains all the necessary information that participants need to know.

Common errors and solutions

• Sending Problem: If some participants are not receiving the email, check their email address in their profile to make sure it is correct.

• Filters not effective: If the filters are not working as expected, try refreshing the page or check if the filter criteria are set correctly.

This guide aims to facilitate the use of the multiple email sending functionality in Yoplanning.pro, ensuring effective and organized communication with participants.

Introduction

Sending booking tickets allows participants to receive all the essential information related to their registration. These tickets serve as proof of booking and can be presented to instructors at the start of the activity. With Yoplanning, sending can be done manually, ensuring smooth management and effective communication with your customers.

Steps to use this feature

1- Access the order

• From your session, open the Participants tab and click the button next to the participant's name.

• Alternatively, go to the "Orders" section of the left menu, then click on "View" to display the relevant order.

2️- Share tickets with participants

Once the order is opened:

1. Click on the three little dots at the top right.

2. Select "Send by email".

3. You can attach different types of documents available in the options offered by Yoplanning including tickets.

4. Choose the message template, then click "Send".

Note: The message template must be configured beforehand in "Email" of the "Configuration" section.

Managing multiple teams

Yoplanning allows you to easily manage multiple teams. Whether you need to schedule sessions for different teams or manage each team's unavailability, Yoplanning makes the process simple and easy.

Advanced schedule adjustment functions

Yoplanning offers a range of advanced features to help you adjust your schedule. Whether you need to block a staff member's assignment, delete an internship or choose specific times, Yoplanning has the tools you need.

Staff Requested (assignment block)

With Yoplanning, you can easily block the assignment of a staff member. This can be useful if a staff member is unavailable or if you need to book a staff member for a specific session.

The red shopping cart: what is it?

The red shopping cart in Yoplanning indicates that a session is not available for online sale. This allows you to quickly and easily see which sessions are sold online.

Cancellation of an internship (multiple sessions)

If you need to delete a course, which includes several sessions, Yoplanning allows you to do it easily. You can delete all sessions of a course at once, saving you time and effort.

Delete a session from the schedule

Yoplanning allows you to easily delete a session from your schedule. Whether you need to delete a single session or multiple sessions, Yoplanning gives you the control you need.

Choice of schedules in the schedule

With Yoplanning, you can easily choose the times of your planning sessions. Whether you need to schedule sessions at specific times or change the times of an existing session, Yoplanning makes the process simple and easy.

Yoplanning allows you to choose the colors of your planning sessions. This can be useful to quickly and easily distinguish different types of sessions or different teams on your schedule.

If a staff member is unavailable, you can easily set an unavailability for that staff member in Yoplanning. This allows you to keep track of your staff's unavailabilities and plan accordingly.

How to reassign multiple sessions or even a large number of sessions, for example, all future sessions from one staff to another in one operation?

Features only accessible to structures with the fee module intended primarily for the French market

The functionality allows you to manage the distribution of team members across the different planned sessions to ensure adequate supervision of activities.

Feature Description

The split participant functionality allows you to differentiate a participant from a group initially registered as a single entity. This feature is useful when you need to register this participant in a different session or when you want to obtain separate information for each participant in the group.

Steps to use the feature

1. Access the order:

   • In the main menu, go to the "Commands" section.

   • Identify the order containing the participant group to split.

   • Click “View Order” to open the order details.

2. Open the advanced features menu:

   • At the top right of the command window, click on the menu represented by three small dots.

   • Select the “Participant Data” option from the drop-down menu.

3. Modify participant data:

   • In the “Participant Data” section you will see the list of registered participants.

   • Enter a new first and last name for the participant you want to separate from the group.

   • Repeat this step for each participant to be differentiated, if necessary.

4. Save changes:

   • Once you have made the changes, click the save button to save the new information.

5. Manage individualized participants:

   • You will now have distinct individuals in the session that you can modify or switch sessions to if necessary.

Tips for use and best practices

• Checking Information: Make sure you have the correct information for each participant before splitting them.

• Session Management: Use this feature to easily reassign participants to different sessions as needed.

Common problems and solutions

• Saving error: If you encounter an error while saving, verify that all required fields are completed and the information is valid.

• Participant not visible: If the split participant does not appear in the session, refresh the page or verify that the changes have been saved.

• Access Issues: If you don't see the "Participant Data" option, make sure you have the necessary access rights to do this.

Note:

The URL of the tab that opened for you to view or edit participant names is a public URL. This means that you can have your customers do it by simply sending them this link by any means at your disposal.

Staff unavailability allows you to mark periods during which a team member (staff) is not available to participate or supervise an activity. Whether it is for a planned absence such as vacation, personal appointments, or training, defining unavailability ensures precise planning and avoids scheduling conflicts.

How to Define Unavailability

1. Access to the feature:

   • Go to the "Unavailability" section or click on the staff name on the left of your schedule to open their profile sheet.

2. Adding an Unavailability:

   • In the staff profile sheet, click on the "Define unavailability" button.

   • A window will open allowing you to define the details of the unavailability.

3. Set Details:

   • Choose whether the unavailability is for a single day or for several days.

   • Enter the start date of the unavailability and, if necessary, the end date.

   • Set the unavailability times for each day concerned.

   • You can also opt for recurring unavailability, for example, every Saturday during a given period.

4. Backup:

   • Once all the information has been entered, save the changes by clicking on "add". The unavailability will then be recorded and visible on the staff schedule.

Usage Tips and Best Practices

• Accurate Scheduling: Make sure to define unavailabilities as early as possible to avoid scheduling conflicts and ensure efficient resource management.

• Communication: Inform your team of planned absences to maintain clear communication and prevent misunderstandings.

Common Problems and Solutions

• Issue: Schedule Conflicts: Solution: Always check the global schedule before setting a new unavailability to avoid overlaps with already scheduled sessions.

• Issue: Recurring Unavailability: Solution: Be careful when setting up recurring unavailability to ensure that it does not extend beyond the necessary period.

Note: Unavailabilities are visually represented by gray hatches on the staff schedule, making them easier to identify. These hatches can also indicate that the staff is unavailable to your team, while engaged in an activity not visible to you.

The display of the hatching is visually differentiated depending on the user who sets the unavailability (staff or manager). In addition, it is possible to split the unavailability in order to further specify the time slots concerned.

By following these steps and tips, you will be able to effectively manage your staff's unavailability on Yoplanning, thus ensuring optimal planning of your team's activities.

Feature Description

This Yoplanning.pro feature allows you to mass transfer sessions from one team member (staff) to another. It is convenient for quickly reassigning sessions without changing each assignment individually, which is particularly useful in the event of unforeseen absences or schedule changes.

Steps to Use the Feature

1. Access the Sessions List:

   • In the left menu of Yoplanning.pro, click on 'Sessions'.

2. Apply Necessary Filters:

   • At the top of the page, use the filters to select the staff whose sessions you want to transfer.

   • Filter, if necessary, the period of sessions to transfer.

3. Select Sessions:

   • Verify that the sessions displayed match the ones you want to transfer.

   • Click the 'Check all' button to select all displayed sessions.

4. Initiate Modification:

   • Click on the 'Edit' button located at the top of the page.

5. Choose Edit Action:

   • From the list of possible actions, select 'Change assigned staff'.

6. Assign Sessions to a New Staff:

   • Choose the destination staff from the drop-down list.

   • Click on 'Save' to validate the transfer of sessions.

User Tips and Best Practices

• Availability Check: Before transferring sessions, make sure that the destination staff is available for the entire period concerned.

• Management of Scheduling Conflicts: If the destination staff is not available for certain sessions, these will not be transferred and will remain assigned to the initial staff.

Common Errors and Resolution

• Sessions Not Transferred: If some sessions are not transferred, this may indicate an availability conflict. Check the schedule of the destination staff and adjust if necessary.

• Incorrect Filters: Make sure the applied filters match exactly the sessions you want to transfer to avoid selection errors.

By following these steps and tips, you can effectively manage schedule changes in Yoplanning.pro, ensuring a smooth transition of responsibilities between team members.

The “Assign one or more Staffs to a Session” functionality allows you to efficiently manage the distribution of team members over the different planned sessions. This guarantees that each session is supervised by the appropriate staff, thus ensuring the smooth running of the sporting or cultural activities offered.

Steps to use the feature

• Assign a single staff via the schedule:

  • Locate the session to which you want to assign staff.

  • Drag and drop the session on the schedule to move it or assign it to another staff.

• Edit a session to assign several staff:

  • Click on the session to modify.

  • Click the pencil icon at the top of the session to enter edit mode.

• Add staff:

  • In the “Staff” section, add the members of your team who will supervise this activity. You can select one or more staff depending on the needs of the session.

• Save Changes :

  • After selecting the staffs, be sure to save your changes so that the changes take effect.

Result on the schedule

When you have assigned multiple staff to a session, you will see the sessions displayed in front of each staff row. Clicking on any staff in a session will open the same session which you can edit or pre-assign. It is therefore normal for the session to appear several times, corresponding to each assigned staff.

Introduction

With Yoplanning, it is possible to block the assignment of a staff member for a specific session. This feature is particularly useful in the following cases:

• A staff is unavailable for a given period.

• A staff must be exclusively reserved for a specific session.

• You want to avoid a staff member being assigned to another activity by mistake.

With this option, you maintain total control over human resources management and ensure better organization of your schedules.

Steps to block the assignment of a staff on a session

1️- Access the schedule

• Log in to Yoplanning.

• Find the session where you want to lock a staff in the "Sessions" section of the menu on the left or directly on your schedule.

2️- Change session settings

• Open the relevant session and go to the "Staff" tab in the settings.

• Locate the "Lock Staff" option.

3️- Lock staff assignment

• In the "Lock Staff" option, choose "Locked by Manager".

• Make sure to assign at least one team member.

• Save the changes to apply the lock.

You can then return to your schedule to verify that the staff is locked by trying to move the session to another staff. If the lock is applied, an error message will be displayed. On your schedule, a session with a locked staff will appear with a red outline.

Best practices and advice

• Plan Ahead: If you know a staff member is unavailable, block their assignment in advance to avoid confusion.

• Use this feature with caution: Make sure that blocking is actually necessary to avoid imbalances in resource distribution.

• Check your schedule regularly: To ensure that sessions are correctly assigned and to avoid any inconsistencies in the organization.

Common Problems and Solutions

• Problem: Unable to block staff assignment Solution: Verify that you have the necessary administrative rights to modify staff assignments.

• Problem: Error in availability management Solution: Check if the staff concerned does not already have unavailabilities recorded, which could conflict with the assignment lock.

With this feature, Yoplanning offers you more flexibility to organize your teams and ensure that sessions run smoothly.

Introduction

The "Schedule Color Picker" feature allows you to customize the display of different sessions and activities on your schedule using color codes. This customization helps to quickly identify sessions and their status, improving visual management.

Access the feature

1. From your schedule, click on your profile icon at the top right.

2. Select “Preferences” from the drop-down menu.

Set session colors

By default, colors are set per product. Here's how to customize colors:

Color per session

1. Access the product sheet of the session you wish to customize.

2. In the product description section, look for the color option.

3. Select the desired color from the color palette.

4. Save the changes.

5. You can do the same operation directly on a session if you want to give it a particular color relative to the product.

Color by number of participants

1. In the "Preferences" drop-down menu, in the "Display" section, choose the "Number of participants" option in "Session colors depend on".

2. Colors will be automatically assigned based on session fill rate.

Color by team

1. For users working with multiple teams, choose the "Team" option in "Session colors depend on".

2. Each team will have a specific color, making it easier to differentiate sessions according to their team membership.

3. This option is particularly useful in "All Teams" view mode.

Usage tips and best practices

• Visual Clarity: Use contrasting colors for better visibility.

• Consistency: Maintain consistent color codes for the same session types to avoid confusion.

Common Problems and Solutions

• Problem: Colors are not displaying correctly Solution: Make sure you have saved any changes in your session or display settings.

• Problem: Difficulty distinguishing certain colors Solution: Choose colors that are very distinct and avoid shades that are too similar. You can also increase the contrast of your screen for better visibility.

• Issue: Color settings are not syncing between different devices Solution: Make sure you are signed in to the same account on all devices and that the settings have been saved correctly on each of them.

Introduction

In the Yoplanning.pro application, managing staff unavailability is essential to ensure efficient and precise planning of your activities. However, it can happen that errors are made when entering these unavailabilities. This guide will explain how to delete unavailability for a staff member and what the limitations are for modifying these unavailability.

Access to unavailability management

1. Go to the main menu located on the left side of your screen.

2. Click on the "Unavailability" section to open the list of unavailability entered for the entire team.

Delete an unavailability

It is important to note that you cannot directly modify an unavailability. The only option available is to delete the existing unavailability and then enter a new one if necessary. Here is how to proceed with the deletion:

1. Filter the unavailability list according to the staff whose unavailability you wish to remove. This will make it easier to find the specific entry you want to manage.

2. Select the unavailability you want to remove by checking the corresponding box.

3. Use the delete option. Once unavailability is selected, use the delete button or icon to remove the entry from the list.

Limitations

• General type unavailabilities, i.e. those which affect the total availability of staff for all teams, cannot be modified by managers or team administrators . In this case, the modification must be requested directly from the staff concerned.

• This limitation ensures that overall outages, which could affect multiple teams or activities, are managed with direct communication to avoid any confusion or scheduling conflicts.

Advice and best practices

• Communicate clearly with the staff whose unavailability must be removed, especially if a new unavailability must be entered. This will help avoid mistakes and misunderstandings.

• Regularly check the unavailability entered to ensure it is up to date and accurately reflects your team's availability.

Problem resolution

If you are having difficulty removing an outage, make sure you have the necessary rights to perform this action. If the problem persists, contact Yoplanning.pro technical support for assistance.

This guide has provided you with the necessary steps to manage the removal of downtime in the Yoplanning.pro application, as well as important information regarding the limitations and best practices associated with this task.

Introduction

Steps to Generate Fees

1. Access to the Fees Module: In the left navigation menu of Yoplanning, click on Administration, then select Fees.

2. Adding a Fee: Click on the Add a fee button. This will open a list of your staff. Select the staff members for whom you want to generate a fee slip.

3. Creation of the Fee Sheet: After selecting the staff concerned, click on Create a fee. Choose the start and end date of the period for which you wish to generate the fees, then click Create.

Important Notes:

• It is not possible to generate several fee slips for the same staff over the same period.

• Fee slips may be deleted if they are unsuitable or in the event of an error.

Special Case Management

• Case No. 1: Specific Remuneration per Session: You can assign specific remuneration for each session. When editing a session, go to the fees section and enter the desired amount. This amount will take priority over the calculations made in the settings.

• Case No. 2: Modification of a Fee Sheet: If you need to make changes after editing a fee sheet, you can edit this sheet at any time to modify an amount, regardless of whatever the date.

Usage tips

• Verification and Validation: Before finalizing the creation of fee sheets, take the time to check the amounts and periods for each staff in order to minimize errors.

• Scalable Management: Use the flexibility of the fees module to adjust remuneration according to the specificities of each session or the individual needs of staff.

By following these steps and advice, you can optimize fee management within your structure, taking full advantage of the features offered by Yoplanning.

Introduction

Yoplanning offers a very practical feature that allows you to send a payment link to your customers and to program an automatic reminder in case of non-payment. Follow these steps to efficiently manage your financial transactions.

Steps to send a payment link

1️- Access the order

• Open Yoplanning and go to the Orders section.

• Find the relevant order and click on it to view the details.

2️- Add a payment

• On the order page, click "Add Payment".

• A new screen will open to enter payment details.

3️- Select “Payment link”

• In the general tab, select "Payment link".

4️- Enter the payment amount

• Indicate the amount you wish to charge the customer.

• This amount may be adjusted if the payment is split between several people.

5️- Schedule an automatic reminder

• Enable the automatic reminder option to notify your customer in case of non-payment.

• Only one reminder can be scheduled.

Set up automatic reminder

• Go to Administration > Configuration > Team.

• Click on "Edit", then go to the "Payment Link" section.

• Enable the reminder option and set the delay before the reminder is sent.

Note: This delay can be adjusted individually for each payment link.

6️- Send the payment link

• Check the transaction details.

• Click on "Send": the customer will receive an email containing the payment link.

• Payment can be made directly by credit card.

Tips for use and best practices

• Please double check the transaction details before sending the payment link to avoid any errors.

• Use the automatic reminder so you never miss a pending payment.

• Track payment history via Yoplanning for clear and up-to-date accounting.

Common Problems and Solutions

• Problem: Payment link is not sent Solution: Please check that the customer's email address is correct and that your internet connection is working. Try resending the link.

• Problem: Customer cannot complete payment Solution: Please check that your payment method (credit card) is valid. Also, make sure that your payment system is properly configured.

• Problem: Auto-reminder not working Solution: Make sure the reminder option is enabled in the Team section.

Yoplanning simplifies the payment process by allowing you to send a payment link directly to your customers. This link redirects your customers to a secure payment page where they can make their payment with complete peace of mind.

If you need to make a refund or cancellation via Payline, go to the Payline back office.

Yoplanning helps you manage overpayments in your orders. If a customer has paid more than the amount due, Yoplanning allows you to track these overpayments and manage them efficiently.

With Yoplanning, you can easily manage your cash register. Yoplanning's intuitive interface allows you to track your transactions, check your balances and manage your cash register with ease.

If you make a mistake when managing your cash register, Yoplanning allows you to correct this error easily. You can thus ensure precise management of your cash register.

Configure Stripe - Secure Payment System

Yoplanning integrates with Stripe, a secure online payment system. You can configure Stripe on Yoplanning to accept online payments from your customers.

Sales Tax Configuration

Yoplanning allows you to configure sales taxes for your products and services. You can set the appropriate tax rates for each product or service you offer.

How to refund a transaction via Stripe on Yoplanning in one click

If you need to refund a transaction made through Stripe, Yoplanning makes this process easy. You can refund a transaction with just one click, directly from your Yoplanning interface.

Directly in the schedule or via the reservation module, you can directly display the form for entering your payment operator's banking information.

Option only available with Payline. Explanation of how it works.

This article guides Yoplanning users through the efficient reconciliation of Stripe transactions consolidated by weekly transfer with cash register records, with a focus on financial accuracy and reconciliation best practices.

You can get a payment terminal for Stripe that will be mobile and work with your phone.

Yoplanning's banking terminal in collaboration with Stripe offers secure, flexible and in-app mobile payments, with competitive rates often lower than competitors like SumUp or Square.

When you need to fully refund an order, follow these steps:

1. Make sure the order payment balance is zero.

2. At this point the refund is complete and you have the option to delete the order.

3. Keep in mind that even after deletion, the order details will be retained in the archives.

4. To view payment history, go to the Payment section to view the list of transactions.

5. From there you can check what the payments made were for.

Note that deleting the order is optional and depends on your company's order management policy.

This only concerns users with the invoicing module adapted to French accounting. During the reimbursement process for an order validated in invoice, there are two distinct situations to consider:

1. Full Refund

Although rare, this situation can occur. If it occurs, do the following:

• Reopen the affected invoice.

• A credit note will be generated automatically.

• Enter the refund transaction.

• The original invoice will remain accessible but displayed with the status Cancelled.

2. Partial refund

Usually the result of a billing error, follow the steps below to issue a partial refund:

• Reopen the invoice to be corrected.

• Modify the services or adjust the prices according to the error noted.

• Then revalidate the order as an invoice.

• This results in the production of a credit note for the initial invoice and the creation of a new invoice which cancels and replaces the previous one.

Important Note: Be careful with reopening invoices

Reopening an invoice is a significant accounting transaction that results in an increase in the volume of entries in the sales journal. In fact, each reopening followed by an invoice revalidation can triple the number of accounting entries required. It is therefore advisable to limit these actions as much as possible. A good practice is to try to anticipate changes on orders before they are invoiced. To this end, settings are made available to you to defer automatic billing for a few days after the end of the service. This functionality allows you to make adjustments in advance and avoid repeated accounting operations.

Paramètres de Décalage de Facturation:
  - Accédez aux réglages de votre Team. (administration, configuration)
  - Editer la team avec le Menu Trois Petits points
  - Localisez la section facturation.
  - Définissez un délai d'auto-finalisation des commandes.

Introduction

Cashing at the counter in remote sales via a payment link is an ideal solution for processing secure transactions when the customer cannot pay directly online, particularly when paying by telephone.

With Yoplanning, you can generate a payment link, access the payment form, and complete the transaction securely.

Steps to Use the Feature

1. Creating Payment Link: Start by generating a payment link. If you don't have the customer's email, you can send the link to yourself.

2. Accessing the Payment Form: Once the payment link is pending, use the associated "paid" button to access the payment form. Enter the customer's banking information here.

3. Customer Validation: It is important to note that customer validation is often required, usually via their phone. Make sure you agree with the customer at the time of the transaction to facilitate this validation.

4. Use via the Booking Module: This feature is also accessible directly from the booking module. In connected mode, select "payment form" from the drop-down list to enter the customer's banking information. As before, make sure that the customer is available to validate the transaction on their phone.

Tips for Use and Best Practices

• Communication with the Customer: Maintain clear communication with the customer throughout the transaction, especially regarding the validation required on their part.

• Data Security: Ensure that you treat customer banking information with the utmost confidentiality and security.

• Double Verification: Always confirm transaction amounts and details with the customer before proceeding to payment.

Common Problems and Solutions

• Issue: Validation Solution: The customer must validate the transaction on their phone. If validation is not successful, verify that the customer has received the notification and can access it.

• Problem: Bank Information Entry Error Solution: Please carefully check the information you entered. An error may cause the transaction to fail.

Introduction

Refunding an order is a key step in transaction management and customer satisfaction. With Yoplanning, you can easily make a refund, whether automatic via an online payment platform (Stripe, Adyen, Payline) or manual for offline payments.

Steps to Make a Refund

1. Access the Concerned Order:

   • From the left menu, navigate to the “Orders” section.

   • Find and select the order for which a refund should be issued.

2. Initiate the Refund Process:

   • Under the “Add Payment” button, click the “Refund” link.

3. Choice of Refund Type:

   • Choose between manual or automatic refund.

     • Automatic Refund: Available for payments made via online payment system (Payline, Stripe, Adyen).

     • Manual Refund: For payments not covered by the automatic system.

4. Entering the Refund Amount:

   • Determine the amount to be refunded. It is not necessary to refund the entire original payment.

5. Finalization of Refund:

   • For automatic reimbursement, Yoplanning transmits the order directly to the payment platform.

   • For a manual refund, perform the actual refund action outside of Yoplanning, and note the transaction in the Yoplanning cash register.

Tips for Use and Best Practices

• Verification: Before proceeding with the refund, ensure the validity of the refund request.

• Accuracy: Enter the exact amount to avoid accounting imbalances.

• Value Date: When manually refunding, please indicate the correct date for the transaction to facilitate tracking.

Common Problems and Solutions

• Problem: Amount Error Solution: Make sure the amount entered matches the refund intent.

• Problem: Selecting the Wrong Refund Type Solution: Please check the original payment type before choosing the refund method.

• Synchronization Issues with Payment Platforms Solution: In case of automatic reimbursement, check the connection between Yoplanning and the payment platform.

To go further. Some additional articles on different scenarios:

How should things be entered to be compliant from an accounting point of view?

Introduction

In the daily use of Yoplanning, it may happen that you make a mistake when entering data in the cash register, such as an error in the payment method or amount. Due to strict tax regulations, these entries cannot be deleted or directly modified. To correct such an error, it is necessary to perform a reverse operation, i.e. a refund and then record the correct transaction.

Steps to Use the Feature

1- Error Identification

• Go to the "Orders" section.

• Find and select the relevant command.

2- Proceed to Reimbursement

• Open the wrong command.

• Click on the "Refund" option.

3- Reimbursement Date

• The refund window opens: at this point, choose the refund date if it has been made in advance, or leave the current date.

4- Create the refund

• Select the same payment method

• Do not put a negative amount, just enter the correct amount then click "Create"

5- Correctly record the transaction

• Once the refund is made, add a new payment

• Change the date if necessary

• Enter the amount, then finalize the transaction by clicking on "Create" at the top right to save the action.

Tips for Use and Best Practices

• Strict Verification: Before validating a transaction, always verify the details entered to minimize errors.

• Date Management: To maintain clear records, always adjust the refund date to that of the original error if the refund is not immediate.

• Error Documentation: It is advisable to note the reason for the refund for better traceability.

Common Problems and Solutions

• Issue: Wrong Amount in Refund Solution: If you enter an incorrect amount when refunding, repeat the refund process with the correct amount.

• Problem: Missing Refund Date Solution: If you forget to set the refund date, your accounting may be inaccurate. Check and adjust the dates if in doubt.

Introduction

Payment in 3 interest-free installments is a flexible solution that allows customers to spread the payment of their purchases over three monthly installments, at no additional cost. Integrated into Yoplanning via Payline, this payment method simplifies the customer experience while ensuring smooth transaction management for your business.

However, while this service makes it easier to access your offers, it also involves rigorous monitoring of payments and proactive management of any irregularities.

Here's how it works:

• Payment Recording: At the time of payment, three recordings are made in the cash register. The first one takes place on the same day, and the other two follow each month, with an interval of one month between them. Payments are recorded at midnight on the date of each due date.

• Payment Update: The record in the cash register is updated on the day the payment is actually made by Payline. The schedule then changes to indicate the exact time of the payment.

• Risk of non-payment: The risk of non-payment is assumed by you. If the customer cancels his card in case of loss or theft, the following payments cannot be made, and you will therefore not be paid. It is necessary to contact the customer to regularize the situation.

• Verification of due dates: To verify that all due dates have been correctly made, you must compare the amount actually collected (on Yoplanning) with that on Payline. If the amount on Yoplanning is higher than that on Payline, this probably indicates that a due date has not been honored. Notifications are also sent to report any anomalies by Payline.

Introduction

Cashing out on Yoplanning is an essential step to ensure accurate and efficient financial management. This process allows you to verify the accuracy of transactions, identify any anomalies and minimize cash flow gaps.

Good cash management ensures better traceability of payments, reduces accounting errors and makes it easier to monitor your company's finances.

Importance of Checking Out Every Day

• Transaction Accuracy Verification: Ensures that all payments received match recorded transactions.

• Anomaly detection and correction: Allows you to quickly identify any errors or irregularities and make the necessary corrections.

• Prevention of cash flow gaps: Helps to minimize the risks of discrepancies between expected amounts and amounts actually collected.

Steps to Make the Cash Register on Yoplanning

• Access to the List of Payments: Access the list of all collections by clicking on the "Payments" option in the left menu of the Yoplanning interface.

• Filter by Control Date: Apply a filter on the control date to target the transactions of the day. It is recommended to select the same date for the start date and the end date in order to focus on the daily collections.

• Using the Cash Journal: Select "Cash Journal" from the "three dots" menu at the top right to view a summary of transactions and verify with actual totals.

• Compare and Correct: Compare the totals shown in the cash journal with your physical or digital records. If there is a difference, find the source of the discrepancy and make the necessary adjustments.

Directions for Use

• Perform this check daily to maintain tight control over your finances.

• Keep documentation of checks performed for future reference.

• Train your staff involved in cash management in these procedures to ensure the efficiency and accuracy of your financial records.

Adopting this practice not only guarantees the integrity and accuracy of your financial records but also peace of mind in the daily management of your business.

Understanding Stripe Transfers

Stripe makes consolidated transfers weekly or daily, depending on your configuration. These transfers group multiple transactions together and automatically deduct Stripe transaction fees and Yoplanning commissions.

Breakdown of amounts paid

1. Gross amount collected: Total transactions before any deduction.

2. Stripe Fees: Commissions applied by Stripe on each transaction (bank fees).

3. Yoplanning Commissions: Service fees applied by Yoplanning.

4. Net amount received: Amount credited to your bank account after deduction of the above fees.

Access transaction details

In Stripe

1. Log in to your Stripe dashboard.

2. Go to the Payments tab to view each individual transaction.

3. In Transfers, find consolidated payments to your bank account.

4. Download a detailed report of transactions and fees applied.

In Yoplanning

1. Go to the Payments section.

2. Check the receipts for the period in question.

3. Compare the total amount with the amount shown in Stripe.

Explanation of the differences in amounts

The difference between the amount paid by the end customer and the amount received in your bank account corresponds to the bank fees applied by Stripe.

• If you are not subject to VAT, the entire difference may be charged as bank charges.

• If you require an invoice for these fees, you can request one from Yoplanning. An invoice will be generated on the date of your request.

Best practices for effective reconciliation

1. Perform regular reconciliation (weekly or monthly) to avoid the accumulation of discrepancies.

2. Always download Stripe statements to track fees applied.

3. Compare transactions with bank reports to avoid accounting errors.

4. Contact Yoplanning or Stripe support in case of unexplained discrepancies.

By following these steps, you will be able to accurately track payments and commissions and avoid discrepancies in your accounting.

When receiving a partial refund, it is necessary to modify the order to reflect the correct amount. Follow these steps:

1. Open the relevant order.

2. Click on the Three Little Dots Menu at the top right to edit it.

3. Edit the command lines as follows:

   • To delete items: Delete the uninvoiced item lines.

   • To adjust amounts: Change quantities or prices to match the partial amount refunded.

4. Make sure the final order amount matches the payment actually received.

5. Click the Save button to save the changes.

Importance of the Correspondence Between the Order and the Services

It is crucial to ensure that order details accurately reflect the services actually performed. This ensures transparency and maintains trust between supplier and customer. Inconsistencies can cause misunderstandings and erode the reliability of the billing process. An accurate order record also allows for accurate recordkeeping, essential for financial management and tax compliance.

What is the functionality for setting up the Stripe payment terminal used for?

The Stripe terminal allows you to take payments at the counter or anywhere on the ground, as long as you have a connection with your phone. It is particularly useful for sporting or cultural activities requiring on-the-go transactions.

Steps to use the Stripe payment terminal setup feature

1. Order the Stripe terminal
2. Receive the terminal

   • Once you receive the terminal, prepare it for configuration.

3. Contact the Yoplanning team
4. Configure the terminal

   • Follow the instructions provided by our team to connect your device to your Stripe account. This step includes installing the Yoplanning application on your phone (Android/iOS) and connecting Bluetooth to the terminal.