From inquiry to quote in minutes

Let’s take a look at how to configure and use booking pages correctly in Univents. On the left, under Booking Pages, you can set up as many booking pages as you like. You can create one for specific customer groups, segments, venues, occasions, or similar — each with its own questions or products available for booking. Here we also see our global blackout periods: these let you block bookings across all booking pages at once, for example during company holidays or similar closures. Then we have our different pages — let’s go through them one by one. First, there’s the booking link, which you can copy and send out, for example, in emails. There’s also an embed snippet you can use to add the booking page directly to your own website, along with instructions on how to embed and configure it correctly. And here you can simply open the live preview of the booking page. Now let’s configure one of these booking pages from start to finish. Here we first edit the basic details of the booking page: its name and its design — Stepper, Webshop, Inquiry, Location, or Event form. We’ll take a closer look at what each design means and looks like in a moment. Then there’s the URL slug, meaning how the address looks in the browser at the end. You can also add a description and, of course, insert the relevant legal links, plus define who gets notified when someone books through this page. Under Inquiries, you can set how many inquiries you allow at the same time. Inquiries coming in for the same booking page: if there are already three options or inquiries for the same period, the page gets locked. Inquiries aren’t confirmed events yet — this is simply about how many interested parties you let inquire for the same period before locking the date. Maximum parallel events, on the other hand, are the actually confirmed events: how many do you want to allow at the same time? For venues, that’s naturally always just one at a time; for other booking options, such as catering, it really depends on how many resources you actually have. The buffer time between events defines how much time needs to sit between two events before you take on a new one. And the minimum lead time simply means how many days in advance customers can book, so they can’t, say, request an event for tomorrow. Here you can also set how the inquiry is displayed on your end, so you get a good overview in your inquiries list. Tags are another very relevant factor for automatically picking the right automations or email templates for this event. You can define which tags an event should get when it’s booked through this page, and then trigger mail templates or automations based on them. Under Bookings, we add the relevant products. Default products always land in the cart automatically and can’t be removed by the customer, while selectable products are ones the customer can choose freely. You can also split the cart by day — you can book multi-day events through the booking page too, and customers then fill their own cart for each day: different products for day 1, day 2 and day 3 of the same event. Especially handy for multi-day events. Then there are the locations: here you link different venues that customers can choose from, selecting one or several rooms. And you can set certain products to be mandatory for a given venue, or allow new choices specifically for that venue’s product bookings. You can also restrict orders to a specific delivery radius — especially relevant for catering, if, say, you don’t want inquiries coming in from 300 kilometers away. At the same time, you can have travel costs calculated automatically, which is very handy since that line item then gets sorted straight into the quote. Under Price, Order and Quote, you control various automations for quote creation: you can have quote drafts created automatically and quotes sent automatically. You also have the option to create and send invoices directly, or even let customers pay right in the shop, and you can select specific quote templates here too. Then come the pricing settings: for one, you can have price conditions applied — for example a five-euro surcharge per hour after 10 p.m., or a small discount from 100 guests upward. You can also decide whether prices are shown on the page at all, or leave that out for now, and choose between net and gross display. And you have the option to set a minimum order value, so you only get genuinely qualified inquiries. Under Questions, you can decide which standard fields — like company name or name — should be captured, and add completely custom questions for the customer on top, so you have every piece of information relevant to the event ready the moment a customer books. Under Analytics, you can also add your own tracking pixels — though of course those only work if the customer has accepted the corresponding cookies; otherwise they simply can’t track. In the customer portal, we can see once more what all of this looks like for the customer. After the inquiry, once you’ve sent a quote, the customer gets their own portal link, where they can view all the event information, quotes, invoices, the schedule and more. They can also exchange messages with you there, book additional products, and request changes to the event, for example to the guest count. And you can also unlock further portal access for the customer afterwards. Then there are the language settings: you can have our AI translate the page fully into English, and you can select several translations at once. The system also shows you which products are affected, so that everything really can be displayed fully in English. As for the layout of booking pages: “Location first” shows customers only the venues first, in a stepper format. “Webshop” is a more shop-like layout, particularly well suited when people are ordering things like catering. The plain inquiry form is, as the name suggests, ideal when you only want to receive inquiries that you then respond to with custom quotes. And the stepper simply guides the customer step by step through the respective booking process. We’ll take a closer look at that in a separate video.