What is workshop management software?
Workshop software comes in all shapes and sizes, but they all serve the same purpose: making your life easier as a business owner. Your job is hard enough, and workshop booking software should function as your digital assistant. Robust workshop management software can help you with:
- Handling all the communication with your clients
- Collecting (pre) payments upfront
- Sending reminders to your clients
- Advertise your workshop upfront to get clients in
Why should I use workshop booking software?
As soon as reaching out to your first potential clients has started, you'll realize that keeping track of communication with everybody can be pretty time-consuming. People will ask questions to reschedule time slots and ask if they need to do any prep work or bring certain equipment themselves.
The first issue could be solved with workshop booking software. Vev provides easy-to-use workshop scheduling software that can be filled in by your clients in order to find the best time slots for you and your clients. You can share the link with your clients where they can book workshops and can even reschedule if necessary. This will reduce the number of no-shows for the workshops scheduled.
The other two issues can easily be solved with clear communication beforehand, depending on how you send the invites to your clients. What happens quite often is that workshop hosts have a social media account and tell all the information to their clients via social media. You can pin certain images to the top of your Instagram or TikTok accounts to highlight the most relevant information. They will see the information directly, and in a split-second, your clients will see the link in your bio. This is where you can implement the link to your workshop automation software. The rest of the booking process will happen on autopilot since your digital assistant will pick it up! Easy right?
“Save yourself all the calls, mails and text messages ”
What sort of workshops can benefit from workshop management software?
An easy answer to this question is that you can manage ALL types of workshops with Vev's intuitive software. Whether you want to give private workshops at people’s homes, or invite multiple people and pick a central location. Vev provides a smart-routing tool that considers your traveling time and adjusts the available time slots depending on the travel duration based on your previous location. If you want to offer your space and invite clients over, it will automatically ensure you get a break in between or give you some extra clean-up time to prepare for your next batch of attendees.
“6 Out of 10 people prefer to book online ”
How can workshop booking software get me more clients?
The idea behind workshop booking software is to reduce the time you spend handling bookings and all the paperwork that comes with being a workshop organizer. You will then have more time to reach out to potential clients or do other forms of marketing. One great way to get more clients in is to share the link on your social media. A brief list of all opportunities that arise with workshop booking software is listed here:
- Share the link on your social media.
- Find local events related to your workshop and share your QR code. (you even get free business cards as soon as you hit 25 orders with Vev!)
- Find local Facebook groups related to your workshop and spread the word that you are organizing workshops. This is an ideal opportunity to share your link.
- Create an account on Google where you can easily register your business. Afterward, ask previous clients to leave a review on Google. If you get a few reviews, Google will do extra marketing for you!
p.s. Did you know that all your clients are automatically saved to the built-in CRM? This makes it easy to reach out afterwards (or before).
What is the price of workshop booking software?
A lot of workshop software providers charge a monthly fee or ask for commission based on the orders that came via your booking app. An expensive subscription easily adds to your monthly expenses and even continues when you don’t organize workshops in slow periods.
But what if we tell you that Vev is completely free of charge? It's true! At Vev, you are not attached to a subscription and you don’t pay any commission on an order. You can easily start by selecting the right template, filling in an email address, and choosing a URL. Off you go!
Run your workshop on auto-pilot With your new toolset
Sell
Marketing
Payments
Business
Learn
Auto pilot
Overview
No-shows
Customers
Offering
Decide what you offer at your workshop space. Add descriptions for your workshops, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your workshop makes, what your attendees book most and even learn how they made their appointment.
Book again
In just a tap your attendees become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your attendees are reminded to book a workshop again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your attendees book.
Your duration
Some appointments don’t require your attention the whole time, so you can help another attendee.
Book deadline
Decide the exact cutoff time for when attendees can book a workshop, giving you full control over availability and scheduling.
Time suggestions
Time suggestions let businesses control client booking flexibility, streamlining schedules and improving appointment management.
Hide items
Hide workshops so you can only book them for your customers.
Sell
Offering
Decide what you offer at your workshop space. Add descriptions for your workshops, add an image, and best of all set your own prices.
Your day at a glance
See exactly how much your workshop makes, what your attendees book most and even learn how they made their appointment.
Book again
In just a tap your attendees become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your attendees are reminded to book a workshop again.
Sell smart
Add options, durations, variations, preparation time, cleanup time and your duration to help your attendees book.
Your duration
Some appointments don’t require your attention the whole time, so you can help another attendee.
Book deadline
Decide the exact cutoff time for when attendees can book a workshop, giving you full control over availability and scheduling.
Time suggestions
Time suggestions let businesses control client booking flexibility, streamlining schedules and improving appointment management.
Hide items
Hide workshops so you can only book them for your customers.
Marketing
Get reviews from attendees
Effortlessly collect reviews from your customers, which will soon appear directly on your page for everyone to see.
Share your link
Add your link to your website and socials. A link in bio could boost the appointments of your workshop space up to 40%.
Personalize emails
Create personalized emails for appointments to engage clients and strengthen your business.
Add Vev to your website
Add Vev to your website with two options: a popup booking button or a fully embedded booking widget for seamless attendee acquisitions.
Cover your workshop
Add a cover to your header that matches your workshop space. Impress your attendees of your workshop even more.
Book with a QR-code
Make it easy for your attendees to book workshops by placing your QR code on flyers, business cards, stickers, posters, or any other visible spots in the workshop space. With just a quick scan on their phone, they can access your services effortlessly, no extra steps needed.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Page description
Write a catchy slogan or description that highlights what makes your workshop special. This helps your attendees share and recommend you to others.
Show your colors
Set the tone for your page by choosing colors that represent the workshop space. These will create a cohesive look across your page, tools, and emails, aligning everything with your unique brand.
Social handles
Add the profiles of the workshop space from Instagram, Facebook, TikTok, X, and your website to connect with attendees and expand your online reach.
Payments
Get paid ahead
Have your attendees pay ahead for their appointment. Only if you want to, you're the facilitator, and you are in control.
Deposits
Have your attendees put down a deposit to get their appointment. This has proven to reduce no-shows.
Tap to Pay on iPhone
Accept contactless payments with only your iPhone. No extra terminals or hardware needed.
Scan to pay
Let your attendees scan your QR for you to get paid. Vev will keep track of who has paid for their workshop so your workshop administration is always up to date.
Discounts
It's easy to give your attendee a discount on their workshop. Choose a percentage or fixed amount. Whatever works best for your workshop.
Add amount
Add a percentage or fixed amount to the price of the appointment, in the simplest way possible for you as a facilitator.
Save costs, no extra payment devices
No need to fill in the amount again. Or sync, connect and pay for that extra device in your workshop space. Simply use your phone to have attendees pay for their workshops on the spot.
Refunds
Choose if attendees who've paid ahead will automatically be refunded when their appointment is cancelled.
Payments work out of the box
Payments are set up very easy. So you can get paid out of the gate.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Business
Your overview of workshops
See exactly who will get what workshop, and at what time the appointment is due.
Your opening hours
You decide when the workshop space is open (or closed) for appointments.
Choose a time and date
Let your attendees pick a time that suits them best, while you stay in control by deciding how strict or flexible your scheduling rules are.
Add your breaks
Plan when you want a fixed break. Looking for more flexibility? Turn on smart breaks.
Add 'Me time'
Got a personal appointment? With just a tap you can block time off. This way attendees can't make an appointment.
Exceptions
Want to stay open on public holidays or take a well-deserved vacation? You’re in full control of the workshop space’s hours.
Book deadline
Decide the exact cutoff time for when attendees can book a workshop, giving you full control over availability and scheduling.
Daily exports
Access your sales records by day—whether it’s historic data, today’s sales, or future bookings.
Capacity
Set up the number of attendees you can have at the same time.
Sync to your calendar
Automatically sync (one way) your appointments to your personal calendar app.
Ahead of time
Set up your booking horizon, this let you define how far in the future attendees are able to book workshops.
Your duration
Some appointments don’t require your attention the whole time, so you can help another attendee.
Notifications for you
When your attendee makes an appointment, cancelation or change you will receive a notification.
Time suggestions
Time suggestions let businesses control client booking flexibility, streamlining schedules and improving appointment management.
Exports
Export data from the workshop space effortlessly on a monthly or yearly basis. Get detailed insights into all your appointments, including tax details, providing you with everything you need to stay informed and in control.
Learn
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular workshops and revenue. This way you know exactly how your workshop space is doing.
Your day at a glance
See exactly how much your workshop makes, what your attendees book most and even learn how they made their appointment.
Auto pilot
Emails
Every appointment, cancellation, change and reminder is automatically sent to your attendees. Emails are sent in your style so they feel familiar to your attendees.
Appointment reminders
On the day of the appointment, your attendee receives a reminder from you. It's send automatically and includes all the information of their workshop.
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular workshops and revenue. This way you know exactly how your workshop space is doing.
Share your link
Add your link to your website and socials. A link in bio could boost the appointments of your workshop space up to 40%.
Bookkeeping
Make your administration of the workshop space run smooth.
Plus, a lot more
There's a lot more coming in Vev+ that will make doing business even easier. But we keep those under wraps for the moment.
Personalize emails
Create personalized emails for appointments to engage clients and strengthen your business.
Item suggestions
Creating the right mix of workshops is essential to attract and retain attendees—but it doesn’t have to be complicated. Our suggestions are here to guide you every step of the way. With personalized recommendations based on industry trends and your workshop, you can quickly set up a winning selection of offerings. Let us help you create the perfect lineup so you can focus on growing your workshop.
Overview
Calendar view
See all your workshop appointments in a calendar view.
Your overview of workshops
See exactly who will get what workshop, and at what time the appointment is due.
Your day at a glance
See exactly how much your workshop makes, what your attendees book most and even learn how they made their appointment.
Today's attendees
Your daily overview of attendees. Showing you exactly who's you will see today, and an easy way to let you book again.
Delivery overview
See exactly where and at what time you need to deliver workshops. Everything shown on an interactive map to make it crystal clear for you!
Notifications for you
When your attendee makes an appointment, cancelation or change you will receive a notification.
Sync to your calendar
Automatically sync (one way) your appointments to your personal calendar app.
Your month wrapped up
Every month we email you analytics of last months' appointments, cancelations, most popular workshops and revenue. This way you know exactly how your workshop space is doing.
No-shows
Custom policy
Set clear guidelines for the workshop space, including hygiene standards, legal requirements, cancellation rules, and other important details. Attendees must agree to your policy during checkout, ensuring transparency and a smooth experience for everyone.
Appointment reminders
On the day of the appointment, your attendee receives a reminder from you. It's send automatically and includes all the information of their workshop.
Policy
Set up a clear policy that outlines your terms for bookings, cancellations, refunds, and any additional fees. Defining these guidelines helps manage customer expectations and reduces the risk of disputes.
Change the time
Attendees can change the time of their upcoming appointment as long as the cancelation deadline hasn't passed.
Add to Calendar
Attendees can add the appointment to their calendar. This way they receive a notification before their workshop. The address, travel time and link to their confirmation page can be found in the event details.
Add to wallet
After attendees book workshops, they get a pass for their digital wallet. When added they get a notification on their phone at the right time. The pass contains all the details like; date, time, location, total cost, payment details and link.
Emails
Every appointment, cancellation, change and reminder is automatically sent to your attendees. Emails are sent in your style so they feel familiar to your attendees.
Attendee details
For facilitators it's super handy to have all the details of attendees at their fingertips. Allowing you to send a text, call or email whenever you need.
Cancelation deadline
Set a deadline for when attendees can cancel for free, giving you more control over your schedule and protecting your time. When a cancellation is made, attendees will automatically receive an email with a link to easily schedule their next workshop with your workshop, ensuring a smooth and professional experience.
Attendee history
See exactly what workshop your attendee booked before.
Customers
Fields
Add more specific attendee information to run your workshop even better. For instance add their date of birth, Customer ID, pet name and more.
Get reviews from attendees
Effortlessly collect reviews from your customers, which will soon appear directly on your page for everyone to see.
Customer list
See or find your most valuable attendees. This lets you build relationships and get more appointments.
Edit attendees
Edit attendee details, merge and remove to keep your attendee list up to date.
Attendee details
For facilitators it's super handy to have all the details of attendees at their fingertips. Allowing you to send a text, call or email whenever you need.
Add notes
Add notes about your attendees. These notes show up around the appointment, so you can pick up the conversation with your attendee where you left off last time.
Today's attendees
Your daily overview of attendees. Showing you exactly who's you will see today, and an easy way to let you book again.
Book again
In just a tap your attendees become regulars. Get the best date and time for the next appointment. No upcoming appointment? You and your attendees are reminded to book a workshop again.
It's your data
It's your data. The attendee information is yours. Vev doesn't sell, resell, target or advertise with the data from your workshop. Of course not!
Attendee history
See exactly what workshop your attendee booked before.
