When you log into your artisan back-office, you will find all your workshop data on the home page. We'll explain each column and illustrate all the possible scenarios.
Bookable places
This is the number of places currently available to book for a particular workshop. If there are no more places available, we'll let you know to warn you of the risk. There are two possible reasons for this
The workshop is full: all future slots for a workshop are full and no one can register.
There are no future slots for this workshop: if a workshop has no more bookable slots, and we understand that this is not because the workshop is full. In fact, a second indicator may even say "No future slots"!
Last slot
This is the date of the last slot currently shown on your calendar. After this date there will be no more slots online for that workshop. We'll give you clear signals when this date is too close and that you really need to think about adding new slots to your calendar.
We'll also let you know when a workshop has no future slots online: beware, customers will be unhappy and try to change workshops, and future buyers will fall back on another workshop.
Confirmed future participants
This is the number of places currently booked for your future slots. Customers may have paid for their booking by credit card or with a gift card (from the stock associated with your workshop, or exchanged for use at your workshop, or an originally issued gift card). Customers have up to 4 days before the workshop to change their mind if they have a problem.
Participants on standby
This is the number of places that are currently 'on hold' due to a cancellation. The cancellation may have been made by you or by the customer (if they were on time). The booking may have come from a gift card or credit card purchase.
By default, the booking is then placed on 'hold', waiting to be rebooked at a later date, but remains temporarily associated with your workshop. These are customers who are eagerly awaiting a new appointment! They will be able to choose a new date from their customer account and opt for an exchange or even a refund if they wish.
Active Gift Card
This is the number of places currently in stock in the form of gift cards associated with your workshop. The workshop gift cards in this stock are valid for 1 year from the date of purchase. They are redeemable at any time and we send reminders every 45 days on average to encourage people to use them. You can see all the features of the gift cards by clicking here.
This number changes constantly, decreasing as gift cards are used and increasing as new ones are purchased. A stable balance is not bad news! By default, the maximum stock is 100 places: you can ask us to change this in the instant chatbox in your artisan back-office or by email (artisans@wecandoo.com). Once the stock is full, it will no longer be possible to buy gift cards for your workshop.
How do I use this dashboard?
This dashboard is the gateway to good organisation and to keeping your workshops full. Whether you have gifts cards in hand or not, it's always important to have future slots available so that you're well referenced on the website and customers can buy and plan ahead.
If certain indicators are worrying, you can see them at a glance on this dashboard. Here are the key things to look out for:
The number of available slots must not reach 0: if one of your workshops is full, consider increasing your maximum capacity on a few slots or on the general settings of your workshop, and think about adding more future slots.
You always need a minimum number of future slots: you can't stay too long with a future slot only a few days/weeks away, and you certainly can't reach a critical threshold where no future slots are online.
Match this data (available slots, stock) with your capacity: if you're a cutler who can only accommodate one person per workshop and that workshop lasts 6 hours, you obviously don't have the same availability as a ceramist who runs 2-hour workshops with 10 people at a time.
So what's the perfect equation?
Find your balance by playing the game of sliding availability so that you can stay one step ahead of customer demand while keeping an eye on the statistics. That's the recipe for a good calendar that maximises your chances of filling and minimises frustration!
You can find our advice on the placement and frequency of slots on your calendar by clicking here. This advice is a real complement to the necessary understanding of your indicators.
Don't hesitate to contact us on the chatbox in your artisan back-office, or at artisans@wecandoo.com
✨The Wecandoo team ✨