With our integration to Book4Time, we provide a seamless experience for your members and guests to book a time whether it be a spa appointment, yoga instructor or another amazing amenity, you can configure it in Peoplevine to leverage our permissions, your custom member experience and capture important data to their profile.
Connect Book4Time
Connect Book4Time
To get started integrating Peoplevine to Book4Time, you will need your API Token, Account Token and Location ID. Once you've identified these, login to your Peoplevine account and under the Company Menu go to Integrated Platforms.
Click on Book4Time and enter your details.
Book4Time should provide you with the API Token and Account Token. We do need you to assist with the additional information:
Location ID: This can be obtained by following these steps:
1) In Book4Time go to Admin and click on Account Management
2) On the left hand side go to Locations and find your location. Right click it and Copy Link Address
3) The Location ID will be appended to the URL
https://book4time.com/Book4Time/Preferences/account/Location/ViewLocation.aspx?location_id=21338795
Guest Type ID: You can use an existing or setup one for Members:
1) In Book4Time go to Admin and click on System Settings.
2) On the left hand side click on Appointment Settings and then Guest Types
3) If you have an existing Guest Type you'd like to use, you can leverage it, otherwise scroll down and enter the following:
4) Enter the Short Code as the Guest Type ID and our system will automatically convert it.
Tender Type ID: You will need to set this up as such:
1) In Book4Time go to Admin and click on System Settings
2) Click on POS Settings and then Tender Types on the left hand menu.
3) Click on Add New Tender Type
4) Set the Tender Name to Peoplevine Payment on File and type of Other. Make sure you check Allow for payments, Print charge authorization receipt and Allow for guarantee booking.
5) Once you add it, find your Tender Type in the list and then right-click the Edit button and copy the link address.
The URL will be appended with a numerical ID that we will need to enter in the Tender ID field.
https://book4time.com/Book4Time/Preferences/PosPreferences/TenderTypesEdit.aspx?pk_id=37182192
Request Type ID: This can be ignored or you can obtain from Book4Time
Once you've activated your account (or updated the connection), we'll sync the available Services in Book4Time and setup as schedulers in Peoplevine for members to book, along with doing an inital sync of your member database.
In the future, you can come back to Book4Time connection to re-sync members during a specific time period.
These options enable you to:
automatically configure the schedulers including linking the config between Peoplevine and Book4Time
sync your member database with their system
push individual updates as data and membership changes
Now that we're connected, you'll be able to provide real-time availability to your members, keep your member database insync with Book4Time and more to come.
Book4Time memberships (technical)
Book4Time memberships (technical)
In order to use membership requests for B4T, you will need to receive permissions from Book4Time for the tokens that they use.
2. Book4Time allows only one active membership at a time
3. Peoplevine can sync active memberships only (WITHOUT TEMP GUESTS - they are filtered)
4. Primary membership takes priority, then they are ordered by date
5. If the membership SKU is not present in B4T or it is not set in control.peoplevine, Peoplevine will add it in Book4Time under Peoplevine membership.
6. If a membership with a Peoplevine SKU is assigned, the ‘membership #’ will be taken from the customer_no (from PV). For all other SKU’s added in Book4Time (present in Book4Time), for ‘membership #’ a ‘membership_card_no’ (from PV) will be taken.
7. The membership programs created in Book4Time should be “permanent” to ensure they won’t expire.
Example: If you have a membership with SKU ‘GOLD’ in both PV and Book4Time, those will match. If this hypothetical ‘GOLD’ membership is the one matched by the rules above on a customer profile, it will be linked between the 2 systems and the pricing levels will be defined based on the settings there. /VA
Please pay attention to:
- Type of the membership
- Is it primary?
- Is there more than one membership per profile added?
- Is the membership added is for B4T or other integration?
- A default Customer group in B4T must always be set!
- Along with the other client’s memberships, a PPV membership must be set in B4T
Different scenarios covered by the new logic added:
1. New profile created in PV.
Book4Time memberships
2. When a Membership is added to the profile, this membership is automatically set as
“primary”
2.1. The membership is present in Book4Time → the profile is added in Book4Time with this membership; the customer group is added according to what is set in Book4Time
2.2. The membership is not set in Book4Time or the SKU field is empty → the profile is added in Book4Time with the PPV membership; the customer group is default for Members or what is added for PPV in Book4Time.
3. Another membership added to the profile (after the Book4Time is added and active) – the membership is not Book4Time (the Book4Time SKU is not set in Book4Time, or the SKU is empty) →
3.1. the second membership is primary → No action
3.2. the second membership is not primary → No action
4. Another membership added to the profile (after the Book4Time is added and active) – the membership is Book4Time → is it primary? NO → No action
5. Another membership added to the profile (after the Book4Time is added and active) – the
membership is Book4Time → is it primary? YES → assign the new membership which is primary
Other memberships (Non Book4Time):
6. Non B4T memberships existing will be assigned as PPV in B4T UI:
6.1. Add second active Non B4T membership to the profile in PV →second membership
is not primary → No action in B4T UI
6.2. Add second active Non B4T membership to the profile in PV →second membership
is primary → No action in B4T UI
6.3. Add second active B4T membership to the profile in PV →second membership is
not primary → B4T membership is assigned to the profile in B4T UI, if it is existing
there; if not →no action
6.4. Add second active B4T membership to the profile in PV →second membership is
primary → B4T membership is assigned to the profile in B4T UI, if it is existing there;
if not →no action
Book4Time memberships CANCELLATIONS
7. Profile with 1 membership Book4Time (primary ) → cancel the membership → the membership is cancelled; the customer group is default for non-members BUT as is set in Book4Time (default)
8. Profile with 1 membership Non Book4Time (primary) → cancel the membership → the membership
is cancelled; the customer group is default for non-members BUT as is set in Book4Time (default)
9. Profile with more than one 1 memberships – all Non Book4Time → cancel the membership → the membership is cancelled
9.1. The next active membership should be again Non Book4Time (or the Book4Time SKU is missing in Book4Time; or is empty) → the profile is remaining in Book4Time with the PPV membership; the customer group is default for Members or what is added for PPV in Book4Time.
10. Profile with more than one 1 memberships - Book4Time / primary (first) → cancel the membership → the membership is cancelled
10.1. The next active membership/s is Book4Time →add this membership if it exists in Book4Time (see 2.1.)
10.2. The next active membership is not Book4Time (or the Book4Time SKU is missing in Book4Time; or the SKU is empty) → the profile is added in Book4Time with the PPV membership; the customer group is default for Members or what is added for PPV in Book4Time.