From 6fa826768603bc47d38283e0c463495d5b063199 Mon Sep 17 00:00:00 2001 From: "mintlify[bot]" <109931778+mintlify[bot]@users.noreply.github.com> Date: Tue, 31 Mar 2026 02:29:51 +0000 Subject: [PATCH] Complete Intercom-to-Mintlify migration Generated-By: mintlify-agent --- activities/activities.mdx | 11 ++ activities/managing-bookings.mdx | 1 + activities/online-bookings.mdx | 18 +++ activities/waitlists.mdx | 1 + api-reference/introduction.mdx | 1 + api-reference/meter-tracking.mdx | 1 + customers/file-uploads.mdx | 1 + customers/overview.mdx | 4 + customers/waivers.mdx | 1 + docs.json | 30 ++++- getting-started/overview.mdx | 15 ++- getting-started/setup-checklist.mdx | 21 ++- index.mdx | 41 +++++- integrations/accounting-sync.mdx | 1 + integrations/adventuro.mdx | 1 + integrations/workflows.mdx | 1 + marketing/email-campaigns.mdx | 122 ++++++++++++++++++ {customers => marketing}/newsletter-forms.mdx | 11 +- {customers => marketing}/notifications.mdx | 18 +++ payments/donations.mdx | 29 ++--- payments/stripe.mdx | 18 +++ point-of-sale/card-readers.mdx | 3 +- point-of-sale/custom-pricing.mdx | 1 + point-of-sale/overview.mdx | 1 + point-of-sale/shop-products.mdx | 1 + pricing/discount-codes.mdx | 1 + pricing/gift-cards.mdx | 15 +++ pricing/memberships-and-passes.mdx | 1 + settings/business-settings.mdx | 45 +++++++ settings/kit-management.mdx | 74 +++++++++++ settings/locations.mdx | 72 +++++++++++ settings/qualifications.mdx | 58 +++++++++ settings/refund-policies.mdx | 59 +++++++++ staff/auto-timesheets.mdx | 1 + staff/management.mdx | 8 ++ 35 files changed, 651 insertions(+), 36 deletions(-) create mode 100644 marketing/email-campaigns.mdx rename {customers => marketing}/newsletter-forms.mdx (81%) rename {customers => marketing}/notifications.mdx (70%) create mode 100644 settings/business-settings.mdx create mode 100644 settings/kit-management.mdx create mode 100644 settings/locations.mdx create mode 100644 settings/qualifications.mdx create mode 100644 settings/refund-policies.mdx diff --git a/activities/activities.mdx b/activities/activities.mdx index 234315a..711f286 100644 --- a/activities/activities.mdx +++ b/activities/activities.mdx @@ -1,6 +1,7 @@ --- title: Activities description: Create and manage courses, hires, and events that customers can book. +keywords: ['activities', 'courses', 'hires', 'events', 'scheduling', 'capacity', 'add-ons'] --- Activities are the core bookable items in Sailia. You create activities to represent anything customers can reserve — from surf lessons and kayak hires to multi-day events. Each activity has its own schedule, pricing, capacity, and staffing configuration. @@ -74,6 +75,10 @@ Add-ons appear during the checkout flow and are included in the order total. The If you use the [Xero accounting sync](/integrations/accounting-sync), assign an accounting category to each activity. This determines how revenue from the activity is categorized on Xero invoices, including the correct VAT rate and account code. +## Refund policies + +Assign a [refund policy](/settings/refund-policies) to each activity to define the cancellation terms. The policy terms are displayed to customers during the booking process. + ## Related guides @@ -83,4 +88,10 @@ If you use the [Xero accounting sync](/integrations/accounting-sync), assign an Manage demand when activities are fully booked. + + Track equipment that determines activity capacity. + + + Set cancellation terms for your activities. + diff --git a/activities/managing-bookings.mdx b/activities/managing-bookings.mdx index 8baa15b..1777334 100644 --- a/activities/managing-bookings.mdx +++ b/activities/managing-bookings.mdx @@ -1,6 +1,7 @@ --- title: Managing bookings description: View, edit, and manage customer bookings across all sales channels. +keywords: ['manage bookings', 'edit booking', 'cancel booking', 'refund', 'booking dashboard', 'attendees'] --- All bookings — whether made online, through the [point of sale](/point-of-sale/overview), via the [Adventuro](/integrations/adventuro) marketplace, or the API — flow into a single bookings dashboard. From here you can track every reservation, update attendee details, process cancellations, and monitor payment status. diff --git a/activities/online-bookings.mdx b/activities/online-bookings.mdx index 1bbf257..605be63 100644 --- a/activities/online-bookings.mdx +++ b/activities/online-bookings.mdx @@ -1,6 +1,7 @@ --- title: Online bookings description: Accept and manage customer bookings through your online booking page. +keywords: ['online bookings', 'booking page', 'checkout', 'basket', 'reservations', 'availability'] --- Your Sailia booking page is where customers browse activities, select sessions, and complete their purchase online. Every booking flows into a shared order system that tracks payment status, attendee details, and any add-ons. @@ -71,6 +72,23 @@ After a successful booking: 3. Assigned staff see the booking on their schedule. 4. If [workflows](/integrations/workflows) are configured, any automated follow-up emails are queued. +## Troubleshooting + + + + Check that the activity is published and has future sessions with remaining capacity. Unpublished activities and sessions with zero availability do not appear on the booking page. + + + Verify your booking page link is correct. If you recently made changes to your account, allow a few minutes for updates to propagate. Try clearing the browser cache or opening the link in an incognito window. + + + Confirm the code is active, has not exceeded its usage limit, and applies to the products in the basket. Check the [discount code settings](/pricing/discount-codes) for date restrictions, product eligibility, and other limits. + + + Verify the email address on the booking is correct. The customer should check their spam folder. You can resend the confirmation from the [booking details](/activities/managing-bookings). + + + ## Related guides diff --git a/activities/waitlists.mdx b/activities/waitlists.mdx index 6e4978c..aa74ec7 100644 --- a/activities/waitlists.mdx +++ b/activities/waitlists.mdx @@ -1,6 +1,7 @@ --- title: Waitlists description: Let customers join a waitlist when an activity session is fully booked. +keywords: ['waitlist', 'fully booked', 'sold out', 'waiting list', 'cancellation', 'notification'] --- When an activity session reaches capacity, waitlists give customers a way to register their interest and get notified if a spot opens up. This helps you capture demand you would otherwise lose and fill cancellations automatically. diff --git a/api-reference/introduction.mdx b/api-reference/introduction.mdx index 2ee8124..350dec2 100644 --- a/api-reference/introduction.mdx +++ b/api-reference/introduction.mdx @@ -1,6 +1,7 @@ --- title: API introduction description: Get started with the Sailia REST API. +keywords: ['API', 'REST API', 'authentication', 'endpoints', 'developer', 'integration'] --- The Sailia API gives you programmatic access to bookings, baskets, products, usage meters, and more. All endpoints are served over HTTPS and return JSON responses. diff --git a/api-reference/meter-tracking.mdx b/api-reference/meter-tracking.mdx index 098dd75..ad9b148 100644 --- a/api-reference/meter-tracking.mdx +++ b/api-reference/meter-tracking.mdx @@ -1,6 +1,7 @@ --- title: Meter usage tracking description: Record and query metered usage events to monitor consumption across your account. +keywords: ['meters', 'usage tracking', 'billing', 'consumption', 'events', 'analytics', 'monitoring'] --- Meter usage tracking lets you record consumption events against named meters and retrieve aggregated summaries over a date range. Use it to monitor resource usage, track billable activity, or build internal dashboards around any metric you define. diff --git a/customers/file-uploads.mdx b/customers/file-uploads.mdx index 7c23cc5..4637ee6 100644 --- a/customers/file-uploads.mdx +++ b/customers/file-uploads.mdx @@ -1,6 +1,7 @@ --- title: File uploads description: Upload profile images and waiver attachments as a logged-in user. +keywords: ['file upload', 'profile image', 'attachment', 'document upload', 'supported file types'] --- Logged-in users can upload files directly through Sailia — including profile images and waiver attachments. Uploads are validated for file type and size before being stored, so you do not need to manage file hosting separately. diff --git a/customers/overview.mdx b/customers/overview.mdx index e760d3f..34c280f 100644 --- a/customers/overview.mdx +++ b/customers/overview.mdx @@ -1,6 +1,7 @@ --- title: Customer management description: View and manage your customer accounts, profiles, and booking history. +keywords: ['customers', 'customer profiles', 'booking history', 'accounts', 'customer dashboard'] --- Sailia automatically creates customer records when people book activities or make purchases. The customer dashboard gives you a central place to view profiles, track booking history, and manage account details. @@ -84,4 +85,7 @@ If the customer does not have an account, the POS creates a booking with the att Manage customer memberships and prepaid passes. + + Send targeted campaigns and newsletters to your customers. + diff --git a/customers/waivers.mdx b/customers/waivers.mdx index 6e5f475..7c8974d 100644 --- a/customers/waivers.mdx +++ b/customers/waivers.mdx @@ -1,6 +1,7 @@ --- title: Waivers description: Collect signed waivers and supporting documents from customers before activities. +keywords: ['waiver', 'consent form', 'digital signature', 'terms and conditions', 'liability', 'documents'] --- Waivers let you collect acknowledgements, consent forms, and supporting documents from customers before they attend an activity. You can require waivers at the time of booking or allow customers to complete them later. diff --git a/docs.json b/docs.json index c4848cc..0d38588 100644 --- a/docs.json +++ b/docs.json @@ -52,16 +52,23 @@ "pages": [ "customers/overview", "customers/waivers", - "customers/notifications", - "customers/newsletter-forms", "customers/file-uploads" ] }, + { + "group": "Marketing", + "pages": [ + "marketing/email-campaigns", + "marketing/notifications", + "marketing/newsletter-forms" + ] + }, { "group": "Staff and operations", "pages": [ "staff/management", - "staff/auto-timesheets" + "staff/auto-timesheets", + "settings/qualifications" ] }, { @@ -71,6 +78,15 @@ "payments/donations" ] }, + { + "group": "Settings", + "pages": [ + "settings/business-settings", + "settings/locations", + "settings/kit-management", + "settings/refund-policies" + ] + }, { "group": "Integrations", "pages": [ @@ -175,6 +191,14 @@ { "source": "/staff-and-operations/auto-timesheets", "destination": "/staff/auto-timesheets" + }, + { + "source": "/customers/notifications", + "destination": "/marketing/notifications" + }, + { + "source": "/customers/newsletter-forms", + "destination": "/marketing/newsletter-forms" } ], "footer": { diff --git a/getting-started/overview.mdx b/getting-started/overview.mdx index 2036277..5d636ba 100644 --- a/getting-started/overview.mdx +++ b/getting-started/overview.mdx @@ -1,6 +1,7 @@ --- title: Platform overview description: Understand the key parts of Sailia and how they work together. +keywords: ['overview', 'platform', 'getting started', 'features', 'how it works'] --- Sailia is a booking and operations platform for activity providers. It handles everything from online bookings and point-of-sale transactions to staff scheduling, payments, and accounting. @@ -23,15 +24,23 @@ Sailia gives you flexible pricing tools. Create [discount codes](/pricing/discou ## Customers -[Manage your customers](/customers/overview) from a central dashboard — view booking history, check membership status, and track waiver completion. Sailia sends [automated notifications](/customers/notifications) for booking confirmations, waitlist updates, and membership renewals. Collect signed [waivers](/customers/waivers) and supporting documents before activities, with support for digital signatures, checkboxes, and [file uploads](/customers/file-uploads). +[Manage your customers](/customers/overview) from a central dashboard — view booking history, check membership status, and track waiver completion. Sailia sends [automated notifications](/marketing/notifications) for booking confirmations, waitlist updates, and membership renewals. Collect signed [waivers](/customers/waivers) and supporting documents before activities, with support for digital signatures, checkboxes, and [file uploads](/customers/file-uploads). + +## Marketing + +Reach your customers with [email campaigns](/marketing/email-campaigns) — targeted newsletters and promotional emails sent directly from Sailia. Grow your audience with embedded [newsletter signup forms](/marketing/newsletter-forms) on your website. Sailia includes 10,000 free emails per month. ## Staffing -[Manage your team](/staff/management) by assigning staff to bookings, setting pay rates, and controlling permissions. Let Sailia [generate timesheets automatically](/staff/auto-timesheets) from scheduled work. Staff see their upcoming shifts and you get accurate payroll data without manual entry. +[Manage your team](/staff/management) by assigning staff to bookings, setting pay rates, and controlling permissions. Define [qualifications](/settings/qualifications) to track instructor certifications. Let Sailia [generate timesheets automatically](/staff/auto-timesheets) from scheduled work. Staff see their upcoming shifts and you get accurate payroll data without manual entry. ## Payments -Sailia processes [payments through Stripe](/payments/stripe) — handling online checkouts, POS card payments, refunds, and payouts. +Sailia processes [payments through Stripe](/payments/stripe) — handling online checkouts, POS card payments, refunds, and payouts. Set up [refund policies](/settings/refund-policies) to define cancellation terms for each activity. + +## Settings + +Configure your [business details](/settings/business-settings), set up [locations](/settings/locations) for your sites, and track [equipment inventory](/settings/kit-management) across locations. Locations link activities, card readers, and kit to specific sites. ## Integrations diff --git a/getting-started/setup-checklist.mdx b/getting-started/setup-checklist.mdx index 9b7eb51..dfe33a3 100644 --- a/getting-started/setup-checklist.mdx +++ b/getting-started/setup-checklist.mdx @@ -1,6 +1,7 @@ --- title: Quick setup checklist description: A step-by-step checklist to configure your Sailia account and start taking bookings. +keywords: ['setup', 'checklist', 'onboarding', 'configuration', 'go live', 'getting started'] --- Use this checklist to make sure you have everything configured before you go live. @@ -12,6 +13,14 @@ You need an active Sailia account. If you do not have one yet, contact the Saili ## Checklist + + Set your company name, contact email, phone number, and address in [business settings](/settings/business-settings). These details appear on your booking page and in customer emails. + + + + Create your [locations](/settings/locations) — the physical sites where you run activities. Each location can have its own address, card readers, and kit inventory. + + Create the [courses, hires, and events](/activities/activities) you want to offer. Set capacity limits, schedules, and pricing for each. @@ -21,7 +30,11 @@ You need an active Sailia account. If you do not have one yet, contact the Saili - [Create staff profiles](/staff/management) and assign them to activities. If you want automatic timesheet generation, enable [auto daily timesheets](/staff/auto-timesheets) on each staff member. + [Create staff profiles](/staff/management) and assign them to activities. Define [qualifications](/settings/qualifications) to track instructor certifications. If you want automatic timesheet generation, enable [auto daily timesheets](/staff/auto-timesheets) on each staff member. + + + + Add your equipment to [kit management](/settings/kit-management) and set quantities per location. Enable auto-capacity on activities to let kit availability determine session capacity. @@ -40,6 +53,10 @@ You need an active Sailia account. If you do not have one yet, contact the Saili Create [waivers](/customers/waivers) that customers complete before attending an activity. You can include [file upload fields](/customers/file-uploads) for documents like medical certificates or photo ID. + + Create [refund policies](/settings/refund-policies) to define cancellation terms for your activities. + + Set up [automated email workflows](/integrations/workflows) to send booking confirmations, reminders, and follow-ups without manual effort. @@ -53,7 +70,7 @@ You need an active Sailia account. If you do not have one yet, contact the Saili - Add a [newsletter signup form](/customers/newsletter-forms) to your website to grow your subscriber list and reach customers with marketing campaigns. + Add a [newsletter signup form](/marketing/newsletter-forms) to your website to grow your audience and reach customers with [email campaigns](/marketing/email-campaigns). diff --git a/index.mdx b/index.mdx index 07889ca..1c2b698 100644 --- a/index.mdx +++ b/index.mdx @@ -1,6 +1,7 @@ --- title: Sailia documentation description: Learn how to set up and manage your booking, staffing, and payments with Sailia. +keywords: ['sailia', 'booking software', 'activity booking', 'help center', 'documentation'] --- Find guides and references for every part of Sailia — from taking bookings and managing staff to syncing your accounts and building on the API. @@ -73,17 +74,25 @@ Find guides and references for every part of Sailia — from taking bookings and Collect signed waivers and documents from customers. - - Understand the emails Sailia sends and how to customize them. - - - Embed signup forms on your website to grow your subscriber list. - Accept profile images and waiver attachments from logged-in users. +## Marketing + + + + Create and send targeted email campaigns and newsletters. + + + Understand the automated emails Sailia sends to customers. + + + Embed signup forms on your website to grow your audience. + + + ## Staff and operations @@ -93,6 +102,9 @@ Find guides and references for every part of Sailia — from taking bookings and Automatically generate timesheet entries from scheduled bookings. + + Define instructor certifications and staff competencies. + ## Payments @@ -103,6 +115,23 @@ Find guides and references for every part of Sailia — from taking bookings and +## Settings + + + + Configure your company details, contact info, and tracking. + + + Set up your business locations and manage site-specific settings. + + + Track equipment and kit inventory across locations. + + + Create cancellation and refund policies for activities. + + + ## Integrations diff --git a/integrations/accounting-sync.mdx b/integrations/accounting-sync.mdx index e15f0f2..75f327f 100644 --- a/integrations/accounting-sync.mdx +++ b/integrations/accounting-sync.mdx @@ -1,6 +1,7 @@ --- title: Xero accounting sync description: Automatically sync your Sailia payouts to Xero as categorized invoices. +keywords: ['Xero', 'accounting', 'invoices', 'VAT', 'bookkeeping', 'payout sync', 'tax'] --- Sailia's accounting sync connects your account to [Xero](https://www.xero.com/) and automatically creates invoices for each payout. Every invoice is categorized by VAT rate and account code, marked as paid, and includes a detailed CSV breakdown for reconciliation. diff --git a/integrations/adventuro.mdx b/integrations/adventuro.mdx index 9d459b8..e6f5844 100644 --- a/integrations/adventuro.mdx +++ b/integrations/adventuro.mdx @@ -1,6 +1,7 @@ --- title: Adventuro integration description: Connect Sailia with Adventuro to sell your activities through their online travel agency marketplace. +keywords: ['Adventuro', 'OTA', 'marketplace', 'online travel agency', 'distribution', 'third-party bookings'] --- The Adventuro integration lets you list your Sailia activities on the [Adventuro](https://adventuro.com) marketplace — an online travel agency (OTA) that connects customers with outdoor and adventure experiences. Bookings made through Adventuro are automatically synced into Sailia, so you manage everything from one dashboard. diff --git a/integrations/workflows.mdx b/integrations/workflows.mdx index 686bacf..1bb5388 100644 --- a/integrations/workflows.mdx +++ b/integrations/workflows.mdx @@ -1,6 +1,7 @@ --- title: Automated workflows description: Set up automated email workflows triggered by booking events. +keywords: ['workflows', 'automation', 'email triggers', 'reminders', 'follow-up emails', 'booking events'] --- Workflows let you automate email communications based on events in Sailia. Instead of manually sending reminders, follow-ups, or thank-you messages, you configure triggers and let Sailia handle the rest. diff --git a/marketing/email-campaigns.mdx b/marketing/email-campaigns.mdx new file mode 100644 index 0000000..6b72c98 --- /dev/null +++ b/marketing/email-campaigns.mdx @@ -0,0 +1,122 @@ +--- +title: Email campaigns +description: Create and send targeted email campaigns and newsletters to your audience. +keywords: ['email campaigns', 'newsletters', 'marketing', 'audience', 'email templates', 'bulk email'] +--- + +Email campaigns let you send targeted marketing emails and newsletters directly to your audience from Sailia. You can create campaigns, design emails with the built-in template editor, and track delivery and performance — all without a separate email marketing tool. + +Sailia includes 10,000 free emails per month. For larger audiences, you can upgrade through the communications subscription settings. + +## How campaigns work + +1. You create a campaign and choose a subject line. +2. You design the email content using the template editor or select an existing template. +3. You select an audience segment — all contacts, filtered by activity, location, tag, or membership. +4. You send or schedule the campaign. + +Sailia tracks total emails sent, delivery stats, and per-day volume in the communications overview dashboard. + +## Create a campaign + + + + Navigate to **Communications** in your Sailia dashboard and select the **Campaigns** tab. + + + Click **New Campaign**. Enter a campaign name and subject line. + + + Use the built-in email editor to compose your message. You can start from scratch or select an existing [email template](#email-templates). + + + Choose who receives the campaign. You can send to your entire audience or filter by activity, location, tag, or [membership](/pricing/memberships-and-passes). + + + Review the campaign details, then send immediately or schedule for a later time. + + + +## Audience targeting + +Campaigns can be targeted using audience filters. You can combine multiple filters to narrow your audience: + +| Filter | Description | +| --- | --- | +| **Activity** | Contacts who have booked a specific activity | +| **Location** | Contacts associated with a specific [location](/settings/locations) | +| **Tag** | Contacts with a specific tag applied | +| **Membership** | Contacts with an active [membership](/pricing/memberships-and-passes) | + +Filters can be combined with AND or OR logic to build precise audience segments. + + + Use tags to organize your contacts into groups like "VIP", "returning customers", or "event attendees" for more targeted campaigns. + + +## Email templates + +Templates let you save email designs for reuse across campaigns and [automated workflows](/integrations/workflows). You can create and manage templates from the **Templates** tab in the communications dashboard. + +The email editor supports: + +- Rich text formatting with headings, links, and lists +- Image embedding +- Merge fields for personalization (customer name, booking details) +- Custom HTML for advanced layouts + +## Audience management + +Your audience is managed from the **Audience** tab in the communications dashboard. Contacts are added automatically when customers book activities or make purchases. You can also: + +- **Add contacts manually** — add individual contacts with name and email +- **Bulk import** — upload a CSV file to import contacts in bulk +- **Create signup forms** — embed a [newsletter signup form](/marketing/newsletter-forms) on your website +- **Filter and segment** — use filters to view subsets of your audience + + + Contacts who unsubscribe through the link in your emails are automatically removed from future campaigns. + + +## Monitoring performance + +The communications overview shows: + +- **Total emails sent** — lifetime count across all campaigns and workflows +- **Emails per day** — daily send volume with trend comparison +- **Total SMS sent** — lifetime SMS count (if SMS is enabled) +- **SMS per day** — daily SMS volume with trend comparison +- **Communications over time** — a graph showing send volume trends + +Individual campaign records show the number of recipients, send date, and delivery status. + +## Communications subscription + +Sailia includes 10,000 free emails per month. If you need to send more, you can upgrade your communications plan from the settings. Plans are based on audience size: + +| Contacts | Monthly price | +| --- | --- | +| Up to 2,500 | £45 | +| Up to 5,000 | £50 | +| Up to 10,000 | £75 | +| Up to 15,000 | £100 | +| Up to 20,000 | £120 | +| Up to 30,000 | £175 | +| Up to 50,000 | £275 | +| Up to 100,000 | £500 | + +Optional add-ons: + +- **Remove Sailia branding** — removes the Sailia badge from your emails (£15/month) +- **Better deliverability** — improved email deliverability rates (£15/month) + +## Related guides + + + + Embed signup forms on your website to grow your audience. + + + Send automated emails triggered by booking events. + + diff --git a/customers/newsletter-forms.mdx b/marketing/newsletter-forms.mdx similarity index 81% rename from customers/newsletter-forms.mdx rename to marketing/newsletter-forms.mdx index 3fdc300..b9ecead 100644 --- a/customers/newsletter-forms.mdx +++ b/marketing/newsletter-forms.mdx @@ -1,13 +1,14 @@ --- title: Newsletter signup forms description: Embed a newsletter signup form on your website to grow your subscriber list. +keywords: ['newsletter', 'signup form', 'embed', 'mailing list', 'subscribers', 'email list'] --- You can embed a newsletter signup form on your website so visitors can subscribe to your mailing list directly. Sailia generates the embed code for you — copy it and paste it into your site's HTML. ## How it works -When a visitor fills in your embedded form and submits it, they are automatically added to your audience in Sailia. You can then reach them through [marketing campaigns](/customers/notifications) and [automated workflows](/integrations/workflows). +When a visitor fills in your embedded form and submits it, they are automatically added to your audience in Sailia. You can then reach them through [email campaigns](/marketing/email-campaigns) and [automated workflows](/integrations/workflows). ## Get the embed code @@ -48,10 +49,10 @@ Once the form is live on your website: ## Related guides - - Learn about the automated emails Sailia sends to your customers. + + Send targeted email campaigns and newsletters to your audience. - - Set up triggered email sequences for your subscribers. + + Learn about the automated emails Sailia sends to your customers. diff --git a/customers/notifications.mdx b/marketing/notifications.mdx similarity index 70% rename from customers/notifications.mdx rename to marketing/notifications.mdx index 6ec5396..c0349d9 100644 --- a/customers/notifications.mdx +++ b/marketing/notifications.mdx @@ -1,6 +1,7 @@ --- title: Notifications and emails description: Understand the emails Sailia sends to your customers and how to customize them. +keywords: ['notifications', 'emails', 'confirmation email', 'automated emails', 'booking confirmation', 'email delivery'] --- Sailia sends automated emails to keep customers informed about their bookings. These range from booking confirmations to waitlist notifications and workflow-triggered messages. @@ -51,9 +52,26 @@ You can resend booking confirmation emails from the [booking details](/activitie Resending a confirmation sends the same email template with the current booking details. If the booking has been modified since the original confirmation, the resent email reflects the latest information. +## Troubleshooting + + + + Ask the customer to check their spam or junk folder. If the email is not there, verify their email address in the booking details and resend the confirmation. Some email providers delay delivery — wait a few minutes before resending. + + + Check that the workflow is enabled in the [workflows dashboard](/integrations/workflows). If it was recently disabled and re-enabled, emails already queued before the disable may not be resent. Also verify the trigger conditions match the booking type. + + + This can happen if a confirmation was manually resent while a workflow email was also queued for the same event. Review your workflow triggers to avoid overlapping with built-in automatic emails. + + + ## Related guides + + Send targeted email campaigns and newsletters. + Set up custom email workflows triggered by booking events. diff --git a/payments/donations.mdx b/payments/donations.mdx index 69f99b0..0109255 100644 --- a/payments/donations.mdx +++ b/payments/donations.mdx @@ -1,6 +1,7 @@ --- title: Donations description: Accept charity donations at checkout with optional Gift Aid support. +keywords: ['donations', 'charity', 'Gift Aid', 'HMRC', 'checkout', 'export'] --- You can add a donation prompt to your checkout flow, giving customers the option to contribute to a charity of your choice when completing a booking. If you operate in the UK, you can also enable Gift Aid to increase the value of each donation by 25%. @@ -61,21 +62,13 @@ Donations appear as line items in the basket and are included in your standard f ## Exporting donations -You can export donation data as a CSV file from the financial dashboard. The export includes only successful donations and contains all the details you need for reporting or Gift Aid claims. +You can export a dedicated report of all successful donations for a given date range. The donation export is separate from the general basket and product exports, and includes the full Gift Aid details you need for HMRC submissions. - - - Go to the financial dashboard and click the export button. - - - Choose a start and end date to filter donations by when they were purchased. You can also use the quick-select options for common ranges like today, last seven days, or month to date. - - - Click **Export donations** to download the CSV file. - - +To export donations, go to your **Finances** page and select the **Donations** export type. Choose a start and end date, then download the report. -The exported CSV includes the following columns: +### Exported fields + +Each row in the export represents a single donation line item and includes the following columns: | Column | Description | | --- | --- | @@ -99,9 +92,13 @@ The exported CSV includes the following columns: | `donor_postcode` | Donor's postcode | | `donor_country` | Donor's country | - - The Gift Aid fields (`donor_title` through `donor_country`) are populated only when the donor opted into Gift Aid. Use this export to prepare your Gift Aid claims for HMRC. - + + The donation export only includes successful baskets. Pending, expired, or failed transactions are excluded. + + +### Using the export for Gift Aid claims + +The donation export contains all the fields required by HMRC for Gift Aid claims. Filter the export by `is_gift_aid = yes` to extract only Gift Aid-eligible donations, then use the donor name, address, and declaration fields to prepare your submission. ## Related guides diff --git a/payments/stripe.mdx b/payments/stripe.mdx index 0bb9e82..3bcb191 100644 --- a/payments/stripe.mdx +++ b/payments/stripe.mdx @@ -1,6 +1,7 @@ --- title: Payments and Stripe description: Process payments, manage refunds, and handle payouts with Stripe. +keywords: ['payments', 'Stripe', 'refunds', 'payouts', 'card payments', 'payment processing', 'fees'] --- Sailia uses [Stripe](https://stripe.com) as its payment processor. All online and card-based POS transactions flow through your connected Stripe account, giving you a single place to manage charges, refunds, and payouts. @@ -62,6 +63,23 @@ You can process refunds from the booking details in your dashboard: Stripe charges a processing fee on each transaction. The fee is deducted from the payout before it reaches your bank account. If you use the [accounting sync](/integrations/accounting-sync), fees are mapped to a dedicated Xero account code for accurate bookkeeping. +## Troubleshooting + + + + Ask the customer to check their card details and try again. Common causes include insufficient funds, expired cards, or bank-side fraud blocks. If the issue persists, the customer should contact their bank. + + + Refunds typically take 5-10 business days to appear. Check the Stripe dashboard to confirm the refund was processed. If it shows as successful in Stripe, advise the customer to wait or contact their bank. + + + Verify your bank account details in Stripe. Payouts follow Stripe's schedule (typically daily or weekly). Check the Stripe dashboard for any holds or failed payout notifications. + + + Navigate to your payment settings and click **Connect to Stripe**. If you previously disconnected, you may need to re-authorize. Ensure your Stripe account has completed identity verification. + + + ## Related guides diff --git a/point-of-sale/card-readers.mdx b/point-of-sale/card-readers.mdx index e46af20..242216d 100644 --- a/point-of-sale/card-readers.mdx +++ b/point-of-sale/card-readers.mdx @@ -1,6 +1,7 @@ --- title: Card readers description: Connect a Stripe card reader to accept in-person card payments at the point of sale. +keywords: ['card reader', 'Stripe Terminal', 'tap to pay', 'chip', 'contactless', 'in-person payment'] --- Sailia integrates with [Stripe Terminal](https://stripe.com/terminal) to accept in-person card payments through physical card readers. Once connected, staff can process tap, chip, and swipe payments directly from the [point of sale](/point-of-sale/overview). @@ -10,7 +11,7 @@ Sailia integrates with [Stripe Terminal](https://stripe.com/terminal) to accept Before setting up a card reader, make sure you have: - A connected [Stripe account](/payments/stripe) -- At least one [location](/staff/management) configured in Sailia +- At least one [location](/settings/locations) configured in Sailia - A compatible Stripe Terminal card reader with its registration code ## Register a card reader diff --git a/point-of-sale/custom-pricing.mdx b/point-of-sale/custom-pricing.mdx index 73ebfb6..7d67dd7 100644 --- a/point-of-sale/custom-pricing.mdx +++ b/point-of-sale/custom-pricing.mdx @@ -1,6 +1,7 @@ --- title: Custom pricing description: Allow POS operators to set custom prices on shop products at the point of sale. +keywords: ['custom pricing', 'variable price', 'price override', 'POS pricing', 'manual price'] --- Custom pricing lets you override the default price of a shop product when selling through the POS. This is useful for products where the price varies — items sold by weight, negotiated prices, or situational discounts that don't fit a standard discount code. diff --git a/point-of-sale/overview.mdx b/point-of-sale/overview.mdx index 8402e12..761b381 100644 --- a/point-of-sale/overview.mdx +++ b/point-of-sale/overview.mdx @@ -1,6 +1,7 @@ --- title: Point of sale description: Sell products, process walk-in bookings, and manage in-person transactions. +keywords: ['POS', 'point of sale', 'walk-in', 'till', 'cash', 'in-person', 'terminal'] --- The Sailia point of sale (POS) lets you handle in-person transactions — from walk-in activity bookings to shop product sales. It runs in your browser and gives staff a fast way to add items, apply discounts, and take payment on the spot. diff --git a/point-of-sale/shop-products.mdx b/point-of-sale/shop-products.mdx index 0832c1f..8018267 100644 --- a/point-of-sale/shop-products.mdx +++ b/point-of-sale/shop-products.mdx @@ -1,6 +1,7 @@ --- title: Shop products description: Set up and sell physical and digital products through your online shop and POS. +keywords: ['shop', 'products', 'merchandise', 'variants', 'inventory', 'online shop'] --- Shop products are items you sell alongside your activities — things like merchandise, equipment, food, and digital downloads. They can be purchased through your online booking page or the [point of sale](/point-of-sale/overview). diff --git a/pricing/discount-codes.mdx b/pricing/discount-codes.mdx index 4c6b44d..a68c59f 100644 --- a/pricing/discount-codes.mdx +++ b/pricing/discount-codes.mdx @@ -1,6 +1,7 @@ --- title: Discount codes description: Create and manage discount codes with usage limits, product restrictions, and tiered pricing. +keywords: ['discount', 'promo code', 'coupon', 'percentage off', 'early bird', 'surge pricing', 'usage limits'] --- Discount codes let you offer fixed-amount or percentage-based discounts on bookings, shop products, activity passes, memberships, and add-ons. You control how many times a code can be used, which products it applies to, and whether it stacks with other discounts. diff --git a/pricing/gift-cards.mdx b/pricing/gift-cards.mdx index d5994e8..8021fc6 100644 --- a/pricing/gift-cards.mdx +++ b/pricing/gift-cards.mdx @@ -1,6 +1,7 @@ --- title: Gift cards description: Sell and redeem gift cards for bookings and shop purchases. +keywords: ['gift card', 'voucher', 'stored value', 'redeem', 'gift certificate', 'balance'] --- Gift cards let customers purchase a stored-value card that can be redeemed against future bookings and shop purchases. They work both online and through the [point of sale](/point-of-sale/overview). @@ -36,6 +37,20 @@ Customers enter their gift card code at checkout. The card balance is applied to If you use [Xero accounting sync](/integrations/accounting-sync), gift card redemptions are mapped to a dedicated Xero account code. This is configured separately from your standard product categories — see the gift card mapping in your [accounting sync settings](/integrations/accounting-sync#map-categories-to-xero). +## Troubleshooting + + + + Check that the code is entered exactly as it appears in the delivery email (codes are case-sensitive). Verify the card has a remaining balance and has not expired. + + + Confirm the recipient email address is correct. The customer should check their spam folder. You can resend the gift card from the order details in your dashboard. + + + Gift card balances are reduced each time they are used. If the remaining balance seems wrong, check the transaction history to see all past redemptions against that card. + + + ## Related guides diff --git a/pricing/memberships-and-passes.mdx b/pricing/memberships-and-passes.mdx index 1cd9574..ebcb867 100644 --- a/pricing/memberships-and-passes.mdx +++ b/pricing/memberships-and-passes.mdx @@ -1,6 +1,7 @@ --- title: Memberships and activity passes description: Offer recurring memberships and prepaid activity pass bundles to your customers. +keywords: ['membership', 'subscription', 'activity pass', 'prepaid', 'recurring billing', 'pass bundle'] --- Memberships and activity passes give customers flexible ways to pay for your activities beyond one-off bookings. Memberships provide ongoing access with recurring billing, while activity passes let customers prepay for a bundle of sessions. diff --git a/settings/business-settings.mdx b/settings/business-settings.mdx new file mode 100644 index 0000000..e9bc02e --- /dev/null +++ b/settings/business-settings.mdx @@ -0,0 +1,45 @@ +--- +title: Business settings +description: Configure your company details, contact information, and tracking settings. +keywords: ['business settings', 'company details', 'Google Tag Manager', 'GTM', 'contact info', 'payout account'] +--- + +Business settings control the core details about your company that appear across Sailia — on your booking page, in customer emails, and on invoices. Keep these up to date so customers and integrations have the correct information. + +## Configure your business details + +Navigate to **Settings** > **Business Settings** to view and edit the following: + +| Setting | Description | +| --- | --- | +| **Company name** | Your business name, displayed on the booking page and in emails | +| **Contact email** | The public email address customers can use to reach you | +| **Contact phone** | Your business phone number | +| **Website URL** | Your company website, linked from the booking page | +| **Business address** | Your primary business address | +| **GTM Container ID** | Your Google Tag Manager container ID for tracking and analytics | + +To update any field, click on the setting card, enter the new value, and save. + +## Google Tag Manager + +If you use Google Tag Manager for analytics, conversion tracking, or marketing pixels, enter your GTM Container ID (e.g. `GTM-XXXXXXX`) in the business settings. Sailia injects the GTM snippet into your booking page automatically, so your tags fire on all customer-facing pages. + + + Changes to your GTM Container ID take effect immediately on your booking page. Test your tags after updating to ensure they fire correctly. + + +## Payout account + +Your payout account settings determine where Stripe sends your earnings. This is configured during [Stripe setup](/payments/stripe) and can be reviewed from the business settings page. + +## Related guides + + + + Connect Stripe and manage payout settings. + + + Set up individual location addresses and details. + + diff --git a/settings/kit-management.mdx b/settings/kit-management.mdx new file mode 100644 index 0000000..0c7c80a --- /dev/null +++ b/settings/kit-management.mdx @@ -0,0 +1,74 @@ +--- +title: Kit management +description: Track equipment and kit inventory across your locations. +keywords: ['kit', 'equipment', 'inventory', 'auto-capacity', 'resources', 'kit locker'] +--- + +Kit management lets you track equipment and resources across your [locations](/settings/locations). You can define kit items, assign them to activity types, and monitor quantities at each site. Sailia uses kit quantities to help manage activity capacity — if you enable auto-capacity, available kit directly determines how many customers can book. + +## How kit management works + +1. You create kit items (e.g. "Wetsuit", "Kayak", "Surfboard") and assign them to activity types. +2. You set quantities for each kit item at each location. +3. When customers book activities, Sailia tracks which kit is allocated. +4. If auto-capacity is enabled, activity capacity adjusts based on available kit. + +## Create a kit item + + + + Navigate to your kit management section from the main dashboard. + + + Click **Add Kit** and enter the kit name (e.g. "Wetsuit", "Paddleboard"). + + + Select which activity types use this kit. This links the kit to those activities for capacity calculations. + + + For each [location](/settings/locations), set the number of this kit item available. Open the location's kit locker to adjust quantities. + + + +## Kit locker + +The kit locker is a per-location view of all kit items and their quantities. You access it from the location card on the kit dashboard. + +From the kit locker, you can: + +- View all kit items at that location with current quantities +- Increase or decrease quantities +- See which activity types each kit item is linked to + +### Quantity conflict detection + +When you change a kit quantity, Sailia checks for potential conflicts with existing bookings. If reducing the quantity would cause overbooking (more customers booked than kit available), you receive a warning before the change is applied. + + + Reducing kit quantities can impact activities with auto-capacity enabled. Always review the conflict warning before confirming a quantity change. + + +## Auto-capacity + +When auto-capacity is enabled on an activity, the maximum number of participants is determined by the available kit at the activity's location. If an activity requires a wetsuit and a surfboard, the capacity is the minimum of the two kit quantities. + +This means: + +- Adding more kit increases capacity automatically +- Removing kit reduces capacity and may trigger overbooking warnings +- Kit quantities are checked in real time during booking + + + Auto-capacity only applies to activities that are linked to kit items. Activities without kit assignments use the manually set capacity. + + +## Related guides + + + + Set up the locations where your kit is stored. + + + Create activities and link them to kit items for auto-capacity. + + diff --git a/settings/locations.mdx b/settings/locations.mdx new file mode 100644 index 0000000..2a6f840 --- /dev/null +++ b/settings/locations.mdx @@ -0,0 +1,72 @@ +--- +title: Locations +description: Set up business locations to organize activities, staff, kit, and card readers by site. +keywords: ['locations', 'venues', 'sites', 'address', 'multi-location', 'business locations'] +--- + +Locations represent the physical sites where you operate — a surf school, kayak centre, or any venue where you run activities. Each location can have its own address, [card readers](/point-of-sale/card-readers), and [kit inventory](/settings/kit-management). + +## Why locations matter + +Locations are used across Sailia to organize your operations: + +- **Activities** are linked to locations so customers see where they need to go +- **Card readers** are registered to a specific location for POS payments +- **Kit** is tracked per location so you know what equipment is available at each site +- **Staff** can be assigned to activities at specific locations +- **Audience filters** let you target [email campaigns](/marketing/email-campaigns) by location + +## Create a location + + + + Navigate to your location management section in Sailia. + + + Click **Add Location** and enter the location name. + + + Enter the full business address including street, city, postcode, and country. This address appears on your booking page and in customer communications. + + + Add a photo of the location to help customers identify the venue. + + + Save the location. You can now link activities, card readers, and kit to this site. + + + +## Edit a location + +You can update a location's name, address, and image at any time from the location settings. Changes are reflected across all linked activities and bookings. + +## Card readers per location + +Each [card reader](/point-of-sale/card-readers) is registered to a specific location. When you set up a reader, you choose which location it belongs to. This ensures POS payments are associated with the correct site. + +If you have multiple locations, register a card reader at each one to accept in-person payments at every site. + +## Kit management + +Each location has its own [kit inventory](/settings/kit-management). You can track equipment quantities per location and manage kit availability for activities at that site. + +To view a location's kit inventory, open the location and select **Kit Locker**. From here you can: + +- View all kit items and their quantities at this location +- Adjust quantities (with conflict detection for overbooking) +- Add new kit items + + + Changing kit quantities can affect activity capacities if you use auto-capacity. Sailia warns you about potential overbooking conflicts before applying changes. + + +## Related guides + + + + Register card readers at your locations. + + + Track equipment inventory across locations. + + diff --git a/settings/qualifications.mdx b/settings/qualifications.mdx new file mode 100644 index 0000000..da44593 --- /dev/null +++ b/settings/qualifications.mdx @@ -0,0 +1,58 @@ +--- +title: Qualifications +description: Define staff qualifications and track instructor certifications. +keywords: ['qualifications', 'certifications', 'instructor', 'competency', 'compliance', 'credentials'] +--- + +Qualifications let you define the certifications and competencies required for your activities. You can create qualification types and assign them to staff members to ensure the right people are leading the right activities. + +Sailia supports two qualification categories: + +| Category | Description | +| --- | --- | +| **Instructor** | Certifications required to lead or instruct activities (e.g. surf instructor level 2, first aid) | +| **Personal competency** | Skills or competencies that staff need for specific roles or tasks | + +## Create a qualification + + + + Navigate to **Settings** and select the **Qualifications** tab. + + + Click **Add Qualification** and enter the qualification name. + + + Select whether this is an **Instructor** qualification or a **Personal Competency**. + + + Save the qualification. You can now assign it to [staff members](/staff/management). + + + +## Manage qualifications + +From the qualifications settings, you can: + +- View all defined qualifications +- Edit a qualification's name or type +- Delete qualifications that are no longer needed + + + Deleting a qualification removes it from all staff members who have it assigned. This action cannot be undone. + + +## Assign qualifications to staff + +Once qualifications are defined, assign them to individual staff members from their [staff profile](/staff/management). This helps you track which staff members are certified for which activities and ensures compliance with any regulatory requirements. + +## Related guides + + + + Manage staff profiles and assign qualifications. + + + Create activities that require specific qualifications. + + diff --git a/settings/refund-policies.mdx b/settings/refund-policies.mdx new file mode 100644 index 0000000..e9e6936 --- /dev/null +++ b/settings/refund-policies.mdx @@ -0,0 +1,59 @@ +--- +title: Refund policies +description: Create and manage refund policies for your activities and bookings. +keywords: ['refund', 'cancellation', 'refund policy', 'cancellation terms', 'returns'] +--- + +Refund policies define the terms under which customers can receive a refund when they cancel a booking. You can create multiple policies and assign them to different activities, giving you flexibility to set different cancellation terms for different products. + +## Create a refund policy + + + + Navigate to **Settings** and select the **Policies** tab. + + + Click **Add Refund Policy** and enter a name for the policy (e.g. "Standard 48-hour cancellation", "Non-refundable"). + + + Set the cancellation window and refund percentage. For example, a full refund if cancelled more than 48 hours before the activity, or a 50% refund within 24 hours. + + + Save the policy. You can now assign it to activities. + + + +## Assign policies to activities + +When creating or editing an [activity](/activities/activities), select a refund policy to apply. The policy terms are shown to customers during the booking process so they understand the cancellation terms before purchasing. + +## How refunds work + +When a customer requests a cancellation: + +1. Sailia checks the assigned refund policy for the activity. +2. Based on how far in advance the cancellation is made, the policy determines the refund amount (full, partial, or none). +3. If a refund is due, it is processed through [Stripe](/payments/stripe) and returned to the customer's original payment method. + + + Refunds typically take 5–10 business days to appear on the customer's statement, depending on their bank. + + +## Edit or delete a policy + +You can edit a policy's name and terms at any time. Existing bookings that were made under the old terms are not affected — the policy in effect at the time of booking applies. + + + Deleting a refund policy removes it from all activities it was assigned to. Those activities will have no refund policy until you assign a new one. + + +## Related guides + + + + Create activities and assign refund policies. + + + Process refunds through Stripe. + + diff --git a/staff/auto-timesheets.mdx b/staff/auto-timesheets.mdx index 4a9ec6f..61f7d17 100644 --- a/staff/auto-timesheets.mdx +++ b/staff/auto-timesheets.mdx @@ -1,6 +1,7 @@ --- title: Auto daily timesheets description: Automatically generate timesheet entries from scheduled bookings for staff members. +keywords: ['timesheets', 'payroll', 'hours', 'auto-fill', 'staff scheduling', 'time tracking'] --- Auto daily timesheets remove the need for staff to manually log their hours. When enabled on a staff member, Sailia automatically creates timesheet entries each day based on the bookings they are assigned to — including courses, hires, and events. diff --git a/staff/management.mdx b/staff/management.mdx index 97371e9..18dad9b 100644 --- a/staff/management.mdx +++ b/staff/management.mdx @@ -1,6 +1,7 @@ --- title: Staff management description: Add staff members, assign them to activities, and manage pay rates and permissions. +keywords: ['staff', 'employees', 'team', 'pay rates', 'permissions', 'assign staff', 'roles'] --- Sailia's staff management lets you create staff profiles, assign team members to activities, set pay rates, and control what each person can access. Staff see their upcoming shifts on their schedule, and you get structured data for payroll. @@ -58,12 +59,19 @@ Control what each staff member can access in Sailia: Start with minimal permissions and add access as needed. You can update permissions at any time from the staff member's profile. +## Qualifications + +You can track instructor certifications and competencies by assigning [qualifications](/settings/qualifications) to staff members. Define qualification types in settings, then assign them to individual staff profiles. + ## Related guides Automatically generate timesheets from scheduled bookings. + + Define instructor certifications and competencies. + Create activities and assign staff to them.