Feature Updates: Winter 2016

Quickly Register a Participant from the Admin

Centers now have the ability to quickly add a participant to a program without filling in all of their personal information, and bypassing payment. From the program page or from all programs, click ‘quick add reg’. You can then go in and fill in the person’s personal information from the backend and collect payment.

Edit Program ‹ Drala Loft — WordPress

Global Discount Codes

Discount codes can now be set as percentages or fixed amounts. Centers can also control whether to apply the discount codes across programs, or to specific programs.

Manage your master list of discount codes in Reg Settings:

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You can then enable the applicable ‘set per-program’ discount codes from the program page:

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Create and Manage Waiting Lists

You can now allow people to continue signing up once the program is at capacity, and enable a waiting list. You can then decide whether to allow anyone to register once a space opens up or ‘Restrict registration to people on the waiting list’. You can also send a registration link to waiting list members if you would like the highest person on the list to have first priority.

On the program page, under ‘Registration Options’, there is now an option to ‘Enable a Waiting List’ The system either show the number of people on the waiting list, if there is no one, it will say ‘The wait list is empty’.

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View, manage your waiting lists by clicking on the new “Waiting List’ menu item under ‘Programs’.

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If you have a long list of people on your waiting lists, filter them by program, name and whether they’ve been contacted. Bulk email everyone on a specific waiting list or a group of people based on filter criteria.

New Date Options – Hotel and Package Based

You now have increased flexibility in how you set the dates of your programs. There are now 4 different options for setting dates: 1. Fixed dates, 2. Hotel-guest chooses their dates, 3. Package-fixed length and 4. Ongoing-dateless.

1. Fixed Dates

If your retreat has fixed dates, set the start and end dates.

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2. Hotel – guest chooses their dates

If you are operating more like a hotel and allow guests to choose their own dates, select that option from the ‘Dates’ drop down.

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3. Package – fixed length, guest chooses start

If you offer fixed length packaged event, select this option and enter the number of nights included in the package.

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4. Ongoing – dateless

If the retreat is ongoing with no fixed dates, select that option. Ongoing programs will always be displayed and no date will show.

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Feature Updates: Fall 2015

Add seasonal pricing to your lodging options

In addition to the base price for your lodging options, you can now customize the price based on a specified date range. Just click ‘Adjust the price of your lodging’ from your lodging edit page.


Set a quantity for your programs optional items

During registration, your participants can now select how many of each optional item they want. To set the max quantity available per registration for things like massages, meals, etc. adjust the Max Quantity field when adding or editing an optional item.


Allow participants to pay balance due

You can now send participants a guest statement that includes an option to pay the balance due. From the ‘Registrations Transactions’ section on a specific registration, click ‘Email payment request +’ to auto-populate a new email that includes a link to their guest statement, where participants can then pay their balance due.


Returning participants can now login to use credit for upcoming programs

loginIf you’d like to offer your participants a credit for future programs, you can now send participants login details so they have the opportunity to login during their next registration and apply personal credit.

To do this, follow these steps:

On an individual registration, click ‘Create/match to use →’ to connect the user to a ‘person’. This gives you the ability to apply personal credit.

Once you’ve done that, you can now add personal credit from this same page. Go ahead and do that if you haven’t yet.

Finally, if you’d like to send participant login credentials to apply credit to their next registration, click ‘Send login details to Person Name +’ on their registration page. This will email the participant their username and password, allowing them to view their current credit and login while registering to apply credit to the program they are registering for.

Add or change a participants credit card

If your participant didn’t provide payment details during registration, or their details have changed, you can now add or change the credit card on file from the participant registration page. To do this, head over to a registration and from the ‘Registration Transactions’ section, you will now see a button called ‘Add/Change Credit Card +’.


Suggest a feature

If we still haven’t built what you’re hoping for, feel free to suggest a new feature by clicking on Suggest a feature at the bottom left of your administration panel.

Program catalog widget

If your website isn’t built with WordPress, but you’d like to list all your programs on your own website, we have just released an embed code that let’s you list all your programs dynamically on your website.  This will automatically list all your programs and allow users to view the details of each one. Contact us for more information about setting this up.

Multiple participants per room

You can now specify how many registrations can be applied to each room. This makes it easier to manage roommates and room assignment.


Alternate retreat page

If you’re hosting the descriptions of your retreats on your own site and would prefer to link to this page instead of ours, you can now specify the url to this page so your participants can find their way back to the original retreat description.



Feature Update: Room Selection, Multi-Use Rooms, Dashboard Stats..

Updated Layout for Lodging

With so many attractive lodging choices, we felt that they deserved a little more attention!  Room selection has now been updated on the registration form, bringing more focus to the images for each lodging type. Check it out!

Screen Shot 2015-08-26 at 2.51.46 PMThanks Alternavida for providing such a great example of how beautiful this can be !

Multi-use Rooms

Some rooms are not created equal. One room can be sold as a single, double, or triple. Now after your requests, your rooms can be booked as any occupancy that you need. All the possibilities will show up in the front side to the customer, as soon as one of the room states is booked that room gets pulled out of the room inventory.

To add a second person in the room, simply allow them to book in to the room and then manually add them. Simple as that.
To use this, first set up the lodging types that you have (single, double, triple etc.). Then create your rooms. Assign your rooms to a default lodging type (r.g., room # 2 is usually used as a double) then set the alternate states that room can be booked as. Then until that room is booked, all possibilities will show up to the customer.
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Dashboard Stats

We have now added registration statistics to the administrator dashboard!  Quickly view registration volume for the last 30 days, representing how many registrations you’ve received in the last 30 days. Stay tuned for future updates to the dashboard 😉

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Move Registrations



And a few others..

  1. Customize bulk email messages by using the template codes provided.
  2. Improved transaction listing: Transactions can now be filtered by payment type (Credit Card, Cash, etc.).

Feature update – June 2015

Each month we roll out new features large and small. Below are a list of the new features we added to our Retreat Booking Guru software this last month. Enjoy!


Quickly charge balance due

Now there is one simple step to collecting any balance due via Credit Card.  On a person’s registration profile, just click “Charge balance due” and receive the balance in your account.

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Improved email communication

Now there are more ways to automatically communicate to your participants when important things happen.  In addition to the email that is automatically sent when a person registers we added the following:

Special notices now give you the ability to send a special notice along with the registration email for each program.  All retreats are not created equal, and now you can send different welcome and registration info for different retreats.

Schedule an email that gets sent to registrants any time before a program begins.  This email is changeable per program.  Use it to send specific instructions on practice, diet, getting here, reminders etc.

You will find these new features at the bottom of all of the program pages.

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Send and track messages to your participants right from any registration profile.  Just click into the registration of the person you would like to contact and scroll to the bottom right to send a message quickly from your dashboard.  All messages you send are tracked below so you can keep your communication organized.

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Send Payment and Cancellation emails automatically. When you process a payment or cancel a registration, you have the option to email the participant with all the financial details and a custom message from you.  View and update these email templates in your Reg. Settings > Email panel.

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Detailed searching

Sometimes you need to sort though your registrations to answer questions like: ‘who needs an airport pick up?’ or “who has diet issues?”  Now you can find the data you need easily.  Just go to any question you would like to search (in Questions menu) and check the box where you want the data to show up.

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Then go to the Registrations or People list page and see the question at the top of the list.

Hint: on the Registrations or People page, click the Screen Options tab to turn on or off the questions you want to see.

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Making things easier to find.

No we can’t help you with your car keys, but we can make things like Questions and Rooms easier to find!  We rearranged and renamed a few common items to make them more intuitive and easier to locate.

  • Questions (a.k.a custom fields) is now in the main navigation bar.
  • Lodging Types is now under Rooms
  • Transactions (formerly Finance) has been renamed.

Ok, not very exciting news, but hopefully this makes things easier for you.


Get reminded who has not paid a deposit

We’ve created a special report to show you who has registered but not yet paid anything. You can find this report under Reports > Payment Pending Registrations (Aging). We email you this report every Monday and Thursday. This is just a helpful reminder to keep you on top of your finances – there are direct links to the registrations so you can follow up easily.

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We want to send a shoutout and thank you to the Temple of the Way of Light for co-funding some of these new features!

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"Our communication and efficiency has greatly improved with Retreat Booking Guru now that we have the ability to accept credit cards online and schedule automatic notification emails."

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Karin Gringas
Temple of the Way of Light

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