Skip to main content

Managing Bookings

The bqqk booking system streamlines the entire process from initial inquiry to completed visit and payment. This guide covers everything you need to know about managing your bookings as an author.

Availability Calendar​

Your availability calendar is essential for receiving bookings. Institutions can only request dates you've marked as available.

Setting Your Availability​

  1. Access your calendar from your author dashboard
  2. Click on dates to set their status:
    • Available — Open for bookings
    • Unavailable — Blocked (travel, personal, etc.)
    • Tentative — Potentially available, requires confirmation

Recurring Availability​

Save time by setting recurring patterns:

  • Block specific days of the week (e.g., no visits on Mondays)
  • Set date ranges for extended unavailability (summer break, holidays)
  • Adjust individual dates as needed

Calendar Sync​

Optionally sync your bqqk calendar with external calendars:

  • Google Calendar
  • Outlook
  • Other calendar apps

This helps prevent double-bookings and keeps your schedule in one place.

Receiving Booking Requests​

When an institution wants to book you, they submit a booking request containing:

  • Preferred date(s) for the visit
  • Presentation type selected from your offerings
  • Audience size and age range
  • Special requests or notes
  • Estimated cost based on your pricing

Where to Find Requests​

  • Dashboard — New requests appear prominently with key details
  • Email — You'll receive notification emails for new requests
  • In-app notifications — Real-time alerts when logged in
Respond Quickly

Fast response times improve your reputation and increase booking conversion. Aim to respond within 24-48 hours.

Responding to Requests​

You have several options when responding to a booking request:

Accept the Request​

If the date works and you're interested:

  1. Review all request details
  2. Click "Accept"
  3. The institution receives confirmation
  4. The booking moves to "Confirmed" status
  5. Your calendar updates automatically

Decline the Request​

If you can't accommodate the request:

  1. Click "Decline"
  2. Optionally provide a reason (helps the institution)
  3. The institution is notified
  4. Consider suggesting they check back for future dates

Propose Alternative Dates​

If the requested date doesn't work but you're interested:

  1. Click "Propose Alternative"
  2. Select alternative date(s) that work for you
  3. Add a message explaining the situation
  4. The institution can accept, decline, or propose other dates

Request More Information​

If you need clarification before deciding:

  1. Click "Request Information"
  2. Send a message with your questions
  3. The institution responds via platform messaging
  4. Make your decision once you have the information needed

Booking Confirmation​

Once both parties agree, the booking enters confirmation:

  1. Final details displayed — Date, time, presentation type, fee
  2. Institution confirms — They agree to terms and initiate payment
  3. Payment processed — Funds are collected and held securely
  4. Confirmation emails sent — Both parties receive booking confirmation
  5. Agreement generated — Formal booking agreement available for download

Booking Agreement​

Each confirmed booking generates a standardized agreement including:

  • Visit date, time, and location
  • Presentation details
  • Fee and payment terms
  • Cancellation policy
  • Both parties' responsibilities

Download and keep this for your records.

Pre-Visit Communication​

Use platform messaging to coordinate details:

  • Send logistics information (parking, check-in procedures)
  • Confirm A/V requirements
  • Discuss book sales arrangements
  • Share any pre-visit materials
  • Answer institution questions

All messages are tied to the specific booking and preserved in history.

During the Booking Period​

Modifications​

Sometimes plans change. Either party can request modifications:

What Can Be Modified:

  • Date or time
  • Audience size
  • Presentation type

How Modifications Work:

  1. One party requests the modification
  2. The other party reviews and approves or declines
  3. If approved, booking details update
  4. Price adjusts if the modification affects the fee
  5. Both parties notified of changes

Cancellations​

If a booking must be cancelled:

  1. Either party can initiate cancellation
  2. The cancellation policy determines refund amount:
    • 30+ days before: Full refund to institution
    • 15-30 days before: 50% refund
    • Less than 15 days: No refund (varies by policy)
  3. Reason for cancellation is captured
  4. Both parties notified
  5. Cancelled bookings tracked in history
Cancellation Impact

Frequent cancellations can affect your profile's visibility and reputation. Only cancel when absolutely necessary.

After the Visit​

Confirming Completion​

After your scheduled visit:

  1. Mark the visit as "Completed" in your dashboard
  2. The institution receives a prompt to confirm
  3. If no disputes within 48 hours, payment releases automatically
  4. You receive your funds (minus any platform fees)

Dispute Resolution​

If there's an issue:

  • Either party can raise a dispute before payment release
  • Platform support helps mediate
  • Most disputes resolve quickly with communication
  • Payment held until resolution

Receiving Payment​

Payment is processed after visit completion:

  • Funds released to your designated payment method
  • Processing time varies by payment type (typically 2-5 business days)
  • Receive email confirmation of payment
  • Full payment history available in your dashboard

Booking Dashboard​

Your dashboard gives you a complete view of all bookings:

Booking Statuses​

  • Pending — Awaiting your response
  • Confirmed — Both parties agreed, payment processed
  • Completed — Visit finished, payment released
  • Cancelled — Booking was cancelled

Dashboard Features​

  • Filter by date range or status
  • Quick actions (view details, message, cancel)
  • Calendar view for visual scheduling
  • Upcoming booking reminders
  • Export booking history (CSV)

Tips for Success​

  1. Keep your calendar current — Update availability regularly
  2. Respond promptly — Fast responses lead to more bookings
  3. Communicate clearly — Use messaging to ensure smooth visits
  4. Confirm completion quickly — This releases your payment faster
  5. Build relationships — Great visits lead to referrals and repeat bookings