UK'S LEADING DIGITAL AGENCY

Mindbody Integration Specification:

Free Patch Test

Before a user can purchase any laser treatments on the website, they will have to book a free patch test. Once they have had their Free Patch Test, their account can be manually upgraded to allow them to purchase laser treatments. They will now be able to book any laser treatment appointments they require through the website.

On the Free Patch Test booking screen they will be prompted to choose a date and time. Only available dates and times will show as available for booking and this information will be pulled automatically from Mindbody. The date and time choosing element will be completely dynamic, meaning that if a user chooses another date it will automatically refresh the data showing the applicable available options for the new chosen selection.

After they have selected their time and date they will be prompted to ‘book’. Once clicking on the ‘book’ button they will be asked to either register a new account or log in. Once they are logged in they can proceed to the confirmation stage and will be shown again their chosen time and date. This booking will be scheduled into the Mindbody platform.

Purchasing Treatments

After users have been approved following their Free Patch Test, they will be able to purchase treatments through the website, the purchasing/payment aspect will be exectued via Mindbody’s payment gateway via their API.

Purchased treatments will be logged into Mindbody via the usual method, and then displayed on the website under the user’s account.

For the sake of this specification document, we should define the following terms:

Treatment: The overall treatment that is being executed, for example; laser removal for legs; laser removal for arms; laser removal for face.

Appointment: An individual appointment that is assigned to a treatment. Users will purchase Treatments with blocks of appointments that they can use. For example, the Treatment, Laser Removal for legs, could have 5 appointments assigned to it. This would be 5 separate times that a user would attend the clinic to undergo the Treatment.

Booking Appointments

Mindbody will have a list of all Treatments with their respective number of appointments which will be available for booking through the website.

A list of all purchased treatments will be shown in the user’s account with the number of available appointments left. Once they have treatments purchased they can book the appointments – the appointments will have to be booked one after another, depending on the number of different treatments the user has purchased.

For example, if a user has in the following in their dashboard under the purchased treatments section:

Legs : 1 appointment remaining

Back : 4 appointments remaining

Arms : 3 appointments remaining

They will have to book one legs, one back and one arms appointment right after each other.

If each appointment took 15 minutes for example, this would look like this:

13:00 – 13:15 – legs

13:15-13:30 – back

13:30-13:45 arms.

The length of the treatment’s appointment will be taken from the Mindbody system, but the important aspect here is that all laser treatment appointments that the user has need to be booked one after another, depending on the number of treatments they have purchased. There is no option to split these into different parts of the day or different days. The system will take each type of laser treatment that the user has available appointments for in their account and book each appointment one after another. If the user has 5 active treatments with available appointments, they will have to book all 5 appointments back to back in the same day.

Booking Appointments Screen

On the booking screen the user will be prompted to choose a date and time. All of their treatments will be put together in a time slot that equals to the total time that it will take for all appointments, so for example if there are 3 appointments being booked, each of 15 minutes, the total time would be 45 minutes.

Only available dates and times will show as available for booking and this information will be pulled automatically from Mindbody.

The date and time choosing element will be completely dynamic, meaning that if a user chooses another date it will automatically refresh the data showing the applicable available options for the new chosen selection. After they have selected their time and date they will be prompted to ‘book’.

Once clicking on the ‘book’ button they can proceed to the confirmation stage and will be shown again their chosen time and date.

At this stage, they will have the option to ‘confirm’ the booking. After the booking is confirmed, the booking will be entered into the Mindbody system automatically.

At the same time, their appointments for all purchased treatments will be reduced by one unit on the Mindbody system, which will also reflect in their website account list of Purchased Treatments with associated appointments.

Booking Restrictions:

Patients can only book appointments if they have no upcoming appointments. If they have upcoming appointments already booked, then clicking the ‘booking’ button will just give a message that says: Sorry you cannot book more appointments until you have attended your existing treatments.

User Dashboard/Account

Within the user’s account they will be able to see a full list of all their upcoming and past laser appointments. These will be listed in order of date and time.

They will also see a list of laser appointments that have been purchased but not yet booked.

Appointment Cancellations & Rescheduling

Users will have the option to cancel their upcoming appointments. If the booking is in 24 hours or less, they will not receive a refund and the appointments will remain deducted from their purchased treatment. The user will be warned of this.

If the appointment is in more than 24 hours, the appointments will return to their purchased appointments area and the bookings will be removed.

If a user cancels an appointment, it will cancel all upcoming appointments together as a group. The user will be warned of this. They will then be able to reschedule their appointments by clicking on the ‘Book’ button next to their Purchased appointments.

Figma + Oxygen Design Process

Step 1: Firstly, all website pages and UI elements will be designed using Figma (a visual website design tool). These can be copied 1:1 from the current page designs, or modified as the client approves, with active suggestions from NexusBond. A separate design will be created for desktop/laptop, mobile & tablet.

Step 2: Once this is complete, NexusBond will send each page to the client via the Figma platform. Figma will then allow the client to view each page individually and comment on each element on the page, instructing NexusBond to make changes where required in a very visual, documented manner. An unlimited amount of design changes can be requested at this point. There will be two rounds of unlimited design changes. Once the design for each page is approved, the client will benefit from having a full view of every single page and element on the website, including all functionality UI (booking system, checkout, etc).

This results in complete transparency of exactly what the website will look like before any development occurs, giving both parties a functional, exact blueprint, ensuring agreement and removing any surprises at the end of the development process, since everything has been clearly documented and agreed on.

Step 3: Now that the final designs for UI, mobile, tablet and desktop/laptop have been agreed on, NexusBond will build each page from scratch using Oxygen. Oxygen is perhaps the most powerful, flexible and dynamic ways of building websites on WordPress. It acts as the website’s new theme* and allows NexusBond to build each page with absolute freedom, with no theme limitations or restrictions that can otherwise occur. It also allows for complete responsiveness to be built into each page, meaning that pages look great no matter how big or small the browser window is.

Building with Oxygen, also means that once each page is complete, the client will be able to make simple changes to text and image in a completely visual manner, using the extremely visual drag and drop interface.

*Oxygen is the next generation way of building on WordPress and is not technically a theme. It actually overrides WordPress’ theme system, and enables a completely blank slate to build the website and pages on top of. This ensures complete design freedom.

TBC

‘Basic’ Functionalities included:

Pages designed using full-width elements
Mobile responsive design
Contact Us form
Image & video carousels
Social Media integration (both sharing and feeds) (Facebook, Twitter, Instagram, LinkedIn)
Google Maps integration
Course Search by Google Maps (https://www.careforthefamily.org.uk/courses/near-you) (can be redesigned)
Google Maps Directory (https://www.careforthefamily.org.uk/faith-in-the-family/wltdo/directories)
Newsletter sign up forms
Blog functionality
RSS podcast feeds section
Google Analytics Integration
Sitemap & XML Sitemap
Yoast Plugin
Editable metadata on each page

The following integrations will be made for both the CAREng and Microsoft Dynamics systems:

All users that register for an account on the website will also be create inside the CRM.
The following data will be saved to the CRM under the related user when the data becomes available or updated throughout the entire website:

GDPR preferences
Booked events
Customer’s eCommerce orders
*eCommerce product stock level (If the CRM has the facility to manage products and stock level)
Online donation records
Direct Debit Information
Newsletter preferences

Figma + Oxygen Design Process

Step 1: Firstly, all website pages and UI elements will be designed using Figma (a visual website design tool). These can be copied 1:1 from the current page designs, or modified as CFF approves, with active suggestions from NexusBond. A separate design will be created for desktop/laptop, mobile & tablet.

Step 2: Once this is complete, NexusBond will send each page to CFF via the Figma platform. Figma will then allow CFF to view each page individually and comment on each element on the page, instructing NexusBond to make changes where required in a very visual, documented manner. An unlimited amount of design changes can be requested at this point. There will be two rounds of unlimited design changes. Once the design for each page is approved CFF will benefit from having a full view of every single page and element on the website, including all functionality UI (booking system, checkout, etc). This results in CFF having complete transparency of exactly what the website will look like before any development occurs, giving both parties a functional, exact blueprint, ensuring agreement and removing any surprises at the end of the development process, since everything has been clearly documented and agreed on.

Step 3: Now that the final designs for UI, mobile, tablet and desktop/laptop have been agreed on, NexusBond will build each page from scratch using Oxygen. Oxygen is perhaps the most powerful, flexible and dynamic ways of building websites on WordPress. It acts as the website’s new theme* and allows NexusBond to build each page with absolute freedom, with no theme limitations or restrictions that can otherwise occur. It also allows for complete responsiveness to be built into each page, meaning that pages look great no matter how big or small the browser window is.

Building with Oxygen, also means that once each page is complete, CFF will be able to make simple changes to text and image in a completely visual manner, using the extremely visual drag and drop interface.

*Oxygen is the next generation way of building on WordPress and is not technically a theme. It actually overrides WordPress’ theme system, and enables a completely blank slate to build the website and pages on top of. This ensures complete design freedom.

Specifications:
The form will contain the following steps and data to be captured:

1: Type of Survey
2: Enter Postcode
3: Enter No. of Bedrooms
4: Market Price
5: Property Details
6: Client Details (Name, Email, Phone, etc)
7: Agree to Ts&Cs

The system will use a pricing matrix which will use the type of survey + postcode + No.bedroom + market price to calculate the final quotation at the end of the form.

All user data including the generated quotation price will be saved in the back end of the website, tied to a profile for the lead, ready for the client to use. An automatic email notification can also be sent to the client and user if required.

Full Specifications:

After a client clicks on ‘Book Now’ on the laser treatment they will be prompted to choose the type of appointment they want to book, either ‘Free Patch Test’ or ‘Regular Appointment’. Depending on the appointment type, it will specify the treatment’s duration.

Once they choose the type of appointment they want to book they will be prompted to choose a date and time. Only available dates and times will show as available for booking and this information will be pulled automatically from Mindbody. The date and time choosing element will be completely dynamic, meaning that if a user chooses another date it will automatically refresh the data showing the applicable available options for the new chosen selection.

After they have selected their time and date they will be prompted to ‘book’. Once clicking on the ‘book’ button they will be asked to either register a new account or log in. Once they are logged in they can proceed to the confirmation stage and will be shown again their chosen time and date.

At this stage, they will have the option to ‘confirm’ the booking – this can either be done with a single click, or require a payment to be taken. If a payment needs to be taken it will request payment details from the user and automatically process the payment. After the booking is confirmed, the booking will be made in the Mindbody system automatically. The following data will be saved in the Mindbody appointment: Patient name, Patient telephone number, Patient email, Appointment Type, Booking Date & Time. Once confirmed, this will update the system meaning that other patients can not book the same date and time.

Booking Restrictions:

If a patients wants to book multiple sessions, these will have to go directly one after another. So for example, if a patient returns to the booking screen, but they already have a booking made, they will only be able to book appointments that come directly after the pre-existing booking. So for example, if they have booked a treatment at 10:00-11:00, they will only be able to book the treatment that comes directly after this at 11:00. If this time is already booked by another patient they will not be able to make another booking until their current treatment has been completed.

A client will only be able to book ‘X’ amount of appointments at the same time. Once this quota is reached, they will not be able to book more appointments until their current treatments have been completed.

User Dashboard/Account:

Within the user’s account they will be able to see a full list of all their upcoming and past laser appointments. These will be listed in order of date and time.

They will also see a list of laser appointments that have been purchased but not yet booked.

Appointment Cancellations:

Users will have the option to cancel their upcoming appointments. If the booking is in 24 hours or less, they will not receive a refund. If it is in over 24 hours, they will receive a full refund. If a user cancels an appointment, it will cancel all upcoming appointments together as a group. The user will be warned of this.

Appointment Rescheduling:

Users will have the option to reschedule their upcoming appointments. If any booking is in 24 hours or less, they will not be able to reschedule. If a user wants to reschedule an appointment and they have multiple appointments, the system will cancel all of their appointments and then take them back to the booking screen to reschedule their appointment for another available time. Once they have scheduled in their upcoming appointment they will be able to book more appointments in the same process as before.

Purchased Appointments:

Users will also have a list of appointments that they have purchased but not booked yet. Appointments can be purchased on the website, or outside of the website and logged into Mindbody for the applicable customer. All appointments purchased will sync with Mindbody.

When a user is ready to book their appointment, they will be able to book a single appointment. When that treatment has been completed they will then be able to book more of their pre-purchased appointments.

Local Initiatives Full Specification

There will be a local initiative support scheme that works as follows; In each UK county there will be the option for vendors that have their store address as within this county to propose a charitable initiative. Proposed new initiatives will be added to a poll which will appear on the County’s home page and can be voted on once by any registered user. A ‘propose initiative’ button will appear next to the poll for approved vendors of the same county. All proposed initiatives will need to be approved by the admin or can be auto-approved. The poll will stay active until it is closed or reset by the admin. Upon closure of the poll, no new nominations or votes can be made and the results will stay locked and viewable. Upon reset, all nominations will be deleted and the process will start again.

The top 5 of these nominations from the current poll will then appear at the checkout when a user is buying products. This works as follows: If a user is buying from one vendor, then at checkout, there will be the option to choose a charitable initiative from the top 5 nominations of the current poll for the county that the vendor has as their store address. If the user has products from multiple vendors with multiple counties, then they will be able to choose their favourite initiative for each county, relative to the specific of counties that the vendors they are buying from belong to. This will be a mandatory choice.

For each charitable initiative chosen, the product that relates to it will have an additional 5% of the product’s sale price taken from the vendor and added to a fund for the related initiative. This will purely be tallied up on the website, and it’s up to the site admin to decide whether or not to ultimately honor this, based on the tally. The commission will be taken as additional commission from the vendor, just as regular store commission is taken.

On the homepage of the website there will be a list of the top vendors based on their contribution to charitable initiatives, based on the above. For example, Vendor A, has contributed X amount to X initiative.

On each vendor’s store-front, it will show how much they have contributed to the charitable cause within their county. For example, Vendor A, has contributed X amount to X initiative.

Commission Withdrawal & Vendor Payments

You can allow vendors to withdraw their earnings from your platform in three different ways. Manual, Periodic, & Order-Status based.

Manual withdrawal allows the vendor to withdraw the amount manually, i.e the vendor will input a request in their dashboard for withdrawal and upon receiving the request the admin confirms the disbursal of the commission. Additionally, the admin can select which order statuses are allowed for claiming the withdrawal request (pending payment, processing, on-hold, complete). The admin will be able to ‘approve’ or ‘reject’ the withdrawal request sent by the vendor and also add a note along with their action.

Periodic Withdrawal will ensure that the commission funds are disbursed periodically. Admin can schedule the payment disbursal by “Schedule interval” such as every 7 days, 15 days, 30 days etc from the dropdown. Similar to manual withdrawal, admin can select the order statues which are to be permitted for withdrawal by the vendors.

Withdrawal by Order-Status allows the admin to set which order status will be allowed for withdrawal requests. The admin will be able to select order status from an available drop-down menu (pending payment, processing, on-hold, complete). Once the order meets the selected status, an automatic withdrawal request will be sent to the admin for either manual or automatic approval.

There is also the option to set a minimum balance required to make a withdraw request.

Additionally a one-time fee and/or subscription fee can be charged for the vendor to maintain their ‘active’ status’

Appointment booking will first be setup by the business in the back-end of the website. This business will first set the available times per day, such as between 09:00 – 17:00 on Monday through Friday and from 11:00-15:00 on Saturday. Next, the length of a meeting will be set, for example 30 or 60 minutes. Finally the business will choose the type of meetings that are available, for example, ‘In-store’ or ‘Online’ and how many simultaneous meetings can occur at the same time. Once this is configured, these options will be available for the customer to book. Once a meeting is booked by a customer, an email will be sent through to both the customer and the business with the details of this meeting. This meeting slot will now be fully booked and other customers will not be able to book

WooCommerce will be used as the eCommerce platform.

User Accounts: Users will be able to register for an account on the website. They will be able to register during checkout or at any other time by clicking on the ‘Register button’ at the top of the website.

When registering they will be asked for the following details: Full Name, Address, E-mail, Password.

User Dashboard: Users that are logged in will have access to their dashboard which will contain their address details and their past order history.

Products: The business will be able to upload new products to the website by clicking the ‘add product’ button in WooCommerce. From here they will be able to add the product’s photos, name, description and price.

NexusBond will create a product page template that all products will fit into when created. The product page will contain the name, description, images, price and dimensions of the product with a button that will say ‘add to cart’ that allows users to add the item to their cart.

Stock Management: The business can choose to manage stock per item. They will then be able to add a unit amount per product. The business can choose how this should work from the following options: 1. If the item is in stock it will allow users to purchase it, if it’s out of stock the user will not be able to purchase it. 2. If the item is out of stock users can still purchase it on ‘backorder’. This means that the payment will go through, and order will be made and the business will have to fulfil the order when the product becomes available.

Add-to-Cart: Users will be able to add items to their cart. There will be a button at the top of the screen to view the cart contents. The cart contents can be viewed as a pop out list from the side of the screen or on a stand alone page. All items in the cart will be listed with the cart total. Within the cart is an option to ‘Check Out’

Checkout: Users will be able to purchase the items on the checkout screen. This will consist of a form asking for the following details: Full Name, address, email. If the user is logged in they won’t need to fill this information out as it will already be populated.

Payment Methods: The following payment methods can be setup and used on the Checkout Page: Credit/Debit (Stripe), PayPal, Bank Transfer. All or none of these can be toggled as active depending on the business preference.

Order List:  When an order is successfully completed it will be added to the order list which the business can view and monitor. The order will initially be labelled as ‘pending’. When the business changes the order to ‘Completed’ (normally after completing fulfilment) an email will be automatically sent to the customer explaining this.

Emails: Automated emails can be sent to the customer at the following times: 1. Successful Order, 2. Order Complete/Shipped. The business will need a professional email server from a service such as sendinblue.com NexusBond can assist with this setup and email design.

Shipping Options: The business can set various shipping options, such as standard, first class, or based on location and weight. The business can configure these options with different pricing in the back-end of the website. These options will then be displayed to the client depending on the items in their cart and their shipping location.

Thank-You Page: After an order is successfully completed the customer will be redirected to a ‘Thank-You’ page showing them their order summary.

Call to Action section: This section will have the options to get in contact with the shop to purchase. There will be contact details and also a form where the user can fill out their name, email, telephone number and short remark (if any).  When filled out, this will be sent to Davril Jewels via email and will contain the customer details and title of the Jewellery that they have enquired about (if on a product showcase page) or the title of the page that they filled out the form on so that Davril Jewels knows where the customer was in their journey when filling out the form.

This functionality means that NexusBond will create one template which can be used for many different speciality jewellery types which are bought and sold through telephone or in-store sales since they require customisation and a different sales process.

The template will consist of the following elements:

A banner/header section which will allow for one main image of the product, with a title on top.

An introduction section: This will consist of a short paragraph and an image.

Gallery Section: This will consist of a gallery where different versions of the item can be displayed. The gallery will show a number of images displayed in a box layout. When the images are clicked on they will expand and show a large version of the image.

Options Section: This will display a picture and paragraph and can be used to explain each part of the jewellery and the related options. This section can be duplicated as many times as necessary. For example, a simple ring may consist of 2 sections (the metal ring and the jewel that is set into it) while more complex items may have several sections. The customer would use this to be able to see what the section is about (for example, the metal part of a ring) and the options they could choose (for example, silver, gold, platinum)

Call to Action section: This section will have the options to get in contact with the shop to purchase. There will be contact details and also a form where the user can fill out their name, email, telephone number and short remark (if any).  When filled out, this will be sent to Davril Jewels via email and will contain the customer details and title of the Jewellery that they have enquired about.

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