Essentials

The Bloom Enterprise’s shared resources are in the Essentials pages. Here, you can configure the locations, services, users, roles, multimedia assets, among other settings.

Resources > Locations

A location represents a system unit where the queueing and/or appointments modules work.

After creating locations, you need to set in the Essentials > Assignments > Locations page which services will be available in those locations, as well as the functional modules assigned to each service on each location.

To open the locations page, go to Essentials > Resources > Locations.

MANAGING LOCATIONS

Adding a location

1. Click on the ‘Add location’ button – a new page will open.
2. Fill the location’s basic information: name (mandatory), group, code, phone number, email, website, country, time zone (mandatory), time format, address, observations, coordinates, city, and region.
3. Save changes.

Information

By default, the location will be immediately available in the Queueing > Management page for queueing configuration.

Editing a location

To change a previously created location, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a location

You can delete a single location by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. To confirm the delete action, you need to type a numerical code generated by the system and then click on the ‘Yes, delete’ button.

If you delete a location in use:

• it will be deleted from the the list of the Queueing > Management and Appointments > Management pages;
• all appointments scheduled for that location will be lost, as well as the history of those appointments.

This action is irreversible.

Advanced features

Organize your locations in locations groups

To organize your locations, you can create locations groups. These groups can be used to filter the locations in some pages.

To create a locations group:

1. Click on the ‘Manage groups’ button, and the Locations Groups page will open.
2. Click on the ‘Add group’ button, and the New Locations Group page will open.
3. Type the group’s name in the ‘Name’ field.
4. If you wish, type the group’s description in the ‘Description’ field.
5. Save changes.

Once created, you can assign locations to the group within the locations’ edition page or through the available bulk actions. Then, within each locations group edition page the list of assigned locations will be available in the ‘Assigned locations’ section.

You can delete a single locations group by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action.

Set a location code for devices registration

One of the possible registration options for the location’s devices is through the location’s code. This procedure allows you to assign devices to an already existing location, using a unique code that identifies the respective location in the system.

To set a location code:

1. In the ‘Location code’ section within the location’s edition page, click on the ‘Unlock’ button.
2. Click on the ‘Generate key’ button, and a key will be generated or updated in the respective field.
3. Save changes.

Activate the queueuing module in the location

Despite all other modules are activated in the Essentials > Assignments page, the queueing module can only be activated within the location’s edition page.

To activate a location’s queueing module:

1. In the ‘Queueing module’ section within the location’s edition page, click on the ‘Unlock’ button.
2. Enable the ‘Enable queue management module for this location’ option to activate the queueing module for that location.
3. Save changes.

Set when service forms are displayed

Set the ‘Display forms on the ticket kiosks when the service’s average waiting time is higher than X’ option if you would like to only request for visitor’s input when the average waiting time reached a defined value.

Check assigned resources

In the ‘Assigned resources’ section within the location’s edition page, you can consult the services and users assigned to the location. To assign services and users to locations, go to the Essentials > Assignments page, or access this page by clicking in the ‘Edit on assignments’ button.

Set appointments tolerances

Within the location’s edition page you can set the following tolerances:

• ‘Tolerance time for check-in before the scheduled time’ – sets the period available for check-in before the appointment time;
• ‘Tolerance time for check-in after the scheduled time’ – sets the period available for check-in after the appointment time;
• ‘Tolerance to delete an appointment before the scheduled time’ – sets the period available to delete an appointment before the appointment time;
• ‘Tolerance for visitors to change their profile before an appointment’ – sets the period available for profile changes before the appointment time.
• ‘Tolerance time for calling an appointment before scheduled hour ’ – when enabled, an appointment only gains priority when the scheduled time minus the value defined is reached. E.G: An appointment scheduled for 4p.m and the tolerance set to 0h05, only at 3:55p.m the ticket will gain priority.

After configuring the tolerances, save changes.

Set location’s schedule

To set the location’s schedule, select the desired schedule amongst the available ones in the ‘Schedule’ dropdown. The working hours are used for availability management in the appointments scheduling flow - this schedule will be used to calculate the available appointment slots, ensuring that appointments cannot be booked outside the location’s working hours.

You can also set the location schedule in the Essentials > Assignments page, or access this page by clicking in the ‘Edit on assignments’ button.

If you wish to make changes to the assigned schedule, go to the Essentials > Resources > Schedules page, or access this page by clicking on the ‘Edit schedule’ button.

Resources > Services

Services represent the types of services you provide to visitors inside the locations. They are used either for queueing and appointments module and can be shared among locations.

To open the services page, go to Essentials > Resources > Services.

Managing services

Services are identified by a one or two letters tag, a name, and a code. The tag will be associated to the ticket number when a ticket is generated, the name is the main identifier of the service for the visitors, and the code is an internal reference for service identification.

Adding a service

1. Click on the ‘Add service’ button – a new page will open.
2. Fill the service’s basic information: service tag, service name, service code, services group, and service description.
3. Save changes.

Editing a service

To change a previously created service, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a service

You can delete a single service by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. To confirm the delete action, you need to type a numerical code generated by the system and then click on the ‘Yes, delete’ button.

If you delete a service in use:

• It will be deleted from all locations where it was assigned (statistical data will be kept in the database);
• All appointments scheduled for that service will be lost, as well as the history of those appointments.

danger

This action is irreversible.

Advanced features

Organize your services in services groups

To organize your services, you can create services groups. These groups can be used to filter the services in some pages.

To create a services group:

1. Click on the ‘Manage groups’ button, and the Services Groups page will open.
2. Click on the ‘Add group’ button, and the New Services Group page will open.
3. Type the group’s name in the ‘Name’ field.
4. If you wish, type the group’s description in the ‘Description’ field.
5. Save changes.

Once created, you can assign services to the group within the services’ edition page or through the available bulk actions. Then, within each services group edition page the list of assigned services will be available in the ‘Assigned services’ section.

You can delete a single services group by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action.

Check assigned resources

In the ‘Assigned resources’ section within the service’s edition page, you can consult the locations and users assigned to the service. To assign locations and users to services, go to the Essentials > Assignments page, or access this page by clicking in the ‘Edit on assignments’ button.

Set appointments slots duration

The appointments slot duration is defined per service. Therefore, you can have appointments of X minutes for one service and appointments of Y minutes for another service.

To set the appointment slot time duration, choose a value in the ‘Slot duration’ option, and save changes.

Set different tag and numbering for appointments tickets

By enabling the ‘Assign different tag and numbering for appointments tickets’ option, tickets of appointments made for this service will be identified differently from walk-in tickets of the same service. As soon as the appointment check-in is performed, a ticket will be generated with the defined tag and within a different sequential numbering.

Resources > Schedules

Schedules define the resources’ working hours and can be assigned to:

• Locations to set the time periods when locations are open;
• Services to set the time periods available to generate tickets and book appointments for those services;
• Users to set the time periods the users are available to handle appointments.

You can only have one assigned schedule at each time, for each resource.

To access the Schedules page, go to Essentials > Resources > Schedules.

Managing schedules

Adding a schedule

1. Click on the ‘Add schedule’ button – a new page will open.
2. Type the schedule name in the ‘Name’ field.
3. Configure the schedule by selecting the cells in the grid - opening hours are represented by green time slots in the grid.
4. If you wish to repeat the schedule every week, enable the ‘Repeat this schedule weekly’ option.
5. Save changes.

Editing a schedule

To change a previously created schedule, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a schedule

You can delete a single schedule by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. This action is irreversible.

If you delete a schedule in use, the resources to which it was assigned will no longer have an assigned schedule and will be available 24/7.

Advanced features

Time slots

You can set the time slot for each cell of the schedule grid: 15 minutes, 30 minutes, or 60 minutes. Note that changes in the time slots may interfere with the already created schedule - you may lose some of the selected cells.

Navigate through a schedule

If the ‘Repeat this schedule weekly’ option is not enabled, you can navigate through the forthcoming 25 weeks. To return to the current week, click on the ‘Today’ button.

Set holidays in a schedule

If you wish, you can set a schedule that does not repeat every week. This can be useful, for instance, if you want to set holidays. To define a schedule that does not repeat itself follow these steps:

1. Click on the ‘Edit’ button of the schedule you wish to configure.
2. Disable the ‘Repeat this schedule weekly’ option.
3. Set the schedule for the current week in the schedule grid.
4. Click on the navigation buttons to access any of the forthcoming 25 weeks and define set schedule.
5. Save changes.

Staff > Users

Users are the organization’s staff members that interact with Bloom Enterprise with predefined roles to determine the users’ permissions within the system.

To access the Users page, go to Essentials > Staff > Users.

Managing users

Adding a user

1. Click on the ‘Add user’ button – a new page will open.
2. Fill all the required information: username, display name, email, and password. You can also define the first and last names, mobile number, and a profile picture.
3. Save changes.

After creating a user, you need to assign one or more roles. You can also set the locations and services the user will work on, for appointments scheduling purposes.

Editing a user

To change a previously created user, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a user

You can delete a single user by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. This action is irreversible, all related information (user profile and notifications history) will be lost.

Information

You cannot delete your own profile.

Advanced features

Check assigned resources

In the ‘Assigned resources’ section within the user’s edition page, you can consult the locations, services and roles assigned to the user. To assign locations, services and roles to users, go to the Essentials > Assignments page, or access this page by clicking in the ‘Edit on assignments’ button.

Set user’s schedule

To set the user’s schedule, select the desired schedule amongst the available ones in the ‘Schedule’ dropdown. The working hours are used for availability management in the appointments scheduling flow - this schedule will be used to calculate the available appointment slots, ensuring that appointments cannot be booked for the user outside the user’s working hours.

You can also set the user schedule in the Essentials > Assignments page, or access this page by clicking in the ‘Edit on assignments’ button.

If you wish to make changes to the assigned schedule, go to the Essentials > Resources > Schedules page, or access this page by clicking on the ‘Edit schedule’ button.

Staff > roles

Roles are permissions to allow you to restrict the system access and management for the Bloom Enterprise users. Each role is composed of a list of permissions (access and edition) that affects the users’ actions in the system. Roles are assigned to the different users and each user can have multiple assigned roles.

To access the Roles page, go to Essentials > Staff > Roles.

Managing roles

Adding a role

1. Click on the ‘Add role’ button – a new page will open.
2. Type the role name in the ‘Name’ field.
3. Click on the ‘Expand’ buttons of the different sections and set the role’s permissions within each section by enabling the required options. If you wish to select all permissions inside a section, click on the ‘Enable all permissions’ button. To disable all permissions inside a section, click on the ‘Disable all permissions’ button.
4. Save changes.

danger

By default, the role’s permissions will be applied to the locations where the user is assigned. If the ‘Permission valid to all locations in the system’ option is enabled, when this role is assigned to a user, the user will automatically have access to all locations.

Editing a role

To change a previously created role, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a role

You can delete a single role by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. This action is irreversible.

If you try to delete a role already assigned to users, you will get a warning and, if you choose to proceed, the users will be left without a role and a new role assignment is required to set permissions again for those users.

Advanced features

Default roles

There are two default and undeletable roles: Administrator and Local Administrator. The first one has full administrator permissions for the entire system, and the second has admistrator permissions within assigned locations. For these roles you can only change its name and description.

Staff > notifications setttings

Bloom offers a notification centre to deliver messages to users about specific system occurrences. The available notifications can be sent through different methods and are divided in Users (regarding changes to users profile and assigned resources) and Appoitments (regarding the appointments module) types. Notifications can be set for specific users or users with specific roles.

To access the Notifications Settings page, go to Essentials > Staff > Notifications Settings.

Managing notifications

Adding a user notification

1. Click on the ‘Add notification’ button – a pop-up will open.
2. Select the notification type you wish to add.
3. Click on the ‘Confirm’ button – the pop-up will close and the respective notification will be expanded.
4. Type the notification name in the ‘Name’ field.
5. Choose if you wish to send notifications to specific users (by selecting the ‘Users’ option) or users with specific roles (by selecting the ‘Roles’ option), in the ‘Send to’ section.
   1. If you chose the Users option:
      1. Click on the ‘Add/Edit users’ button – a pop-up will open.
      2. Filter users by role, if you wish, and select the users to whom you wish to send the notification.
      3. Click on the ‘Confirm’ button.
   2. If you chose the Roles option:
      1. Click on the ‘Add/Edit roles’ button – a pop-up will open.
      2. Select the roles whose users’ you wish to send the notification.
      3. Click on the ‘Confirm’ button.
6. Select how the notifications will be sent in the ‘Send through’ section: notifications log, email, or SMS.
7. Click on the ‘On/Off’ button to activate the notification.
8. Save changes.

Adding a-n appointment notification

1. Click on the ‘Add notification’ button – a pop-up will open.
2. Select the notification type you wish to add.
3. Click on the ‘Confirm’ button – the pop-up will close and the respective notification will be expanded.
4. Type the notification name in the ‘Name’ field.
5. Choose if you wish to send notifications to specific users (by selecting the ‘Users’ option) or users with specific roles (by selecting the ‘Roles’ option), in the ‘Send to’ section.
   1. If you chose the Users option:
      1. Click on the ‘Add/Edit users’ button – a pop-up will open.
      2. Filter users by role, if you wish, and select the users to whom you wish to send the notification.
      3. Click on the ‘Confirm’ button.
   2. If you chose the Roles option:
      1. Click on the ‘Add/Edit roles’ button – a pop-up will open.
      2. Select the roles whose users’ you wish to send the notification.
      3. Click on the ‘Confirm’ button.
6. Enable the ‘Users can only receive this notification regarding the services that are assigned to them’ option if you wish to limit the received notifications to the ones related with the services assigned to each user (this option is not available in all).
7. Select how the notifications will be sent in the ‘Send through’ section: notifications log, email, or SMS.
8. Click on the ‘On/Off’ button to activate the notification.
9. Save changes.

Editing a notification

To change a previously created notification, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a notification

You can delete a single notification by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. This action is irreversible.

Temporarily deactivating a notification

To deactivate a notification click on the desired notification’s ‘On/Off’ button. The button colour will change from green to red, and users will not receive those warnings.

Notifications types

Changes to user profile details

Triggers a notification every time a user changes the profile details of another user. When users change their own profile, they will not receive this notification.

Changes to the assigned role(s)

Triggers a notification every time a user changes the assigned roles of another user. When users change their own assigned roles, they will not receive this notification.

Changes to assigned location(s)

Triggers a notification every time a user changes the assigned locations of another user. When users change their own assigned location, they will not receive this notification.

Changes to assigned service(s)

Triggers a notification every time a user changes the assigned services of another user. When users change their own assigned services, they will not receive this notification.

Changes to assigned schedule

Triggers a notification every time a user changes the assigned schedule of another user. When users change their own assigned schedule, they will not receive this notification.

New registrations

Triggers a notification every time a visitor registers in the appointments system (through the visitors interface). The visitor username is identified in the notification.

New appointments

Triggers a notification every time an appointment is scheduled through the visitors interface, appointments widget, or Concierge. The appointment details are included in the notification.

Confirmed appointments

Triggers a notification every time an appointment is confirmed. The appointment details are included in the notification.

Cancelled appointments

Triggers a notification every time an appointment is cancelled. The appointment details are included in the notification.

Invalid appointments

Triggers a notification every time an appointment is invalidated (when changes that affect the appointment are made to the schedules, assignments, scheduling flow, or resources). The appointment details are included in the notification.

Checked in appointments

Triggers a notification every time an appointment is checked-in. The appointment details are included in the notification.

Visitors > users

Visitors are users registered in the Bloom Enterprise through the appointments system. They do not have access to the system’s backoffice, only to the appointments visitors interface.

To access the Users page, go to Essentials > Visitors > Users.

Managing users

Adding a user

Visitors can be autonomously registered in the system through the appointments visitors interface.

Staff members can also add new visiotr profiles:

1. Click on the ‘New visitor’ button – a new page will open.
2. Fill all the required information: username, display name, email, and password. You can also define the first and last names, mobile number, and a profile picture.
3. Save changes.

After creating a user, the visitor can log in in the appointments visitors interface with the credentials you defined (username and password).

Editing a user

To change a previously created user, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a user

You can delete a single user by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. This action is irreversible, all related information (user profile and appointments history) will be lost. The user will no longer be able to log in in the visitors interface.

Advanced features

Get information about the visitor’s appointments history

In the visitor profile page, you have access to the ‘Appointments history’ section where all served appointments are listed with information regarding the date, time, location, service, and staff member (if applicable). The appointments history cannot be deleted.

Reset the visitor’s password

In case your visitor forgot the password, you can reset it through the visitor’s profile page. To reset the password, you first need to make sure the email integration is activated, and then:

1. Click on the ‘Show password definition section’ button – the password section will expand.
2. Click on the ‘Reset password’ button – a pop-up will open.
3. Click on the ‘Yes’ button.
4. The visitor will receive an email with instructions to set the new password.

Unblock a visitor’s account

Based on the maximum number of non-attended appointments per visitor and the maximum number of non-confirmed appointments per visitor options defined in the Appointments > Settings page, your visitors may be blocked (if those values are exceeded). The only way to reactivate an account is by unblocking the visitor:

1. Open the blocked visitor’s profile page.
2. Click on the ‘Unblock user’ button – a pop-up will open.
3. Click on the ‘Yes’ button.
4. The visitor will then be able to log in and use the visitors interface.

Blocked visitors are identified in the users’ list by a prohibited icon and the reason why the account is blocked.

Visitors > message center

In a similar way to the notifications for users, Bloom allows you to send messages to visitors about relevant appointments moments. The messages can be sent through email or SMS.

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Messages will only be sent if the required integrations are active (email and SMS) and if the visitor provides the required information at the ticket generation momento (email address and/or mobile number).

To access the Message Centre page, go to Essentials > Visitors > Message Centre.

Managing messages

Activating a message

1. Click on the ‘Expand’ button of the message you wish to set.
2. Select how you will send the messages: through email or SMS – the respective message fields will appear at the left.
3. If you setting the message to be sent by email, write the message subject in the Subject field.
4. Write the message text in the ‘SMS message’ and/or ‘Email message’ fields, and use the available variables.
5. If you are setting the ‘Send reminder to visitors’ message, set the time before the appointment to send the reminder message.
6. Click on the ‘On/Off’ button to activate the message.
7. Save changes.

Editing a message

To change a previously configurated message, click on the respective ‘Expand’ button and update its configurations. Save changes.

Temporarily deactivating a message

To deactivate a message click on the message’s ‘On/Off’ button. The button colour will change from green to red, and visitors will not receive those warnings.

Dynamic variables

In addition to the text message, you can also include dynamic variables:

• Password – includes visitor’s password;
• Email – includes visitor’s email;
• Username – includes visitor’s username;
• Location – includes the location to where the appointment was booked;
• Service – includes the service to which the appointment was booked;
• Staff member – includes the user to whom the appointment was booked (if applicable);
• Date and time – includes the date and time to when the appointment was booked;
• Check-in code – includes the appointment check-in code.

To add these dynamic fields to the message, select the respective tag. A code will be added to the message, at the place where you have the text cursor.

Messages types

Send password to complete the registration process

Triggers a message every time a user resets the visitor’s password through the backoffice.

Send credentials to visitors, after registration

Triggers a message every time a visitor registers in the system interfaces. This message can be used to send the login credentials to the visitor after the registration.

Send appointment details to visitors, after scheduling

Triggers a message every time an appointment is scheduled. This message can be used to send the appointment details to the visitor after the booking process.

Warn visitors when their appointment is confirmed

Triggers a message every time a booked appointment of the visitor is confirmed.

Warn visitors when their appointment is cancelled

Triggers a message every time a booked appointment of the visitor is cancelled.

Send reminder to visitors

Triggers a reminder to the visitor about a booked appointment, ‘N’ days/hours/minutes before the appointment time.

Assets > forms

Forms are the asset you use to collect information from visitors and users. These surveys have a high level of versatility, allowing you to show/hide the questions in the different system devices and modules, to assign users permissions to see and/or edit the visitors’ answers, to create dependencies between questions, and to set mandatory answers.

To access to the Forms page, go to ESSENTIALS > Assets > Forms.

forms structure

A form is a set of questions that can be asked in three different moments:

• Before service - at the ticket generating moment or appointments scheduling time;
• During service - while the visitor is being served at the counters;
• After service - after ending the ticket.

Unless you allow users to see and/or edit the visitor’s answers, the different questions will only be visible at the corresponding moments.

It is possible to configure a default question to be shown inside the QM-PAD waiting/paused tickets carrossel. To configure this option you'll need to have, at least, a question assigned as "Before Service" that it will be applied to QM-PAD.

Form questions can be set as required (not allowing form submission until the required fields are filled), conditional (dependent of a previous answer), and hidden in some devices (for example, the question ‘Name’ can be requested in the ticket kiosks but not in the Concierge).

Forms are assigned to services, which means you can have different forms for different services - one service can only have one assigned form.

Question types

Each question you put on a form belongs to a Question Type. You can define any number of question types but Bloom already has four question types by default: name (to collect an identification element of the visitor – name, ID, etc.), email (to collect the visitor’s email address), phone number (to collect the visitor’s mobile number), and satisfaction (to collect the visitor’s service rating).

Each question type has an answer type attribute (the type of answer that question type is expecting to receive). There are four answer types available: text (with numeric, alphabetic, alphanumeric, or custom formats), multiple choices, single choice, and scale.

Questions

A question is a previously created question type applied to a form.

Answers analysis

The answers you collect with the forms are available in the Data module. Each question type has an unique ID that identifies it in the statistics and lists. If you use the same question type in different forms, Bloom will group all the answers in the same data result.

Summary

To build a form, you need to first create your question types, and only then create your form. It is then, when building the form, that you make some configurations to a question type, turning it into a question.

Managing question types

Adding a question type

1. Click on the ‘Manage questions’ button – the ‘Question types’ page will open.
2. Click on the ‘Add question type’ button – a new item will be listed.
3. Type the question identifier in the ‘Question type ID’ field.
4. Select an answer type in the ‘Input type’ field: text, multiple choices, single choice, or scale.
   1. If you select the ‘Text’ option, select also the format (numeric, alphabetic, alphanumeric, or custom) and type the answer’s maximum length (optional).
   2. If you select ‘Multiple choices’ or ‘Single choice’ options, you need to add the set of answers by typing an identifier for the first option answer in the ‘Answer ID’ field, clicking on the ‘Add Answer’ button to add another possible answer, and then typing an identifier for this new option, and so on.
   3. If you select the ‘Scale’ option, you need to set the maximum scale limit.
5. Save changes.

Editing a question type

To change a previously created question type, click on the respective ‘Expand’ button and update its configurations. Save changes.

Deleting a question type

You can delete a single question type by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. If you delete a question type that is being used in a form, the respective question will be removed from the form automatically.

Duplicating a question type

You can duplicate a question type by clicking on its ‘Duplicate’ button and then set the new question type’s ID in the pop-up. Click on the ‘Confirm’ button.

Managing forms

Adding a form

1. Click on the ‘Build form’ button – a new page will open.
2. In the ‘Identification’ section, type the form’s name in the ‘Name’ field.
3. Click on the ‘Add questions’ button in the section where you want to add the question: before, during, or after service – a pop-up will open.
4. Select the question types you wish to add.
5. Click on the ‘Confirm’ button – the pop-up will close and the selected questions will be listed and expanded.
6. Type the question in the ‘Question’ field.
7. For question types with a single choice or multiple choices answer attribute, type the answer in the ‘Answer’ field for each possible answer.
8. Set the question as mandatory by checking the ‘Required field’ option, if applicable.
9. Check the devices/modules where this question will be requested in the ‘Apply to’ field.
10. In the questions before service, set the staff permissions: choose if you wish to ‘Allow staff members to visualize visitors’ previous answers’ and/or ‘Allow staff members to edit visitors’ previous answers ‘.
11. Set the order of the questions with the drag and drop tool.
12. Save changes.

Editing a form

To change a previously created form, click on the respective ‘Edit’ button and update its configurations. Save changes.

Deleting a form

You can delete a single form by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. If you delete a form that is being used by a service, the service will work without any form (unless you assign another one).

If you wish to delete a question from a form, you have also two options: delete the question directly or delete several with the bulk action. If you delete a question from a form that is being used by a service, the question will be removed automatically.

Duplicating a form

You can duplicate a form by clicking on its ‘Duplicate’ button and then set the new form’s name in the pop-up. Click on the ‘Confirm’ button.

Advanced features

Set a specific answer format

You can set a specific answer format to your text questions:

1. Find the text question type you wish to manage.
2. Click on the ‘Expand’ button.
3. In the ‘Format’ field, select the ‘Custom’ option – the ‘Regular expression builder’ section will appear.
4. You can then add each character type individually by selecting the type of character you want: alphabetic, numeric, alphanumeric, or specific, and configuring its additional settings:
   • Alphabetic – set an unlimited number of characters, exact number of characters, maximum number of characters, or a range of values;
   • Numeric – set an unlimited number of characters, exact number of characters, maximum number of characters, or a range of values;
   • Alphanumeric – set an unlimited number of characters, exact number of characters, maximum number of characters, or a range of values;
   • Specific – type the character you want to add in the ‘Specific character’ field and set an unlimited number of characters, exact number of characters, maximum number of characters, or a range of values.
5. Click on the ‘Add’ button to add the condition to the regular expression.
6. Repeat steps 4 and 5 for all conditions you need.
7. Test your custom format by inserting characters in the ‘Test value’ field – if your answer fits the defined format rules, the border will be green; otherwise, it will be red.
8. Save changes.

Set an answer example for the custom format answers

You can set an example for the custom format text answers that will be included in the question description field. To set the example, type the example in the ‘Test value’ field of the custom text question type, and save changes.

Set a conditional question in a form

You can create dependencies between questions with the conditional feature:

1. In the form, find the question you wish to manage.
2. Click on the ‘Expand’ button.
3. Activate the ‘Conditional question’ option - this option is not available for the first question of each moment.
4. In the ‘Dependent on question’ dropdown, select the question you wish to create the dependence on.
5. In the ‘Select an option’ dropdown, select the condition. The options will be different according to the question type you chose in step 4:
   • Text question – if the answer was replied or not;
   • Multiple and single responses – if the a specific answer was chosen;
   • Scale and satisfaction – if a specific value was chosen;
   • Name, email, and phone number – if the answer was replied or not.
6. Save changes.

danger

If you change the order of the questions and it affects the conditionals already created, you will lose them.

Assets > gallery

The Gallery is the place where Bloom Enterprise keeps your multimedia contents, namely images and videos.

To open the Gallery page, go to Essentials > Assets > Gallery.

Managing images and videos

Adding an image or video

1. Click on the ‘Upload file’ button – a new window will open.
2. Select the files you wish to upload to the gallery, and confirm.
3. Wait for the upload to end.

Editing an image or video names

1. Type the new name in the ‘Name’ field of the item.
2. Save changes.

Deleting an image or video

1. Select the items you wish to delete.
2. Click on the ‘Bulk delete’ button.
3. Click on the ‘Yes’ button.

If the deleted items were added to playlists, the items will be deleted from the playlist as well.

Advanced features

Organize multimedia contents

To improve the searching tool, set tags to classify your multimedia items for a better items organization. To create tags:

1. Click on the image or video ‘Tags’ button.
2. To add a tag, click on the ‘+’ button – a new item will be listed.
3. Type the tag’s description.
4. Once done, click on the ‘x’ button.
5. Save changes.

You can have an unlimited number of tags for each item. If you search for the tags you assigned, the items containing that tag will be listed as a search result.

Assets > playlists

A playlist is an ordered set of multimedia contents that can later be displayed by a player or Extender.

To open the playlists page, go to Essentials > Assets > Playlists.

Managing playlists

Adding a playlist

1. Click on the ‘Add Playlist’ button – a new page will open.
2. Type the playlist’s name in the ‘Playlist name’ field.
3. To add contents from the gallery, click on the ‘Add multimedia’ button – you will be redirected to the Assets > Gallery page, where you should select the items you wish to add to the playlist, and then click on the ‘Add’ button – you will return to the playlist configuration page where the items will be listed at the ‘Items’ section.
4. To add contents from an online source, click on the ‘Add website’ button. A new item will be listed at the end of the list, where you can type the URL you wish to display in the ‘URL’ field.
5. Use the drag and drop tool to set the items displaying order within the playlist.
6. Save changes.

Editing a playlist

To change a previously configured playlist, click on the ‘Edit’ button and update its configurations. Save changes.

Deleting a playlist

You can delete a single playlist by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. If you delete a playlist already assigned to devices, you will get a warning and, if you choose to proceed, another system playlist will be assigned to those devices (if you do not have any more playlists, the multimedia module will be displayed in black).

If you wish to delete items from a playlist, you have also two options: delete the item directly or delete several with the bulk action. If the playlist you are deleting items from is already assigned to devices, it will only display the remaining items in the playlist.

Advanced features

Configure each item background settings

You can add a black background to your item (to occupy the entire module size in the display) or stretch it (to fit the multimedia module in the displays). Save changes.

Change the time duration of the contents in the playlist

You can set the items displaying time individually (by clicking on the duration of the item you want to manage and type the new value), or in a bulk (by selecting the items you wish to manage, typing the duration value in the ‘Display duration field’, and clicking on the ‘Apply’ button). Save changes.

You can only change the duration of the images and the URLs.

Assets > feeds

Feeds are informational assets exhibited at the displays’ ticker. You can display text messages (text feeds) or updated online content (RSS feeds).

To access the Feeds page, go to Essentials > Assets > Feeds.

Managing feeds

Adding a feed

1. Click on the ‘Add text feed’ button or the ‘Add RSS feed’ button, according to the type of feed you wish to add – a new feed box will appear under the selected type feed list.
2. Type the feed’s name in the ‘Name’ field.
3. Type the contents (a text or a URL) in the ‘Contents’ field.
4. Save changes.

Editing a feed

To change a previously created feed, update the contents by typing them directly in the feeds list. Save changes.

Deleting a feed

You can delete a single playlist by clicking on its ‘Delete’ button or delete several ones by using the ‘Bulk delete’ action. If you delete a feed assigned to a display, the display will no longer show the deleted feed.

Advanced features

Set the text direction in the displays

If you wish to change the text direction in the display, click on the desired feed’s ‘Right-to-left / Left-to-right’ button.

Validate the url you inserted in an rss feed

Click on any RSS feed’s ‘Validate URL’ button. If the URL is correct, the button will turn to a green check icon and will remain like that for about 5 seconds; if the URL is not correct, the button will turn to a red cross icon and will remain like that for about 5 seconds.

Assignments

The Assignments page is a quick and easy way to establish relationships between resources of different types. This page is crucial to the system’s configuration.

To open the Assignments page, go to Essentials > Assignments.

Locations

The Locations tab presents a list of locations that can be filtered in the upper section of the page, through the use of filters: ‘Country’, ‘Region’, ‘City’, ‘Modules’, ‘Services’, and ‘Staff’. After setting the required filters, click on the ‘Apply filters’ button.

The locations list presents an overview of the assignments of each location, and allows as well to search for specific locations (by name, code, group, or schedule) and to order the locations list according to each column parameter (name, code, group, schedule, modules, services, or users).

You can either choose to edit a location’s assignments individually, or use the ‘Bulk actions’ to set the same configurations for more than one location: assign services to locations, assign users to locations, assign schedules to locations, enable appointments module, assign forms to locations, and enable e-ticket feature.

Assigning a schedule to a location

1. Click on the location’s schedule hyperlink in the ‘Schedule’ column – a pop-up will open.
2. Select the schedule to assign to the location – if you choose the ‘Without schedule’ option, the system’s default schedule will be applied (24/7 schedule).
3. Click on the ‘Assign schedule’ button.

It is also possible to set this assignment in the location’s edition page at Essentials > Resources > Locations, or by clicking on the ‘Edit’ button of the location’s row in the Essentials > Assignments > Locations page, expanding the ‘Assign Location Resources’, clicking on the ‘Assign schedule’ button to be prompted to the schedule selection pop-up.

Activate appointments and e-ticket in a location

1. Click on the ‘Edit’ button of the location’s row in the Essentials > Assignments > Locations page.
2. Expand the ‘Assign Location Resources’.
3. Activate the ‘Appointments’ switch if you want to activate the appointments module for the location.
4. Activate the ‘E-Ticket’ switch if you want to activate the e-ticket feature for the location.
5. Save changes.

Assigning services to a location

1. Click on the location’s services hyperlink in the ‘Services’ column – a pop-up will open.
2. Select the services to assign to the location.
3. Click on the ‘Assign services’ button.

It is also possible to set this assignment by clicking on the ‘Edit’ button of the location’s row in the Essentials > Assignments > Locations page, expanding the ‘Assign Location Resources’, clicking on the ‘Assign services’ button to be prompted to the services selection pop-up.

Assigning users to a location

1. Click on the location’s users hyperlink in the ‘Users’ column – a pop-up will open.
2. Select the users to assign to the location.
3. Click on the ‘Assign users’ button.

It is also possible to set this assignment by clicking on the ‘Edit’ button of the location’s row in the Essentials > Assignments > Locations page, expanding the ‘Assign Location Resources’, clicking on the ‘Assign users’ button to be prompted to the users selection pop-up.

Location’s assigned services

By clicking on the ‘Edit’ button at the end of the location’s row in the Essentials > Assignments > Locations page, you will be able to see the list of assigned services to that location with an overview of the assignments of each service, and the possibility to search for specific services (by name, code, queueing schedule, appointments schedule, or form) and to order the services list according to each column parameter (name, code, queueing schedule, appointments schedule, form, or users).

You can either choose to edit a service’s assignments individually, or use the ‘Bulk actions’ to set the same configurations for more than one service: assign queueing schedules to services, assign appointments schedules to services, assign forms to services, and set number of appointments per slot.

Activate modules in a service within a location

1. Click on the ‘Expand’ button of the service’s row in the Essentials > Assignments > Locations > Edit Location page.
2. Activate the ‘Queueing’ switch if you want the service to be available for queueing ticket generation.
3. Activate the ‘Virtual ticket’ switch if you want the service to be available for virtual ticket generation().
4. Activate the ‘Appointments’ switch if you want the service to be available for appointments booking.
5. Save changes

Assign queueing schedule to a service within a location

1. Click on the ‘Expand’ button of the service’s row in the Essentials > Assignments > Locations > Edit Location page.
2. Click on the ‘Queueing schedule’ edit button.
3. Select the schedule to assign to the service – if you choose the ‘Without schedule’ option, the system’s default schedule will be applied (24/7 schedule).
4. Click on the ‘Assign schedule’ button.
5. Save changes.

Assign appointments schedule to a service within a location

1. Click on the ‘Expand’ button of the service’s row in the Essentials > Assignments > Locations > Edit Location page.
2. Click on the ‘Appointments schedule’ edit button.
3. Select the schedule to assign to the service – if you choose the ‘Without schedule’ option, the system’s default schedule will be applied (24/7 schedule).
4. Click on the ‘Assign schedule’ button.
5. Save changes

Assign form to a service within a location

1. Click on the ‘Expand’ button of the service’s row in the Essentials > Assignments > Locations > Edit Location page.
2. Click on the ‘Form’ edit button.
3. Select the form to assign to the service.
4. Click on the ‘Assign form’ button.
5. Save changes.

Limit the number of appointments per service slot within a location

1. Click on the ‘Expand’ button of the service’s row in the Essentials > Assignments > Locations > Edit Location page.
2. Disable the ‘Unlimited’ option.
3. Set the number of appointments per slot.
4. Save changes.

Use the ‘Replicate’ button if you would like to set the same configuration for this service in other locations.

Staff

The Staff tab presents a list of users that can be filtered in the upper section of the page, through the use of filters: ‘Locations’, ‘Services’, ‘Roles’, and ‘Counters’. After setting the required filters, click on the ‘Apply filters’ button.

The users list presents an overview of the assignments of each user, and allows as well to search for specific users (by username/display name, schedule, locations, services, roles, or counters) and to order the users list according to each column parameter (username/display name, schedule, locations, services, roles, or counters.). You can either choose to edit a user’s assignments individually, or use the ‘Bulk actions’ to set the same configurations for more than one user: assign locations to users, assign services to users, assign roles to users, assign schedules to users.

Assigning a schedule to a user

1. Click on the user’s schedule hyperlink in the ‘Schedule’ column – a pop-up will open.
2. Select the schedule to assign to the user – if you choose the ‘Without schedule’ option, the system’s default schedule will be applied (24/7 schedule).
3. Click on the ‘Assign schedule’ button.

It is also possible to set this assignment in the user’s edition page at Essentials > Staff > Users, or by clicking on the ‘Expand’ button of the user’s row in the Essentials > Assignments > Staff page, and clicking on the ‘Assign schedule’ button to be prompted to the schedule selection pop-up.

Assigning locations to a user

1. Click on the user’s locations hyperlink in the ‘Locations’ column – a pop-up will open.
2. Select the locations to assign to the user.
3. Click on the ‘Assign locations’ button.

It is also possible to set this assignment by clicking on the ‘Expand’ button of the user’s row in the Essentials > Assignments > Staff page, and clicking on the ‘Assign locations’ button to be prompted to the locations selection pop-up.

Assigning services to a user

1. Click on the user’s services hyperlink in the ‘Services’ column – a pop-up will open.
2. Select the services to assign to the user.
3. Click on the ‘Assign services’ button.

It is also possible to set this assignment by clicking on the ‘Expand’ button of the user’s row in the Essentials > Assignments > Staff page, and clicking on the ‘Assign services’ button to be prompted to the services selection pop-up.

Assigning roles to a user

1. Click on the user’s roles hyperlink in the ‘Roles’ column – a pop-up will open.
2. Select the roles to assign to the user.
3. Click on the ‘Assign roles’ button.

It is also possible to set this assignment by clicking on the ‘Expand’ button of the user’s row in the Essentials > Assignments > Staff page, and clicking on the ‘Assign roles’ button to be prompted to the roles selection pop-up.

Assigning counters to a user

1. Click on the user’s counters hyperlink in the ‘Counters’ column – a pop-up will open.
2. Select the counters to assign to the user.
3. Click on the ‘Assign counters’ button.

It is also possible to set this assignment by clicking on the ‘Expand’ button of the user’s row in the Essentials > Assignments > Staff page, and clicking on the ‘Assign counters’ button to be prompted to the counters selection pop-up.