We’ve made some pretty big updates to the Poptop supplier calendar recently. Updates designed to make staying on top of your calendar and availability on Poptop a piece of cake!

Understandably, you’ve had some questions about how it all works. So in this blog, we’re going to answer some of our suppliers’ most frequently asked questions on Poptop’s calendar and availability! Let’s get cracking, shall we?

WHAT IS MY POPTOP SUPPLIER CALENDAR AND WHY IS IT SO IMPORTANT?

Poptop is the UK’s first and only events marketplace to offer live pricing and availability. This means that we don’t waste your time and money with traditional ‘lead generation’. When a booking comes in through Poptop, the business is 100% confirmed. It’s as simple as that!

For this to work effectively for you and your clients, it’s crucial that a Poptop supplier maintains an accurate and completely up-to-date Poptop calendar.

HOW DO I KEEP MY POPTOP SUPPLIER CALENDAR UPDATED ON A REGULAR BASIS?

There’s two main ways you can keep your calendar up to date.

  1. Sync your external diary (the best way!).

The easiest way to keep your Poptop availability totally up to date is to sync your external online calendar with Poptop. It’s a straightforward, five minute job that, once done, will mean you never have to cancel another Poptop booking due to unavailability. Plus, we’ve just introduced ‘auto-sync’ on synched calendars. This means your diary auto-updates every 24 hours, so your Poptop calendar remains 100% up to date. Pretty cool, right? Follow this link to go ahead and sync your diary now…

  1. Manually update your calendar.

If you’d prefer, you can log in to your Poptop account and manually block out the dates that you’re unavailable. This is a bit more long-winded than synching your diary, but some suppliers prefer this method – especially if they haven’t yet transitioned to an online diary.

Poptop works best for suppliers who make checking and updating their calendar part of their regular admin process. The average Poptop client books up to 3 months in advance of their event, so maintaining at least 3 months of accurate availability really maximises your booking potential on Poptop. We’d recommend just logging in and doing a quick double-check of your availability once a week.

ARE MY PERSONAL DETAILS SHOWN TO CLIENTS WHEN I SYNC OR UPDATE MY POPTOP SUPPLIER CALENDAR?

Absolutely not. When you sync your diary to Poptop, the only person who can view the specific information in that calendar is you. If you mark yourself as unavailable on a specific date, your service simply won’t show up in a client’s search for that date. Clients have no way of accessing the specifics of your diary.

I ONLY USE A PAPER DIARY. HOW CAN I KEEP MY CALENDAR UPDATED CONSISTENLY WHEN I ALSO RECEIVE BOOKINGS THROUGH MY OWN WEBSITE?

We would highly recommend transitioning over to an online diary platform if you’re still using a paper diary. Once you’ve gotten to grips with it (products like Google Calendar are very intuitive and user friendly) it makes your life SO much easier – you can have all your bookings in one place, and you can include your personal diary so you never get booked on off days.

If you’d still prefer to stick to a paper diary, it’s still super straightforward to manually block off your unavailable dates via your Poptop supplier account. To avoid unnecessary cancellations, we’d recommend double checking your diary once a week, and working at least 3 months in advance.

I CAN PROVIDE MORE THAN ONE BOOKING PER DAY. CAN THE POPTOP CALENDAR FACILITATE THIS?

Absolutely! You can use Poptop’s calendar to block out specific hours of the day, meaning you can allow for multiple bookings in a single day. Just make sure you allow enough time for travel between locations – Poptop builds in 1 hour for travel each side of a booking, but it’s worth checking in advance to ensure that this is enough time.

I ONLY WORK CERTAIN HOURS OF THE WEEK. CAN THE POPTOP CALENDAR FACILITATE THIS?

The easiest way to do this would be to sync your external diary, and in that external diary make a recurring mark of unavailability on the days and hours you don’t work each week. This would ensure you never get bookings on the days you don’t work. We’d still recommend regularly checking your calendar reflects your actual availability.

WHAT HAPPENS IF I CANCEL A BOOKING DUE TO MY AVAILABILITY?

Cancelling bookings due to supplier unavailability will have a negative impact on supplier visibility and reach on Poptop. For every booking a suppler cancels, they will fall one place in our search rankings. This means the more bookings you cancel, the less visible you will be to our clients.

If suppliers maintain a high percentage of bookings cancellations over a sustained period, further action will be taken to suspend their visibility from Poptop searches. It’s worth taking a read of our full cancellations policy for more information.

IF A CLIENT CANCELS A BOOKING, WILL IT HAVE A NEGATIVE IMPACT ON MY VISIBILITY AND RANKING?

Never. If a client cancels a booking for any reason, it will have no impact on your visibility or ranking on Poptop.

WHAT HAPPENS IF I REGULARLY UPDATE MY CALENDAR? ARE SUPPLIERS REWARDED FOR HONOURING ALL THEIR POPTOP BOOKINGS?

Absolutely! Suppliers who maintain an accurate Poptop calendar and, as a result, honour their Poptop bookings will rise to the top of Poptop’s search rankings – meaning you’ll be seen and booked by more clients than ever.

DO YOU HAVE ANY NEW UPDATES COMING ON POPTOP?

We’ve got some really cool updates in the pipeline that will make our suppliers lives that little bit easier. In the coming weeks, you’ll have the ability to manually lock multiple days in one go. We’re also introducing a cap on super-last-minute bookings. That’ll mean you won’t end up blind-sided by Poptop bookings coming in with only a day or two’s notice. We’ll also be adding your cancellation rate to your supplier dashboard, so it’s super easy to keep an eye on it and avoid any penalties.

So there you have it! If you’ve got a question that hasn’t been answered in this blog, send us an email on support@poptop.uk.com and we’ll get back to you ASAP (and maybe add it to this blog!).

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