Already registered as a Partner on our portal but having issues logging in?

• Click on this link to take you to the Partner log in page

• Enter your registered email address (if you have forgotten this, please email hello@experiencehampshire.uk and we can remind which email address you used

• Enter your password or use the 'Forgot My Password' link to re-set it

Registering as an Experience Hampshire Partner on our website for the first time

Things you need before you start ……..

·         A copy of your business insurance certificate including the company that provides the insurance, the Policy Number and the Renewal Date. You will need to have a scanned copy of the policy certificate (this can be scanned or photographed using your smart phone) to be uploaded to our website.

·         The addresses of any locations that you will be offering an experience at. It would be useful if you could visit www.what3words.com first to find out your exact location. If you haven’t used this before, every 3 square metres across the world has been given its own 3 words to create a unique address such as dog.elephant.hill . Whilst a single postcode can cover as much as half a mile square, a What3words address is so more specific and will help customers find your exact location much more easily.

·         It would be useful to have an idea of the experiences that you are planning to offer. However, once you have registered and created a Partner profile, you don’t have to enter all your information in one go and you can leave and return to your profile at any time to view / update it.

·         Access to some good quality photographs to showcase your experience. At least 6 images would be best, but you can add up to 12

TOP TIP

You can register on the site without uploading your insurance policy (although we will need it before we start promoting your experiences) and once you have created your basic profile, you can take a break and log back in at a later date, at any time, using your email and the password that you have created

REGISTERING

Log in page at https://partner.experiencehampshire.uk/auth/registration

Enter your first and last name and your email address. This email address will become your ‘user name’ and be required each time you log in. It will also be the email address to which all booking notifications are sent

Click Create Account

(You will then automatically receive email confirmation from system – ‘Thank you for registering to Experience Hampshire’)

Give your contact phone number

Give your Business Name

Locate your Business - give your main / office address. You have the option later to give the address where you are hosting your experience which needn’t be the same as the address that you are giving now. Type your postcode in to the box to locate your address. This address is not shown to customers at any time on our system.

Add your Profile Picture – you don’t have to do this, but it helps customers connect with you. If you do upload an image it will appear on all the experiences that you offer on our site. You can skip this step now and add a photo at a later date via your profile on the website.

TOP TIP

Use a head and shoulders image in portrait for your Profile Picture, if you have one

Experience Group Partner Agreement – these are our Terms and Conditions between ourselves (Experience Hampshire) and you as one of our Partners. Apologies that they are rather long-winded, but you do need to agree to these before you can load any experiences on to our site please. Please remember that you can stop uploading experiences to our site at any time if you feel that you need a break.

Public Liability Insurance – in order to add experiences to our site, we need to be sure that you have at least £5,000,000 of Public Liability Insurance in place. It is likely that you do already have this cover in place in order to conduct your usual business, but we do need to have a copy on our files to protect you and your Experience Hampshire customers

TOP TIP

Please make sure that you give the correct renewal date for your policy so that we can remind you when yours is getting close to renewal time

ADDING A LOCATION FOR YOUR EXPERIENCE

You will now be directed to the Your Location page where you can start adding the location at which you are offering your experience/s.

If you are offering your experience/s at one or more of your own locations (which might be the same as your main / office address), you have to create it / them here. This / these will be the location/s that the customers come to take part in your experience/s. You can have as many locations as you wish.

If your experience is going to be only offered at the customer’s home, or a location of their choosing, then please see the ‘At Home’ paragraph towards the end of this section.

Add a location - Click on the green ‘+New Location button to the top right of the screen and follow the prompts. For each ‘location’ that you create (you might only have one location if you are a small business), you will need to give that location a name (something like ‘My studio by the river’) and a short description to describe that location

You will need to click the green ‘Save’ button at the bottom of the page once you have finished

You will then need to complete the information on the other pages for this location, accessible by using the tabs at the top of this page

Directions – this allows you to show exactly where this location is and add some directions if it is tricky to find (it is likely that you can copy this from information that you already send out to those who take part in your experiences or is shown on your own website)

Parking – here you can give details of the car parking available at that location

Facilities – this allows you to choose from a list some of the facilities that you have at this location

At Home experience - If your experience is going to be only offered at the customer’s home, or a location of their choosing, then you don’t need to create a ‘Location’. You should jump straight to creating an experience and then, when promoted, choose the ‘At Home’ option

TOP TIP

If you have some facilities that you think your customers should know about that aren’t in our list, then you can include them in the main description text of your location

CREATING AN EXPERIENCE (OR TWO)

Once you havecreated one or more ‘locations’ you will need to click on ‘Experiences’ to the left of the screen andstart creating your experience/s - Click on the green ‘Create an Experience’ button to the top right of the screen and follow the prompts.

Under the ‘Details’ you’ll need to give all the information about each experience. This is the information that the customers will read to encourage them to book your experience.

You will then need to complete the information on the other pages for this experience, accessible by using the tabs at the top of this page

What’s Provided – please give customers as much information as possible on what equipment, clothing etc. that you provide as part of the experience

Media – this is where you upload some images about your experience. We recommended between 6 and 8 images in landscape – the higher resolution, the better. Once uploaded, you can click on each image and, using your mouse, drag them to change their order. The ‘hero image’ is the main image which is shown in a larger format on your experience page. We suggest that you try to use different images for each and every experience, even if they are similar, to make it more appealing to customers.

TOP TIP

If you need our help uploading or choosing images, please do get in contact

FAQ’s – this section allows you to create your own questions and appropriate answers. This allows you to second guess the type of questions that customers might ask about the experience and to provide answers to those questions. If you already run your experience, you will well know the questions that you often get asked and you can add these and the answers here!

Here are some examples of question and answers that you might want to add (you can even copy and pastes these on your own experiences and then amend as appropriate):

What should I wear?

Comfortable shoes and clothes. We will provide an apron whilst you are making the ice cream

Does this experience include a meal?

Once you have finished making ice cream, you can sit down and enjoy a fish and chip meal in the restaurant

How long does this experience last?

3 hours in total

Legals – this section just shows our customer cancellation terms, visible to them when they are viewing the experience

Pricing – it is here that you can define the ‘tickets’ that you sell for your experience. If it is only available for an individual, couple or small group to purchase exclusively, then we suggest that you create just one price as an ‘Exclusive Experience’ ticket. If you are selling individual tickets to a group experience, then it is here that you can create different tickets for different ages for instance – an ‘Adult Ticket’ at £40 and a ‘Child Ticket – 4 to 17 years’ at £20.

Schedule – this is where you can add dates and times for all this experience

Duplicating experiences. Once you have created an experience, you can then click on ‘experiences’ on the menu on the left of the screen and see all of those you have loaded on to the system. If you want to duplicate an experience (maybe to offer the same experience during the week and at weekends), you can visit this page and then click on the 3 dots on the top right of each experience image and choose ‘Duplicate’. This then creates a new ‘draft’ experience which you can click on and amend and edit. We recommend that you change at least some of the images so that similar experiences at least look different when they are viewed on the site.

Once you duplicated your experience it will appear as a box next to your other experience/s. If you click on this new box you have access to all the details of the new experience to make amendments to. You will see that the title and description text of the ‘copied’ experience has been pulled across but you will need to create a new schedule for the new experience. If you have any issues please contact Jane or Roger

Archiving or deleting an experience. By clicking on ‘experiences’ in the left hand menu, you can see all of your experiences that you have loaded on to our website. If you wish to keep the information for an experience but just ‘archive’ it for a month or two, you can double click to choose the appropriate experience and then click ‘pause’ in the top right hand corner. This will retain all the information in your profile, but the experience won’t be visible to customers. If you did want to delete an experience altogether (assuming there are no bookings attributed to it), then you can follow the process in the previous sentence and then click ‘delete’ in the top right corner.

TOP TIP

Once any experience is made ‘Live’ it shows to customers on our site and you can the see this experience showing in your ‘Availability’ calendar accessible in the menu to the left of screen.

Your experiences are shown on the calendar using this code - Red: No tickets available / Amber: Some tickets available / Green: All tickets available / Grey are experiences which are in the past.

TICKETS / SCHEDULING

Once you have created your experience/s, you need to tell your potential customers when you will be offering it/them. This is done using by clicking on the thumbnail of the experience and firstly choosing the ‘Pricing’ tab at the top.

It is here that you create ‘tickets’ for that particular experience. For instance, you may want to offer an ‘Adult’ and a ‘Child’ ticket, or, if the experience can only be purchased by an individual, couple of small group, we suggest that you create a ‘Private experience’ ticket (showing the total cost to buy that whole experience).

If you are offering a private experience, but have options for different number of people, then you could create tickets like this …….

Private ticket for 4 people - £260

Private ticket for 5 people - £325

Private ticket for 6 people - £390

Once you have created all of the ticket types that you think you will need, then you should click on ‘Schedule’ where you can detail when you want to offer this experience.

Our system allows you to offer the same experience on just a single schedule, or on different schedules. You could have a ‘Weekday schedule’ for example which just shows your Monday to Friday schedule and then a ‘Weekend schedule’ for Saturday and Sunday. This allows you have different timings for the weekday and weekends.

At the current time, if you create 2 different schedules for the same timings for the same Experience, our system is unable to mark one of the schedules as booked on the basis of the other schedule (with the same timings) is booked by a customer. This would need to be done manually.

TOP TIP

If your experience is an exclusive experience for an individual, couple of small group (as opposed to a class that a number of people who might not know each other can join), then click the ‘Ticket is Private’ box.

GOING LIVE!

Once you have set up your account and added your experience/s, please email louise@experiencehampshire.uk before you have made your experience/s Live (once Live, they appear on the customer side of our site).

We can then just double-check that all the details are correct and that your experience is showcased in the most advantageous way to attract the most attention.

YOUR EXPERIENCES

You can view all of the experiences that you have created on our platform by clicking on ‘Experiences’ on the left hand side of the screen (assuming that you are logged in as a Partner). The default is to show thumbnails for all of the experiences that you have on the site, but using the tabs along the top, you can also view your ‘Live’, ‘Paused’ and ‘Draft’ experiences. Clicking on any of the thumbnails, opens up that experience and allows you to view and amend that experience.

TOP TIP

You will see in this view the Hero image that you have used for each experience. We recommend that you use different images for each experience that you are offering to differentiate between them.

AVAILABILITY

By clicking on ‘Availability’ to the left of your screen, you can view a calendar which shows the dates of all your experiences loaded on to the site. This calendar will only show experiences that you have made ‘live’ and not those that are ‘Paused’ or ‘Draft’. This calendar view gives you the ability to quickly delete any experiences that you are no longer able to offer (if, for instance, you have taken a direct booking for that particular date since loading an experience to the site). This assumes, of course, that you haven’t already accepted a confirmed booking for that experience on that date, in which case you are honoured to go ahead with the booking made via the Experience Hampshire site.

Changing availability

Once you have loaded your availability for any of your experiences, there are 2 ways to make changes to that availability, depending on what you would like to remove

If you would like to remove the same session each and every week for the rest of that schedule (eg. Remove the afternoon session for each and every Tuesday)

Log in

Click on your experience and then on Schedule

Then choose the schedule (under Your Schedules) that you want to change

Then just go straight to the bottom and click Next

This will open up the calendar and you can then use the Delete icon to get rid of what you don't want

Then click the green Reschedule button

If you would like to remove sessions on random days / dates for the rest of a schedule (eg. Just remove the afternoon session on 23rd March)

Log in

Make sure that your experience is Live

Click on Availability on the left hand side menu

Using the arrows beside the word TODAY (top right) click through the calendar until you get to a view where you can see the session that you want to remove

Click on that session and a pop-up will appear

Using the Reserve Tickets button, ‘book’ enough tickets so that the session you want to remove is effectively fully booked

That session will then not appear to customers as it will ‘fully booked’

You can use this second process if you ever want to remove sessions that you did have showing as available on the site, but subsequently can’t provide (maybe because you have taken a direct booking for instance)

YOUR ACCOUNT

Settings. When you are logged in, you can use the menu on the left of your screen to access your account settings.

Profile – here you can change your profile image and the general text about yourself – often called your ‘bio’. Please write your bio in the third person – eg ‘Emily was born in Southampton and grew up in the New Forest’. Please just use this section for writing general information about yourself or you business and not about the experience/s that you are offering (this information goes in to the experience description)

Password. This can be changed at anytime by logging in to your account, clicking on Settings (on the left of screen) and then on Account and then on Password (choose Edit to change it to a new password and then click Update Password to save it)

TOP TIP

This is the picture of you that shows on all of the experiences that you offer and allows customers to find all your experiences, if you offer more than one

Account – this shows the email address, which you use to log in to your account, your contact telephone number and your password. Your phone number and password can be changed here if needed.

Business details – showing your business name and main address. These can be edited here if required

Notification – we suggest that you keep these all switched on so that you are kept up to speed with all your latest bookings

Billing – this is an area we will be developing soon

Insurance – showing the details of your liability insurance

CONFIRMING BOOKINGS

Confirming bookings. For each and every booking that you receive through the Experience Hampshire website, you will receive an email which you need to reply to please in order to accept that booking. Ideally we would ask that you reply within 6 or 8 hours (even quicker would be great!), but if we do not receive a confirmation within 48 hours, then we will assume that you are unable to accept the booking for some reason.

The email that you receive will have a link directly to your Partner portal on the website, where you will need to log in (if you are not already) using your registered email address and password. In the black bar on the left of the screen you will see ‘Bookings’ which should have a white dot next to it indicating that you do have a booking

Click on Bookings and you will see all your future bookings that you have. Those that show as ‘Unconfirmed’, you just need to confirm by clicking the green Confirm tick (this shows if you hover over the word Unconfirmed. The booking is then confirmed.

TOP TIP

As well as keeping a close eye on your emails, we would ask that you monitor your profile to ensure that you are only offering experiences on days and at times which you know you can offer them. If, for instance, you receive a direct booking for a date that you have featured on our site, it is easy to log in to remove the experience that you were offering at that same time (assuming of course you haven’t already accepted a booking through Experience Hampshire for that date / time).

EXPERIENCE HAMPSHIRE VOUCHERS

Vouchers can be purchased by customers at any time for use on our site. The customer choses the value of the voucher and pays for it at that time. The voucher can then be sent electronically by the purchaser to any recipient who will receive an email to confirm the gift has been sent.

The recipient will then be directed to log in to our site and choose an experience to redeem the voucher against

• The voucher can be used for part, or full payment (up to the value of the voucher) for any experience on our website

• Where the value of the voucher is less than the cost of the experience, the customer can use the voucher against that cost and pay the outstanding balance using a credit card

• Where the voucher value is more than the cost of the experience, no refund will automatically be given at the time of purchase. the customer can however email voucher@experiencehampshire.uk after having made the purchase and Experience Hampshire will generate a new voucher to the value of the unused balance, to be used at a later date on another experience purchase

• The customer can only use a maximum of one voucher against the purchase of any experience

• The recipient of the voucher can check the value of any vouchers that he / she has been given using the ‘Check voucher value’ under the Gift Vouchers tab on our website 

TOP TIP

Experience Hampshire vouchers make great birthday and Christmas gifts!

CHECKLIST

·         Have you uploaded a copy of your insurance policy, together with the renewal date?

·         Are the images that you are using to promote your experience/s of good enough quality and appealing to potential customers? Do you have different photos for each Experience? Do you have at least 6 images per experience?

·         FAQ’s. Have you added as many questions / answers as you can think of? These are the kind of questions that you get asked all the time and will be useful to those joining your experience. Any FAQ’s should be written in the first person eg. ‘Do I need to wear any special clothing?’

·         Have you completed the information about you as the Host and uploaded a head and shoulders image of yourself? This is done in Settings / Profile (menu on left hand side of screen when you are logged in). This will really help customers engage with you

·         Have you changed the status of all your experience/s from ‘Draft’ to ‘Live’. If you don’t do this, they won’t be available for customers to see

·         Once you have completed everything, please email your account manager (Roger or Louise), so that they can double-check that everything is correct for you

·         Have you written a description of at least 3 short paragraphs for each of your experiences? Each description needs to assume that the reader knows nothing at all about the experience/s!