Quick Setup Tutorial - A Tour of the Interface

影片

this short video is the starting point for new admins setting up the ob booking system for the first time. it provides a guided walkthrough of the main admin interface so you can quickly orient yourself before diving into configuration. you will see where day-to-day operational tools live and how the navigation is organised. watch it end-to-end before moving on to the more detailed setup articles in this section.

the tour covers the core areas you will use every day as an admin. these include the dashboard for an at-a-glance view of business activity, the schedule calendar for managing bookings and availability, and the classes section for setting up your service offerings. it also highlights the customers area for managing client profiles, the passes section for packages and memberships, and the settings sidebar where account-wide configuration lives. once you are familiar with these locations, the remaining quick setup articles will feel much easier to follow.

Meet Obie, your business-wide AI assistant

Obie is the main AI assistant for working across Omcean Booking. Open Obie when your question spans several pages, when you need setup or feature guidance, or when you want to understand activity across the business.

Obie is best for:

• Setting up your business step by step
• Finding a feature or understanding how a setting works
• Comparing customers, classes, instructors, locations, or date ranges
• Creating reports, tables, charts, and key figures
• Completing supported admin tasks that involve more than one area

For example, ask which classes grew the most during the last three months, which customers stopped attending, or how to finish setting up online bookings.

Register your studio, then set it up on the guided setup page

Getting a new studio started happens in two places: the sign-up screen, where you create your account, and the guided setup page, where Obie helps you fill your studio in.

Create your account yourself. New studios can register on the sign-up screen — you do not need to wait for anyone to create an account for you. Fill in your studio details, or choose Sign in with Google or Sign in with LINE to sign up with an account you already have. As you register, the screen shows you what the admin and the customer app look like, so you can see what you are setting up.

Then work through guided setup. First-time setup has its own page — it is no longer a conversation squeezed into the assistant panel in the corner. The page takes you through one step at a time, grouped as Meet Obie, Your studio, What you offer, Anything else and Ready, with a progress indicator, a short note on how much time is left, and an encouraging line on each step. Obie's chat sits alongside the step, so you can ask a question without leaving the page, and each step has its own continue button — there are no longer separate numbered screens with a Let's Go button.

The steps run in this order:

1. Meet your assistant — say hello to Obie.
2. Choose your business type — this shapes how the rest of the setup is worded. You can change it later under Settings → Configuration.
3. Bring in what you already have — optional; see below.
4. Your studio basics — your studio's details, currency, timezone, and opening hours.
5. Contact details — confirm your own email address and phone number, and enter your LINE ID. If you signed in with LINE, you can add us on LINE instead.
6. Classes — your first classes or services.
7. Passes — the passes or memberships customers buy.
8. Instructors — titled Who are your instructors?, for the people who teach or deliver them.
9. Anything else — any remaining details you want to add now.
10. Ready — the finish screen.

Each step explains itself with examples from your type of business. On the Classes, Passes and Instructors steps, a highlighted explanation card describes what to add using examples drawn from the business type you chose earlier — a hair salon sees haircuts, colouring and blow-dries, a yoga studio sees Hatha, Vinyasa and restorative yoga, and a driving school sees driving lessons, parking practice and test preparation. If you have saved your own wording for classes, passes, instructors or customers, the card uses your words too, so a salon reads What is a service? and Who are your hairdressers? instead. Under the card, choose Add now to create the item during setup, or Not now, which names exactly where you can add it later — the classes page, the passes page, or the instructors page.

You are not asked to pick a booking type twice. The classes step no longer asks you to choose between a group class and an appointment, even when you offer both. The booking type you confirmed in your studio basics applies automatically, so you simply give your first bookable item a name and a duration, set a price or let customers book it with a pass, then choose when it is available and who provides it.

Your progress is saved as you go. You can stop part-way through, leave the page, and come back later: your answers, anything already created, and the setup conversation are all still there, and you pick up where you left off. Your currency and timezone are detected for you only when you have not already chosen them, so returning to a saved setup never overwrites what you picked.

Add your own contact details. The Contact details step comes right after your studio basics and before Classes, and asks for your details as the studio owner:

• Email — required, up to 100 characters, and must be a valid email address.
• Phone number — required, up to 20 characters. A value made up only of spaces is not accepted.
• LINE ID — up to 30 characters. Extra spaces before or after it are removed. It is required only if you signed in with LINE, are setting up from Taiwan, and are not already connected with OmceanBooking on LINE; in that case you can add us on LINE instead of typing it (see below). If you signed up with Google, the LINE ID is optional. Any LINE ID you enter is checked when you tap Continue, and you can keep it even if it cannot be found.

On wider screens, Email, Phone number and LINE ID sit side by side in one row; on phones and other narrow screens they stack one above the other. This step does not show a characters-remaining counter under the fields.

If your account already has an email, phone number or LINE ID, the step opens with them filled in, and they are still there if you leave setup and come back. When you finish setup, these details are saved to your own account. They apply only to you: any other instructors you add during setup are created without an email address and are not sent an invitation.

If you see Please enter a valid email address., the email field is empty or the address is not in a valid format, such as missing the @ sign. Correct it and continue.

Add us on LINE instead of typing your LINE ID. If you signed in with LINE and are not yet connected with us, one short line appears under the contact fields: Or add us on LINE — then tap Continue. Tap Or add us on LINE, which opens LINE in a new tab, or scan the small QR code beside it with your phone — you can also tap the QR code to open the same link. After adding us, tap Continue and we will check your LINE connection. If you signed up with Google, this option and the QR code are not shown.

Already connected on LINE? If you signed in with LINE and are already connected with OmceanBooking on LINE, the LINE ID field is hidden. In its place you see your LINE picture (when you have one), your LINE name, and a green Connected on LINE label. You do not need to enter a LINE ID, and a LINE ID typed before the connection was found is not saved.

Your LINE ID is checked when you tap Continue. Nothing is checked while you type or when you move to another field. When you tap Continue, your other contact details are checked first: if the email address or phone number is missing or not valid, Please complete the required fields. appears and the LINE ID is not checked until you fix them. Then we check your LINE ID once, and Checking your LINE contact appears under the fields while the check runs. If you signed in with LINE, this happens even with the LINE ID left empty, so we can see whether you have added us on LINE. If you signed up with Google and leave the LINE ID empty, nothing is checked. Tapping Continue while a check is running does nothing, so wait for it to finish.

• Any LINE account found for the LINE ID you entered appears just below the fields, showing its picture (when one is available), its display name, the LINE ID that was searched for, and one of these notes: Matched, Not matched, Unable to verify this account, or LINE account found. Matched means the LINE ID belongs to the LINE account you signed in with.
• Unless your LINE connection is confirmed, the step does not move on after the first check. The result stays on screen with the note You can change your LINE ID, or tap Continue to keep it as entered.
• If you change the LINE ID while the check is running, or leave the step, that result is discarded. Tap Continue to check the new LINE ID.

Keep or correct your LINE ID. After the result appears, you can:

• Correct the LINE ID and tap Continue. The new ID is checked once and its result is shown.
• Tap Continue again without changing it. The step is saved with the LINE ID as entered, without checking again. This works even if the ID was not found, did not match your LINE account, or could not be verified.

Messages you may see under the LINE ID field. These are shown as information, not as errors:

• This LINE ID does not match the LINE account you signed in with. Please check your LINE ID. — the ID belongs to a different LINE account from the one you signed in with.
• This LINE ID could not be found. Please check your LINE ID and allow others to find you by ID in LINE. — check the ID for typing mistakes, and in LINE turn on Allow others to add me by ID.
• Unable to verify this account — the check could not reach LINE, for example on a weak connection.
• LINE account found — a LINE account exists for this ID.
• Please enter your LINE ID or add us on LINE. We'd love to get in touch and help you succeed! — you signed in with LINE and are setting up from Taiwan, so a LINE contact is required. This is the only case that stops you: while the LINE ID is empty, you cannot continue until you enter your LINE ID, or add us on LINE with the link or QR code and tap Continue again.

Ask Obie on this step. The Contact details step offers one suggested question, Can I change this later?, which Obie answers beside the step.

Started setup before this step was added? If an unfinished setup had already moved past this point, you are taken back to the Contact details step once when you return. Your other answers and your progress on the other steps are kept, so you can carry on after confirming your details. If your setup was already finished, you go to the finish screen as before.

Bring in details you already have. On the import step, paste the address of your existing website, Facebook page or Instagram page, or upload a screenshot of your timetable as a PNG, JPEG, or WebP image under 5 MB. Obie looks up what it can find and shows a checklist of the classes, passes, services, and business details it found, each with what was found and a preview image where there is one. Tick only the items you want created, then continue — or skip the step and enter everything yourself.

Edit a suggestion before it is created. Every suggested item on the review step has an Edit button in its top-right corner. Choosing it opens a small editor inside that item, in place of its detail lines, so you can correct what was found before anything is created:

• Classes and services — name, duration, and price.
• Passes — name, price, number of visits, and expiry in days (enter 0 for no expiry). You can give the pass a Chinese name as well as an English one.
• Instructors — each instructor name.
• Your business — address and phone number.
• Your links — website, Facebook, and Instagram. Each one must be a full address beginning with http or https.
• Opening hours — each day can be switched between open and closed, with its own opening and closing time.

Select Save to keep your changes, or Cancel to leave the original suggestion exactly as it was found. Nothing you type takes effect until you save. Once saved, the summary shown for that item is rebuilt from what you entered, so what you see on screen always matches what will be created. If something required is missing or not valid — a blank name, a negative price, or a duration of zero — the item is not saved and stays as it was until you fix it.

Opening hours rules. Every day left open needs an opening time and a closing time, and the opening time must be earlier than the closing time. A day marked as closed needs no times at all. A closing time of midnight is shown as the end of the day.

Finish an edit before moving on. While any item is open for editing, Back, Skip, Use selected details, and continuing to the next step are all unavailable — save or cancel the edit first. Moving to another step also closes any editor that is still open.

Imported classes and passes are already counted. When the import step has found classes or passes for you — from your website, your social page, or a photo of your timetable — the Classes and Passes steps open with Not now already selected, and tell you that your imported items are already included. Continue straight past those steps; you do not need to add the same class or pass a second time. If you do want one more on top of what was imported, select Add now and fill in the fields as usual.

Your first pass can have a Chinese name too. On the passes step, the pass name field has a language toggle, so you can enter both an English and a Chinese name for the first pass you create during setup.

Every instructor needs a name and an email address. The email is required because Obie uses it to send that instructor their welcome email, so Obie always asks you for it and never guesses one or reuses an example address.

Choose your features on the Anything else step. This step lists every feature we offer, using the same names, descriptions and icons you see on your Custom Features page, in one list split into two groups:

• Enabled — everything that is already switched on. A few useful features are turned on for you before you start, so this group is rarely empty; when it is, it reads No features enabled.
• Recommended — everything that is still off. Five are shown at a time; choose Load more for the next five.

Use the Search Custom Features box above the Recommended group to find a feature by its name or by what it does. You can type in English or in Chinese and either will match, because the search looks at both languages. When nothing matches, the group reads No matching features. Features you have already enabled stay visible in the Enabled group whatever you search for.

Each feature sits on its own row with a coloured square icon, its name, a one-line description and a switch. The row itself is not clickable — use the switch to turn a feature on or off. Where a description is too long for one line it is shortened; choose Read more to see all of it, and Read less to collapse it again. You can change any of these later on the Custom Features page, and Obie can suggest which ones suit your business if you ask.

Features you switched on elsewhere stay on. If you turn a feature on outside setup and then come back to an unfinished setup, it is still on when you return — resuming setup no longer switches it back off. Switching a feature off during this step is still respected.

All bookings is switched on for you when you offer both. If your business runs group classes and appointments, All bookings — the feature that lets you see and manage both kinds of booking in one place — is enabled for you during setup, because it is needed for that combination. For that type of business it is not listed in the Enabled or Recommended groups on this step, so there is no switch here to turn it off.

Invite your team without leaving setup. On the finish screen, Invite your team opens a short form on the page itself instead of sending you to the staff page. The page title changes to Invite your team, and the form opens with one row, where you fill in:

• Name — required, up to 50 characters.
• Email — required, up to 100 characters, and must be a valid email address.

Add as many people as you need. You are not limited to one person. Choose Add another on the last row to add a further row, and Remove on any row after the first to drop one you no longer need — the first row cannot be removed. Everyone you list is added with the Manager role.

While the form is open, the footer buttons become Cancel and the send button, in place of Back and Continue. The send button reads Add Manager while only one person is listed, and changes to Invite your team as soon as there is more than one row.

Everything is checked before anyone is invited. Every row needs both a name and a valid email address. If any row is incomplete, nothing at all is sent and the rows that need attention are marked, so you never end up half-inviting your team. While the invitations are being sent, all the fields and buttons in the form are unavailable.

Nobody is invited twice if something goes wrong part-way. The people already invited stay invited and drop off the list, and only the team members still waiting remain on screen, with the reason shown above the buttons. Correct the details and send again — only the people still listed are invited.

When the invitations go through, the finish screen lists every team member you added, followed by — Added as Manager. Choose Cancel to close the form without adding anyone; cancelling is unavailable while invitations are being sent.

What the finish screen shows. A green tick sits at the top, above your booking page link. The link is shown in a bordered row with a link icon and a Copy button, and reads as app.omceanbooking.com/your-business without the address prefix, while still opening the full link. Below it are the official App Store and Google Play buttons, followed by a Connect on ChatGPT badge that opens OmceanBooking in ChatGPT so you can connect your business. All three are shown in the language you are using.

When setup is finished. Obie appears just above its button in the lower-right corner and offers three things: System tour for a short guided tour of the system, View tours for the full list of tours, or Ask a question to open the assistant and keep talking.

The older setup prompts are gone, because setup now lives on its own page: the assistant no longer shows a Continue onboarding option, and your dashboard no longer shows a setup progress bar across the top.

Copy a conversation. Use the copy option to save your chat with Obie as neatly formatted text. Completed forms are kept as clear question-and-answer lists and any tables stay intact, so you can paste the conversation into your notes or share it with your team.

Use AI Table Assistance for the records on screen

AI Table Assistance starts with the supported table or page you are currently viewing. Use it when the relevant customers, classes, appointments, passes, or other records are already on screen, so you can ask a direct question without explaining where the data came from.

AI Table Assistance is best for:

• Explaining or summarizing the current table
• Filtering to a precise group of records
• Comparing values in the visible columns
• Drilling into selected customers, classes, appointments, or passes
• Taking a supported action from the current workflow

Use Obie when the question needs a wider business view. Use AI Table Assistance when the right records are already open.

Permissions, confirmations, and customer chat

Obie and AI Table Assistance both follow your current account permissions and request confirmation before supported actions that require approval.

The customer AI chatbot is separate from these admin assistants. It answers customers on LINE using customer-appropriate information and can be trained with your business Q&A, knowledge, directions, and policies. Changing Obie's name, avatar, or personality does not change the customer chatbot settings.