Bubble.
io Full Booking System – Developer
Implementation Guide
This guide provides a complete, role-based implementation plan for building the booking system
entirely in [Link], without Airtable or Zapier. It includes user roles, page-by-page details,
database schema, automation rules, and a recommended development sequence.
1. User Roles & Responsibilities
Ambassador:
- Creates bookings for events.
- Can view own bookings and commission earnings.
- Cannot approve, send invoices, or mark payments.
General Manager (GM):
- Views bookings for their assigned venue.
- Can approve bookings, send Stripe invoices, and mark bookings as paid.
- Can manage the venue calendar.
Admin:
- Full system access.
- Manages all bookings, users, commission rates, and reports.
- Controls venue settings and email routing.
2. Pages & Functionality
Login Page:
- Common login for all users.
- Role-based redirect after login.
- Forgot password feature.
Booking Form (Ambassador Only):
- Ambassador name auto-filled.
- Customer info (Name, Email, Phone).
- Venue selection.
- Event Type dropdown with conditional Philanthropy option.
- Event Date & Time picker.
- Booking Type selection with conditional Prepaid Tab/Tip fields.
- Rental Fee field.
- Philanthropy-specific fields when applicable.
- Submission creates booking, generates Event ID, sends notification email, and adds Google
Calendar event (gray).
Ambassador Dashboard:
- Displays bookings created by the logged-in ambassador.
- Shows Event ID, Venue, Status, Date, Tip, and Commission.
- Includes filters and summary statistics.
GM Dashboard:
- Displays bookings for GM's venue.
- Allows approval, invoice sending, and marking as paid.
- Updates Google Calendar colors (yellow, green).
Admin Dashboard:
- Displays all bookings across all venues.
- Can approve, reject, or mark paid.
- Manages ambassadors, venues, commission rates, and email routing.
- Can export data.
Booking Detail Page:
- Shows all booking fields, including internal-only.
- Provides action buttons for GM/Admin.
Reports Page (Admin):
- Shows KPIs with date filters.
- Allows CSV export.
Settings Page (Admin):
- Manages ambassadors, venues, event types, commission %, and email routing.
3. Database Schema
Data Type: Booking
- Ambassador (linked to User)
- Customer Name (text)
- Customer Email (email)
- Customer Phone (text)
- Venue (option set)
- Event Type (option set)
- Event Date/Time (date)
- Special Requests (text)
- Booking Type (option set)
- Prepaid Tab Amount (number)
- Prepaid Tip Amount (number)
- Rental Fee (number)
- Drink Special Price (number)
- Donation Per Drink (number)
- Status (option set)
- Event ID (number)
- Payment Received? (yes/no)
- Paid Date (date)
- Signed Contract URL (file/text)
- Payment Exception Approved? (yes/no)
Data Type: User
- Name (text)
- Email (email)
- Role (option set: Ambassador, GM, Admin)
- Related Bookings (list of bookings)
Option Sets:
- Ambassador Names
- Venues
- Event Types
- Booking Types
- Statuses
- Roles
4. Automations (Trigger → Action)
On Booking Submission:
- Send email to GMs/managers.
- Add Google Calendar event (gray).
On Contract Signed (DocuSign Webhook):
- Update Status to Signed.
- Notify GMs.
On GM Approval:
- Create Stripe invoice.
- Update Calendar event to Yellow.
On Payment Confirmed (Stripe Webhook):
- Update Status to Confirmed.
- Update Calendar event to Green.
- Send confirmation email.
24 Hours Before Event:
- Send reminder email to customer & managers.
1 Hour After Event:
- Send thank-you email from GM.
Weekly Summary (Friday 10 AM):
- Send statistics email to all managers/admins.
Monthly Export (1st of Month):
- Generate and send CSV with KPIs.
5. Development Sequence
1. Create Option Sets & Data Types in Bubble.
2. Build Login page with role-based redirects.
3. Build Booking Form with conditional logic.
4. Set up Backend Workflows for status changes.
5. Integrate Google Calendar API.
6. Integrate Stripe API with webhooks.
7. Integrate DocuSign API with webhooks.
8. Build Ambassador Dashboard.
9. Build GM Dashboard.
10. Build Admin Dashboard.
11. Build Reports & Settings pages.
12. Test the full booking flow from submission to thank-you email.
13. Launch and train users.
