Plan your site system
A website with bookings and payments is like a small restaurant. The menu is your site, the reservation book is your booking tool, the till is your payment tool, and the waiter who sends thank-you notes is your email tool. Before you buy equipment, walk through the restaurant as a customer and write down every step.
- A site system is your website plus the tools behind it: bookings, payments, email, spreadsheets and the connections between them.
- Start with the customer journey: every step a customer takes, from finding you to paying and coming back. For a tutor it might be: read Services, pick a time, pay, get a confirmation, get a reminder, attend, get a receipt, get a follow-up email.
- For each step, write: which tool does it, what data it collects, who sees that data, and what happens if the step fails.
- Built-in or connected? Many builders include bookings, payments and email (fewer logins, one bill). Separate tools (for example a calendar, a payment provider and an email tool) can be more flexible but need connecting. Neither is always better; choose by what your journey needs.
- Hosted pages keep the risky part off your site. A hosted payment page (such as a Stripe Payment Link) or a hosted booking page (such as a Google Calendar booking page) is run by the provider; your site only links to it.
- Test before you go live. Use each tool's test or sandbox mode, and test with your own email and phone before you tell customers.
- Own your accounts. Create business tools with a business email address you control, turn on two-step verification, and write down who has access. If a helper builds your system, make sure the accounts are in your name.
- Keep a simple systems sheet: tool, what it does, account owner, plan and price, what data it holds, renewal date.
- Fewer tools means fewer things to break, fewer bills and fewer places where personal information is stored.
| Journey step | Tool (example) | Data collected | If it fails |
|---|---|---|---|
| Choose a time | Booking page | Name, email, chosen time | Contact form as backup |
| Pay | Hosted payment page | Payment details (kept by the provider) | Invoice by email |
| Confirmation | Booking tool email | Email address | Check the calendar daily |
| Follow-up | Email tool | Email address, consent | Send by hand |
- Write your customer journey as 6 to 10 numbered steps, from "finds my site" to "comes back".
- Next to each step, write the tool that will do it (or "by hand" for now).
- Add the data each step collects and who can see it.
- Circle any step where the customer could get stuck, and write a backup (for example a contact form or an email address).
- Make your systems sheet in a spreadsheet with the columns: tool, job, account owner, plan, data held, renewal date.
- Check every account in the sheet uses a business email you control and has two-step verification turned on.
- Check: someone who does not know your business can read your journey and say which tool handles each step.
Read the video script
[Host] "Before you add bookings or payments, walk through your business as a customer."
[Text on screen: Find → Book → Pay → Confirm → Remind → Follow up] "Write every step. For each one: which tool, what data, and what if it fails."
[Screen: a simple systems sheet with tool, owner, data, renewal] "Keep a systems sheet, so you always know what is connected and who owns it."
[Text on screen: Hosted pages = less risk on your site] "Hosted booking and payment pages keep the sensitive part with the provider."
[Host] "Test everything in test mode, with your own email, before customers see it."
Draw the customer journey for your own or a practice business, with at least six steps. Fill in your systems sheet for the tools you plan to use. Mark which steps you will build in this course and which you will keep by hand for now.
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I'm learning "Site Systems: bookings, payments and integrations" on The Future Market. Lesson 1: "Plan your site system". What the lesson teaches: - A site system is your website plus the tools behind it: bookings, payments, email, spreadsheets and the connections between them. - Start with the customer journey: every step a customer takes, from finding you to paying and coming back. For a tutor it might be: read Services, pick a time, pay, get a confirmation, get a reminder, attend, get a receipt, get a follow-up email. - For each step, write: which tool does it, what data it collects, who sees that data, and what happens if the step fails. - Built-in or connected? Many builders include bookings, payments and email (fewer logins, one bill). Separate tools (for example a calendar, a payment provider and an email tool) can be more flexible but need connecting. Neither is always better; choose by what your journey needs. - Hosted pages keep the risky part off your site. A hosted payment page (such as a Stripe Payment Link) or a hosted booking page (such as a Google Calendar booking page) is run by the provider; your site only links to it. - Test before you go live. Use each tool's test or sandbox mode, and test with your own email and phone before you tell customers. - Own your accounts. Create business tools with a business email address you control, turn on two-step verification, and write down who has access. If a helper builds your system, make sure the accounts are in your name. The exercise I'm working on: Draw the customer journey for your own or a practice business, with at least six steps. Fill in your systems sheet for the tools you plan to use. Mark which steps you will build in this course and which you will keep by hand for now. I'm stuck. Please: 1. Explain the main idea in plain, simple words with one everyday example. 2. Walk me through the exercise one small step at a time. Ask me what I've done so far before giving the next step. 3. Don't just give me the final answer. Help me do it myself, and check my work when I share it.
I'm a parent helping my child (about 8 years old) with a lesson called "Plan your site system" from the course "Site Systems: bookings, payments and integrations". Here's what the lesson says: A website with bookings and payments is like a small restaurant. The menu is your site, the reservation book is your booking tool, the till is your payment tool, and the waiter who sends thank-you notes is your email tool. Before you buy equipment, walk through the restaurant as a customer and write down every step. The activity: Draw the customer journey for your own or a practice business, with at least six steps. Fill in your systems sheet for the tools you plan to use. Mark which steps you will build in this course and which you will keep by hand for now. Please explain this so an 8-year-old understands: short sentences, a fun everyday example, and no hard words. Then give me 3 simple questions I can ask my child to check they understood, and a way to do the activity together, one tiny step at a time.
Sources
- Stripe Docs, Payment Links (Stripe-hosted payment page): docs.stripe.com/payment-links
- Google Calendar Help, create an appointment schedule: support.google.com/calendar/answer/10729749
Online bookings
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Online payments with a hosted payment page
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Prices, refunds and policies customers can trust
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Email tools that respect people
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Integrations and automations
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Privacy for site systems
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Accessible forms, bookings and checkout
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Final project
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Quiz
What should you write next to each step of your customer journey?
Which tool does it, what data it collects, who sees it and what happens if it fails.
Why use a hosted payment page instead of a card form on your own site?
The provider keeps the card data, so it never passes through your site, which lowers your security and PCI duties.
How should you test online payments?
In the provider's test mode or sandbox with its published test cards, never with real card details.
What is buffer time in a booking tool?
A gap between appointments so you are not rushed or late for the next one.
What should customers see before they pay?
The full price including mandatory fees, what is included, the cancellation and refund rules, and how to contact you.
What is a dispute (chargeback)?
When a cardholder questions a payment with their card issuer and the payment is reversed.
What is double opt-in?
After signing up, a person must click a link in a confirmation email before they are added to the list.
What do SPF, DKIM and DMARC do?
They are domain settings that prove your emails really come from you.
In Zapier, what are a trigger and an action?
The trigger is the event that starts the Zap; actions are what it does next.
What three things should you know for every place personal data is stored?
Why you have it, who can see it and when you will delete it.
Name a quick way to test whether a booking form is accessible.
Use only the keyboard (Tab, Shift+Tab, Enter, Space) to complete it and check you can always see where you are.
What should you do if an embedded booking or payment tool is not accessible?
Offer another way to book or pay, such as phone or email, and look for a more accessible tool.
Final exam
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Certificate
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