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Club Zone - Overview

Updated

Introduction

This guide is for System Managers and Club Administrators responsible for configuring facility layouts. It will walk you through the process of creating, organizing, and managing Club Zones to accurately reflect the physical areas of your facility within the system.

Before you start 

Before you begin managing Club Zones, ensure you meet the following requirements:

  • Permissions: You must have the SystemManClubZonesAdd permission to add or edit zones, and SystemManClubsDelete to delete zones. To access the module zones, this can be found in PGM->Clubs->System permissions by searching for the permission name Zone.

  • Existing Configuration: The Club you wish to configure must already exist in the system.

  • Zone Types: Club Zone Types (e.g., Gym, Pool, Studio) must be configured in the system settings before assigning them to a specific zone. More information can be found here.

Feature description

The following settings are available when adding or editing a Club Zone, organized by category.

General Information

  • Name

    • Required field. Enter a unique name for the zone (max 50 characters). This is the name visible to staff and members.

    • Example: "Main Weight Room" or "Cardio Area".

  • Parent Zone

    • Select an existing zone to be the "parent" of the current zone. If left blank, the zone becomes a top-level Parent Zone.

    • Note: You cannot select the zone itself or a sub-zone that would create a circular hierarchy.

Configuration

  • Zone Type

    • Required field. Select the functional category of the zone from the dropdown list4. This dictates how the system treats the area (e.g., for bookings).

    • Constraint: This cannot be changed if the zone is a System Zone.

  • Booking Purpose

    • Optional. Link the zone to a specific booking purpose to categorize the type of activities allowed.

Zone Capacity

  • Limit number of members in club

    • Checkbox. Only available for top-level Parent Zones. When checked, it enables the Limit field to restrict total occupancy.

  • Limit / Zone Capacity

    • Numeric field. Specifies the maximum number of people allowed in the zone.

    • Visibility: This field appears if Limit number of members in club is checked OR if the selected Zone Type is configured to have slots.

    • Validation: Must be at least 1.

Details

  • Description

    • Text area (max 5000 characters). Provide details about the zone.

    • Translation: You can add translations for the description in multiple languages by clicking Add translations.

  • Pick a color (HexColor)

    • Select a color to represent this zone visually in the system.

  • Zone Plan Image

    • Upload an image file (e.g., a floor plan map) to visually represent the zone.

    • Requirements: Accepted formats are JPG, PNG, GIF. Max file size is 5MB.

Relations

  • Related zones

    • Multi-select dropdown. Allows you to link other zones that share the same Parent Zone.

    • Usage: Useful for connecting adjacent areas like "Tennis Court 1" and "Tennis Court 2".

Feature description

To access Club zones, go to PGM->Clubs->Zones

This will open up the list of club zones which are attached to a club.

Club - To change the club, select from the drop down list.

Add zone - To add a new zone, press Add zone on the top right hand corner of the screen.

You can also add a new zone by pressing + add subzone on an existing zone. By doing this will automatically add the current zone as a parent zone in the add zone screen.

Zone tree - The zone tree is designed so that you have a parent zone and child zones connected to it. To show all child zones connected to the parent zone, press the + icon to the left of the zone name, to minimise all child zones connected, press the - icon to the left of the zone name.

Within facility bookings, If a booking is made on the parent zone then the child zone will become unavailable to be booked in.

Child zone - A child zone will always be displayed with a right indent from the parent zone above.

Zone id - This is the unique id of the zone. This is automatically generated at the time of zone creation and cannot be changed.

Zone type - This is the grouping mechanism of the zone. This is used to group similar zones together for facility booking and other club services within PGM. For more information on the set up of a zone type can be found here.

Colour - The colour of the zone, this will be visible in PGM->Classes->Zone availability schedule.

Sorting - This will allow you to re-order the zones within the same branch.

+ Add subzone - To add a new zone, press + Add subzone. This will automatically add the current zone as the parent zone in the add zone area.

Edit - Edit information on an existing zone.

Delete zone - This will delete the zone. Please only do this if there are no more classes or facility bookings 

Adding/Editing zone

After pressing Add Zone, + Add subzone or Edit, you will be presented with a new screen with detailed information about that zone.

Name - Name of the zone, this will appear in all applications.

Parent zone - Select the parent zone that this zone will connect to.  If this zone is the top of the tree, select the X icon to remove the parent zone.

Eg. 50m Pool has 8 lanes in it.  The 50m pool is the parent zone, the individual lanes are the child zone.

Zone type - Select the zone type, this will group all like zones together.

Booking purpose - Used for reporting purposes to group like activities together. More information about booking purpose can be found here.

Details - This will display additional information about the facility when booking in client portal under the drop down About facility.

Colour - Select the colour of the zone, this will be visible in PGM->Classes->Zone availability schedule.

Zone plan - Attach an image to the zone, this can be used a map/guide to help your club members find the facility. This will be displayed in the About facility section when booking a facility in client portal.

To add a file either choose a file or drag your file to the highlighted area.

This will be uploaded to the zone.

This is how it will be displayed on the client portal.

Related zones - This will allow you to connect zones together within the same tree, so if a booking is made on one zone, it will make the other zone unavailable. For more information on this please look here.

If you are creating a zone, please do not link any related zones during the created phase, only add zones when you are editing a zone.

Press save to continue.

Hints

  • System Zones: Certain zones are built-in (System Zones). You cannot change their Zone Type, Parent Zone, or delete them.

  • Zone Hierarchy: The system prevents you from setting a zone as its own parent or creating a loop where a zone is the parent of its own ancestor.

  • Zone Plan Images: If you have already uploaded a Zone Plan image, you must click Change zone plan image to remove the current one before uploading a new file.

  • Translations: When adding translations, the system displays languages not yet configured for that zone. You must fill in the Translation value for the selected language.

  • Related Zones Logic: You can only link zones as "Related" if they share the exact same Parent Zone.

Troubleshooting

  • Issue: Unable to delete a zone (Has Sub-zones).

    • Cause: The zone has sub-zones (children) attached to it.

    • Solution: Delete or move all sub-zones to a different parent before deleting the main zone.

  • Issue: Unable to delete a zone (Active Bookings/Classes).

    • Cause: The zone is linked to active facility bookings or scheduled classes (TimeTableEvent) in the future.

    • Solution: Cancel or move the associated bookings and classes first.

  • Issue: "Zone type cannot be changed" error.

    • Cause: There are active facility bookings associated with the zone, preventing a change in type.

    • Solution: All active bookings for this zone must be resolved before the type can be modified.

  • Issue: The "Zone Capacity" field is missing.

    • Cause: The Zone Type selected does not support slots, and Limit number of members in club is unchecked.

    • Solution: Check the limit box or select a Zone Type that is configured to have slots.

  • Issue: Error uploading Zone Plan image.

    • Cause: The file is not an image (e.g., PDF) or has an invalid extension.

    • Solution: Ensure the file ends in .jpg, .png, .jpeg, or .gif.

  • Issue: "Zone plan" file is too large.

    • Cause: The uploaded image exceeds the system limit.

    • Solution: Resize or compress the image so it is under 5 MB.

  • Issue: Cannot select a specific zone as a Parent Zone.

    • Cause: The zone you are trying to select is already a child of the current zone, which would create a circular hierarchy.

    • Solution: Select a different parent that is higher up in the structure or is a sibling.

  • Issue: The "Parent Zone" and "Zone Type" fields are grayed out/disabled.

    • Cause: The selected zone is a built-in System Zone.

    • Solution: These core attributes cannot be modified for System Zones; you can only edit the Name, Description, Capacity, or Relations.

  • Issue: "Related club zones must have the same parent zone" error.

    • Cause: You attempted to link a zone in the Related Zones field that belongs to a different parent hierarchy.

    • Solution: Move the target zone to the same parent first, or only select zones that are direct siblings.

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