Introduction
This is an overview on all of the settings within facility booking definitions, This module contains all of the booking rules for the facility booking module and e-commerce module.
Before you start
Permissions
To access facility booking definitions, you need the system permission set up on your employee role, this can be done in PGM->Clubs->System permissions.
The settings you need to have ticked for this is as follows:
- System administrator
- Facility booking
- Definitions
- View
- Definitions
- Facility booking
View will also allow editing/adding/deleting of the facility booking definition.
Club zone types
Club zone types need to be set up prior to creating a facility booking definition, for more information on setting up a club zone type please look here.
Club zone
If you've already added zone types, ensure that the system also includes correctly configured zones.
Related zones
If you want to enable booking for different sub-sections within a single zone, you can set up Related zones.
Facility booking definitions
To access this module, go to PGM->Classes->Facility booking definitions.
This opens up the facility booking definitions list, which will display all rules created.
Add facility booking - This will create a new facility booking definition rule. More information further down the page.
Name - Name of the facility booking definition, this can be searchable in the text box.
Club zone type - Filter to definitions that are only on a selected club zone type by using the drop down list.
Is active - Filter to definitions which are active only (visible by tick). Deactivated definitions are marked with a cross. This can be modified using the additional option on the right of the rule.
Sort - The sorting option is located next to the headers, and will sort the results in ascending or descending order.
Edit - Edit the existing rule.
Deactivate - When you deactivate the definition, this will not allow anyone to book a facility using this definition. It can be re-activated at any time by pressing the additional option and pressing Activate.
Delete - This will delete the rule, and it cannot be reused again. Once deleted, this rule will not be visible in facility booking definitions.
Adding/Editing facility booking definitions
After pressing Add facility booking the following screen will load. This is where you can add the booking rules for the facility.
Name - Name of the facility booking rule. This will appear as the facility booking definition name in all applications.
Club zone type - Select the club zone type this rule will work on.
Booking type - Select how the zone will be booked out
- Book entire zone - This will book the entire zone.
- Book one slot - If the club zone type has Has slots ticked, this will enable the booking to have multiple bookings at the same time up to the capacity for the zone. If Has slots is not ticked, this option will be greyed out.
Maximum number of slots per booking - If Book one slot is used, you can restrict how many slots club member can book in the booking phase.
Duration - Set how long one interval of the booking can go for. In the picture below, this is set as a 2 hour booking for this club zone. To set up additional times not listed on the drop down list, please have a look at the following article here.
If you have multiple booking rules at various lengths, then you will need to create individual booking rules for each duration.
Note: Once the facility booking definition has been used for a booking, the duration field cannot be edited. If you wish to change the duration, please deactivate this rule and create a new facility booking definition with the new duration.
Booking interval (minutes) - Defines possible start times of bookings.
For example, if the zone availability starts at 9:00 AM and this value is set to 15, then possible booking start dates are: 9:00 AM, 9:15 AM, 9:30 AM, 9:45 AM
Please make sure the booking interval and duration (in minutes) are divisible by each other, For example in the picture below, a duration of 2 hours (120 minutes) is divisible by the booking interval (60 minutes) without causing any decimal placings.
If you have the duration as 2 hours (120 minutes) however a booking duration of 13 minutes, this will not work.
Minimum number of duration periods - Set the minimum duration periods a club member can book with this rule.
For example using the picture below with a duration of 2 hours, if you add in 2 to minimum number of durations, this will force the club member to book for 4 hours minimum.
Maximum number of duration periods - Set the maximum duration periods a club member can book with this rule.
For example using the picture below with a duration of 2 hours, if you add in 4 to maximum number of durations, this will prevent the club member from booking for more than 8 hours.
Maximum time before event to cancel facility booking - When using Client Portal to book, you can set in the individual definition rule how many seconds before the booking starts it will prevent you from cancelling.
For example. If you set the value to 1440, the club member will not be able to cancel their booking within 24 hours of its start time.
This feature is available on version R89.
Setup time (minutes) - Setup time are values in minutes which the system will reserve to prepare facility before the booking. Using Exclude setup time definitions can override the setup time when 'like' definitions are booked side by side.
Exclude setup time definitions - Using the drop down list, add in previously created definitions to exclude the setup time when a booking will be booked. It is recommended to link these after all facility booking rules are set up.
For example, when a multi use court is booked out, the employees will need to set up the basketball hoops before each basketball booking. If two basketball bookings are booked next to each other, the set up time is removed from the second booking as no set up is needed.
Cooldown (minutes) - Cooldowns are values in minutes that the system will reserve after booking to configure the booking Cooldown - the value in minutes which specify the time reserved to prepare facility AFTER booking. The value cannot be excluded.
Booking purpose - For reporting purposes only, select what the booking purpose is for the facility booking definition. More information can be found here.
Expected number of people attending - This will add in a default number of people who will attend this booking, this will not be visible for slot based bookings.
Booking rules
Choose how your members will book the facility, multiple booking rules can be applied to a single definition.
If your facility booking definition has multiple rules, this will be minimised when the definition is open with a summary on the required contract and additional charge fields, with the ability to edit and delete the individual rule.
Required contract - This will determine the type of club member who can book using this rule.
Contract not required - This setting will allow any member to book , regardless if they have a contract or not.
Without any contract - This setting is only for guests, and members who's contracts have ended.
Any active contract - Any active contract with the status 'Current' can use this booking rule.
Club members with frozen contracts will not be able to use this booking rule.
Specific payment plan - Only members with the selected payment plan will be able to use this booking rule. The contract must be active (status = 'Current').
To select the payment plan, use the field Required payment plan to search for the payment plans.
Allow booking in debt - If a member is in debt, this feature will this allow the member to still book the facility.
Only available when Any active contract or Specific payment plan is selected.
Additional charge - This will determine how the charges will be applied to the account.
No additional charge - When booking using this rule, no costs will be charged to the club member. This acts as a free booking.
Product - To book the facility booking, the club member will require a product before booking. Use Required product to select the product from the drop down list.
A product will need to be created before the facility booking definition can be created, for more information please see the following article here.
How a product is applied to a club members account will differ based on which application is used for the booking.
If the club member already has the product on their profile at the time of booking, this will use the product.
PGM - The product will be added to the club members profile as a cashless debit at the time of booking, to be settled later using POSWeb or Client Portal.
POSWeb - The product will be added to the club members profile as a cashless debit at the time of booking, this can be settled in the product sale screen.
Client Portal - The product will be added to the club members profile as a cashless debit, however as part of the process the payment will be required at the time of booking and a payment gate screen from the payment provider will be displayed to collect funds.
If you are using E-Commerce module, the settings Required contract: Contract not required and Additional charge: Product must be used.
Additional charge per booking - Fee will be charged when they book, these will appear as a contract transaction line.
This will only display when using Any Active Contract or Specific Payment Plan in required contract.
Payment Method
- Paid in advanced - Due date of the payment is day of booking. If booking in the future, the due date will be the start of that payment interval. (ie. If the booking request is made in May, for a booking which will take place at the end of October, the due date will be on the 1st of October for a monthly payment interval.)
- Paid in arrears - Due date of the payment is at the next payment interval of the contract (ie. Monthly will be 1st of the next month).
- Paid on booking date - The due date of the booking will match the start date of the booking.
Base gross payment amount per booking - This is the charge that will appear on the club members contract per duration. Eg. Booking is for 4 hours, duration set for 1 hour. This will charge the the club member 4x gross payment.
Show schedule - This will display previous prices used in this facility booking. For more information about the schedule, please look at the following article here.
Hourly availability - This is used to have the rule activate within a certain time period of the day. An example of this is setting different pricing for peak or off peak periods. For more information on this function, please read the following article here.
Daily availability - This is used to have the rule activate within a date period. An example of this is setting different pricing when school holidays are on. For more information on this function, please read the following article here.
Booking limitations
Set the facility booking rule to only activate for a limited period of time per club member.
For this rule - Will only limit this facility booking rule.
Unlimited - This rule can be used without any limits.
Limits reservations per day - This will set the limit to the value in this field. The club member can only make this amount of bookings per day on this rule.
Limit reservations per X weeks - This will set the limit to the value in this field per number of periods (weeks).
For example if I wanted to set this rule to only allow a maximum of 3 bookings every 2 weeks, then the following settings will be applied below:
- No. of reservations: 3
- No. of periods: 2
Limit reservations per X months - This will set the limit to the value in this field per number of periods (months).
For example if I wanted to set this rule to only allow a maximum of 10 bookings every 3 months, then the following settings will be applied below:
- No. of reservations: 10
- No. of periods: 3
Shared limit - Booking limitations can be shared over multiple rules, press Shared limit to display a drop down list of shared rules.
To add a new shared limitation, press on the drop down menu and press Add new limitation. This will display a new screen with the rules to set up a new limitation based on the single rule.
Use the drop down list to assign a previously created booking limitation rule to this facility booking rule.
To edit an existing limitation, press the pencil icon.
To delete an existing limitation, press the bin icon.
Refund policy
This will determine how the club member will be compensated when a cancellation happens.
Other system policies may override these rules
Money or Product – If the original booking was made with a Product (selected in Additional Charge) then the product will return to the club member. If the original booking was made using additional charge per booking, then the transaction line will be removed. If they have already paid for this booking, then the contract will be in credit.
Make up product – Regardless of how the club member has booked, this will insert a product back to the club members profile to use later. Using the drop-down list, you can select the product. The product must be a 0.00 and created in the same way as a product used in Facility Booking Definitions (see rules in Additional Charge->Product)
Note you will need to have a new facility booking rule for the member to use the make-up product when booking.
No Refunds – The product used to create the booking will be used, or the charge against the club member will remain on their profile. No credits will be applied.
Refund Limit Type – When you are allowing a return/refund (based on the rules in Refund policy), this can set how many refunds the customer gets based on the limits set.
Unlimited refunds – No limits on how many refunds/returns are given when a cancellation happens.
Limit per week – Limit the amount of refunds the member can do per week, set the limits in the No. of Returns field.
Limit per months – Limit the amount of refunds the member can do per month, set the limits in the No. of Returns field.
Limit per contract – Limit the amount of refunds the member can do for the club member, set the limits in the No. of Returns field. Note. This option will only work when using a Required Contract in the booking rule.
Age Limit – Selecting an Age limit within this booking rule will restrict the booking to people who are within those age groups only. This is designed for Creche style bookings or any type of booking that requires a minimum age to book. To create an age limit please do this in PGM->Classes->Age Limits. More information can be found here.
How many minutes before reservations start, booking should be blocked? - When using Client Portal to book, you can set in the individual booking rule how many minutes before the sessions start it will prevent you from booking. This is a minimum booking notice rule. In the hints area below is a list of common minutes used.
For example. If you set the value to 60. If the time now is 10:05am, and the club member wants to book a facility at 11:00am, this will not allow the club member to book at this time, for both e-commerce and client portal, this will not be visible as a bookable time. If they tried to book at 9:59am, the time is visible and they can book in.
Max time to cancel for return (minutes) - If a club member cancels a booking within the time limit set, then the rule of No refund will be used and the club member will not get their product returned to them. In the hints area below is a list of common minutes used.
For example. If you set the value to 60. If the time now is 10:05am, and the club member wants to cancel their booking to a facility which was to start at 11:00am, this will let the club member know that there is no refund/return for the booking and product will be used.
Max time to book in advance (minutes) - Set how far in advance the club member can book. In the hints area below is a list of common minutes used.
For example. If you set the value to 2880 (2 days), The club member can only book up to 2 days from now.
If the time now is Monday 7:00pm, they will be able to book any sessions up to 2 days from now. The club member will not see any sessions after Wednesday 7:00pm.
Additional settings
Availability in applications - This will display the rule in the following applications:
Client portal - This will allow the facility booking definition to be used on the client portal and mobile app.
Kiosk - This will allow the facility booking definition to be used on the internal modes of client portal (Reception tablet mode, Kiosk mode).
POSWeb - This will allow the facility booking definition to be used on POSWeb.
If this area is left blank, then the rule can only be used on PGM.
Hints
Selected fields in facility booking definitions require minutes, listed below is a common list of settings used.
| Minutes | Hours | Days |
|---|---|---|
| 60 | 1 | |
| 90 | 1.5 | |
| 120 | 2 | |
| 180 | 3 | |
| 240 | 4 | |
| 360 | 6 | |
| 480 | 8 | |
| 720 | 12 | |
| 1440 | 24 | 1 |
| 2160 | 36 | 1.5 |
| 2880 | 48 | 2 |
| 5760 | 96 | 4 |
| 7200 | 120 | 5 |
| 10080 | 168 | 7 |
| 20160 | 336 | 14 |