Introduction
This article will detail the steps when booking a facility.
Before you start
To access the facility booking calendar, please go to PGM->Clubs->System Permissions. Find the following permission:
- Facility booking
- Calendar
- View
- Add
- Edit
- Can overbook
- Can force book
- Calendar
Instruction
After selecting a zone to book in PGM->Classes->Facility booking calendar, this will take you to the booking screen.
Using the drop down menu, search for the club member using their first name, last name or user number.
This will display a list of options for the facility booking.
Member details
After selecting the member, this will display information about the member.
This will include photo, name, user number, email, phone number, contract and company name of the member.
Clicking on the user number will take you to their profile
Highlighting the icon next to their name will display their current balance.
Highlighting the icon next to the contract will give the status of the contract.
Booking
Recurring booking - Select if you want to create multiple bookings based on a recurring interval.
Recurring type - Select the frequency of the bookings.
Weekly - This will recur every week on the selected days.
Bi Weekly - This will recur every two weeks from a booking made on that week.
For example, I want to make a booking on every second Wednesday and Thursday from 13/10/2021 until end of year. I will create a booking on 13/10/2021 and select Wednesday and Thursday as the recurring booking weekdays.
Custom - Select to repeat every N week, based on the number selected in the box.
Recurring weekdays - Select the days in the week this booking will take place.
Recurring until - Select the end date that the recurring bookings will finish.
Please ensure that club zone availability is created at least 1 year ahead.
Number of slots
Entire zone - This will book the entire zone out.
Slot based bookings - During the booking phase, this will allow you to select how many slots can be booked.
Booking duration - Select how long the booking will go for.
This is managed on the facility booking definition with the fields duration, and minimum/maximum number of durations fields.
Start time - Select the start time where the booking will take place. The times here will show on the hour you select in the facility booking calendar.
The times displayed here is based on the fields in facility booking definition - Booking interval (minutes) or Duration
Booking end time - Based on the values selected in Booking duration and Start time, this will calculate the end time.
Warning messages - Any warning messages will be displayed here, they may include the following:
- Booking in past
- Overbooking
Zone - Select the zone you wish to book into, the zones displayed here are any which is connected to the club zone type.
Multiple zone booking - Selecting this option will allow you to create multiple bookings in different zones of the same zone type.
Note: If you want to book a club member in two different zone types, you will need to create a separate booking.
Booking rule
Select the pricing mechanism you wish to charge the club member with. The look of each option depends on the additional charge field used in facility booking definitions.
These rules will only be displayed if the club member can book using these rules and/or if within the hourly and daily availability of the rule.
For example, If the facility booking rule requires a contract, and the club member is a guest, this will not display the rule.
No additional charge - This will display Free in pricing to the right of the facility booking definition name.
Product - This will display the cost of the product, and the product name under the facility booking name. The price of the product is the cost per interval.
Additional charge per booking - This will display the cost that will be charged on the club members profile. The price of the booking is charged per interval.
Additional services - Add a service product to the booking phase. Select the product from the list by typing its name.
Additional services will be released with version R85
These transactions will sit on the club member profile in POS transactions. The due date of the these transactions will be the date of the booking.
Multiple products can be added.
Select the + / - icons to change the quantity, press the X to delete the line
In R86, the quantity can be changed by clicking on the number and using a keyboard to enter in the quantity. Price can also be overridden in R86.
Recurring booking - If using recurring booking and/or multi zone booking, you have the option to apply the products to all bookings or a single booking only.
Description - Add a note to the booking, this will be displayed when an employee looks at the booking.
Number of people attending – Enter the number of people expected to attend the booking. This information is used for bookings where multiple users share the same facility and helps the front desk team prepare required equipment (optional).
Additional information - This will display information about the booking before booking. This will change based on the type of booking rule used.
Press Next to place the booking
If you are booking a recurring booking and/or multiple zone booking, there will be additional screens to go through to confirm booking.
The confirmation screen will allow you to select which bookings to select. And display any error messages if unable to book that zone due to it being unavailable.
Select the tick box next to the booking, or press Select all available bookings to book all zones.
Press Book to finish the booking.
This will process all bookings, depending on how many bookings are getting done this could take a while. If you close the screen this will still process the bookings in the background.
Reservation is now complete, press Close to continue.
Booking details
After clicking on a booking, this will display the booking details screen with the following:
1. Name - information about who has booked the facility.
2. Booking ID - it is a unique number relating to this booking, this is useful for any troubleshooting.
3. Start time and Duration - information about when the booking starts and how long the booking is for.
4. Booking rule - information about which booking rule is used to book the slot of the facility.
5. Additional services - display information about products added to the members' accounts as debit transactions.
6. Comments - display notes created during the booking, or after.
7. Number of people attending - display the number of people attending the booking.
8. Pressing the ●●● button will give you more options to modify the booking.