Report - Facility Booking Cancellations

Introduction

This article is for clients who use the facility booking module and want to look at all bookings that were cancelled within a date period. This will summarize the report into different totals.

Before you start 

To access this report, please add the following employee permissions to the suitable employee roles in PGM -> Clubs -> Employee permissions.

• Reports.
  • Facility Booking.
    • Facility booking cancellation report.

Feature description

To access the report, go to PGM -> Reports -> All.

Either using the search filter, find Facility booking cancellations report or select Facility booking tab and find the report.

In the report filters, the below filters are present.

• Clubs - Select which club/s this report will generate. If left blank this will select all clubs your employee profile has access to.
• Club zones - Select which club zones the report will filter to. If left blank this will display all club zones your employee profile has access to unless club zone types filter is used.
• Club zone types - Select which club zone types the report will filter. If left blank this will display all club zone types your employee profile has access to unless club zone filter is used.
• From / To - Select the date range the report will filter.

Press XLSX to generate the report.

Report Extract

The report will open with multiple tabs. A details tab which will look at every single booking, and summary tabs to combine the totals based on different key attributes.

Details

This will display a list of every booking.

• User Number - User number of the club member with the booking.
• Booking First Name - First name of the club member.
• Booking Last Name - Last name of the club member.
• Booking Email - Email address of the club member.
• Booking Mobile - Mobile phone number of the club member.
• Company Name - If the club member belongs to a company in the corporate module, this will display the company name.
• Company Contact Email - Company contact email.
• Booking Date - Date of the booking.
• Start time - Start time of the booking, set as HH:MM AM/PM.
• Length of Booking - How long the booking is, set as HH:MM:SS.
• BookingLengthMinutes - How long in minutes is the booking.
• End time - Start time of the booking, set as HH:MM AM/PM.
• Club Zone Name - Name of the club zone the booking was made in.
• Club Zone Type Name - The type of club zone. This will group like club zones together.
• Booking Purpose - The booking purpose set on the facility booking definition.
• BookingName - Name of the booking.
• FacilityBookingDefinitionName - Name of the facility booking definition used for the booking, this may be different to BookingName column.
• HourlyAvailability - Name of the hourly availability used in the facility booking definition.
• DailyAvailability - Name of the daily availability used in the facility booking definition.
• Number of People Attending - Number of people attending the booking, depending on facility booking rules set this will determine how it is calculated.
  • If Booking Type is 'Book entire zone' then this is set on the field 'Number of people attending' when editing bookings, else it will default to 1.
  • If Booking Type is 'Book one slot' then this is the number of slots booked in that session.
• Booking comments - Comments made on the booking will be displayed here.
• Booking Status - Status of the booking. This will mark if the member is 'Absent' or 'Completed' their booking.
• Created By - Employee who created the booking.
• Booking Created Time - When the booking was created, set as DD:MM:YYYY HH:MM:SS
• Booking Cancel Time - When the booking was cancelled, set as DD:MM:YYYY HH:MM:SS
• Cancel reason - Cancel reason given when cancelling booking
• Contract Payment Method - What type of booking is used.
  • Free booking - No payments will ever be made for this type of booking. This is set with 'No additional charge' on the facility booking definition.
  • Casual booking - The booking was made using a product.
  • Charge [Type] - The booking was made using a contract transaction on a contract. The [Type] determines if the due date is 'InArrears', 'InAdvance' or 'OnBookingDate'.
• Transaction - Name of the transaction used. This could be either a POS transaction (Casual booking) or Contract Transaction (Charge [Type]).
• Additional Product - Any additional products purchased during the booking will be displayed here.
• Charges - Amount charged for the booking.
• Payments - Payments (including tax) made for the booking.
• PaymentsNet - Payments (excluding tax) made for the booking.
• VAT Rate - VAT rate for the transaction (GST).
• PaymentsVAT - Tax amount of the transaction for the payment.
• Outstanding - Outstanding amount (including tax).
• PaymentTypes - Payment type used for the payment.
• Payment Due Date - Due date of the payment.
• Payment date - Payment date made for the booking.
• Merchant Reference - If club member used Online Gate as the payment, this will display the reference number.
• PosStationName - This will display the point of sale terminal name.
• Invoice Number - If the booking is a corporate booking, this will display the invoice number from Company Invoice.
• Club - Name of the club.

Club Zone Summary and Club Zone Type Summary

This will summarize the totals of the details tab grouped by club zone or club zone type, and/or date.

Cancel Date Summary

This will summarize the totals of the details tab grouped by the date of cancellation, or the date of booking.

Cancel Reason Summary

This will summarize the totals of the details tab grouped by the reason they cancelled.

Booking Purpose Summary, Hourly Availability Summary, Daily Availability Summary

This will summarize the totals of the details grouped by booking purpose, hourly availability or daily availability.

Minutes Zone Available field is not available in these fields as the zones times and booking purpose can be spread across multiple zones and may overlap each other.