How do I set up facility bookings in the system?

Introduction

The Facility Booking module in PerfectGym allows users to book sports areas like gyms or courts without the need for a trainer or instructor. It automates bookings, helps manage schedules, and integrates with other features like access control. This makes space management simpler and improves the overall customer experience by reducing administrative tasks.

• In this article, you will learn how to set up facility bookings in the Perfect Gym system from start to finish. This includes configuring club zones, setting up facility booking definitions, managing availability schedules, and handling bookings through the POS or Client Portal.
• This article will be helpful for PG Champion, System Administrator Club Manager, Receptionist

Before You Start

Before setting up facility bookings, ensure you have completed the following:

• Set up club zones - zones represent the physical areas available for booking (e.g., courts, rooms, studios). Learn more.

• Configure zone types - this defines how different zones are categorized. Learn more.

• Ensure proper employee permissions - employees need appropriate system permissions to configure and manage facility bookings.

  Go to Clubs -> System permissions and find the following permissions.
  • System administration
    • Facility booking
      • Calendar
        • View
        • Can overbook
        • Can force book
        • Add
        • Edit
        • Cancel
        • Generate booking confirmation
        • Skip max time to cancel before the event
      • Definitions
        • View
        • Add
        • Edit
        • Delete

• Set up payment plans or products - if bookings require payment, relevant products or payment plans should be configured.

Fast Lane

To quickly set up facility bookings, follow these steps:

1. Define Zone Types: PGM -> Clubs -> Zone Types

2. Configure Club Zones: PGM -> Clubs -> Zones

3. Set Up Facility Booking Definitions: PGM ->Classes -> Facility Booking Definitions

4. Configure Availability Schedules: PGM -> Classes -> Zone Availability Schedule

5. Manage Booking Rules & Pricing: PGM ->Classes -> Facility Booking Definitions -> Booking Rules

6. Test Booking Process: POSweb & Client Portal

Instruction / Feature Description

Step 1: Configure Club Zones

1. Navigate to PGM → Clubs → Zones.

2. Click on Add Zone.

3. Define the zone name, location, and hierarchy.

4. Save the zone settings.

Step 2: Define Zone Types

1. Navigate to PGM → Clubs → Zone Types.

2. Click on Add Zone Type.

3. Assign a name and relevant parameters (e.g., slot-based, individual use, etc.).

4. Save the configuration.

Step 3: Set Up Facility Booking Definitions

1. Go to PGM → Classes → Facility Booking Definitions.

2. Click Add Facility Booking.

3. Assign a name and select the corresponding zone type.

4. Define booking parameters:

   • Booking type (entire zone vs. slots)

   • Booking duration and intervals

   • Pricing model (free, product-based, contract-based)

   • Availability settings

   • Cancellation rules and refund policies

5. Save the definition.

If you want to learn more about Facility booking definitions, go to this article. 

Step 4: Configure Zone Availability Schedules

1. Navigate to PGM → Classes → Zones Availability Schedule.

2. Click Add Schedule.

3. Select the club and zone.

4. Define availability by setting start and end times.

5. Apply the schedule.

If you want to learn more about the Zones availability schedule, go to this article.

Step 5: Manage Booking Rules & Pricing

1. Within the Facility Booking Definition, locate Booking Rules.

2. Choose:

   • Required contracts (if applicable)

   • Additional charges (product-based or per-booking fee)

   • Refund policies

   • Age restrictions (if necessary)

3. Save and activate the booking rule.

Step 6: Test the Booking Process

1. Open POSweb and navigate to Facility Booking.

2. Select a member and attempt to book a zone.

3. Validate pricing, availability, and booking confirmation.

4. If using the Client Portal, ensure the booking module is visible and functioning correctly.

Hints

• If the facility booking calendar isn’t displaying correctly, clear cache and check permissions.

• Booking intervals should align with your zone availability to prevent scheduling conflicts.

• Use daily and hourly availability settings to differentiate peak/off-peak hours.

• Enable recurring bookings for members who need weekly or monthly reservations.

• If members face payment issues, verify their contract status or assigned payment methods.

• Ensure the correct zone hierarchy to allow bookings at both parent and sub-zone levels.

By following these steps, you will have a fully functional facility booking system in Perfect Gym, allowing members to seamlessly book and manage their reservations.