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Report - Corporate Facility Bookings

Updated

The Corporate Facility Booking Report provides a comprehensive overview of facility bookings made through corporate accounts within a specified time frame. The primary purpose of this report is to allow clubs and corporate account managers to track, manage, and reconcile facility usage, payments, and outstanding charges related to corporate bookings. It offers key insights into which companies are utilizing facilities, who is booking on their behalf, the financial status of those bookings (charges, payments, and outstanding amounts), and the specifics of the booking itself, such as duration and facility location.

  • In this article, you will learn how to generate the Corporate Facility Booking Report, apply specific filters, and understand the detailed data output regarding corporate facility usage.

  • This article will be helpful for Facility Managers, Corporate Account Managers, and Finance Teams.

Before You Start

To ensure the correct personnel can access this report, you must first configure system permissions.

  1. Navigate to System Permissions: Go to PGM -> Clubs -> System Permissions.

  2. Select the Employee Role: Choose the employee role (e.g., "General Manager," "Corporate Sales") that needs access to this report.

  3. Locate the Report Permission:

    • Look for the 'Facility Booking' category.

    • If you don't find it immediately, use the search bar to look for Corporate Facility Booking.

  4. Grant Permission: Select the permission checkbox next to the Corporate Facility Booking report name for the chosen employee role.

Fast lane

This is a brief overview of the process. The following sections contain more detailed information.

  1. Navigate to the report section: PGM / Reports / All.

  2. Locate the report using the search bar or by filtering the Facility Booking category.

  3. Click the report name to open the generation screen.

  4. Configure the filters.

  5. Generate the report.

Instruction

To generate the Corporate Facility Booking Report, please follow the detailed steps below.

How to Generate the Report

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

  2. Locate the Report
    • Use the Search Bar at the top of the page and type Corporate Facility Bookings.
    •  Alternatively, use the category filters on the left by checking the 'Facility Booking' category.
  3. Click the report name to open the generation screen.

  4. This will display the filters that can be used to generate the report:

    • Club: Select the specific Club location you want to report on. If you leave blank, the report will include data from all clubs the current employee is associated with.

    • Club Zones: Filter the results to include bookings only in the selected Club Zone(s) (e.g., Court 1, Studio B). This parameter accepts multiple selections. If no zones are selected, all zones will be included.

      • Example: Select Squash Court 1 and Spin Studio.

    • Club Zone Types: Filter the results by the type of Club Zone (e.g., 'Court', 'Studio'). This parameter accepts multiple selections. If no types are selected, all types will be included.

      • Example: Select Court.

    • Date From: Select the earliest start date of the facility bookings you want to include in the report. Bookings that started on or after this date will be included.

      • Example: Enter 01/01/2024.

    • Date To: Select the latest start date of the facility bookings you want to include in the report. Bookings that started on or before this date will be included.

      • Example: Enter 31/01/2024.

  5. Press XLSX to generate the report.

Report extract

This report generates a single worksheet titled Corporate Facility Booking.

Corporate Facility Booking

  • Company Name: The name of the company associated with the user's default payment source used for the booking.

  • User Number: The unique identification number of the user who made the booking.

  • Booking Name: The first and last name of the user who made the booking.

  • Company Contact Email: The primary contract person's email address for the associated company.

  • Booking Date: The start date of the booking, formatted as DD/MM/YYYY.

  • Start time: The start time of the booking, formatted as HH:MM AM/PM (e.g., 09:30 AM).

  • Length of Booking: The total duration of the booking, calculated as the time difference between the start and end dates/times, displayed in HH:MM:SS format (Hours:Minutes:Seconds).

  • End time: The end time of the booking, formatted as HH:MM AM/PM.

  • Recurring Id: A unique identifier for the series if the booking is part of a recurring schedule.

  • Club Zone Name: The name of the specific area or facility that was booked (e.g., Pool Lane 1, Court 3).

  • Club Zone Type Name: The type or category of the booked facility (e.g., Swimming Pool, Squash Court).

  • Booking Purpose: The pre-defined reason or purpose for the booking.

  • Facility Booking Definition: The name given to the specific facility booking setup in the system.

  • Number of People Attending: The total number of people expected to attend the facility booking.

  • Booking comments: Any additional comments entered by the user during the booking process.

  • Booking Status: Indicates whether the booking was attended or not:

    • If the booking is marked as Completed (1) in the system, the status is 'Completed'.

    • If the booking is marked as Not Completed (0) in the system, the status is 'Absent'.

  • Created By: The full name of the employee who created the booking in the system.

  • Booking Created Time: The date and time the booking record was created, formatted as DD/MM/YYYY HH:MM:SS.

  • Contract Payment Method: Describes the type of charge for the booking:

    • If a Contract Payment Method is specified in the Facility Booking Rule, it shows 'Charge - [ContractPaymentMethod]'.

    • If a Product ID is specified, it shows 'Casual Booking'.

    • Otherwise (no contract payment method or product ID), it shows 'Free Booking'.

  • Transaction Description: The description of the user transaction associated with the charge for the booking.

  • Payment Due Date: The date the transaction (charge) was created in the system, formatted as DD/MM/YYYY.

  • Charges: The total amount charged for the booking. This value is displayed as a positive number (the transaction amount is multiplied by -1 in the query to represent a charge).

  • Payments: The total amount of payments received against the charge for the booking.

    • If a Transaction Description exists, it shows the Amount Paid (or 0 if no payment was recorded).

    • If no Transaction Description exists, it shows NULL.

  • Outstanding: The remaining balance due for the booking.

    • If a Transaction Description exists, it is calculated as Charges + Payments.

    • If no Transaction Description exists, it shows NULL.

  • PaymentMethods: A comma-separated list of all payment methods used to settle the booking charges (e.g., EPayment (Recurring), Online Gate, Pos, etc.).

  • Invoice Number: The number of the invoice associated with the charge transaction.

Hints

  • Financial Data: The Charges column is displayed as a positive number for ease of reporting, even though the underlying transaction in the database is a debit (negative).

  • Data Exclusion: The report only includes corporate bookings where the booking has NOT been marked as deleted or cancelled.

  • Corporate Filter: The key filter for this report is the check that the booking's user is linked to a company through their Default Payment Source.

  • Payment and Outstanding Columns: The Payments and Outstanding columns will only contain a value if a primary charge transaction exists for the booking (indicated by a non-NULL Transaction Description). If there is no charge, these columns will be NULL.

  • Time Formatting: Note that the Length of Booking is provided in the exact HH:MM:SS format, which can be useful for granular time tracking.

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