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Instructions

1. Navigate to “Bookings” Bookings > “Admin Admin Booking Systems”Systems.

2. Click “Create booking system”.

   

3. Complete the wizard:

   

   1. Name: The name of the Booking System.

   2. Description: A brief description of the Booking System; what is bookable and by who.

   3. Owner: This is by default the person creating the Booking System.

   4. OK: Once happy with the details, click “OK” to save the Booking System so it is ready to use.

4. Click “Configure” next to your newly created Booking System.

   

5. Introductory Text: This text will appear above the Booking Grid. This is a good place to explain how to book a court, as well as any rules that members must follow when booking courts, and any other relevant information. You edit this by clicking the small pencil.

   

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1. Bookable Asset Usages: These are what the Bookings will be used for, this can be anything from coaching to private games, to matches. You can have different usages apply to different types of assets, such as coaching for tennis courts, but not for a function room.

   1. Click the “Add Bookable Asset Usage” button.

      

   2. Complete the wizard:

      

      1. Name: Name of the Usage.

      2. Description: A brief description of the Usage.

      3. Icon: Choose an icon to represent the Usage when booking an Asset on the Booking Grid.

      4. Colour: Choose a colour for the icon chosen in the previous step.

         1. None: The icon will match your site’s text colour.

         2. Reference Colour: Select a variation from your site’s Primary or Secondary colours.

         3. Select Colour: Select any colour from the picker, or enter the RGB value.

         4. Black: The icon will be black.

         5. White: The icon will be white.

      5. Show Usage Name on Bookings: If set to “Yes”, the usage name will be shown against bookings in the booking grid, instead of the name of the person who made the booking.

      6. Booking Form: Anyone booking a slot for this Usage must fill out any Form selected here. If no extra information needs to be collected from the user when booking, leave as “None”. Learn more about Forms in this guide: Forms

      7. Show Form Fields On Bookings: If set to “Yes”, the information entered into the Booking Form chosen above will be shown against Bookings in the booking timeline.

      8. Attendee Tracking: If selected, when booking an Asset, the other attendees who will be using that booking slot will need to be entered. This can be helpful to see who is using the Assets, even if not booking themselves.

         1. Not Required: Select if you don’t need to know who the other attendees will be for the Booking.

         2. Names Only: If selected, there will be a text box for users to fill in other attendees who will be using that booking slot.

         3. Specific Users: If selected, the booking user must enter the name of each attendee separately.

            1. Allowed Attendees: Choose whether specific users can be registered users (selected from a drop-down), guests (entered into a text box), or either.

      9. Require Attendee Count: Set to “Yes” if “Specific Users” was chosen to set how many attendee boxes will be shown. Also set to “Yes” if stacked bookings are supported (as set in the “Settings” tab).

         

         1. Minimum Attendee Count: The fewest number of attendees that need to be named on a Booking.

         2. Maximum Attendee Count: The highest number of attendees that can be named on a Booking.

      10. OK: Once happy with the details, click “OK” to save the Asset Usage so it is ready to use.

   3. Repeat steps to add all Bookable Asset Usages.

2. Bookable Asset Types: These group Bookable Assets together depending on what they are. For example, you can have a clay tennis court, a tarmac tennis court, and a squash court as 3 different Bookable Asset Types. This allows users to filter the Booking Grid to only see certain Asset Types when booking.

   1. Click the “Add Bookable Asset Type” button.

      

   2. Complete the wizard:

      

      1. Name: Name of the Type.

      2. Description: A brief description of the Type.

      3. Icon: An Icon to represent the Type when filtering the Booking Grid.

      4. Colour: Choose a colour for the icon chosen in the previous step.

         1. None: The icon will match your site’s text colour.

         2. Reference Colour: Select a variation from your site’s Primary or Secondary colours.

         3. Select Colour: Select any colour from the picker, or enter the RGB value.

         4. Black: The icon will be black.

         5. White: The icon will be white.

      5. Usages: Select which of the Usages (created above) can be used when booking Assets with this Type.

      6. Default Usage: From the Usages chosen in the previous step, select which is the default. Select “No default” if you don’t want a default.

      7. Costs Apply: If there is a cost for booking an Asset of this Type, select “Yes”. This cost can be changed for different users using Booking Rules.

         

         1. How members can pay: Choose if bookers can pay with money and/or tokens. Note tokens does require the Token Payments Add-on Module.

         2. Payment Scheme: How you want the user to pay for the booking. In the example the “Default” scheme has been selected, which in this case offers Cash, Cheque, and Stripe. You may need to define a payment scheme specifically for bookings of this type (you can do so by clicking the green '+' button). You can read more about Payment Schemes in this guide: Payment Methods, Plans, and Schemes

         3. Product Categories: This labels the payment so that they it be analysed in the Finance section, and also can be used to calculate discounts in the basket. Select the Product Categories that apply to the booking cost (as defined under “Admin” Admin > “Finance” Finance > “Manage Manage Product Categories”Categories). For more information please see Product Categories .

         4. Cost: How much each booking will cost. This is set in money and/or tokens depending on the method/s chosen above. This can be adjusted if need be in the Booking Rules, depending on the user/booking.

      8. OK: Once happy with the details, click “OK” to save the Asset Type so it is ready to use.

   3. Repeat steps to add all Bookable Asset Types.

3. Bookable Assets: These are the courts, fields, rooms, etc. themselves that users can book and use for the allotted slot. For example, if your club has 3 tennis courts, each would be a Bookable Asset.

   1. Click the “Add Bookable Asset” button.

      

   2. Complete the wizard:

      

      1. Type: Select which Type of Asset this is from those created using the steps above.

      2. Code: A short code to represent this asset on the Booking Grid.

      3. Name: The full name of this Asset.

      4. Description: A short description of the Asset.

      5. Location: The location of the Asset. New locations can be added by clicking the green “+”. If all Assets are located at the main club venue, you can just leave the Location as “(none)”.

      6. OK: Once happy with the details, click “OK” to save the Asset so it is ready to use.

   3. Repeat steps to add all Bookable Assets.

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