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Booking Systems: Adding Costs to your Bookings

Owned by Peter Hickson, created
Last updated: Jun 20, 2023 by Joanne Shovelton
6 min read

When members or non-members are making Bookings of the assets at your club, it is common to charge them for this. Using the Booking system, it is possible to manage these costs online. You can have a fixed cost, or a variable cost depending on different factors, including membership status, Booking length, and Booking Usage.

In these examples, we will edit an existing Booking System to add costs. For instructions to create a new Booking System, follow this guide:

Bookable Asset Types

Firstly, you need to set the cost in the Asset Type:

  1. Navigate to Bookings > Admin Booking Systems.

  2. Click “Configure” next to their appropriate Booking System.

  3. In the “Assets” tab, in the “Bookable Asset Types” section, click “Edit” next to the Asset Type you want to add costs to. If you want to add costs to only some Assets within an Asset Type, you will need to create a new (or copy an existing) Asset Type.

  4. Change “Costs Apply” to “Yes” and complete the new fields:

    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 > Finance > Manage Product 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 may not be the final figure for Bookings as we will be setting it properly in the Booking Rules.

  5. Click “OK” to save the edited details.

Booking Rules

Now we need to add the Rules. The rules give you greater flexibility of how much you charge users to make Bookings and can be based on who and what is being booked too.

Cost per Booking

This example shows how to add a fixed cost for a Booking. If you want to charge a different amount for different usages or different members, you need to create multiple rules and change the Member List that it applies to.

  1. Navigate to the “Rules” tab.

  2. Click “Add Booking Rule”.

  3. Complete the wizard:

    1. Name: The name of the booking rule.

    2. Description: A short description of what the rule enforces in the Booking System.

    3. Assets: Select which Assets this Booking Rule will apply to.

    4. Restrict to Uses: Set to “Yes” to only apply this rule to certain Booking Usages. If set to “Yes”, you can choose which Usages to include or exclude. For example, if a court is being used for coaching, there may be no cost.

    5. Booking Day Zone: Select which Booking Day Zone this Rule will apply to.

    6. Member List: Select which Member List this Rule will apply to or “Applies to everybody”. Help on creating Member Lists can be found here: Member Lists

    7. Priority: The priority sets which rule the system will enforce should there be more than one rule applying to a user. The higher the number, the higher the priority. It is a good idea to leave gaps between the priority in different Booking Rules to allow room for future Rules, such as multiples of 5.

    8. Rule Type: Select “Booking Cost Adjustment”.

    9. What is being paid for: Choose what is being paid for.

      1. Bookings: The cost will be set for the Booking, regardless of how long it is.

      2. Booked Slots: The cost will be proportional to the number of slots in the Booking. So if it was a 2 hour Booking across 2 slots, it would be twice as much as a single slot 1 hour Booking.

      3. Time: The cost will be calculated by how long it is in minutes. You will set the Unit duration for how many minutes each unit will consist of and choose whether or not to round the calculation up to the nearest unit.

    10. Cost per Attendee: Leave this set to “No”

    11. Payment Options: Choose if bookers can pay with money and/or tokens. Note tokens does require the Token Payments Add-on Module.

    12. Unit Monetary Cost: How much each 1 unit of the option chosen above will cost. For example, each Booking will cost £5, whether it is 30, 60, or 90 minutes long.

    13. Guest Surcharge: If you want to charge guests an extra fee, set this to “Yes” and enter the amount.

    14. OK: Once happy with the details, click “OK” to save the Costs.

Cost Per Attendee

This example shows how to add a variable cost for a Booking where different attendees pay different amounts:

  1. Navigate to the “Rules” tab.

  2. Click “Add Booking Rule”.

  3. Complete the wizard:

    1. Name: The name of the booking rule.

    2. Description: A short description of what the rule enforces in the booking system.

    3. Assets: Select which Assets this Booking Rule will apply to.

    4. Restrict to Uses: Set to “Yes” to only apply this rule to certain Booking Usages. If set to “Yes”, you can choose which Usages to include or exclude. For example, if a court is being used for coaching, there may be no cost.

    5. Booking Day Zone: Select which Booking Day Zone this Rule will apply to.

    6. Member List: Select which Member List this Rule will apply to or “Applies to everybody”. Help on creating Member Lists can be found here: Member Lists

    7. Priority: The priority sets which rule the system will enforce should there be more than one rule applying to a user. The higher the number, the higher the priority. It is a good idea to leave gaps between the priority in different Booking Rules to allow room for future Rules, such as multiples of 5.

    8. Rule Type: Select “Booking Cost Adjustment”.

    9. What is being paid for: Choose what is being paid for.

      1. Bookings: The cost will be set for the Booking, regardless of how long it is.

      2. Booked Slots: The cost will be proportional to the number of slots in the Booking. So if it was a 2 hour Booking across 2 slots, it would be twice as much as a single slot 1 hour Booking.

      3. Time: The cost will be calculated by how long it is in minutes. You will set the Unit duration for how many minutes each unit will consist of and choose whether or not to round the calculation up to the nearest unit.

    10. Cost per Attendee: Set this set to “Yes”.

    11. Payment Options: Choose if bookers can pay with money and/or tokens. Note tokens does require the Token Payments Add-on Module.

    12. Cost Type: Change this to “Pricing Structure”.

    13. Cost Options: Enter a separate Cost Option for each different Cost.

    14. Add Option: Click to add a new Cost Option:

      1. Name: Enter the name of the Cost Option, usually those who it applies to.

      2. Code: Enter a short code to represent the Cost Option.

      3. Eligibility: Select who is eligible for this Cost Option; Guests, Registered Users, and a specific Member List can be chosen, or a combination.

      4. Cost: Enter the cost per unit (chosen above) for these types of members.

      5. Dustbin: Click to delete the corresponding cost option.

    15. Guest Surcharge: If you want to charge guests an extra fee, set this to “Yes” and enter the amount.

    16. OK: Once happy with the details, click “OK” to save the Costs.