Block Bookings in Go Operator (Centre Management)

Problem

You need to understand how Block Bookings in Go Operator Centre Management work, how they differ from Plus2 hosted reservations, and where each set-up, booking and troubleshooting task is covered.

Resolution

1. Setting Up Block Bookings in Go Operator

   • Before first use: enabling, prerequisites, what still needs Plus2 and rollout phases.

2. Fixing "Payment method Cash is not an invoicing account"

   • When every create attempt fails with that error.

3. Block Booking Permissions in Go Operator

   • When deciding who can view, create, edit or cancel block bookings.

4. Creating a Block Booking in Go Operator

   • When booking a recurring series for a customer.

5. Editing a Block Booking in Go Operator

   • When changing one date, a date and all future, the whole series, or an invoiced date.

6. Cancelling a Block Booking in Go Operator

   • When removing one date, the rest of a series, or invoiced dates.

7. Block Booking Invoicing and Credit Notes in Go Operator

   • When checking how occurrences are invoiced and whether a change raises a credit note.

8. Block Booking Worked Scenarios in Go Operator

   • When choosing the right option for a common request.

9. Troubleshooting Block Bookings in Go Operator

   • When something doesn't work as expected.

10. Creating Booking Exceptions in Centre Management

    • When blocking a court or area for maintenance or unavailability rather than booking it for a customer.

11. Configuring Access to Centre Management

    • When giving staff access to Centre Management only, without full Operator access.

Notes

• Block Bookings creates, edits and cancels a recurring booking for one customer from a drawer over the Centre Management booking sheet. It launched as a joint release with the Invoicing Module (Invoicing Module and Pay by Link (GladstonePay)).

• Which block-booking product is the customer using? Two different things are called "block bookings". Ask where the booking was created before troubleshooting.

  	Legacy Plus2 hosted reservation	Go Operator Block Bookings
  Where	Plus2 Configuration > Bookings > Reservations, Hosted tab	Go Operator Centre Management booking sheet, Block Booking drawer
  Billing options	Per booking, monthly, bi-monthly, whole reservation	Whole Reservation, Monthly, Quarterly, Yearly; Itemised or Grouped
  After saving	Can't be changed; only sessions can be removed	Edit one date, a date and all future, or the whole series
  Date clashes	Plus2 lists clashing dates and asks whether to book around them (but see the caveat in the Plus2 article)	Clashing dates are silently left out; editing blocks Save until resolved
  Invoicing	Plus2 Invoicing statement run	One sales invoice per occurrence, grouped by the Invoicing Module
  Article	Block Bookings (Plus2 Hosted Reservations) and Invoicing	This set of articles

  Plus2-created block bookings still show in Centre Management, but deliberately degraded (see Troubleshooting Block Bookings in Go Operator).

• Key rules:

  1. The contact (Member) can never be changed by any edit flow. Fix: cancel (with a reason) and recreate against the right contact, re-entering products, prices and invoicing options.
  2. Billing grouping period and itemisation are set once, at creation. A wrong choice needs cancel-and-recreate. Confirm both with the customer first.
  3. Cancellation is final. No restore for any scope. To bring a date back, create a new block booking.
  4. Every cancellation needs a Cancellation Reason. The comment is optional, maximum 300 characters.
  5. Cancelling All bookings in the series removes current and future dates only. Past occurrences always stay on the booking sheet.
  6. If any occurrence in range is invoiced (paid or unpaid-but-invoiced), Operator blocks the bulk edit and cancel scopes. Invoiced dates are handled one at a time.
  7. Rule 6 applies to the Operator screens, not the API. A bulk update through the API keeps paid/collated bookings and returns them in retainedBookings.
  8. Editing a single occurrence permanently detaches it. Later series-level changes never reach it.
  9. A credit note is not always issued. It depends on the invoice state.
  10. At create, proceeding past a conflict silently drops the conflicted dates (no error). At edit, Save is blocked until every conflict is resolved.
  11. Legacy Plus2 bookings are deliberately degraded in Centre Management. Not a defect.
  12. Price, VAT, conflicts, invoicing and status are calculated per occurrence, never per series.
  13. Only customers with an invoicing account on their contact appear in the customer search.
  14. The Invoicing payment method must be Default for Hosts in Plus2, or every create fails.
  15. Currency (GBP or EUR) is inherited from site configuration at creation and stored on the invoice. It isn't set per booking.
  16. The Note is staff-only: never shown to the customer, on the invoice or in the confirmation email.
  17. Cancel removes the whole booking; edit amends what's on it. To remove one product line, edit.
  18. Use Exclude Date (not a single-date edit) to drop a date such as half term. Editing changes what's on a date; it doesn't remove it.

• In scope: recurring bookings with configurable recurrence; edit one date, a date and all future, or the whole series; cancel one date, a date and all future, the series, or an invoiced date; custom code (Reservation ID), unit price and VAT; member status in the customer search; multi-currency (GBP/EUR); Block Booking emails with custom placeholders; conflict visibility while choosing dates; Pay-by-Link with configurable expiry.

• Out of scope: single (non-recurring) bookings, courses, classes and reservations, participant lists, and standalone invoicing (handled by the Invoicing Module).

• Who uses it: staff who currently manage recurring bookings in Plus2, mostly Centre Managers, bookings administrators and Finance.

• Glossary:

  Term	Meaning
  Occurrence	One date within a recurring series.
  Series	All occurrences created together under one recurrence pattern.
  Anchor date	The date selected for "selected date and all future". The change applies from here forwards.
  Recurrence schedule ID	System-generated ID for a series, returned on creation (API: scheduleId).
  Invoice status	Paid, unpaid, credited or pending, tracked per occurrence.
  Area	Where the booking is held. Called a resource product in Plus2 (see Plus2 Products, Calendars and Booking Sheets).
  Conflict	A date/time/area already booked, shown inline so it can be resolved.
  Exception	A separate New Exception tab in the same create drawer, next to New Block Booking. It's a different booking type; selecting it by mistake is a common error.

• API: block bookings can also be created and updated through the Bookings API: Create a block booking schedule with recurring reservations, Update an existing block booking schedule and Delete all linked reservations from a block booking schedule.

• Invoicing and payment are covered in Using the Invoicing Module, Invoicing Module and Pay by Link (GladstonePay) and Taking Telephone Payments with Pay by Link.

• Related: Gladstone 360 – Permissions and GMC Configuration; Naming Conventions for Plus2 IDs and Descriptions; Configuring Multiple Sites in One Plus2 Database.

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