Block Bookings (Plus2 Hosted Reservations) and Invoicing

Problem

You need to set up a block booking in Plus2: a recurring reservation charged to one customer (a person, club, school or company), then invoice it, take payment and handle cancelled sessions.

Resolution

Create the block booker

  1. Add the member in Plus2

    • Go to Members > New. Only the red mandatory fields are needed (name, date of birth, gender and so on). You can use the organisation as the name.
    • Price level: for example, Adult. Status: Block booker (see System Specification – Building a New Site for statuses).

  2. Enter the work address

    • Enter the company, phone and address on the Work address tab.
    • On More details, set the preferred mailing address to Work so it prints on invoices. Invoicing always reads the work address type (Go Book/Join reads the home type), so the label matters, not what kind of address it is.

  3. Save

    • Click Save.

Create the hosted reservation

  1. Open Reservation configuration

    • Go to Configuration > Bookings > Reservations > New, or from the booking sheet: go to the first booking date, left-click the area (or resource group) at the start time, then right-click > Reservation configuration, which pre-fills that resource, date and time.

  2. Enter the ID, name and duration

    • ID (max 15 characters, must be unique): use a documented compact pattern staff can read without opening the booking, for example site + weekday number + start time (1200) + BB + a 3-letter type (for example, FTB) + month/year (0825). A customer or organisation code can also be included. Never put personal data in an ID. See Naming Conventions for Plus2 IDs and Descriptions.
    • Name / description (for example, "Football club – Astro"), the block-booking activity group, and duration (for example, 60 minutes). Booking limits on this tab do not matter.

  3. Set the dates

    • On the Dates tab, check the start date and time carried through from the booking sheet.
    • Enter the end date (block bookings usually have one), the approved number of weeks, or indefinite.
    • Tick the weekday(s).
    • Add excluded dates for bank holidays, closures and dates the customer will not come. Dates can also be excluded later.

  4. Add the resource products

    • On Products, add only the resource products (search IDs starting Z, for example Pitch A and Pitch B).
    • Check the one selected from the booking sheet is present, copy its ID to search for the others if helpful, Add each extra resource, and check nothing unintended is included.

  5. Set colours (optional)

    • On More details, add optional notes, the booking colour and text colour. Use colours consistently so staff can tell booking types apart.

  6. Set the host and charges

    • On the Hosted tab:
      • Host member: search for the block booker (use Same as last if you just created them).
      • Billing period: per booking (itemised on the invoice), monthly, bi-monthly or whole reservation.
      • Due date (when billing occurs): start or end of the billing period, or one or two months before.
      • Payment method: Invoice for an invoicing account. The first time, open the invoice-payment details and enter the method they normally settle by (for example, EFT/bank transfer) and a credit limit sufficient for the booking value. Do not use an arbitrary credit limit in production; follow the organisation's credit-control approval. Leave it as a standard (cash) account for customers who pay each week as they attend.
      • Products to charge: add or create block-booking price products (for example, "Astro block booking 60 min", with Apply to all price levels). Set the charging unit and quantity: for two pitches, add the product twice (or set quantity 2), or tick price override and enter the combined price. Check the unit price × recurrence gives the expected total.
      • Tax: review the default tax code. Enable the override and choose the rate only where an approved exemption applies (for example, some schools or charities). Do not assume an account is tax-exempt.
      • Extras such as floodlights can be charged per booking or as a one-off charge.

  7. Save

    • Click Save. Plus2 checks every requested resource and time slot against the booking sheet. If some dates clash, it lists them and asks whether to book around them. Check the booking sheet after saving.

  8. Verify the booking

    • Check the series appears across the full date range, exclusions are right, and host, invoice method, credit limit, product, quantity, price and tax are correct.
    • Resolve conflicts before confirming the booking to the customer.

Invoice and take payment

  1. Raise the invoice

    • Nothing is owed until an invoice is raised.
    • One account: open the account (green person icon), switch the display to the invoicing account, then Invoicing statement run (third button from the right). Choose the cut-off date, tick Live, and click OK. It produces a summary, an itemised report and the invoice. The invoice is not sent automatically: save it to Gladstone Drive and send it yourself.
    • Batch invoicing: go to Plus2 > Modules > Invoice statement run, choose the cut-off date and the invoicing account type, then run live. It raises a separate invoice for every block booker with outstanding bookings in one go (for example, monthly or quarterly). The invoices carry no logo, so some sites raise the sales this way and send their own invoices.

  2. Take payment

    • The invoice then shows as unpaid sales. Pay it in Plus2, or at a 360 till with Find invoice using the (numeric) invoice number, paying individual lines if wanted (see Paying Invoices and Sending Pay by Link from Gladstone360 POS).
    • Staff can also pay an invoice or booking account at reception on behalf of a different contact; the sales stay on the right records and the payer is recorded separately.
    • If the customer pays by bank transfer (EFT/BACS) to your finance system, still record the payment against the invoice (for example, with an EFT or bank transfer payment method), otherwise it stays as a debt. At a till, non-cash methods must be declared. Keep a cheque or bank-transfer method available for block bookers.
    • Card payment links: a Gladstone Pay link can be sent by email so the customer pays by card (see Invoicing Module and Pay by Link (GladstonePay)).
    • Paying from the Go account: Operator has a Pay invoices URL / invoice payments setting that lets block bookers log into Go and pay an outstanding invoice (see Other Go Operator Settings: Single Site, SSO, Payments and Notifications). Confirm availability on your release before promising it. It is a payment route, not an accounting category: money is recorded on the day it is taken, and normal payment-method reporting applies. A payment covering several periods is not split back across them, although booking reports still show the paid bookings by their booking dates.
    • Paying ahead without an invoice: a customer on a standard account (not an invoicing account) can instead pay by card for bookings months ahead, with no invoice raised.

Cancelled sessions and credits

  1. Delete the session and credit it
    • Delete the session from the booking sheet (double-click > Delete session).
    • If it has been invoiced you are warned, then asked whether to refund. Choose No to put a credit line on the next invoice instead.

Notes

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