Creating a Block Booking in Go Operator

Problem

Staff need to create a recurring block booking for one customer from the Centre Management booking sheet in Go Operator, with the right dates, areas, products, prices and invoicing options.

Resolution

1. Open Centre Management

   • Log in to Operator as a staff user and open Centre Management.

2. Start a block booking

   • Click an empty slot on the booking sheet and select Block Booking. Check you're on New Block Booking, not New Exception.
   • Tip: click and drag down the sheet across the period (for example 10:00 to 13:00). Start time and End time are then pre-filled.
   • The drawer can be collapsed with the chevron (top left) to check other dates, courts or sites without losing work.

3. Select the customer

   • Search by contact name, company name or Member ID. Results show Member ID, name, email and status (for example Casual User, Current Member) with a colour indicator.
   • Only contacts with an invoicing account appear; that contact receives the invoices.

4. Enter the booking details

   Field	Required	Notes
   Reservation ID	Optional	Formerly "Activity ID" in Plus2. Blank: Go generates one. Some sites use their own coding for reporting. Must be unique.
   Purchase Order / Reference	Optional	Carried onto the invoice. Max 255 characters.
   Booking Name	Required	Shown on the booking sheet. Max 25 characters. Can later be changed only for the whole series.
   Area	Required	One or more resource products (the bookable spaces, such as courts).
   Activity Group	Required	Used for reporting.
   Number of participants	Optional	Headcount, for example for social-value reporting. Reporting only.
   Start time / End time	Required	Pre-filled if you dragged a range.

5. Set the frequency

   • Choose Daily, Weekly or Monthly and a date range.
     • Daily: all weekdays pre-selected; deselect those not wanted.
     • Weekly: "Every [N] week(s)" plus the days.
     • Monthly: "Every [N] month(s)", then Specific Date (for example the 27th, whatever the weekday) or Specific Day (for example the 2nd Monday).
   • Conflicts don't block you. A banner reads: "[Multiple/One of your] selected dates conflict with another event. Click the conflicting date to see the conflict. You can adjust your event schedule or click 'Next' to create your event without the conflicting dates."
   • Conflicted dates are highlighted; click one to see what's booked there, then return. If you proceed, every conflicted date is left out and the rest is created.
   • If the conflict is another block booking, you can cancel that single instance but not edit it. Other conflict types must be managed outside Go.

6. Add products

   • Search by name or ID and tick. Quantity defaults to 1; change it after adding.
   • One product row is added per date (37 dates × 1 product = 37 rows). On Added Products, each row shows Date, ID, Name, Quantity, Price, Price Override, Price (Incl. VAT) and VAT rate.

7. Change quantities, prices or VAT (if applicable)

   • Rows on Added Products aren't edited in the table. Tick the rows to change, then select Edit selected.
   • To change many dates at once, narrow the list first: type in Search added products (matches product name or ID), or select the filter icon (Show filters) and pick products in All products and/or a Date from and Date to range. Clear filters resets them.
   • The tick box in the header selects or clears every row the filters currently show. Rows hidden by a filter are removed from your selection.
   • Edit selected products opens with one line per product and a summary such as "Editing 2 products across 12 selected dates". Where the selected dates hold different values, the field shows Mixed.
   • Change Quantity, Price Override or VAT rate. Only the fields you change are applied, to every selected date for that product; fields you leave alone keep their existing value on each date.
   • To remove a price override, empty Price Override; the dates go back to the product's price. An emptied Quantity means no change.
   • Select Apply changes, or Cancel to leave every row as it was.

   Field	Behaviour
   Price	Base net (ex-VAT) price per occurrence from the product.
   Price Override	Net (ex-VAT) unit price for that date's line only.
   Price (Incl. VAT)	Read-only; calculated from price/override and that line's VAT rate. You never set the gross price.
   VAT	Tax rate per line (for example Standard Tax Rate, Exempt Tax Rate), set per date.

8. Add a note (if applicable)

   • The note is optional and staff-only. It shows on the review screen as Booking Note with Edit note.

9. Review the booking

   • Select Add booking to open the review summary: booking details plus Contacts, Dates and Products tabs with counts (for example Dates (37), Products (35)).
   • Tick Exclude Date to drop a date by hand (for example a half-term week not flagged as a conflict).
   • Select Back to change, or Create Booking to continue.

10. Choose the invoicing options (if invoiced)

• The dialog reads: "Choose how invoices for this booking are grouped over time and whether they are itemised."
• Billing grouping period: Whole Reservation (one invoice for the series), Monthly, Quarterly or Yearly (a new invoice per period).
• Itemised (a line per date) or Grouped (aggregated totals on one line).
• Both are fixed once created, so confirm them with the customer first.

1. Confirm the series was created
   • Each occurrence shows a small recurring indicator next to its start time and duration, and a Recurrence schedule ID is returned.
   • A Block Booking email is sent automatically where set up, using the template and any custom placeholders.

Notes

• Shorter series than requested: proceeding past a conflict silently drops the conflicted dates, with no error.
• Exclude Date counts: the counts won't agree until you click Next. Excluding a date removes its product rows straight away, but the date stays in the Dates list until Next. Example: three dates, one product each, exclude one → Dates (3), Products (2). This is expected; the customer isn't billed for the excluded date. Don't re-add products or start over.
• Earlier guidance said hand-excluded dates didn't remove their product rows, so the customer was billed for sessions that wouldn't happen. Current behaviour is that the rows are removed. If a customer reports being billed for an excluded date, check the invoice rather than assuming either behaviour.
• Use Exclude Date, not a single-date edit, to drop a date such as half term.
• The contact can't be changed after creation, and the billing grouping period and itemisation are fixed. A wrong choice needs cancel-and-recreate.
• Currency (GBP or EUR) is inherited from site configuration at creation and stored on the invoice. It isn't set per booking.
• The Note is never shown to the customer, on the invoice or in the confirmation email.
• Price, VAT, conflicts, invoicing and status are calculated per occurrence, never per series. Edit selected is a shortcut for changing many dates at once; the result is still a separate price and VAT rate on each date's line.
• For a long series, set the right price on the product in configuration rather than overriding it on every date. Price Override is meant for occasional adjustments.
• New Exception is a separate 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.
• Creating needs the Create Block Bookings permission (Block Booking Permissions in Go Operator).
• Patterns for common requests: Block Booking Worked Scenarios in Go Operator. Next steps: Editing a Block Booking in Go Operator; Block Booking Invoicing and Credit Notes in Go Operator.

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