Closures, Exceptions and One-Off Sessions in Plus2

Problem

Administrators need to block resources for rotas, breaks, cleaning or closures, remove or add single class sessions, and add one-off sessions such as a bank-holiday timetable, without leaving bookable slots that shouldn't be.

Resolution

Blocking a resource with an exception

1. Select the resource on the booking sheet

   • On the Plus2 booking sheet, left-click the resource column, then right-click.

2. Add the exception or schedule

   • Add exception: one block (e.g. 09:00–10:00 today) using a restricted band such as Closed or Booked out.
   • Schedule: the same block on selected weekdays up to an end date (e.g. every class time until the end of the month).
   • To close an area (e.g. for a bank holiday), choose the time band Closed, set the date and the from/to times (e.g. 06:00–12:00, then another exception from 18:00 onwards), and click OK.
   • Use time bands with Restrict entry ticked; see How to Create and Apply Time Bands in Plus2.

3. Manage existing exceptions (if applicable)

   • Right-click an exception to Modify, Remove or Remove all; double-click to see details.

4. Repeat and test

   • Repeat per area, then check that a test booking in the blocked period fails. Closing many areas in one action is planned; for now it is area by area.

Closing a resource that has its own calendar (if applicable)

1. Check the calendar first

   • Identify the resource and confirm which products use its calendar.
   • Don't edit a shared calendar unless every associated resource should be affected.

2. Add the closure

   • Add the closure or amend availability for the period.
   • Check existing reservations in that period, and relocate, cancel or contact affected bookings.

3. Verify and restore

   • Verify no new bookings can be made during the closure.
   • Restore normal availability afterwards and test the booking view.

Removing or adding single sessions

1. Open the session

   • Open the booking sheet for the area and date.
   • Double-click the session on the booking sheet, then select Reservation.

2. Choose the action

   • Delete session: removes just that date.
   • Delete from this day forward: removes it and every later occurrence.
   • Add session: adds an extra occurrence on another date.
   • You're warned if anyone is booked. Deal with them first (move, refund or contact them).
   • Repeat for each session that won't run.

Adding a one-off session (e.g. a bank-holiday timetable)

1. Copy a similar session

   • Go to Configuration > Bookings > Reservations (or start from the booking sheet).
   • Open a similar session and copy it (File > Save As / Ctrl+A).

2. Change the details

   • Change the ID (include the day, time and date) and check the name, duration and capacity.
   • Add a waiting list if needed.
   • Dates: start and end date on the same day, plus the time and weekday. (For year-round schedules, use excluded dates to remove bank holidays when first setting them up.)

3. Save and check

   • Check the products and area, tick bookable via web if customers should book online, and save.
   • Check the booking sheet.

Notes

• Deleting a session doesn't notify booked customers. Contact them first, or use Audience Builder in Operator for an email or SMS. See Audience Builder.
• For a block that applies to everyone every day (e.g. a staff break 11:00–11:30), add a restricted time band to the activity's calendar instead of adding exceptions per instructor.
• Rotating instructors: if instructors rotate between classes, the class can't book them out automatically as a resource. Block them with exceptions so Go doesn't offer them for PT bookings. If they teach classes at fixed times (e.g. 18:00–19:00), you can block every instructor at those times so PT slots never clash. The Centre Manager / Centre Management booking sheet makes this quicker: tick the days and times to mark someone unavailable.
• Staff can also book or cancel a customer from the session in Plus2 (double-click > book and pay), though 360 is the front-of-house tool.
• Blocking matters most for areas booked as activities (courts, halls, pitches); studios used only for classes just need the classes removed.
• Impact on 360 and Go Book: an exception blocks the resource in Plus2, 360 and Go Book. Customers see only open slots, not the reason. A one-off web session only appears on Go Book within its advance booking window.
• Booking exceptions can also be created in Go Operator Centre Management (New Exception tab), with the GMC Create / Update / Delete Booking Exceptions permissions; see Configuring Access to Centre Management and Creating Booking Exceptions in Centre Management.
• Related: Plus2 Calendars, Time Bands and Opening Hours; Setting Up Classes and Reservations in Plus2.

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