Configuring Activities in Plus2

Problem

Users need to set up activities, reservations, and block bookings in Plus2, including defining durations, pricing, and availability, so that these activities can be correctly booked at Front of House and online.

Resolution

  1. Navigate to Activities Configuration

    • Go to Configuration > Bookings > Activities to view existing activity groups and activities.

  2. Select or Create an Activity

    • Expand an activity group (for example, Sports Hall) and select the activity you want to edit, or select New to create a new activity.
    • Create the first activity from scratch, then copy it for similar ones.

  3. Configure General Details

    • In the General Details tab, enter the following:
      • ID: Site initials + ACT + a number (e.g., ABCACT0001). Keep the site prefix so activities group together, and reuse the ID as the price product ID for easy reporting.
      • Name: Visible to Front of House and online users. Shown on Go Book when there is no description.
      • Description: Can override activity name shown to customers on Go Book. Go Book groups and searches by this text; see Grouping Sessions on Go Book with Plus2 Descriptions.
      • Activity Group: Groups similar activities together and controls where the activity sits in 360. Select one, or select New to create one (e.g., "Outdoor bootcamps"), then double-click it to pull it in.
      • Calendar: Controls when the activity can be sold. Bookings outside the calendar are refused; see Plus2 Calendars, Time Bands and Opening Hours.
      • Duration: Length of the activity (e.g., 60 minutes).
      • Start Frequency: How often the activity can start (e.g., every 30 minutes). It only sets which start times customers can pick. A very short interval (e.g., 5 minutes) makes staff scroll through long slot lists in 360; for gym sessions, 15 or 30 minutes is usually better.
      • Max Booking: Recommended to set to 1 for online bookings. With more than 1, several separate customers can book the same slot online and turn up together.
      • Reservation Period: The window shown in 360 (e.g., 120 minutes).
      • Site: Ensure the correct site is selected.
      • Swipe Check Period: Time before activity where attendance is marked by a barrier swipe (e.g., 1 hour). With back-to-back sessions (e.g., yoga at 12:00, swim at 13:00), a 1-hour period checks the customer into the yoga only; 2–3 hours checks them into both.
      • Tickets: Tick to print a ticket with a barcode on the receipt printer, for example for casual customers going through barriers.

  4. Configure Products

    • In the Product tab:
      • Price Product: Defines the cost of the activity. Use the same description, product type Retail, the right department/cost centre and the Standard calendar (which allows purchase 24 hours a day; the activity's calendar restricts when it can be booked). It is not a bookings resource. Site group can stay All sites. See Setting Up Price Products in Plus2.
      • Resource Product: The area the activity takes place in (e.g., "Outside grass area").
      • Product Group: Used when booking specific spaces (e.g., courts).
    • On the price product's Prices, enter the price and use Apply to all, so no price level can later be set cheaper by mistake. Untick price levels that cannot buy it (e.g., infant, junior, concession junior). The price levels ticked decide who can book.
    • Give members a discount with a price level override (e.g., £35 instead of £45); see Price Level Override (PLO).

  5. Configure Payments

    • In the Payments tab:
      • Control how payment is taken for the activity (e.g., bookee pays).
      • Configure rules such as dishonour rules (if needed).

  6. Configure Appearance

    • In the More Details tab:
      • Set background and foreground colours for how activities appear on booking sheets.

  7. Configure Subscriptions (if applicable)

    • In the Subscriptions tab, optionally add a usage subscription (e.g., 10 PT sessions) that uses one usage per booking.

  8. Configure Restrictions

  9. Enable Web and Kiosk Booking

    • In the Web/Kiosk tab:
      • Web Bookable: Allow online bookings. Only ticked activities appear on Go Book.
      • Web Comments: Displayed to customers online when viewing Go Book (e.g., "bring cold-weather gear").
      • Kiosk: Enable kiosk bookings if required.

  10. Add Instructors (if applicable)

    • Add each instructor as a resource product so they appear on the booking sheet, and add exceptions for shifts, training or unavailability.
    • If you list the area and several instructors directly, one booking takes all of them. Instead, create a resource group containing just the instructors; a booking then takes whichever one is free (or the one whose column you double-click). Alternatively, create one activity per instructor.
    • If instructors rotate between classes, block them with exceptions so Go doesn't offer them for PT at those times; see Closures, Exceptions and One-Off Sessions in Plus2.

  11. Save the Activity

    • Click Save to apply all configuration changes.
    • Check the booking sheet. If new columns don't show, increase the number of columns in the booking sheet's sections.
    • Test that a booking succeeds in an open slot and fails in a closed one.

  12. Configure Resource-Based Activities (if applicable)

    • For group activities (e.g., a 55-minute 5-a-side bookable every hour, taking all four courts) where multiple resources are needed, set up:
      • A Product Type for the activity.
      • All required individual Resource Products so all required resources are booked together (e.g., all courts).

  13. Enable Activity Group in Gladstone Management Console (GMC)

    • If a new activity group was created:
      • Go to GMC > Configuration Manager > Gladstone 360 Front of House > Activity Settings.
      • Ensure the activity group is selected and enabled. New groups appear there unticked, and the activity only appears in 360 Check-in and POS once its group is ticked.

Notes

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