Configuring Block Bookings in Plus2

Problem

Users need to create recurring bookings (block bookings) in Plus2 for a customer or organisation over a defined period, ensuring that the block booker, bookings, resources and invoicing are correctly configured.

Resolution

1. Check which block-booking method your site uses

   • There are two ways to run block bookings. Check which your site uses, and where a booking was created, before changing it.

   	Go Operator Block Bookings (new)	Plus2 hosted reservations (legacy)
   Created in	Go Operator Centre Management	Plus2 Configuration > Bookings > Reservations, Hosted tab
   Editable after saving	Yes	No (only sessions can be removed)
   Invoicing	Invoicing Module (one sales invoice per occurrence, grouped)	Plus2 Invoicing statement run (numeric invoice numbers)

   • Steps 2–6 are needed for both methods. Steps 7–16 create and invoice a legacy Plus2 hosted reservation.

Records needed for both methods

1. Create the Block Booker Account

   • Go to Members > New and create a new member account.
   • Set the price level (e.g. Adult) and Status to "Block Booking" (named Block booker on some systems).
   • Enter company and address details under Work Address.
   • In More Details, set Preferred Mailing Address to Work (invoicing always reads the work address).

2. Add an Invoicing Account on the Contact

   • Without it, the customer doesn't appear in the Go block booking customer search, and the Invoicing Module won't pick up their activity.

3. Tick Default for Hosts on the Invoicing Payment Method

   • See Setting Up Payment Methods in Plus2.

4. Create Resource and Price Products

   • Resource products for each area, and block-booking price products (e.g. "Astro block booking 60 min", Apply to all price levels).

5. Create a Block-Booking Activity Group

   • Create a block-booking activity group.

Legacy hosted reservations (Plus2 only)

1. Open the Booking Sheet

   • Navigate to the Booking Sheet.
   • Select the desired area and time for the booking.

2. Open Reservation Configuration

   • Left-click the area at the start time, then right-click the selected slot and choose Reservation Configuration (this pre-fills the resource, date and time), or go to Configuration > Bookings > Reservations > New.

3. Enter General Details

   • Enter a structured ID (max 15 characters, unique), e.g. site initial, day of week, "Block Booking" (BB), activity description, time, and month: site + weekday + 1200 + BB + FTB + 0825. Never put personal data in an ID. See Naming Conventions for Plus2 IDs and Descriptions.
   • Enter the Description and duration.
   • Select an Activity Group (recommended: Block Booking activity group).
   • Select the Site.

4. Set Dates

   • Select the Dates tab.
   • Set a Start Date and either an End Date, a number of weeks, or use Add Infinitum.
   • Select the days of the week for the block booking using Regular days.
   • Add or exclude additional dates if required (excluded dates for bank holidays and closures).

5. Add Resources

   • In the Product tab, confirm which resources are required for the block booking. Add only the resource products (IDs starting Z).

6. Configure Appearance

   • In the More Details tab, select the block booking colour and text colour, and add any notes.

7. Assign Host Information

   • Open the Host (Hosted) tab and configure host, billing, and price information:
     • Select the member's details (Host member).
     • Select the Billing period for the block booking (per booking, monthly, bi-monthly, whole reservation) and the Due date.
     • Set the Payment Method to Invoicing for an invoicing account, and select how invoicing will be paid (the settlement method), with an approved credit limit.
     • Add the agreed block booking price product and confirm pricing.
     • Adjust quantity if needed.
     • Override price, if necessary.
     • Override tax code if required (only for an approved exemption).
     • Extras such as floodlights can be charged per booking or one-off.

8. Save the Booking

   • Click Save to create the booking.

9. View the Booking

   • Check the calendar to confirm recurring bookings have been created, and verify the full series, exclusions, host, billing, price and tax.

10. Raise Invoices

    • Raise invoices with Invoicing statement run (one account) or Modules > Invoice statement run (batch). See Exporting Invoices from Plus2.

Notes

• Block Bookings in Go Operator must be enabled by Gladstone Software Support.
• Troubleshooting:
  • If the booking does not generate invoices, ensure invoicing, payment method, and credit limit are set.
  • If the address is not appearing on the invoice, ensure the preferred mailing address is set to Work.
• Deleting an invoiced legacy session asks whether to refund; choose No to put a credit on the next invoice.
• To block time without charging, use a booking-sheet exception or schedule instead; see Closures, Exceptions and One-Off Sessions in Plus2.
• Block bookings don't migrate from other systems; only customers do. They can be re-created on live before go-live.
• Impact on Go Operator: Plus2-created block bookings still show in Centre Management but with a deliberately limited view (no recurring indicator, limited edit/cancel options). This is by design. Changing a booking in Plus2 or Centre Management automatically creates a credit or debit note in the Invoicing Module.
• Impact on 360: 360 Find Invoice pays numeric (legacy Plus2) invoices line by line; alphanumeric (INV-) Invoicing Module invoices are paid in full once issued. 360 shows the standard account only, so invoicing-account sales don't appear on the 360 member record.
• Related Articles:
  • Block Bookings (Plus2 Hosted Reservations) and Invoicing
  • Block Bookings in Go Operator (Centre Management)
  • Using the Invoicing Module
  • Configuring Activities in Plus2
  • Creating Booking Sheets in Plus2
  • Creating Resource Products in Plus2

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