# Configuring Block Bookings in Plus2

HTML version: [Configuring Block Bookings in Plus2](https://support.gladstonesoftware.cloud/plus2/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

2. **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).

3. **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.

4. **Tick Default for Hosts on the Invoicing Payment Method**
   - See [Setting Up Payment Methods in Plus2](setting-up-payment-methods-in-plus2.md).

5. **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).

6. **Create a Block-Booking Activity Group**
   - Create a **block-booking activity group**.

### Legacy hosted reservations (Plus2 only)

7. **Open the Booking Sheet**
   - Navigate to the **Booking Sheet**.
   - Select the desired area and time for the booking.

8. **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`.

9. **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](naming-conventions-for-plus2-ids-and-descriptions.md).
   - Enter the **Description** and duration.
   - Select an **Activity Group** (recommended: Block Booking activity group).
   - Select the **Site**.

10. **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).

11. **Add Resources**
    - In the **Product** tab, confirm which resources are required for the block booking. Add only the **resource products** (IDs starting `Z`).

12. **Configure Appearance**
    - In the **More Details** tab, select the block booking colour and text colour, and add any notes.

13. **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.

14. **Save the Booking**
    - Click **Save** to create the booking.

15. **View the Booking**
    - Check the calendar to confirm recurring bookings have been created, and verify the full series, exclusions, host, billing, price and tax.

16. **Raise Invoices**
    - Raise invoices with **Invoicing statement run** (one account) or `Modules > Invoice statement run` (batch). See [Exporting Invoices from Plus2](exporting-invoices-from-plus2.md).

## 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](closures-exceptions-and-one-off-sessions-in-plus2.md).
- 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](../gooperator/block-bookings-plus2-hosted-reservations-and-invoicing.md)
  - [Block Bookings in Go Operator (Centre Management)](../gooperator/block-bookings-in-go-operator-centre-management.md)
  - [Using the Invoicing Module](../gooperator/using-the-invoicing-module.md)
  - [Configuring Activities in Plus2](configuring-activities-in-plus2.md)
  - [Creating Booking Sheets in Plus2](creating-booking-sheets-in-plus2.md)
  - [Creating Resource Products in Plus2](creating-resource-products-in-plus2.md)