Creating a Bookable Activity in Plus2 (Courts, PT Sessions)

Problem

Site administrators need to set up an activity (a slot where the customer chooses the time, such as a court hire or a PT session), including its calendar, products, instructors and advance booking window.

Resolution

  1. Open a new activity

    • Go to Configuration > Bookings > Activities > New.

  2. Enter the ID, name and description

    • ID: site initials + ACT + a number (for example HLCACT0001), so a site's activities group together.
    • Name, and a description: the description is what Go Book shows.

  3. Choose the activity group

    • Select one, or click New to create one, then double-click it to add it. For the group to show in Gladstone360, tick it in the GMC.

  4. Set the duration and start frequency

    • Duration (for example 60 minutes) and start frequency: how often a slot can start (every 5, 30 or 60 minutes). For gym sessions, 15 or 30 minutes is usually better than 5, which gives staff long slot lists in Gladstone360.

  5. Set the booking details

    • Maximum bookees: always 1 for activities. With 2, two different customers could book the same slot.
    • Reservation period: the window shown in Gladstone360 (120 minutes is fine).
    • Swipe check period: how long before the start a barrier swipe checks the customer in (for example 1 hour). Use 2–3 hours if customers often do back-to-back sessions.
    • Tickets: tick if a ticket with a barcode should print on the receipt printer (for example for casual customers going through barriers).

  6. Set the calendar

    • The calendar controls when the activity can be booked. To create one: use the standard week against the standard time band, create a time band (for example 14:00–15:59, ID 1400; paste the ID into the description to find it easily) with Restrict entry ticked, drop it into each allowed day, save, then select the calendar on the activity.

  7. Add the products

    • Add the resource product (for example "Outside grass area"). Add several resource products to book across several courts at once. See Setting Up Resource Products, Calendars and Booking Sheets in Plus2.
    • Add the price product. Reuse the activity ID as the product ID so they're easy to link and report on. Use product type Retail, the right department, the standard calendar, and not a bookings resource.
    • On the price product's Prices tab, enter the price and use Apply to all, then untick price levels that can't buy it (for example infant, junior). Give members a discount with a price level override; see Price Level Override (PLO).

  8. Add instructors (if applicable)

    • Add each instructor as a resource product so they appear on the booking sheet. Add exceptions for shifts, training or time off.
    • If you add the area and several instructors directly to the activity, one booking takes all of them. Instead, create a resource group containing just the instructors: a booking then takes whichever is free (or the one whose column you double-click). Or create one activity per instructor.
    • If instructors rotate between classes, the class can't book them out automatically. Block them with exceptions so Go doesn't offer them for PT bookings.

  9. Set payment, colour and subscriptions

    • Payment: bookee pays. More details: booking sheet colour.
    • Subscriptions (optional): add a usage subscription (for example 10 PT sessions) to use one usage per booking.

  10. Set restrictions and web booking

    • Restrictions: set the advance booking window (see Notes).
    • Web: tick web bookable and add optional web comments (for example "bring cold-weather gear").

  11. Save and check the booking sheet

    • Save, then check the booking sheet. If new columns don't show, increase the number of columns in the booking sheet's sections.

Notes

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