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

HTML version: [Creating a Bookable Activity in Plus2 (Courts, PT Sessions)](https://support.gladstonesoftware.cloud/plus2/creating-a-bookable-activity-in-plus2)

## 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](setting-up-resource-products-calendars-and-booking-sheets-in-plus2.md).
   - 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)](price-level-override-plo.md).

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

- **Before you start:**
  - Every activity needs at least one **resource product** (where it happens) and one **price product** (what it costs). See [Setting Up Price Products and Changing Prices in Plus2](setting-up-price-products-and-changing-prices-in-plus2.md).
  - Check you're on the correct site (`Configuration > System > Sites`).
  - Create the first activity from scratch, then copy it for similar ones.
- **Advance booking restriction** (activities and reservations): **0 = unlimited** (as far ahead as the booking sheet is open), **1** = same day only, **2** = one day ahead, **3** = two days ahead, and so on. For seven days' advance booking, enter **8**. See [Setting Advance Booking Windows in Plus2](setting-advance-booking-windows-in-plus2.md).
- **Advance booking period: three linked settings.** It's configurable and there's no single default (for example front of house can sell 120 days ahead):
  - **Plus2:** this restriction on each reservation (class) or activity sets how far ahead members and non-members can book. It can differ per reservation or activity.
  - **Gladstone360 (GMC):** **Advance Booking Period** (`Gladstone360 CheckIn POS > General Settings`) controls how far ahead front of house staff can *see* scheduled reservations and activities. The Plus2 restriction still applies.
  - **Go Operator:** the **Book Ahead (search) period** (`Configuration > Modules > Configure`) controls how far ahead activities and reservations can be *viewed online*. The restrictions still apply.
- **Time bands:** always tick **Restrict entry** on a new time band. Otherwise it can't be used as a booking sheet exception, and the setting can't be changed later. Only the Standard and Off-peak bands (which control membership access times) stay unrestricted. See [Plus2 Calendars, Time Bands and Opening Hours](plus2-calendars-time-bands-and-opening-hours.md).
- Activities that share a calendar (for example sports hall, badminton, basketball) all change together.
- **Party bookings** are only available on reservations (classes), not activities. See [Creating a Class or Reservation in Plus2](creating-a-class-or-reservation-in-plus2.md).
- Some details can't be edited once in use. To change them, create a new activity.
- Staff can book further ahead than customers.
- Each person who needs the booking sheet needs their own Plus2 login. A shared generic Windows login can't be used.
- To block the same time for everyone every day (for example a staff break 11:00–11:30), add a restricted time band to the activity's calendar instead of adding exceptions per instructor.
- **Troubleshooting:**
  - **Bookings on a new activity come through at £0:** the activity only has resource products, no price product. Add a price product in `Configuration > Bookings > Activities`.
  - **A slot is free in Plus2 but doesn't show in Gladstone360:** check in order: 1) the member's price level and membership allow the purchase; 2) the activity's calendar covers the time (for example open 08:00–20:59 so the last hourly slot starts at 20:00); 3) the price product's calendar and price-level lines, since extra time bands on the product can hide slots.
  - **Two customers booked the same slot:** maximum bookees is set above 1. Set it to 1.
  - **A booking took every instructor:** instructors were added directly to the activity. Use a resource group of instructors instead.
  - **Customers can't see or book the activity as far ahead as expected:** one of the three linked settings is shorter. Check the activity's **Restrictions** in Plus2, **Advance Booking Period** in the GMC (front of house) and the **Book Ahead (search) period** in Go Operator (online).
  - **Booking refused outside certain hours:** the activity's calendar doesn't cover that time. Adjust the activity's calendar time band.
  - **Can't use a new time band as an exception:** **Restrict entry** wasn't ticked. Create a new time band with **Restrict entry** ticked.
- **Common questions:**
  - *How do we book a court plus floodlights, or several courts at once?* Add each resource product (court) to the activity. Add extra price products for chargeable extras.
- **When to contact Gladstone support** ([raise a support case](../guides/raising-a-support-case.md)):
  - A slot still doesn't show in Gladstone360 or Go after the checks above. Include the activity ID, the date and time, and an example member.
- Related: [Configuring Activities in Plus2](configuring-activities-in-plus2.md).