Creating a Class or Reservation in Plus2 (Classes, Booked Gym and Swim Sessions)

Problem

Site administrators need to create a reservation (a scheduled session at set times, used for classes and for booked gym or swim sessions), add more start times, and control who can book.

Resolution

1. Open a new reservation

   • Go to Configuration > Bookings > Reservations > New.

2. Enter the ID, name and description

   • ID: use a structured code, as characters are limited. For example: site code (2 characters), weekday number (1 = Monday), start time (0630), R for reservation, a 3-letter activity (GYM), and the month and year created (0925).
   • Name (for example "Gym session") and an optional description. On Go Book the description is the search category.

3. Add the activity group

   • Drag the group into the reservation. It controls where the session appears on the booking sheet and in Gladstone360.

4. Set the general details

   • Duration (for example 60 minutes), capacity (for example 30) and minimum. The site defaults to your current site.
   • Swipe period: 2–3 hours works well, in case members do, for example, a gym session and then a swim.
   • Party bookings (optional, at the bottom of General Details): lets one booker add several people at their own price levels in one booking (for example 2 adults and 2 children at a fun swim). Leave it off where each person must be inducted (for example gym).
   • Waiting list: usually off for hourly gym sessions. The calendar is greyed out because the reservation creates its own.

5. Set the dates

   • Set a start date and an end date (for example yearly or six-month blocks) or indefinite. Choose weekly, the time of day, and tick every weekday that shares this start time. Exclude known closure dates (for example Christmas and bank holidays) now, or delete them later.

6. Add the products

   • Add the resource product (the area) and the price product. On the price product, remove price levels that can't buy it and add price level overrides (for example £0) for memberships that include it. See Price Level Override (PLO).

7. Set payment, colour and subscriptions

   • Payment: book paid. More details: the colour shown in Gladstone360 and Plus2.
   • Subscriptions (optional): add a usage-based subscription (for example 10 gym visits) to use one usage per booking.

8. Set restrictions and web booking

   • Restrictions: the advance booking window (for example 8 for seven days). See Setting Advance Booking Windows in Plus2.
   • Web: tick to sell online and add optional web comments (shown with the class, for example what to bring).

9. Save

   • Save. Plus2 checks the booking sheet first (a clock spins in the bottom left; this can take 2–3 minutes). If a date clashes with another booking or a closure, it lists the dates and asks whether to book around them.

Add other start times

1. Copy the reservation

   • Open the saved reservation and use Save As (Ctrl+A).

2. Change the ID and time

   • Change the ID (Plus2 refuses a duplicate) and the time, then save.

3. Repeat

   • Repeat for every start time.

Restrict who can book (for example gym induction required)

1. Add the subscription to the price product's restrictions
   • Add the induction subscription to the Restrictions of the price product behind the reservation. Customers without the subscription then can't book or buy it in Plus2 or Gladstone360.
   • Restrictions on price products don't work on Go. Use Booking Membership Restrictions in Go Operator for online booking.

Notes

• Before you start:
  • You need a resource product (the area) and a price product for the session. See Setting Up Resource Products, Calendars and Booking Sheets in Plus2 and Setting Up Price Products and Changing Prices in Plus2.
  • Check you're on the correct site (Configuration > System > Sites).
  • For a new site, create a new activity group and add it in the GMC so the session can be sold in Gladstone360.
• Indefinite reservations add a new session each day when the booking sheet is created (each morning at Start of Day).
• Some details can't be edited once in use, for example a class's start time. Remove the class from the change date and create a new one at the new time.
• Plus2 uses the reservation's original end date. Don't add sessions to a reservation that has already ended: create a new reservation for each new period.
• Party bookings: party booking limits per price level are set in GMC > Configuration > Member Facing Global > Class Party Booking Price Levels. Usage subscriptions can't be added to a party-booking reservation. The Party bookings card in Gladstone360 can't be hidden, even if unused.
• 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: the restriction on each reservation (class) or activity sets how far ahead members and non-members can book (0 = unlimited, 1 = same day only, 2 = one day ahead, and so on). 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.
• Access: members who have booked get through the gym door because the resource product is in the door's entry point profile. Pay-at-desk buyers use their barcode.
• Reservation vs gym density: a reservation limits capacity per fixed session (for example 30 per hour). Gym density controls a rolling capacity (for example 15 per 30 minutes). Density works in Plus2 and Gladstone360 but not on Go.
• The price product can also be sold as a pay-and-go item at the till.
• Class printouts: the class list layout is fixed. The font size can't be changed and ages can't be added. Mobile numbers only print if they're saved in the home number field. You can submit a feature enhancement request.
• A deleted class can't be recovered and isn't reported in Gladstone Reporting. It must be recreated.
• Troubleshooting:
  • Can't transfer bookings into a class, or errors changing numbers, after adding sessions: sessions were added to a reservation that had already ended. Create a new reservation for the new period.
  • No party booking option: party bookings are only on reservations, not activities. Set up the session as a reservation and tick Party Booking on General Details.
  • Can't change a class start time: the start time can't be edited once in use. Remove the class from the change date and create a new one.
  • Session not available to book in Gladstone360: the activity group isn't added in the GMC. Add it in the GMC.
  • Members can't book as far ahead online as expected: the advance booking restriction is set too low, or the Go Operator Book Ahead (search) period is shorter. Increase the reservation's Restrictions value and check the Book Ahead (search) period in Go Operator. If you use Plus2 Connect, also set the advance booking period in GMC > Plus2 Connect Config > Booking Settings.
  • Front of house can't see sessions far enough ahead: Advance Booking Period in the GMC is shorter. Increase it in GMC > Gladstone360 CheckIn POS > General Settings. The reservation's restriction still applies.
  • Sessions with spaces don't show on "Make a booking" in Plus2 Connect: Connect looks at the next 2 weeks first; if those sessions are full the class doesn't show. Members can book later sessions using advanced search. (Go Book isn't affected.)
  • Error saving web comments: there is an apostrophe (') in the text. Use a backtick (`) instead.
• Common questions:
  • How do I add a session on another date? Double-click a session on the booking sheet, then Reservation > Add session. For bank holidays, see Closures, Exceptions and One-Off Sessions in Plus2.
• When to contact Gladstone support (raise a support case):
  • An existing reservation needs its end date extended and you can't recreate it. Include the reservation ID and the dates needed.
• Related: Setting Up Classes and Reservations in Plus2.

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