Setting Up Resource Products, Calendars and Booking Sheets in Plus2

Problem

Site administrators need to create resource products (the columns on a booking sheet: courts, lanes, studios, instructors), choose their calendars and build booking sheets.

Resolution

Plan the areas

1. List every bookable area

   • Pool lanes or sections, sports hall courts, gym zones, studios, party rooms, meeting rooms, outdoor areas and hireable changing areas.

2. Split flexible spaces

   • Split flexible spaces into sections that can be booked separately (for example a leisure pool used for play and lessons, or two studios with a movable wall). To book the whole space, book all its sections.

3. Create one resource product per separate area

   • Create one resource product for anything that must be booked, priced, closed, shown or reported on separately (for example four lanes = four resource products).
   • Include areas you might charge for later. It's easier to create them now than after go-live.

Create a calendar (if the resource needs its own hours)

1. Open or copy a calendar

   • Open the resource product's General Details > Calendar and click New, or copy a checked calendar with Save As.

2. Enter the ID and description

   • Enter an ID and a clear description.

3. Enter the bookable hours

   • On the Standard Week tab, enter the bookable hours for each day, then save.

4. Select the calendar

   • Select the calendar on the resource product.

Create a resource product

1. Open a new resource product

   • Go to Configuration > Bookings > Resource products and click New. (This defaults the type to Standard. The same records appear in the Products list.)

2. Enter the details

   • Enter the ID and description.
   • Choose the site group (the site) and the department (the booking department, for example Z-book).
   • Bookings resource: Standard (or Density for gym density).
   • Calendar: normally the standard (24-hour) calendar; let the activity's calendar control booking times.

3. Set the prices to £0

   • On the Prices tab, tick all price levels at £0.

4. Save and copy

   • Save. For similar resources, open it, Save As, and change the ID and description. Check the site group, calendar and type on every copy.

Create a booking sheet

1. Open a new resource product group

   • Go to Configuration > Bookings > Resource Product Groups and click New.

2. Enter the details

   • Enter the ID and description, and select the site group. Tick the booking sheet option.
   • Set the slot frequency (for example 15 or 30 minutes), the standard view and zoom, and the visible start and end times.

3. Add the resource products

   • In Products, add each resource product. Count them against the physical areas.

4. Save and test

   • Save, then open the booking sheet and check it displays correctly. Make a test booking in an open slot, and check a closed slot refuses a booking.

Different opening hours on different days

The booking sheet's open period is the same every day. To change hours by day (for example 08:00–22:00 weekdays, 08:00–21:00 weekends):

1. Open the activity's calendar

   • Open the activity's calendar.

2. Create a restricted time band

   • Create a time band within the standard band (for example ID 0800-2200) and tick Restrict entry.

3. Drop it onto the days and save

   • Drop it onto the relevant days and save.

Notes

• Before you start:
  • Confirm the current site before you create anything (Configuration > System > Sites). Head Office has no booking sheets.
  • Agree a naming standard first. Resource product IDs usually start with Z so they sit at the bottom of the product list, for example ZSitPool01. Keep IDs short, with no spaces, consistent capitals and leading zeroes for sorting.
  • Use full, customer-friendly descriptions (for example "Teaching Pool 1"). Descriptions can appear online.
  • Build in this order: calendar, resource products, booking sheet, then a test booking.
• A price on a resource product is added to the price product (for example £5 resource + £25 pitch = £30). Keep resource products at £0.
• A resource calendar starting on the half hour while the activity starts on the hour causes booking problems. Use the standard calendar on resources.
• Shared calendars: a calendar lists every product using it. Changing it changes them all. Give resources their own calendar if their hours may differ or they may close separately. See Plus2 Calendars, Time Bands and Opening Hours.
• Booking sheets in the configuration list sort by description. To control the order, prefix descriptions with numbers (for example 1.1 Main Pool, 2.1 Main Hall).
• If new columns don't show, increase the number of columns in the booking sheet's sections.
• Other sites on the booking sheet lets you view and book another site's sheet. Closing it returns you to your current site.
• Blocked resources show as not available online.
• Soft play: capacity-based sessions can be sold online, but Go can't enforce an adult-to-child ratio. Add a reminder to the session and check at reception.
• Density bookings (rolling capacity, for example gym) work in Plus2 and Gladstone360 but not on Go.
• Use one shared product when price, rules and availability are identical at every site. Use site-specific products when one site may need to change or close independently.
• The booking sheet can be viewed (view-only) in Gladstone360 Centre Manager.
• Troubleshooting:
  • Customers are charged more than expected: the resource product has a price. Set every price level on the resource product to £0.
  • Bookings fail or slots are offset by 30 minutes: the resource calendar and activity calendar start at different times. Put the resource on the standard calendar.
  • New resource doesn't show on the booking sheet: it isn't added to the resource product group, or there aren't enough columns. Add it to the booking sheet's products and increase the number of columns.
  • Changing hours for one court changed others too: they share a calendar. Give that resource its own calendar.
  • Error adding bookings (including block bookings) at a new site only: the site's booking sheet entry point is missing or set up wrongly. Check the new site has its own booking sheet entry point configured.
  • "Program error intercepted" opening booking sheets for one user: a very busy booking sheet is set as their default. See Plus2 Start of Day, Record Locks and Error Messages.
• When to contact Gladstone support (raise a support case):
  • Bookings still fail at a new site after you've checked its booking sheet entry point. Include the site, what you were booking and the exact error.
• Related: Creating Resource Products in Plus2; Creating Booking Sheets in Plus2; Creating a Bookable Activity in Plus2.

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