This tool can be used to make multiple bookings at one time. However, if the customer has only a few credits available you will only be able to make multiple bookings for those few credits and not credits that are forecasted to be available in the future. It is possible to make bookings without a client having sessions credits. Depending on your club's business practices you may or may not want to allow for this. For example; you may not want to allow for this and avoid a trainer being paid for a session the club has not invoiced the client for. In a few steps within this article we will note where this may be an issue so you can make the best decision for your club.
NOTE: Please be aware that there is no delete tool for multiple bookings. Please double check and verify the bookings prior to submitting to prevent having to manually remove each booking.
1. Access Multiple Bookings Tool
Navigate to Bookings > Multiple Bookings Tool.
Search and select the desired client to continue. Selecting the customer will display the list of all services and classes setup for this club. Select the session type you wish to book them in. There will be a note next to the service or class where the client has session credits. Select the desired option from the list.
2. Setting Start and End Dates for Bookings
Scroll down to the next section which will allow you to set limits on service bookings from start, end and any dates that need to be omitted. After you select the start date you can select one of four options to help control how far services are booked out.
Here is an explanation of the four options:
Only Up To Available Credits - This option will only allow you to make bookings for the amount of credits the client has. This is the recommended option if you want to make sure no service is booked without a prepaid credit.
For A Specific Number Of Weeks - This option allows you to make bookings through a specific number of weeks. Depending on how the service is setup and staff permissions it may be possible to make more bookings than the client has credits for at this time.
For A Specific Number Of Bookings - This option allows you to make bookings for a certain number of bookings. Depending on how the service is setup and staff permissions it may be possible to make more bookings than the client has credits for at this time.
Up To A Specific Date - This option allows you to make bookings up to a specific date. Depending on how the service is setup and staff permissions it may be possible to make more bookings than the client has credits for at this time.
After you select the start date and how far out to book, you can move to the next section to select any date or dates that the client will not be available and a booking should not occur. If you need to select multiple dates, hold down the control (ctrl) button while selecting additional dates.
3. Selecting the Preferred Days and Times for Bookings
The next section is broken into three items which are the day / time, frequency of bookings, and booking time flexibility. First select the day and times the client would like to be booked. Next select the frequency they wish to book whether it be every week, every other week or once per month. The final task is to select whether or not the client has any flexibility in their schedule. If they do not have any flexibility select the option for No flexibility - Only At Selected Times or select how many hours they are flexible.
4. Select Which Providers Will Provide The Service
The next section displays the trainers available to provide this service. Locate the desired trainer and click on them to drag the trainer to the right column.
5. Reviewing Your Bookings
The last section of this screen is the Set Main Priority And Make Bookings screen. Select whether the provider or time is the more important. You can select whether to review or make bookings. We recommend you use the Just Review option to make sure all booking dates and times are correct and available. Select whether you want the customer to receive an email confirmation and finally click the Submit! button.
6. Confirm Service Bookings
Clicking the Submit! button will grey out the screen and display a calendar with symbols on all of the days that will be booked. The description of the symbols is in the top-left corner of the screen. You will need to make changes if any of the dates have a red check mark or yellow caution symbol. To confirm the bookings or make changes click on the CLOSE X button in the top-right corner.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Scheduling - Can access scheduling
- Scheduling - Can access multiple bookings tool
- Scheduling - Can make bookings in unavailable periods *
- Scheduling - Can make bookings without session credits **
- Scheduling - Can make service (non class) bookings
* If you are making long term bookings and do not want to override staff unavailable periods you will need to enable this option.
** If you want to make bookings without the client having credits you will need to enable this option