This article will guide you through the general settings options for scheduling in ClubReady.
Navigate to Setup > Scheduling > Scheduling Settings.
Turn on New Scheduling for the Club - If Yes is selected, the option to view the old UI schedule will not be available for staff. (NOTE: To manage this setting, staff will need to have the permission Can Toggle Club Scheduling Version)
Clients Can Book Online - This is a global setting that turns on or off the ability for clients to make bookings online. Even with this turned off clients will be able to view their schedule unless you have turned off scheduling in system features. Individual classes & services can be restricted from allowing bookings online in their respective setup.
Clients Can Cancel Online - This is a global setting that turns on or off the ability for clients to cancel bookings online. Even with this turned off clients will be able to view their schedule unless you have turned off scheduling in system features.
Clients Can Reschedule Online - This is a global setting that turns on or off the ability for clients to reschedule bookings online. Even with this turned off clients will be able to view their schedule unless you have turned off scheduling in system features.
Enable Scheduling Text Messages - This will turn on or off scheduling text message (SMS) notifications to providers. If unchecked then no notification messages will be sent even if a provider has notification messages set to on.
Clients Can See Cancelled OK - This setting will turn on or off the ability for clients to see their cancelled bookings online.
Clients Can See 'Lost Sessions' - This setting will turn on or off the ability for clients to see their lost session credits online. This includes expired session credits and session credits that were lost due to no shows and bookings that were cancelled outside of the booking policy.
Can Add New Prospects From Schedule - This turns on or off the ability to add a prospect to the system directly from the Bookings Grid View. This uses settings from the Add Lead Widget located under Setup > Leads > Add Lead Widget
Schedule Grid View Starts At - This setting controls at what time your Bookings Grid View starts.
Unlogged Bookings - The default for unlogged bookings is that they remain unlogged until logged off as complete or no-show. This setting allows an optional automatic booking logging after a period of time. They can be automatically logged as complete, or they can be automatically cancelled. If cancelled then the client is re-credited for the booking and the booking will not be included in payroll.
When Can Bookings Be Logged Off? - This setting controls the timeframe in which bookings may be logged off.
Apply Session Expirations - This setting controls whether session credit expiration dates are applied by the date the booking is made or the date the booking occurs.
- If the expiration date applies to the date the booking was made, this would mean the booking has to be made before the session credit expires.
- If the expiration date applies to when the booking occurs, the session itself would have to occur before the session credit expires.
Apply Payroll Eligibility - This setting is designed to help prevent trainer fraud, and also to implement a policy to not pay trainers for repeated client no-show bookings. The corner stone of preventing trainer fraud is requiring clients to "check-in" for bookings at the kiosk (barcode, pincode, etc). No-shows cannot check-in of course because they are not there and no-shows are logged manually by club staff. Trainers can get around check-in by logging no-shows or saying the client forgot their scan card. This setting flags bookings as not eligible for payroll after a set amount of non-client check-ins (which also includes no-shows) or just no-shows. As soon as a client again checks-in at the kiosk then bookings become eligible for payroll again. Any non-eligible bookings can be made "eligible" later by a staff member with sufficient permissions to update. Eligible / Non-Eligible bookings show on payroll reports so there is always a list of which bookings fall into each category.
Automatically Clean-up Session Credits - If this is checked - then daily a session credit clean-up occurs automatically. This means if any bookings happen to have no session credit assigned (for bookings that require session credits) then any available session credits will be assigned to those bookings. There is a sub option that is more aggressive - this sub-option also looks at future bookings and will use those credits to pay off completed bookings. The future booking is then cancelled and a note added.
NOTE: New purchases of session credits will always automatically pay-off complete bookings that do not have a session credit assigned.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Club Setup: Can access setup
- Club Setup: Can access scheduling general setting