Creating a Booking

There are two ways to create a manually booking depending on the procedures of your activity centre. Either by choosing a date for the event first, or by recording the customer details first. 

Making the booking from a date

To create a booking with a date in mind head to your Diary screen. Change the date in the top right corner of the diary to the date of the event, then click on the column of the resource that the activity will take place on. If the booking involves two or more resources, pick the resources they will be starting their first activity on. Click at the requested time for the booking on the resource to load the booking form.

The resource field and start time fields should auto populate from where you clicked in the diary, but if you need to adjust them you can do so here first. Once you're happy with the resource and start time select the chosen Activity from the drop down on the right.

Once you have selected an activity click the blue Select Customer button on the right.

You can search for customers who have previously made a booking with yourselves so you don’t have to type in all their information again. Click on the customer's name to select them for this booking.

If you can’t find them you will need to press the green New Customer button, bottom left. 

You can then enter the details of the new customer in the form. Once you have completed filling in the customer information click the green Add Customer button and you will return back to the booking screen to carry on from where you left off.

You will then see the customer's details on the left hand side along with the participant options for this activity. Select the quantities needed from the available products and prices and when happy click the Check Availability button to load the availability checker.

Based on the configuration of your activities the availability checker will place a booking into the diary into the most appropriate space. 

In this first example there is an existing 15 minute shared Arrive and Drive Session at 10:00. Shared activities will allow other customers to be booked into this activity whereas an exclusive event is just one booking so no other customers can participate in it. 

The system is suggesting adding the first session at 9:30 as a new session and the second session into the existing 10:00 session. 

The sessions for this booking will appear below the customer details and numbered in the order the activities will take place.  These numbers will also be replicated on the portion of the diary below to show how they will fit into the day. You can see that Session 1 is a new session at 9:30 from the blue "New" Flag, and that it is a shared session. Session 2 is being placed into the existing session at 10:00. As this is an existing session instead of the a new session a participants counter will show the amount of participants already in this shared session.

It will only suggest this if the activities are set to be compatible (set in your Activity Format configuration). They must also be Shared activities, not Exclusive ones, and have sufficient spaces available in that session to accommodate the new booking. 

If you don’t want to add one or more sessions into an existing session, select the session you want to schedule, by clicking on the session under the customer's name, which will highlight it blue. Then click on the diary where you want to schedule the new session in. This will then show the "new" flag in that session. If you want to schedule it into an existing session that the scheduler hasn't selected, click that session and the new booking will overlap the existing one in the diary.

Finally you can add some notes to the booking (more can be added later) and if you're happy click the Create button to create the booking in the diary. 

Once the booking has been created you will then be shown the session's Event booking screen.