Setting up your pit bays for the first time

Modified on Fri, 15 Sep, 2023 at 9:40 AM

The Club Management System has a fully configurable Pit Bay, Paddock Space and Garage Booking System that allows competitors to purchase reservations for a specified time frame; be it Annually or per Event. Each configuration is linked to a venue, so can be used by all clubs, whether that be with a fixed venue or those who visit multiple venues as part of their series.

Each bay is given a unique name or identifier and can be grouped into different customisable grades (location, size etc). You can even add an image or plan of your track map to the system (JPG/PNG no more than 1mb).

Creating Pit Bays at a Venue

To configure your pit bays, click Venues in the Settings Menu, select a venue (or create a new one) and then click the "Pit Bay Configuration" tab.

To edit what the system calls Pit Bays (e.g. Pit Bay, Paddock Space etc) or to upload an image of your paddock, click the Edit Settings button on the Settings tab.

Create Pit Bay Grades

Pit bays are grouped into collections called 'grades', and this is the level at which the pricing is set. If all your pit bays are similar in specification and sold for the same price, you'll only need a single grade.

To add a new grade, click the "+ New Pit Bay Grade" button and give it a name.

Existing grades can be reordered using the arrow buttons in the table, and this is used to control in which order pit bays are shown on your website.

Create Pit Bays

The "Pit Bays" tab shows you a list of your pit bays.

Click the "+ New Pit Bay" button to add a new pit bay and complete the required fields:

Bay code - a required field that's used for the unique name of the pit bay
- Examples: "1", "A1", "Gold 1"
Pit bay grade - a required field to define which grade the pit bay sits within
Width - an optional field to list the width dimension of the pit bay
Length - an optional field to list the length dimension of the pit bay
Comment - an optional description that will be shown on your website to give users more information about a pit bay
- Examples: "Comes with electricity hook-up", "Tight parking space due to fencing"

When you have created more than one pit bay, you can use the arrow buttons in the table to change their display order within their grade.

Create Products

Once you have created your pit bay grades, you'll need to create products so that your pit bays can be sold to your customers. The "Products" tab is where these products are configured.

Click "+ New Product" and complete the required fields to create a new product.

Name - required field that defines the name of your product
- This will be shown online to your customers when they are choosing what to purchase
Date Range or Per Event - required field that sets the duration type of the product
- Date Range - a pit bay reservation that's valid for all selected events in a defined period of time. Commonly used for annual bookings.
- Per Event - a pit bay reservation that's valid for a single event only
Description - provide more details to your customers about what they are purchasing

Products for reservations over a date range will have additional fields:

Reservation window - the start and end date for the period of time in which the reservation will be valid
- Often this will be January 1 - December 31 in a single calendar year
Purchase window - the start and end date for the period of time in which the product can be bought.
- Examples: sell your annual pit bays between November 1 and January 31, or sell reduced-price annual pit bays from the beginning of August.

Products for reservations over a date range will have additional fields:

Reservation window - the start and end date for the period of time in which the reservation will be valid
- Often this will be January 1 - December 31 in a single calendar year
Purchase window - the start and end date for the period of time in which the product can be bought.
- Examples: sell your annual pit bays between November 1 and January 31, or sell reduced-price annual pit bays from the beginning of August.
Require confirmation - by default the system assumes that someone with a valid registration for the pit bay will be using it at every single event. Use this option to require your customer to explicitly confirm for each event that they will be attending and using the pit bay.

Product Pricing

Pricing is set as a combination of the pit bay grade, and the membership type of the person making the purchase. Set a price for every grade/membership type which can be purchased using this product.

To add a new price level click the + Add New Price button. To remove a price level click the red Remove button.

Allocating Products to Events

Once you have then created the Pit Bay Products you can then allocate these pit bay products to events.

Select the Bays you'd like to allocate as available on these events and click the blue Allocate To Events button.

For more information on administrating pit bays please see the following articles (click to view):