Setting up Inductions/Personal Training Activities

Last Updated: Prepared by:

09/10/13 Ashley Smith

TABLE OF CONTENTS
1. 2. Introduction ............................................................................................................................................................. 2 Bookings Configuration ............................................................................................................................................ 2 2.1. 2.2. 2.3. 2.4. 3. 4. Setting up the Activity Subtype ...................................................................................................................... 2 Setting up the Parent resource ...................................................................................................................... 2 Setting up the Instructors ............................................................................................................................... 4 Setting up the Activities ................................................................................................................................. 5

Booking Through Front of House ............................................................................................................................. 7 Frequently Asked Questions .................................................................................................................................... 8 4.1. Is it possible to book out 2+ members for an activity? .................................................................................. 8

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1. INTRODUCTION
Many users want to be able to book inductions out against instructors through the Front of House application. This can be set up withint the bookings application by setting up Instructors/Personal trainers as if they are physical locations and setting up the Induction activity as an ad hoc activity that can booked in at any time. The activity can then be booked in to the instructor, like any ad hoc activity being booked in to a court.

2. BOOKINGS CONFIGURATION
Firstly you will need to set up an activity subtype. This subtype will group all of your instructor activities together, so, for example, Induction, Personal Training Start up, Personal Training 30 mins will all be allocated the same subtype.

2.1. SETTING UP THE ACTIVITY SUBTYPE

To set up the activity subtype go to Manage >> Resources >> Resource Subtypes. Enter an appropriate name (Ive chosen Personal Training Activities), and make sure the Resource Type is set to Activity.

Once this is set up, set up the Parent Resource for your instructors.

2.2. SETTING UP THE PARENT RESOURCE

To set up a parent resource click Manage >> Resources >> Add Court (Physical). Enter an appropriate name (Ive set mine as Personal Trainers), and fill in the rest of the form as appropriate.

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Make sure you have the Max. Capacity set to 1 (as with all locations) and that the Is Active, Is Bookable and Is Parent options are all ticked. In the Sub Type dropdown tick the appropriate location subtype. If you dont currently have a l ocation subtype that is appropriate you can create a new one by going to Manage >> Resources >> Resource Sub Types and making sure you create a Physical subtype. Here, Ive created a new subtype called Personal Training Locations.

In the Linkage tab add the Activity subtype you set up in 2.1:

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Set your availability and inventory item (within the availability and misc tab respectively) as appropriate. Most users set the inventory of a location to Booking.

2.3. SETTING UP THE INSTRUCTORS

To set up the instructors click Manage >> Resources >> Add Court (Physical). Enter the instructors name (Amyin the below), and fill in the rest of the form as appropriate. Make sure you pick the Parent Resource you just created from the Parent Resource dropdown list.

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Again, make sure you have the Max. Capacity set to 1 (as with all locations) and that the Is Active and Is Bookable options are ticked. In the Sub Type dropdown tick the same subtype as you selected for your parent resource. In the Linkage tab add the Activity subtype you set up in 2.1. Add the availability of your instructor as appropriate in the Availability tab. If your instructor has a regular shift pattern, you can enter their regular shifts. If they dont have a regular shift pattern then you ca n set some standard availabilities (8am-8pm for example) and block out their time off using system bookings. You can create as many instructors as appropriate. Once all of your instructors have been set up you will be able to create your activity or activities.

2.4. SETTING UP THE ACTIVITIES

Before you create the activities you may want to create a parent resource to group your activities together. This is done in exactly the same way as 2.2, but with the Resource Type set to Activity rather than Physical. In the screenshots below Ive set up the Parent Resource Personal Training Activities. To set up the activities click Manage >> Resources >> Add Class (Activity). Enter the resource name (below Ive created Induction), and fill in the rest of the form as appropriate.

The max capacity for this should again be 1. Make sure the Is Active and Is Bookable options are both ticked. In the Sub Type dropdown tick the subtype you created in 2.1:

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In the Linkage tab add the location Parent Resource you set up in 2.2:

Set availability as appropriate and enter your inventory item in the Misc tab:

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In the Sector Linage tab you will see your instructor names. If the activity only requires one instructor enter 1 in the number of sectors in one booking box, and move your instructor names over to the Linked Sectors box:

Once all of your activities have been set up, front end users will be able to book the activities through Front of House.

3. BOOKING THROUGH FRONT OF HOUSE

Front end users will be able to book out activities against the instructor. This is done by browsing to the appropriate instructor and clicking on an empty slot at an appropriate time: Page 7

The user will then be able to select the activity and the instructor they would like to book for:

Then click add to basket and they will be able to process the booking as normal.

4. FREQUENTLY ASKED QUESTIONS 4.1. IS IT POSSIBLE TO BOOK OUT 2+ MEMBERS FOR AN ACTIVITY?
You can do this by setting the instructor up as a multi sector resource, and by setting up two (or more, as appropriate) activities; one for if a single member is booking the activity, and one for if two (or more) members are booking the activity.

For example you may have instructor Tom up as a parent resource, with two sectors; slot 1 and slot 2.

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The activities could be Induction - 1 person and Induction - 2 person. In Resource Details Induction 1 person has 2 sectors per booking, whilst Induction 2 person has one sector per booking. So, in Front of House Induction 1 person will book out both slots:

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Whilst Induction 2 person will book out 1 slot per member, allowing you to book and charge, if appropriate both members.

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