How to create a Resource Bookings Schedule - ACV2

Summary

This guide provides step-by-step instructions for creating a Resource Bookings schedule, suitable for facilities such as tennis courts, football pitches, or any other resource that can be reserved for specific activities. In this example, we’ll demonstrate how to create a 60-minute Tennis Court Booking schedule.

Before You Start

1. Templates: Have you created a Resource Bookings template for the activity schedule?

   • ❌ No: See our Guide to Creating a Resource Bookings Template.

2. Facility Resources: Have you created a resource (e.g., Studio 1) for where the activity will take place?

   • ❌ No: See our Guide to Creating a Facility Resource.

Step-by-Step Guide

Step 1: Navigate to the Scheduling Module

1. From the home page, go to the Activities V2 module.
   
   
   
   
2. Under Scheduling, select Schedules.
   
   
   
   
3. Click Create a New Schedule.
   
   

Step 2: Enter Schedule Details

1. Select Activity Template:

   • Use the Search Template bar to select a pre-existing template.
     
     
     
     
     
2. Select Schedule Type (Choose 'Resource').
   
   
   
   

3. Schedule Reference (Optional):

   • Enter a reference for internal use if needed.
     
     
     
     

4. Set Date Range:

   • Start Date (Required).
     
     
     
     
   • End Date (Required).
     
     
     
     

5. Choose Facility:

   • Select a facility using the Facility Search bar.
     
     
     
     

6. Setup/Teardown Time (Optional):

   • Specify the time needed to prepare the space before and after the session.
     
     
     
     
     

7. Access Window:

   • Configure how long customers can access the facility. Defaults are inherited from the template but can be adjusted here: 
     • Before the Activity Starts.
       
       
       
       
     • After the Activity Ends.
       
       

Click Save and Continue to proceed.

Step 3: Configure Recurrence

1. Click Create a New Recurrence.
   
   
   
   

2. Resource Selection:

   • Use the Resource Search bar to select the location.
     
     
     
     

3. Friendly Name (Optional):

   • Add a location name if needed.
     
     
     
     

4. Recurrence Pattern:

   • Choose Weekly or Every Other Week.
     
     
     
     
     

5. Schedule Specifics:

   • Select the day(s) of the week.
     You can select individual days or only weekdays or Weekend.
     
     
     
     
     
     
   • Specify the Start Time, End Time and Duration for each selected day.
     
     This automatically use all the available slots for that day from the selected start and End time.
     
     For example, you only want this resource to be bookable between 10am and 6pm for 60 mins slot.
     
     
     
     
     
     

6. Instructor(s) (Optional):

   • Assign an instructor to the schedule.
     
     
     
     

7. Maximum Capacity (Optional):

   • Adjust the maximum capacity if needed. By default, it uses the template settings. Resource Bookings tend to only have one 1 person per booking as once it's booked, it's no longer available.
     
     
     
     

8. Split Booking Availability (Optional):

   • Define spaces available for online bookings and front-of-house bookings. As above, this would rarely be applicable for a Resource booking.
     
     

Click Save Recurrence to save the setup.

You will now see how the recurrence shows in the Facility Calendar.

• To add more recurrences, click Create New Recurrence and repeat these steps.
  
  

Step 4: Finalize and Publish

1. Click Continue.
   
   
   
   

2. Review Clashes:

   • If any scheduling conflicts appear, resolve them by canceling conflicting slots.
     
     No clash:
     
     
     
     Clash(es):
     
     
     

     Resolving a Clash

     To address a clash, click 'View Clash'. From this screen, you can take the following actions:

     • Delete the occurrence
     • Change the resource
     • Adjust the start time
       
       
       

     After making the necessary updates, click 'Save Changes' to confirm. A confirmation pop-up will appear to verify that your changes have been successfully applied.

     
     
     

3. Save Draft:

   • Once satisfied, click Save Draft Schedule.
     
     
     
     

4. Publish Schedule:

   • Review the draft, and when ready, click Publish Now.