How to create a Ticketed Bookings Schedule - ACV2

Summary

In this guide, we will show you how to create a Ticketed Bookings Schedule. Ticketed Bookings are best used when creating an activity where customers can book multiple tickets in one booking e.g., a customer can book an adult and child swim session on the same booking.

 

Before You Start

1. Templates: Have you created a Ticketed Bookings template for the activity schedule?
   • ❌ No: See our Guide to Creating a Ticketed 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 the Facility.
   Select a facility using the Facility Search bar.
   
   
    
2. Select Activity Template:
   • Use the Search Template bar to select a pre-existing template.
     
     
      
3. Schedule Reference (Optional):
   • Enter a reference for internal use if needed.
     
     
      
4. Set Date Range:
   • Start Date (Required).
     
     
      
   • End Date (Required).
     
     
      
5. Setup/Teardown Time (Optional):
   • Specify the time needed to prepare the space before and after the session.
     
     
     
      
6. 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.
       
       
7. Additional email text (optional). This field will inherit the template setting, but you can add additional booking information here, which will be sent as a PDF attachment along with the standard Booking Successful email.
   
   
   If you change your mind, you can restore the template version.
   
   

Click Save and Continue to proceed.

Step 3: Configure Recurrence

1. Click Create a New Recurrence.
   
   
   
   
    
2. Name (Optional, for internal reference only).
   
   
    
3. Resource Selection:
   • Use the Resource Search bar to select the location.
     
     
      
4. Friendly Name (Optional):
   • Add a location name if needed.
     
     
      
5. Recurrence Pattern:
   • Choose Weekly or Every Other Week.
     
     
     
      
6. 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 uses all the available slots for that day from the selected start and End time.
     
     For example, you only want this activity to be bookable between 10 am and 6 pm for 60 60-minute slot.
     
     
     
     
     
      
7. Occurrence Settings
   
   Back-to-back occurrences
   
   
   
   Overlapping occurrences - The interval should not be equal to the duration. i.e., if the duration is 30 minutes, the interval cannot be 30 minutes. 
   
   
8. Entry intervals
   
   
    
9. Instructor(s) (Optional):
   • Assign an instructor to the schedule.
     
     
      
10. Maximum Capacity (Optional):
    • Adjust the maximum capacity if needed. By default, it uses the template settings. 
      
      
       
11. Split Booking Availability (Optional):
    • Define spaces available for online bookings and front-of-house bookings. 
      
      

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: Finalise and Publish

1. Click Continue.
   
   
   
    
2. Review Clashes:

   • If any scheduling conflicts appear, you can resolve them by cancelling 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.