How to create a Block Booking Schedule - ACV2

Before You Start

The following will need to be completed before creating a Block booking schedule:

Step-by-Step Guide

In this example, we’ll demonstrate how to create a 60-minute Tennis Court Block Booking schedule.

Navigate to the Activities V2 Module

1. Navigate to Home > Activities V2 or Switch Module to Activities V2
2. Navigate to Block bookings or Schedules within the “Scheduling” tile

This will bring you to the “Activity Schedules” page, which shows a table of “Published Schedules”. You can also access your draft schedules using the tab above the table on the left.

The page has full search and filtering options to make it easy to find and view your activity schedules.

The “Create a new schedule” button can be found in the top right of the page.

Step 1: Create a new Schedule

1. Click “Create a new schedule”
2. Select Facility: Select the Facility by clicking and searching for the required facility.
3. Select Activity type: Once a facility is selected, the option to “Select an activity template” by clicking and searching for the required activity template. ‼️ The selected activity type must be a "Resource" to allow the Block booking schedule type option. 
4. Select Schedule type: Select the “Block booking” schedule type for this use case.
   
   
    
5. Optional - Add “Schedule reference”:  You can add a name which will show internally for quick reference. This will not be visible to end users.
6. Select Start date: Date when the first recurrence can start
7. Select End date: Date when the last recurrence can end
   
   
    
8. Select customer: Type at least 3 characters of the customer's first name, last name, email address or user ID. ‼️You must be logged into a Front of House till to complete this step; if not, an error message will show in the top right corner prompting this action.
9. Optional - Add Attendee types: If the attendee type on the linked pricing option is suitable, then this can be deleted. ‼️You must select or delete an attendee type to progress.
   
   
10. Additional configuration options:
     
    1. Setup and Teardown Times
       • Set up in minutes: Time will be added before each occurrence defined by the recurrence on the next step; This time does not change the duration of the booking, which is defined on step 2.
       • Teardown in minutes: Time will be added after each occurrence defined by the recurrence on the next step; This time does not change the duration of the booking, which is defined on step 2.
          
    2. Access Window (‼️Applicable only if using Access control via Flow)
       • Before activity starts in minutes: How long before the activity start time the customer may access the facility.
       • After activity has started in minutes: How long after the activity start time the customer may access the facility.
          
    3. Optional - Additional email text: Add any instructions or extra details you'd like to be included in the confirmation email for this activity which will be sent as a PDF attachment along with the standard Booking Successful email.
       
       
11. If you are happy with the configuration, click “Save and continue” to step 2 in the bottom right corner.

Step 2: Create Recurrences

1. Click “Create a new recurrence”
2. Recurrence Dates: By default, these will be the same as the scheduled dates defined on step 1
   
   
   
   but they can be changed if preferred to a custom start date or a custom start and end date but are limited within the schedule start and end date:
   
   
    
3. Optional - Add “Name”: You can add a name, which will show internally for quick reference. This will not be visible to end users.
4. Select Resource(s):  Select one or more Resources by clicking and searching.
5. Optional - Add a “Friendly name for this location”: The name will be visible for end users, which allows you to define a name such as “Court 5: Furthest from centre” rather than “Court 5”.
   
   
    
6. Select Repeat recurrence: Define the cadence of repeated occurrences within this occurrence.
7. Select Day: Days of the week when sessions will occur within this recurrence.
8. Select start time: Date when the recurrence starts.
9. Select end time: Date when the recurrence ends.
   
   
10. Select duration: The duration will be set for all occurrences on all days within this occurrence. To define occurrences with different durations, this must be set up as a separate recurrence.
11. Select time between sessions: Add a defined gap in the schedule between occurrences within this recurrence. This will add more time on top of any defined “Setup and Teardown Times” set in Step 1.
12. Select instructor(s): Select one or more Instructors by clicking and searching.
    
    
     
13. If you are happy with the configuration, click “Save Recurrence”. The recurrence will then show on the calendar preview at the applicable date and time. ‼️You may need to change the dates for the week being previewed and scroll to the relevant time in the preview.
    
    
     
14. Set up any more recurrences within the schedule if required by repeating the above steps.
15. If you are happy with the configuration, Click “Continue” to step 3 in the bottom right corner.

Step 3: Resolve any clashes

1. Review all projected occurrences and ensure there are no clashes which need resolution. A filter is available in the top right to filter the table to only show clashes with a summary of how many clashes have been found.
2. If your schedule does have clashes, you have the option to resolve them at this point. Please refer to the following guide for more details: How to Resolve and Publish a Previously Clashing Activity
   
   ‼️ Clashes do not need to be resolved on this step; if the new schedule is published with clashes, those new occurrences will be marked as clashing and not be bookable.

3. If you are happy with the configuration, click “Save draft schedule” to step 4 in the bottom right corner.

Step 4: Review & Publish

1. Review the schedule settings and any warnings shown.
2. If you are happy with the configuration, click “Publish now”
3. You will be taken to the new schedule page, which allows you to see:
   1. Schedule settings
   2. Schedule preview
   3. Occurrences (Future)

4. The schedule can also be edited from the page using the “Edit schedule” button in the top right of the page.

What's Next?

• Generating Invoices for Block Bookings (AV2)