Advance view of timetables - V2

Summary

FLOW enables administrators to adjust lead-time settings for how far in advance different types of users can view and book classes, ad hoc timetables, and Fast Ticket activities.

Types of users:

• Signed-in customers (Non-Members)
• Members
• Anonymous users

Types of Activities:

• Class Bookings
• Resource Bookings
• Ticketed Bookings

These configurations apply across various booking channels, including the front-of-house (FOH) system and online platforms.

Key Lead-Time Settings

1. Advance view of ad hoc timetable (Customers/Members):

   • Governs how far in advance signed-in customers and members can view and book ad hoc activities.

2. Advance view of class timetable (Customers/Members):

   • Governs how far in advance signed-in customers and members can view and book class schedules.

3. Advance view of online activity timetable (Anonymous Customers):

   • Governs how far in advance logged-out customers and anonymous users can view activity timetables online.

4. How many days in advance Fast Ticket activities can be sold (via FOH):

   • Applies to all users (anonymous, non-members, and members) booking through the front-of-house system.

5. How many days in advance Fast Ticket activities can be sold (online):

   • Applies to all users (anonymous, non-members, and members) booking through online platforms.

This guide explains how to configure these settings and where overrides can be applied.

Step-by-Step Guide

1. Access the Configuration Module

1. From the Home Page, go to the System Configuration module.
   
   
   
   
2. Navigate to Settings and then click on Manage Settings.
   
   
   
   
3. From the dropdown, select the Activities category.
   
   

2. Edit Lead-Time Settings

1. Search for the following settings one by one:

   • Advance view of ad hoc timetable (Customers/Members)
   • Advance view of class timetable (Customers/Members)
   • Advance view of online activity timetable (Anonymous Customers)
   • How many days in advance can the Fast Ticket activity be sold via FOH
   • How many days in advance can the Fast Ticket activity be sold online
     
     
     
     
     
     

2. For each setting:

   • Click Edit.
   • Enter the desired value for the lead time.
   • Click Save.
   • Repeat for each setting.
     
     

Group & Facility Overrides

3. Configure Group or Facility Overrides

1. Lead-time settings can be overridden at the Facility Level or Group Level.
2. To configure overrides:
   • Click on the Group or Facility tab in the settings menu.
   • Select the Group or Facility for which you want to set overrides.
   • Click Edit and update the values for the desired settings, following Step 2 above.
     
     
     

4. Create Setting Groups (if needed)

• If you need to apply overrides at the Group level, ensure the appropriate Setting Group is created first.

Ticketed Bookings Activity Overrides

5. Overrides on Ticketed Bookings Templates or  Schedules

1. The following settings can be overridden at the Ticketed Bookings Template or Schedule level:

   • Advance view of online activity timetable (Anonymous Customers)
   • How many days in advance can the Fast Ticket activity be sold online
   • How many days in advance can the Fast Ticket activity be sold via FOH

2. To apply these overrides:

   • Navigate to the relevant Ticketed Bookings Template or Schedule.
   • Edit the lead-time values to override the global or facility/group settings.

Override Hierarchy

• Ticketed Bookings Schedule settings will override all other configurations, including global and group-level settings.
  
  

Membership Group Overrides

6. Membership-Specific Overrides

1. The following settings can be overridden for members within their Membership Group:

   • How many days in advance can the Fast Ticket activity be sold online
   • How many days in advance can the Fast Ticket activity be sold via FOH

2. To apply membership-specific overrides:

   • Navigate to the Membership Group.
   • Edit the lead-time settings as required.

Override Hierarchy

• Membership Group settings take precedence over all other configurations for members.
  
  

Summary of Override Hierarchy

1. Ticketed Bookings Schedule: Overrides all settings, including templates, group, facility, and global configurations.
2. Membership Group: Overrides settings specifically for members.
3. Group/Facility: Overrides global settings for specific groups or facilities.
4. Global Settings: Default settings configured in the System Configuration module.

Completion

You have now successfully configured and customized the lead-time settings for your activity bookings. Overrides can be applied to ensure flexibility and tailored experiences for customers and members.