How to create a Course Activity Template - ACV2

Summary

FLOW has a Camps and Courses functionality that can be enabled (it is disabled by default) designed to help facilities organise and deliver structured training programs, courses, or seasonal activities.

It helps these businesses manage recurring or structured activities, such as:

• Courses: Weekly sessions over a set period (e.g., a 12-week kids' gymnastics program)

• Camps: One-off or short-term events (e.g., summer holiday activity camp)

🛠 To enable this feature, please submit a ticket via Zendesk, and our team will activate it for you.

In this article, we will focus on the Course Activity Template.

🏋️‍♂️ Examples of Use Cases

• Swim school: A centre runs 8-week beginner and intermediate swim courses for kids. 

Key Characteristics

• Single sport
• Progression & learning based
• Customers commit to the full course
• Paid upfront
• Option to join after a course has started, at a pro-rata rate

⚠️ Before You Begin: Make sure you have already created a Course Pricing Option as well as the Custom Questions if you need them for this template.

Step-by-Step Guide

1. From the home page, navigate to the Activities V2 module.
   
   
    
2. Go to Activity Template.
   
   
    
3. Click on Create a new template.
   
   
    
4. Configure the Template Settings
   1. Template Name – Enter the display name for the template.
   2. Internal Reference – Optional field for internal use.
   3. Description – Optional description.
   4. Booking Type - Select Course.
   5. Category - Select or create a category.
      To create a new category, click Create a New Category and follow the additional prompts. 
      If needed, you can delete or change the category by selecting the delete icon.
   6. Pricing Option – Select an existing pricing option.

   7. Additional email text (optional).
      
      
       

      When complete, click Save and Continue.

      
       

5. Configure the Advanced Settings
   In the Advanced Settings tab, configure the following:
   
   
    
   1. Configure the Booking Restrictions
      1. Availability – Set availability as Everywhere (default), or specify Online or Front of House only.
      2. Anonymous Bookings – Enable this option to allow bookings without an account.
      3. Overlap with Other Bookings – Enable to allow simultaneous bookings with other activities.
      4. Gender Restrictions – Defaults to no restrictions. Click More Options for additional
      5. Age Restrictions – Set a minimum, maximum, or age range (Optional).
      6. Waivers – Add any required waivers (optional).
      7. Inductions – Ignore. This functionality does not work for Courses.
      8. Booking Limit – Set a limit per customer for a time period (default is no limit).
      9. Waitlist - Ignore. This functionality does not work for Courses.
      10. Ignore Cancellation & No-Show Penalties – Disabled by default.
          
          
          
           
   2. Configure Advance Booking Timings
      Online Booking Timings
       
      1. Days in advance, customers can view & book this activity online
         
         
         
          
      2. Online booking cut-off time in days
         
         
         
         Front of House Booking Timings
      3. Days in advance, customers can book this activity via the front of house
         
         
      4. Front of house booking cut-off time in days
         
         
         
         
          
      5. Time of day new spaces are released online and via the front of house
         
         
      6. Waitlist cut-off time in minutes - Ignore. This functionality does not work for Courses. 
         
         
          
      7. Booking cut-off time in minutes (after activity starts)
         
         
          
      8. Allow Customers to join after the course has started and pay the pro-rata cost (tick to enable it)
         
         
          
      9. Cancellation window (hours)
         Minimum time ahead of this activity which customers may cancel their booking without incurring a penalty
         You can use the preselected windows or use the custom button.
         
         
         Click on Save and Continue.
   3. Location Availability
      If you have more than one location and are only scheduling at one or some of your facilities, you can remove the ones you don't need using the - button. By default, they will be included. If you remove one by mistake, you can re-add it with the + button.
      
      
      
      Click on Save and Continue.
      
      
       
   4. Questionnaire (Optional). You will need to have already created the custom questions. Please refer to this guide for further information.
      In the custom questions tab, you can add custom questions for your customers to fill in. You can configure them to be required or optional.
      
      1. Click on 'Create New Section'.
      
      
      
      2. Add a Section Title (required).
      
      
      
      3. Add a description (Optional).
      
      
      
      4. Add questions by ticking the ones you want. You can narrow down your search by typing in keywords in the search bar.
      
      
      
      5. Click on 'Save Section'.
      
      
       
   5. Click on 'Save Template'.
      
      
       

6. ---

   Your Resource activity template is now configured and ready for use!