How to manage temporary closures for facility resources or entire facilities

Summary

This guide explains how to manage temporary closures for specific facility resources or an entire facility. For example, if an area within a center is closed for refurbishment, you can close it through the system. This will automatically cancel all associated activities and bookings, notifying customers as needed.

Step-by-Step Guide

1. Access the Closures Module

• From the Home Page, go to the Front of House module.
  
  
  
  
• Navigate to the Closures section.
  
  

2. Select the Facility for Closure

• Select the facility you wish to create a new closure for.
  
  
  
  
• Click on Create New Closure.
  
  

3. Fill in the Closure Details

• Enter the following information:
  • Closure Reason: Provide a brief explanation for the closure.
  • Details: Include information to be sent to customers in booking cancellation emails.
  • Location(s): Add one or more resources to the closure or select the facility itself to close all resources under it.
• Once complete, click on Create Draft Closure.
  
  

4. Add Closure Period

• If the draft details are correct, click on Add Closure Period (top-right corner).
• If the details are incorrect, click Delete Closure to restart.
  
  

5. Specify Closure Period Details

• Fill in the following fields:
  • Closure Start Date: Enter the start date.
  • Start Time: Enter the start time.
  • Closure End Date: Enter the end date.
  • End Time: Enter the end time.
  • Separate Daily Closures: Tick or untick the option to create separate closure entries for each day as needed.
• Click Add Closure Period again to confirm.
  
  

6. Review Affected Activities and Bookings

• The system will display a summary of all activities and bookings affected by the closure.
  • Note: Customers with affected bookings will be notified of the cancellation.
    
    

7. Publish or Delete the Closure

• You can choose to:
  • Delete the Closure if changes are needed.
  • Publish Closure if the details are correct.
    • Click Publish Closure and confirm by clicking OK.
      
      

8. Finalize and Confirm

• Click on Publish Changes at the bottom-right corner to finalize the closure.
  
  
  
  
• Confirm your changes by clicking OK.
  
  

Completion

You’ve successfully managed the temporary closure for the facility or resources. Customers with bookings will be notified, and the closure will take effect immediately.