INDEX


Pre-requisites

To fully understand this manual, the knowledge of the following topics is essential:

Introduction

A service is an activity that clients can book when they require, which makes it different from a class, which takes part at a specific time on a specific day.

Some examples of services: private classes, personal-training sessions, tennis-court hire, physiotherapy, massage, etc.

Please note that services should only be planned if booking is required. 


How to Plan a Service

To create a service click on Planning -> Services -> Services -> Add

Details required for the creation of a service:


Main Details

Info

  • service name
  • description: info about the service (optional) 
  • activity related to the service: in order to make the most of SPORTRICK's potential, it is always recommended to assign an activity. Why?
    1. For analytical purposes 
    2. to enable the booking of the service via E-Commerce (if no activity is assigned to a service, customers won't be able to book it)
  • capacity: maximum number of people that can enjoy the service at the same time
  • colour: the chosen colour will highlight booked slots for the specific service, so that it can be distinguished from other services (see image below)
to choose a colour, untick the box corresponding to the option "Use the same color as the activity" and select the desired one by clicking on the black box (a palette of colours will pop up). Otherwise, to maintain the same colour assigned to the activity the service relates to, just leave the option selected
  • split the amount between some or all the participants: if the option is disabled, the person who booked the service will be charged the full cost. Please note that the system will always take into consideration the planned price of the service to calculate how to split the amount for each participant. If the operator changes the price of the service, the system will still consider the original price when splitting the amount. This option is not available for E-Commerce bookings
  • stored: if this option is selected, the service will be no longer available for sales and bookings but the data history will be saved. A service can only be permanently deleted if it hasn't been sold or booked. Should an operator attempt to delete a service in use, thus risking data loss, the system will automatically store it rather than permanently delete it and an icon padlock will appear

Sale

  • available for sale from
  • available for sale until (it is possible to specify a very late date, for example 31/12/2090)
  • duration of the service (in minutes, seconds or hours)
  • anonymous sale: the service will be booked for an anonymous person.

Price

  • price: price of the individual service. To sell a package of services please create a multipack  
  • tax: always recommended to make the most of SPORTRICK's potential. In case of tax exemption, please create a tax with value = 0

Optional Details

Web
  • E-Commerce sale: services can only be sold via the E-Commerce after they have been booked, therefore booking is mandatory
    • sale: DO NOT USE
    • renewals: DO NOT USE 
    • booking: enable bookings via E-Commerce. Please note that a full configuration of web bookings is required. More info on the manual "Enable Online Booking"
  • E-Commerce name: (optional) the service can have a different name on the E-Commerce
  • E-Commerce description: (optional) description of the service that customers can read to know more about the service they are going to book

Access Control

  • Options: 
    • medical certificate needed: if this option is enabled, all those customers who booked this service will be required to have a valid medical certificate registered in their user profile. 
How does it work?
If from Settings -> Main Settings the option in the below picture has been enabled, customers with an expired medical certificate or without a medical certificate will be denied access.
Conversely, if the option hasn't been enabled, the system will just notify the absence of a valid certificate at the moment of the customer's access
  • annual membership fee needed: if this option is enabled, all those customers who booked this service will be required to have a valid membership fee registered in their user profile.
How does it work?
If from Settings -> Main Settings the option in the below picture has been enabled, customers without a valid membership fee or with an expired membership fee will be denied access.Conversely, if the option hasn't been enabled, the system will grant access to the customer but it will notify that no valid membership fee has been found in their user profile.
  • Access Control Settings:
    • default settings
    • customised access time:
      • early access minutes compared with beginning of activity
      • late access minutes compared with end/beginning of activity

Statistic Details

key words that can be used as filters for services in reports and analysis. For further info please click here.

How to Assign Resources to a Service 

After the creation of a service, in order to add the required resources (that must have been previously planned) click on the Detail button and then on Resources.


IMPORTANT
  1. Services cannot be booked if the have no resources assigned. It is actually the resources that gets booked rather than the service itself
  2. resources should be assigned to a service only if they are required for other activities as well and therefore there is the need to know whether they are available for the service at a specific time on a specific day. Example: the tennis court can be rented for playing tennis or to get private tennis classes, but it is also where tennis courses take place. Therefore it is important to know when the tennis court is available for booking and when it isn't because of tennis courses. Personal training sessions however, might take place in an area shared with other customers. In this case, it won't be necessary to link this area with the service, since it isn't reserved for a single customer. The personal trainer however, has to be booked and therefore it must be assigned as a resource for the service
  3. a resource/tag is linked with a service only when it appears in the table on the right-hand side! 


There are two ways to assign resources to a service:


Specific Resources

Select one or more areas/machines/persons, then click on Add. Please note that the resource will be confirmed only once it shows in the table. The resources selected will be mandatory for the service (unless marked as optional, see chapter 5). Example: private physiotherapy class with pilates reformer. The selection of two resources for the class means that both of them (the personal trainer and the equipment) are mandatory. In case of more personal trainers and equipment, please read the paragraph below


Group of Resources

If various resources have been grouped using a tag, it will be possible to select it and add it to the service so that during booking, customers can choose the desired resource (depending on availability/preference) among those available for the service. Example: tag = Personal Trainer, resources linked with the tag: John, Paul, Mary -> when booking a private personal-trainer session the system will show the availability of all the resources with the Personal-Trainer Tag, that is, John, Paul or Mary. Then the client can make their booking choice according to preference/availability. 


The following user cases can help clarify how to plan services:


SERVICE: PRIVATE TENNIS CLASSES

TYPE OF RESOURCES FOR THE SERVICE: SPECIFIC RESOURCES
CORRECT PLANNING: the following mandatory resources are added to the service:
  1. tennis court 
  2. instructor
This configuration is only valid if there is one tennis court and one instructor for tennis classes
INCORRECT PLANNING: the client can choose their preferred instructor, therefore as mandatory resources for the service there are a tennis court and 3 instructors.
Planned like this, the system will book all the resources specified, that is, the tennis courts and the three instructors, since they are all mandatory.
To allow customers to choose the desired instructor, it will be necessary to add a tag rather than the specific resource, as described in the example below.
TYPE OF RESOURCES FOR THE SERVICE: GROUP OF RESOURCES (TAG)
CORRECT PLANNING: after creating a tag labelled "tennis courts", it will have to be assigned to the corresponding resourcesthe same has to be done for instructors 
Then the two tags have to be added as mandatory resources for the service. 
This means that customers can choose which tennis court and which instructor they wish to book.

INCORRECT PLANNING: there is just a tennis court but customers can choose the instructor. If the tag is assigned to the instructors and the tennis court, and then is added to the service as mandatory, the system will offer as booking options instructor number 1, instructor number two or the tennis court. But this is incorrect, since the booking choice doesn't have to include the tennis court but only the instructors.
The correct planning is:
  • tag assigned to the instructors and added as mandatory
  • tennis court added as mandatory specific resource.
This will result in the tennis court being booked by default and the customer will have to choose their preferred instructor (if available at the desired time on the desired day).

SERVICE: PERSONAL TRAINER

CORRECT PLANNING: 
  1. create a tag labelled "personal trainer"
  2. assign it to the corresponding resources 
  3. add it as mandatory for the service 

At the moment of booking, customers will be able to choose the desired personal trainer.

INCORRECT PLANNING: it is incorrect to add each personal trainer as mandatory resource, since the system will consider them all as mandatory for the service and therefore they will be all booked at the same time on the same day.
Grouping them with a tag and then add the tag as mandatory for the service will give the possibility to book just one among all the personal trainers available.

How to Assign Optional Resources to a Service

By default, the resources that are added to a service are mandatory. 

After adding the mandatory resource/s for the service, it will be possible to select additional optional resources. This means that they can be booked only if required. 

  1. Select the mandatory resource first
  2. click on Add
  3. select the optional resource
  4. tick the Optional box
  5. click on Add


Optional resources can be associated with an additional service. This is useful to add a surcharge to the main service if the resource linked with the additional service is booked.

Please note that this option is not available for E-Commerce bookings.

The example below will help clarify:


service = tennis-court booking

  • mandatory resource to book the tennis court = tennis court. If the client just books the tennis court, they will pay the cost of the service
  • optional resource with surcharge for the additional service = tennis instructor. If the client wishes to book the instructor for private classes, they will have to pay a surcharge.
  1. Select the mandatory resource first
  2. click on Add
  3. select the optional resource
  4. tick the Optional box
  5. select the additional service
  6. click on Add

Additional Services

Additional services must be planned beforehand from Planning -> Services -> Additional Services.

They are not available for booking on the E-Commerce. 

These services cannot be sold on their own, they must be linked with the main service. 


To link one or more additional services to the main service, open the details of the service and click on Additional Services, pick the additional service and select whether it is mandatory or not, then click on Add 

  • mandatory: this service will be automatically added to the main service;
  • optional: this service can be added on top of the main service if required


To save the changes click on OK.