INDEX

Introduction

In SPORTRICK, a service is a bookable appointment for a private session with a personal trainer, instructor, beautician, physiotherapist, etc. or the rental of a space (pitches, courts, rooms...).


SPORTRICK has a specific window for the booking of services that can be accessed from Front-Office -> Services.


Filters

The window for the booking of services (Service Planner) has a series of filters on the left-hand side. To check the agenda of the resources linked with a service, it will be necessary to apply one of the 3 filters that have been highlighted in green in the image below. The rest of the filters are not mandatory but can be useful.

When you start adding the required filters, the planner on the right of the page will automatically update showing the resources' availability. 


1
It is mandatory to apply oneof the following filters:
  • services: type of service to book
  • tags: if present in the planning of the service, it will be possible to filter by tag in order to view the agenda of all the resources linked with the selected tag (e.g. Tag = Personal Trainer -> the system will show the agenda with the availability of all personal trainers)
  • resources: people, equipment or spaces required for the service to take place. This filter is useful to select the specific agenda of a resouce and can be handy for members of staff when they need to check their own agenda
2
the person field is only necessary if there is the need to view the customer's existing bookings, otherwise the name of the customer booking a service can be specified at a later stage 
3
by default, the planner shows the availability of the current week. To check future availability, just select a date in the corresponding field and the planner will automatically update 
4
to check the agenda in the past or in the future, it is possible to use the arrows (left arrow goes back in time, right arrow goes forward). By clicking on Day, the agenda will update to show only the current day or the day selected in the date field. By clicking on Week, the system will display the whole week. It is also possible to click on Today to view totday's agenda
5
to book a service for more days, please refer to the manual about the advanced booking.


Edit Slots

The slots in the agenda show an interval of 10 minutes, which can be changed from the VAR portal. Once logged in, click on Managed Environments -> View More -> Configurations -> Settings -> insert the code 10126 in the search field -> click on Modify -> untick "use default value" and insert the desired value in minutes. Click on OK to save.


How to Book

Once the necesssary filters have been selected, it will be possible to double click on the desired slot in the resource's agenda. 

  • white = available 
  • grey = unavailable
  • peach = current day 


In case of issues with the booking, please refer to the following manual: Why isn't it possible to book a service?


Fixed Time Slots: if the resources availability has been planned with a fixed time slot (in minutes), the system will suggest a starting and end time that matches with the fixed-slot duration. Example: the fitness area can be booked in slots of fifty minutes starting from 9AM, hence services can be booked at 9:00, 9:50,10:40,11:30 and so on. So if the operator clicks on 9:30, the system will suggest 9:50 as first available booking time (as shown in the picture below).

After double-clicking on the desired slot, a new window will open up with the following details: 

  1. person booking the service
  2. by clicking on the + button next to the Person field, it will be possible to create a user profile (in case the person who is booking the service is a new customer) 
  3. customer's mobile number (only available if provided in the corresponding field of the user profile) 
  4. customer's email (only available if provided in the corresponding field of the user profile)
  5. customer's multipacks and credit available in the customer's multipacks 
  6. customer's wallets 
  7. service to book
  8. cost of the booking
  9. resources required for the booking of the service: it possible to change the resources required: 
    • highlighted in green =available
    • highlighted in red =unavailable, but it is still possible to force the booking
  10. date: it is possible to change the date the service will be booked for. The availability of the resources will update accordingly
  11. starting time: time the service starts. It is possible to change the time the service will be booked for. Please note that the end time won't update automatically according to the length of the service. It will be necessary to edit the end time manually. The availability of the resources will self-update depending on the new starting time provided
  12.  end time: time the service ends. It is possible to change it,  but please note that the starting time won't update automatically according to the length of the service. It will be necessary to edit the starting time manually. The availability of the resources will self-update depending on the new time provided 
  13. possibility to add additional resources for the service
  14. table with optional additional services (if planned). Please note that if the service requires a mandatory additional service, it will be automatically added by the system without needing to select it
  • notes about the booking of the service.

Click on OK to confirm.


How to Confirm the Booking

At the end of the booking procedure (after you have clicked on OK to confirm the booking) you will find three options available:


These are some possible situations that can occur:


the customer has already paid for the service: the customer will not be charged for the booking and the system will notify that the cost of the service has already been covered. It will still be possible to proceed with a new booking or just Confirm and go back to the Service Planner

  • the customer has some credit in their e-wallet that can be used to pay for the booking of the service: by selecting the wallet before clicking on Confirm the system will deduct the corresponding credit from the e-wallet. Please note that no receipt will be issued. In order to issue a receipt that also shows the remaining credit on the e-wallet, you will have to click on the x to empty the wallet field and then click on Pay. From the payment window you will then be able to proceed with the payment via e-wallet credit and issue a receipt. Please refer to "Wallet Payments" for more info
  • the customer has some credit in their e-wallet but they don't want to use it for the booking: if the customer prefers to pay for the service without using the credit in their e-wallet, it will be necessary to click on the x to empty the wallet field and then proceed with another method of payment through the Pay button (or just click on Confirm to proceed with the payment at a later stage)
  • the customer has a multipack that allows the booking of that particular service: 
  1. unlimited-credit multipacks: the booking of the service will be free of charge if the multipack allows unlimited bookings within the period of validity
  2. credit-deduction multipacks: the booking of the service will result in the deduction of the corresponding credit from the multipack.

Should the customer have more than one multipack allowing the booking of a specific service, it will be possible to select which multipack to use for the booking before confirming it


  • the customer doesn't want to use their multipack for the booking of the service: it will be necessary to click on the x to empty the multipack field and then proceed with another method of payment through the Pay button (or just click on Confirm to proceed with the payment at a later stage).


Info about the Booking

In the Service Planner paid services will be highlighted in green and unpaid services will have a black bold margin. 

If the service has been associated with a specific activity (during the planning of the service), the box will have the same colour provided to the activity (see Settings -> Activities).



To book a service for more than one participant, please see the corresponding manual.