INDEX

Introduction

Resources are necessary for the booking of 1 to 1 services or to hire spaces. Clients don't actually book a service, rather the necessary resource/s for the service to take place: instructors, personal trainers, physiotherapists, nutristionists, tennis courts, football pitches, rooms...  

Once resources have been planned, it is mandatory to link them with the corresponding services following the instructions of the following manual: Planning of Services.

Resource Planning

To add a resource, click on Planning -> Services -> Resources -> Add:

  • resource type:
    • area: room, space, area, machine or equipment corresponding to an area created previously in the planning (Planning -> Standard -> Facility -> Area)
    • person: this type of resource requires the creation of a user profile in SPORTRICK, otherwise the system won't find any matches when entering the first letters of the name or surname of the person to be booked for the service. To check out how to create a user profile, please click here
  • tags: they must have been previously created in the Settings (please refer to the manual about tags to see how). Tags are useful to group resources by category or qualifications in order to make searches and service booking quicker (e.g. personal trainer, tennis-court hire, private classes...). The picture below provides an example of tags assigned to resources. This is how tags work in the service dashboard of the Front-Office: once a tag has been selected, the system will automatically display the availability of all the resources linked with the tag, without having to select them one by one.  One of the resources can then be booked according to the customer's preferences/availability


  • view the lanes separately during the booking: in case lanes are bookable for different services (e.g. private swimming classes), the selection of this option will enable the booking of each single lane instead of the whole area (swimming pool)This is how the separate lanes will be displayed in the service dashboard of the Front-Office 

Resource Availability

IMPORTANT: after adding a resource, it will be necessary to specify when the resource is available by clicking on the button next to the name of the resource.

Without availability, the resource and the service won't be bookable. 


The following details are mandatory:

  • days of the week when the resource is available
  • start date & end date of the resource's availability (it is possible to specify a very late end date, for example 2090)
  • beginning of activity & end of activity 

If the resource is available at different times during the week, it will be necessary to select the days with similar working hours and then specify the availability. Once added, click on the x and insert the other days of the week with the related availability

  • use slots: tick the box if you wish to use time slots for booking. MANDATORY FOR BOOKING SERVICES VIA THE E-COMMERCE.
  • time for reservations in minutes: duration of each slot.

Slots are useful to optimise resources. For tennis court reservations you might specify an availability from 09AM to 10PM and slots of 45 minutes. This means that if a person books the tennis court at 09AM, the next available booking will be at 09:45AM, since the booking slot has a validity of 45 minutes. This option is useful to avoid a situation where at the end of the first booking at 9:45AM the tennis court remains empty for 30 minutes and somebody else books it at 10:15AM, wasting a possible reservation immediately after the first one.

So, do slots correspond to the duration of the service? NO, they don't. 

An example will be useful to clarify:

  • a resource can be booked every 45 minutes
  • the service lasts 30 minute

If a client books the service at 9AM, the service will end at 9:30AM, since it lasts 30 minutes. However, the resource cannot be booked until 9:45AM for the next service, since bookings are only available every 45 minutes.  

Slots are useful to give time to resources to rest or get organised between bookings and also to clean the area before the next client arrives.



How to Edit/Delete the Availability of a Resource

Once the availability of a resource has been added, it won't be possible to edit it. It will be necessary to delete it and edit the necessary fields to then add it again. 

If the resource has already been booked but for whatever reason they are no longer available in the days/times provided, it will be necessary to click on Delete to remove the availability and configure it again. The system will keep the history of bookings but for future bookings the new availability will be the only one considered.

How to Delete a Resource

The Delete button next to the name of the planned resource removes it from the planning but the user profile (if the resource is a person) and the area (if the resource is an area) won't be deleted. 

However, if the resource has been already booked or linked with a service, it shouldn't be deleted to avoid errors in the system. Should the resource be no longer needed, just remove it from the service it is linked with. Previously recorded bookings won't be affected, but the resource will no longer be bookable.