INDEX
- Pre-requisites
- To fully understand this manual, the knowledge of the following topics is essential:
- Introduction
- How to Plan a Service
- How to Assign Resources to a Service
- How to Assign Optional Resources to a Service
- Additional Services
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.
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 |
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Info
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
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Sale
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Price
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Optional Details |
Web
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Access Control
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
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.
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Statistic Detailskey 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
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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:
| 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:
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SERVICE: PERSONAL TRAINER | |
CORRECT PLANNING:
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.
- Select the mandatory resource first
- click on Add
- select the optional resource
- tick the Optional box
- 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.
- Select the mandatory resource first
- click on Add
- select the optional resource
- tick the Optional box
- select the additional service
- 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.