List of topics

  1. introduction
  2. prerequisites
  3. general configuration
    1. configuration of the time frame for booking availability
    2. configuration of the booking-cancellation deadline
    3. optional configuration of the booking deadline
  4. class-booking configuration
  5. service-booking configuration
    • user cases


1. Introduction

Customers can book classes and services directly from the E-Commerce. This manual contains the instructions to configure booking correctly.

Warning: only clients with a user profile registered in SPORTRICK can book via the E-Commerce! This is because clients receive access credentials to the E-Commerce from SPORTRICK and also because their user profile on SPORTRICK is synchronised with their E-Commerce account, so that both get updated with bookings and cancellations.


2. Prerequisites

Before reading this manual, the detailed knowledge of the following topics is required:

3. General Configuration

Please make sure that the options for online bookings have been correctly configured from the VAR portal (as described in the following manual: Configuration of the Layout and Features of the E-Commerce Portal).


Configuration of theTime Frame for Booking Availability

From Settings -> Main Settings -> Social Booking -> Booking Availability it is possible to configure a specific time frame, so that only classes within this time frame can be booked by customers. The starting date is always the current day. The last day is calculated according to the number of days specified. 

Example: if the value is set to 14, the E-Commerce timetable will only show those classes/services that take place from today up to 14 days. So if today is the first of the month customers will be allowed to book classes/services up to the 14th.

If the value is set to 0, customers will only be able to book classes/services that take place on the current day.


Configuration of the Booking-Cancellation Deadline

From Settings -> Main Settings -> Social Booking -> Notice Required to Cancel Bookings, it is possible to specify a deadline for booking cancellation (minutes, hours, days or weeks of advanced notice to cancel bookings). If booking involves a credit deduction, the system will only refund the credit if customers cancel their booking within the deadline. Please note that this procedure only works with multipacks. This means that if clients paid for their booking, that amount will not be refunded in case of booking cancellation.


Optional configuration of the Booking Deadline

From the VAR portal it is possible to define a deadline for bookings. This option can be useful to avoid last-minute bookings and to plan in advance the organisation of classes based on the number of people interested in taking part. 

After logging into the VAR portal, click on Managed Environments -> View More -> Configurations -> Settings -> enter the code corresponding to the desired option and type in the necesasary values through the Modify button (you will have to deselect "use default value"):


  • Code 10065 - Time slot in which you can book today's lessons ( Start Time ): from when today's classes can be booked. Available values:
    • seconds: today's classes can be booked from x seconds before the class starts. e.g. the class starts at 9:00AM, configured value = 90 -> the class can be booked one second and a half before it starts; 
    • minutes: today's classes can be booked from x minutes before the class starts. e.g. the class starts at 9:00, configured value = 50 -> the class can be booked from 8:10AM; 
    • hours: today's classes can be booked from x hours before the class starts. e.g. the class starts at 9:00AM, configured value = 3 -> the class can be booked from 6:00AM; 
    • days: today's classes can be booked from x days before the class starts. e.g. the class starts at 9:00AM, configured value = 1 -> the class can be booked from the day before; 
    • weeks: today's classes can be booked from x weeks before the class starts. e.g. the class starts at 9:00AM on Monday, configured value = 1 -> the class can be booked from the previous Monday (one week before); 
  • Code 10066 - Time slot in which you can book today's lessons ( End Time ): until when today's classes can be booked. Available values:
    • seconds: today's classes can be booked up to x seconds before the class starts. e.g. the class starts at 9:00AM, configured value = 90 -> the class can be booked up to one second and a half before it starts;
    • minutes: today's classes can be booked up to x minutes before the class starts. e.g. the class starts at 9:00, configured value = 50 -> the class can be booked no later than 8:10AM;
    • hours: today's classes can be booked up to x hours before the class starts. e.g. the class starts at 9:00AM, configured value = 3 -> the class can be booked until 6:00AM;
    • days: today's classes can be booked up to x days before the class starts. e.g. the class starts at 9:00AM, configured value = 1 -> the class can be booked up to one day before;
    • weeks: today's classes can be booked up to x weeks before the class starts. e.g. the class starts at 9:00AM on Monday, configured value = 1 -> the class can be booked no later than the previous Monday (up to one week before the class starts);
  • Code 10067 - Time slot in which you can book coming lessons ( Start Time ): from when future classes can be booked. 
  • Code 10068 - Time slot in which you can book coming lessons ( End Time ): until when future classes can be booked. 

4. Class-booking Configuration

To enable the booking of classes via the E-Commerce, the corresponding activity has to be marked as available for online booking (if the activity already exists click on Edit -> E-Commerce):


Two optional fields might be also useful:


  1.  E-Commerce Name: you can use an alternative NAME for this activity in the E-Commerce. Leave it blank to keep the original name of the activity
  2. E-Commerce Description: short DESCRIPTION of the activity that will be visible on the E-Commerce environment (useful to provide details about the class clients are going to book).


SPORTRICK offers two booking options (that can be both implemented)


Multipack for class booking

after purchasing a multipack, customers can book the activities included in their subscription. Any credit deduction and credit refund (due to booking cancellation) will take place automatically

once the bookable activities have been added to a multipack, it will have to be enabled for E-Commerce bookings (see picture below). Don't forget to save the changes!

Booking 

of individual classes

(no need of multipack)

clients can book classes without a valid multipack (useful for trial classes). If charges apply for bookings, the system will automatically add the corresponding cost to the shopping basket. The client must complete the payment to confirm the booking. In case of booking cancellation, no refund will take place

booking a class without a pre-purchased multipack is called "free booking" in SPORTRICK. Therefore the corresponding option must be enabled for activities that can be booked freely (without valid multipack) as shown in the picture below


 


IMPORTANT: the free-booking of classes requires the creation of a course price-list. Please refer to the corresponding manual for more information.


5. Service-booking Configuration 

Services can only be booked via the E-Commerce if they are linked with an activity, which has to be marked as available for online booking. 


Clients will have to click on the different activities to view the booking availability of the different services. Example: activity = consultant, services = physiotherapist, nutritionist, personal trainer...


Two optional fields might be also useful:


  1.  E-Commerce Name: you can use an alternative NAME for this activity in the E-Commerce. Leave it blank to keep the original name of the activity
  2. E-Commerce Description: short DESCRIPTION of the activity that will be visible on the E-Commerce environment (useful to clarify the details of the service clients are going to book).



SPORTRICK offers two booking options (that can be both implemented) 


Booking 

of individual services 

(no need of multipack)

clients can book individual services without the need of purchasing a multipack. If charges apply for bookings, the system will automatically add the corresponding cost to the shopping basket. The client must complete the payment to confirm the booking. In case of booking cancellation, no refund will take place 

clients can only book a service without having to purchase a multipack if the activity linked with the service has the free-booking option enabled

Booking of 

pre-paid services (multipack)

after purchasing a multipack, customers can book the services included in the package. Any credit deduction and credit refund (due to booking cancellation) will take place automatically

multipacks can be configured for the booking of one or more services via the E-Commerce. Once the bookable services have been added to a multipack, it will have to be enabled for E-Commerce bookings (see picture below). Don't forget to save the changes!
It is also possible to configure the multipack so that the system will deduct a credit each time a customer books a service.
 


Services can be booked via the E-Commerce only if the below requirements are met:

  1. the web-booking option must be enabled in the details of the service  
  2. the service must be linked with an activity. After logging into their E-Commerce account, clients will have to click on the desired activity to view the calendar with the booking slots of the related services 
  3. booking slots must be configured in the details of each resource required for the service. First it is necessary to plan the resource/s for the service, then after the resource/s has/have been created, click on the Detail button next to the name of the resource to access the Availability section. Specify days and time when the resource can be booked and then tick "Use Slots" to specify the booking interval. Please be aware that the booking interval doesn't define the duration of the service, it is instead a way to better organise bookings. The following example can clarify this concept.

Example: a resource can be booked every 45 minutes. If the resource's availability starts at 9AM, it means that the first booking can be at 9AM, then 9:45AM, 10:30AM, 11:15AM and so on.

If the service the resource has been booked for lasts for 30 minutes and it is booked for 9:45AM, the next available booking won't be at 10:15AM when the first booking terminates, but it will be at 10:30AM, that is, 45 minutes after the previous booking slot. 


If the service has been linked with additional services they will have to be removed as they are not available for E-Commerce bookings.


User Cases

  • services with more than one participant: the person that books a service via the E-Commerce will be charged the full cost. The cost of the service can only be split among the participants if the booking is recorded during Front Office procedures (that is, by an operator). The client responsible for the booking will be provided with a link that can be sent to other participants so that they can confirm their own booking of that service;
  • services with different resources: if a service has different resources available, for example there are 4 personal trainers, in order to let the client choose which resource to book depending on availability/preference, it will be necessary to plan 4 services, one for each resource. 

Available options:

  • each service can be linked with a specific activity so that clients can view only the availability of the selected resource (activity = name of the personal trainer)

  • a general activity (called personal trainer for example), can be linked with all the created services, so that by clicking on it, clients can view the availability of all personal trainers and then pick their preferred choice.