How to configure booking rights?

This article takes you step-by-step through the process of configuring activity booking rights. It's important to remember that these rights can also be set up directly from memberships or packs, via the dedicated tabs in the interface.

Good to know💡

• In this article, this is the example of configuring booking rights from the activity, but it is also possible to configure them from memberships and packs.
• Some of the specific features of club networks are dealt with in the last part of this article, in particular the case of external bookings via brokers or free bookings from one club to another in the network.

🚩Step 1 - Go to Booking Rights

From the Settings menu, click on Schedule and Bookings, then on Booking rights and finally select the activity for which you wish to configure booking rights.

As indicated in the introduction, it is also possible to start from the membership or the pack to define the classes to which they give access, and the options to be configured are much the same.

🚩Step 2 - Define the information relating to the activity's booking rights.

Click on "Open access to booking".

Then indicate what the member must have in order to be able to book: nothing, a membership, a pack, both or one or the other.

The deadline that follows will prevent members from being put on the main list at the last minute and not being able to attend the event because they were not given sufficient notice:

Recommendation💡

Don't forget to set up your automated Smartmessaging campaign to inform members who are moving from the waiting list to the main list!

🚩Step 3 - Define booking restrictions.

Several booking restrictions can be set up from the Booking and cancellation restrictions tab, by clicking on Booking restrictions. Below is a detailed description of each one.  

Before you start, there's one option common to all restrictions...

You will see that this setting is always visible in the restrictions.

This setting is used to define what happens when a member attempts to book an activity but exceeds a booking restriction (for example: a weekly booking limit, a booking deadline, or a number of places). Online, the booking will always be blocked if the restriction is not respected. At the club, on the other hand, you can be more flexible in managing bookings with the three options available.

• The Booking limit setting allows you to control the maximum number of bookings a member can make over a given period and to manage future bookings.

By limiting the number of bookings over time, you can define a maximum number of bookings for a member over a specific period:

Example : 3 times a week→ Members may not book more than 3 classes in any one week.

By limiting future bookings, you restrict the number of pre-bookings a member can have at the same time for future classes.

Example : If you define 1 authorised pre-booking, the member will be able to book a single class in advance.
As long as this class has not taken place, they will not be able to book any future classes.

When a member reaches these limits, the system will automatically block further bookings.

• The Online booking limit setting allows you to limit the number of online bookings for a specific activity.

Example : If you define 3 bookings, once 3 people have booked online, it will no longer be possible to make new bookings for this class via the online platform.

• The Deadline setting is used to define the number of hours before the start of a class after which it becomes impossible for a member to book.

Example : If you specify 1 hour before the start of the class, members will no longer be able to book from one hour before the start of the class.

• The Advance booking setting allows you to restrict the advance booking of your classes.

Example : If you set the booking time to 12 days in advance, this means that your members will only be able to book a class up to 12 days in advance.

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🚩Step 4 - Define the cancellation restrictions.

Go to "Cancellation restrictions" and tick the box "Define cancellation rules":

Set the deadline for cancelling out-of-time bookings
First you need to define when a cancellation is considered to be ‘out of time’.

• Example : If you specify 60 minutes, a cancellation made 2 days before the start of the class will be normal and the units spent will be credited back to the member.
• However, if the member withdraws 30 minutes before the start of the class, it will be considered as ‘out of time’, and the following rules will apply.

Then, when an out-of-time cancellation is made to the club, you can choose:

1. Do not allow the cancellation.
2. Recredit all units spent on booking.
3. Re-credit a specific number of units when you cancel
4. Re-credit a percentage of the units spent (for example, 50% of the units)

If the option ‘Define the number of units to be returned when cancelling’ is selected, this screen will appear in the back office:

At the time of cancellation, if the club has indicated option 3) in its booking rights, this screen will appear to manage the number of units returned to members:

🚩Step 5 - Define the offers that give access to the activity.

Memberships : From the Membership tab, add the memberships valid for the activity and the access times for each membership. Timetables can be defined globally or by day of the week.⚠️If there is no specific timetable for booking, it is not compulsory to add one.

You can define limitations, anticipation and booking deadlines specifically for memberships or packs, as before, by clicking on the three small dots.

Packs :Choose the type of session for the activity, then the cost of booking by clicking on the three small dots. Then define the cost according to the period. The durations displayed are those defined when the activity was created in the Resources tab.

➡️With regard to packs, the increased weighting feature allows you to choose to define a booking cost for an activity per participant (historical method) or to share the cost between participants from the booking rights. To find out more, go to this article.

Once the booking rights have been configured, if the packs are valid for booking your activities and you have several types of unit, you need to think about prioritising the debits for the units. This configuration is important if a member has several units of different types (aqua, classic sessions, fitness, etc.).

To do this, go to the Flow Prioritisation menu on the main page and there are two options:

• If the member has several types of unit valid for the booking, the unit with the imminent expiry date is used.
• If the member has several types of unit that are valid for the booking, the order in which they are prioritised is determined. To do this, simply order the list to configure the prioritisation of one unit over another.

🚩Step 6 - Save!

Once all the booking rights have been configured, either for activities or for memberships and packs, you can save!

⛔Block bookings in the event of missing mandates or debts

To prevent members in debt or without a mandate from booking, the blocking configuration can be adjusted in Settings > Clubs/Legal. All you have to do is tick the boxes corresponding to the blocks to be set up on bookings in the back office or member area.

💡If the member has a ‘debt’ or ‘missing mandate’ tag, they will not be able to book if you tick these boxes. If they rectify their situation, they will be able to book again.

Club network specifics 🔦

• Free booking: On a network, it is possible to allow members of Club A to book other Clubs B, C and D on the network. To do this, you can ask to activate self-booking.
• Club-specific restrictions: When booking rights are shared across the network, it is possible to define booking and cancellation restrictions by club. Contact your advisor to find out more.
• Limiting external bookings: Free movement and free booking make certain class slots very popular. If necessary, it is possible to distinguish between or limit bookings by external participants (from another club or via a broker such as Gymlib or Classpass) and internal participants (from the organising club) using the ‘limit bookings from clients from outside the club’ setting.

💡It will always be possible, depending on the rights activated with your Xplor Gym advisor, to increase this figure when creating an activity slot on the planning board in order to accept more external participants on the class.