How to configure booking rights?

This article details how to configure booking rights from Activities. As a reminder, note that you can configure the booking rights from Memberships or Packs by starting from Memberships and Packs in the interface.

STEP 1: GO TO THE ACTIVITY CONCERNED IN THE BOOKING RIGHTS

Once connected to Xplor Gym, go to the SETTINGS menu, select 'Schedule and Bookings' drop-down menu then'Booking rights'. You can now choose the activity in question. 

Let’s take AQUAGYM as an example here.

STEP 2: FILL IN THE INFORMATION PART

• GRANT ACCESS TO BOOKING

• DECIDE WHAT IS REQUIRED TO BOOK THE ACTIVITY

In this example, a membership or a package is required to book the activity.

• DETERMINE THE MOMENT FROM WHICH MEMBERS ON WAITING LISTS CAN NO LONGER LEAVE IT

This time limit prevents members from being lately moved to the main list and not being able to attend the activity.

Communicating on the waiting list

You can activate a Smart messaging campaign to inform members they are being moved from the waiting list to the main list.

STEP 3: COMPLETE BOOKING RESTRICTIONS AND CANCELLATION RESTRICTIONS FOR THE ACTIVITY

Useful information

The management of booking rules by club

Are the activities on your club's schedule the same as for the entire network to which your club belongs, and are they shared?

For example, there's the Aquabike activity for all clubs in the network, for which booking and cancellation rules have been defined and apply. This Aquabike activity can be booked 3 times a week, and members have the right to cancel up to 1 hour before the start of a session. But you'd like these rules to be different in your club. The Aquabike activity would only be bookable once a week. It's possible to manage your own booking rules.

Read more about how to manage booking rules by club.

Go to Booking and Cancellation restrictions:

To define the booking restrictions, select 'Booking restrictions' and +Add a booking restriction:

YOU CAN IMPOSE A BOOKING RESTRICTION

You can choose how many times a member can book an activity on a given period. Then, define the consequences if the member still tries to book at the club desk ; you can set several booking restrictions (once a day, twice a week, etc).

LIMIT THE NUMBER OF ONLINE BOOKINGS

Choose the maximum number of people who can book this activity from their member area. For example, there are 10 seats on the activity, you fix a limit to 1, out of the 5 people booked, at most 1 could book from their member area.

• SET A BOOKING DEADLINE

Choose the number of hours before the booking from which the member cannot book any longer. Then, define the consequences if the member requests a booking from the club desk without respecting the rule.

SPECIFY THE MOMENT WHEN THE MEMBER CAN BOOK

Define a number of days and a time before the activity takes place, before which the member can book. Then define the consequences if the member still tries to book at the club desk.

Next, define the cancellation restrictions. To do so, select 'Cancellation restrictions' and tick the box 'Define the cancellation rules':

Here, tick the box and define the cancellation rules and Save:

• The first thing is define is the moment when cancelling is considered as out of the time limit. For example, if you say 60 minutes and if the member cancels two days prior to the class starts, cancelling is not considered as out of the time limit and the member may be recredited with potential units consumed. However, if the member cancels 30 minutes prior to the class starts, the rules explained below are applied.
• Determine the impacts of cancelling at the club desk out of the time limit: either it is simply 1) not allowed 2) or units spent when booking for the activity are given back (indeed, the member will be recredited (amount in points) when cancelling from the schedule), 3) or the number of units to be given back to the member when cancelling is defined (indeed, define the number of units to give back when cancelling), 4) or we define a percentage of the number of units which are recovered by the member (indeed, define the amount -in %- to recredit).

What happens if the club cancels the member and can choose the number of recredited units ?

When cancelling, if the club has specified option 3) in its booking rights, a screen pops up to manage the number of units given back to the member.

• Determine the impacts of cancelling made online out of the time limit. Either you do not allow it (no), or you allow it but without recrediting any points (yes, no points recredit)

STEP 4: CHOOSE THE VALID MEMBERSHIPS FOR THE ACTIVITY AS WELL AS THE AGREED TIME, IF NEEDED.

Provide the valid memberships for the activity as well as the time to access it, according to each membership. The time can also vary according to the day of the week. 

If no booking time is provided, you don’t have to provide one.

You can also define the restrictions, advance and booking deadline for memberships by clicking on the three dots.

STEP 5: CHOOSE THE VALID PACKS FOR THIS ACTIVITY, ITS COST (DETERMINED IN UNITS) AND THE TIME

Choose the type of session for the activity and the price paid to book by clicking on the three dots.

You can define the cost according to the period. The displayed time periods are the ones defined when generating the activity from the Resources tab.

Select 'Save', the booking rights are saved.

Last step for session packs !

Once the booking rights configured, if session packs are valid to book your activities and you have several types of units, think of determine priorities on unit flows. This configuration is important in the case when a member has several units of different types (aqua, regular sessions, fitness, etc)

For that, go to Flow priorities on the main screen, there are two options:

• If the member has several types of units valid for the booking, use the unit for which the expiry date is soon.
• If the member has several types of units valid for the booking, determine a priority order. For that, just make the list to configure the priority of this unit against that unit.