Overview

Used to define the various booking rules for your Professional Services/Lessons Reservation and Management system.

Required Permissions

• Professional Service Admin

Booking Rules

The Booking Rules tab is used to define the various booking rules for the professional services your club offers.

Member Booking

Controls who has the ability to book appointments for professional services. The three options include: 

• Enable Member Booking For Specific Types: Allows members to book appointments for professional services/lessons via their Mobile App or the club’s website.  

  • When enabled, each member type defined within your club’s website will be available for selection. Check the member types your club wants to give booking ability to. 

• Enable Member Booking For All Member Types: Allows all member types to book spa appointments via their Mobile App or the club’s website. 

• Enable Admin/Specialist Only Booking: Does not allow members to book or request appointments for professional services/lessons via their Mobile App or the club’s website.  Instead, booking can only be completed by Professional Service Administrators. Members will see their upcoming appointments in the mobile app and to be able to add them to their personal phone calendar but will not be able to take action on these appointments. Editing or canceling appointments would require calling the club.

Client Details

Additional parameters used to control booking for non-members. 

• Allow Proxy Booking: Allows a member to book an appointment for another member. When checked, additional proxy options are displayed. Check the option that your club will allow. 

  • For members on the same account (typically members of the same family)

  • For Any Member (this is not a commonly used setting)

• Allow Guests:  Allows non-members to be booked for appointments by staff. When checked, additional guest options are displayed. Check the fields that your club will require when booking guests. 

  • Require Guest Name 

  • Require Guest Email Address 

  • Require Guest Phone Number

• Allow TBDs: Allows appointments to be booked for a person “To Be Determined” without any member or guest information.   

Booking Availability 

Controls the default window of time used for when bookings are opened and closed in relation to the appointment time itself. Example: Booking Opens 30 days prior to appointment. Booking closes 4 hours prior to appointment.

• Durations can be set in Minutes, Hours, Days, Weeks, and Months. The Days, Weeks, and Months duration options also have a field for the exact time of day the appointments will open.

• Note: Specialists can set their own booking open and closing options under Admin Setup > Specialists when the Specialist Preferred Booking Open and Closing Options is enabled (found under System Settings). Example: A specialist can be configured to allow  bookings to open 60 days prior to an appointment and bookings to close 2 days prior to an appointment. When set, a specialist’s booking settings will always override the club default booking settings. 

Multi-Service Booking

Controls if admin are able to book multiple services on a single reservation.

Cancellation Cutoff

Controls when members are no longer able to cancel a reservation. This prevents members from canceling reservations in violation of club rules. This can be set in any duration in minutes, hours, days, weeks, or months.

Appointment Hold

Controls how long an appointment slot will be held once selected by the Professional Service Admin or member. This prevents other Professional Service Admin/members from double booking the same appointment slot. This field can be set from 1-20 minutes. 

Booking Intervals 

Controls the interval your department wants to allow for available appointment start times and how the schedule will display. Internal options are in minutes and include: 5, 10, 15, 30 or 60. This will most commonly be set to 15 minutes.

Bookings Per Day 

Controls the maximum number of appointments a member can be booked for in one day. For example: Set this to 3 if your club wants to prevent members from having more than 3 appointments for themselves in one day.  If there is no limit, then set this to a large number of your preference.      

Booking Confirmation 

Controls whether the appointment confirmation indicator will be displayed on booked appointments. If your club wants to confirm bookings with members/guests prior to appointments, then check the display appointment confirmation control. Unconfirmed appointments will appear as follows. To confirm an appointment, slide the confirmation control to appointment confirmed. Confirmed appointments then display on the schedule with a confirmation checkmark.         

Specialist Search 

Controls whether the Specialist search option allows Professional Service Admins/members to search for a Specialist based on gender. If your department wants Specialists to be searched based on gender, check the Include gender selection options. When enabled, Professional Service Admins/members will see the option of selecting Female, Male or Any when searching for a Specialist. When not enabled, Professional Service Admins/members will not be able to search by gender. Instead, they will only be able to search by Specialist name.  

Party Size 

Controls the maximum party size that may be booked for a service. Defaults to 1 but can be increased to any number.

After modifying any of the booking rules for your club, click Save to save the changes.

Best Practices

FAQs

1. The Save button changes from gray to green color when any changes are made to the Booking Rules. This serves as an indication that changes were made and need to be saved.