Index
Section: Setting Menu > Bookings > Resource Types
Sections:
FAQs
Introduction
A resource type is something similar to a sport or activity within our club (golf, tennis...) that is bookable. That is, it has a capacity and we want to introduce customer reservations so that they are not duplicated.
Anything we want to book in our club is a type of resource, and not only can be sports. Also extras like buggies or electric carts are resources that we probably want to control their availability. A clear case to understand this is the difference between a manual cart and an electric cart. If we want to control the cars we have left each day and each hour, we will have to create a type of resource to enter reservations. In the case of electric trolleys, where we have a limited amount, we usually create their resource type. However, for manual carts, which we do not usually have availability problems, it is not necessary to create a resource type to make reservations and we will sell it directly from the POS.
There is also the possibility of grouping resource types into areas. We recommend you to read this article to learn more. And under a resource type we can group resources. The structure of the reservation module would then look like this:
Areas. For example: "Golf".
Resource Type. For example: "Golf Course", "buggies", "carts".
Resource. For example: "Tee 1" or "Tee 10".
Therefore a resource type is a grouping of resources. Same concept as products, subfamilies and families, but for facilities or resources on which we want to reserve.
General
To create a resource type we will follow the steps below:
Name: Name for this type of resource. For example: "Golf course".
Area: Optionally we can associate this type of resource to an area, for example "Golf". Read the "area" article to learn more.
Slots: Here we will put the number of players that we will require when booking a time in this facility. For golf it is usually "4" players. For facilities like tennis it can be "2" or "4", depending on how the club wants to manage it. In the case of a stock type of resource (buggies, clubs, carts, etc.) here we will put "0". This type of resources will be explained a little more in the next point.
Use stock: We will activate this option if this type of resource is of stock type, as for example "Buggies". A stock type resource is used when we want to know the number of units available on a specific day at a specific time and not so much the names of those who have booked. This option is usually used for buggies, carts, rental poles, etc. and will show on the occupancy map for example "5" meaning that there are 5 buggies available that day. Leave this option disabled if the type of resource is not stock, i.e. you want to see the names of those who have booked at a specific time.
If this option is enabled, it is required that the places (previous field) have value "0".
Full day bookings. Activate this option if this type of resource is not booked by hours, but for the whole day. For example a Hotel or Car Rental. This type of business does not book from 10 to 11 am, but books from Thursday to Sunday. By activating this option, when booking online, the system will not ask for the time as it is usually booked for the whole day. This "full day" option requires more steps to be painted correctly in the reservation plan.
Multi days bookings. We will activate this option if our type of resource accepts reservations for more than one day. For example from Thursday to Sunday. Let's give you a clearer example. When you book a hammock you usually book it for the whole day, but only for that day. However a hotel room is booked for the whole day, from Friday to Sunday for example. In this second case, you need to activate this option so that when you book online, the system asks you for a check-in and check-out date.
Online Options
In this section you can customize how this type of resource behaves for the end customer on the web, widget or app.
Online Booking: Activate this option if we want players to be able to book this resource on the web, widget or app.
Anonymous Booking: We will activate this option if you allow the player to book online without the obligation to create an account. In Golfmanager we are in favor of facilitating the online booking experience, and not forcing to create an account is a help. But not everyone feels the same way, so it is optional. If you don't activate it, the player will have to create an account on Golfmanager (leave their name, phone number, etc.) before being able to finalize and confirm the reservation. Therefore, if you prefer to worsen the booking experience in exchange for a greater amount of data from your customer, do not activate it. If you want higher conversion and experience, activate it.
Preselect resource: Activate this option if we want the system to choose the resource automatically. If it is not activated we will allow the user to reserve the selected resource of his choice: Tee 1, Tee 10, Track 5, etc.
Preserve early: This option will be activated if we want the system to block for 15 minutes the entire selected hour so that those holes are not taken away by any other user. In Golfmanager, by default, the reservation is confirmed on the second screen after entering the names of all the players. But there are times when two people are booking at the same time, and the one who takes longer will get a "no availability" error, causing confusion and anger. By activating this option this situation does not occur, but it also slows down the system. It is also important to know that two people can be looking at a day's availability at the same time. When one customer clicks at 10 am for example, the second player still sees that available time because the browser has not been refreshed with the new information. When the second player clicks at 10am the system will throw an error that "that time is no longer available". The customer will be confused, but the advantage is that he will not have needed to enter the names.
Prevent single slots: If you activate this option it is because you only want to offer online the hours that are completely empty. In golf it is rare that this option is activated, but there are exclusive clubs without space problems that do not want players to be able to join other games. But in the case of tennis it is very normal. When you have selected 4 players in the resource type, but only 2 tennis players reserve the court for you, you don't want that time and court to be offered to two other players either. Therefore, in sports like tennis this option can be very useful.
Logo: We will use this option if we want this type of resource to have a different logo from the general configuration of the center when booking online. The most normal thing is that you do not want to change the logo but, if in your club you have a logo or icon for the golf area, another one for racquet..., it can be interesting for you.
Image: The same as the previous point, but this time with the header photo of the online booking area. Here it is more common to have a specific photo for golf, racquet, etc.
Description: And the same as the previous two points, but this time with the description of the type of resource. Here it is usually reported news, schedules, offers, or conditions of this facility and what differs from the other types of resource.
Other
Here you can add some customization details for this type of resource:
Icon: Here we will be able to assign an icon to this resource type to display it on the reservation map, and also if we want to add an icon on each reservation of this resource type. This option is usually used only for stock resource types such as buggies, carts, sticks, etc. making it more visually attractive on the reservation map. The most frequent icons are:
"cart" for buggies,
"clubs" for clubs,
"manual" for manual carts and,
"electric" for electric carts.
Icon text: This option will be a complement to the previous field and is used to differentiate one type of resource from another. You will understand it better with the following example. Imagine that you want to keep track of sets of gentlemen's and ladies' rental clubs. If you didn't have this option you would see in the occupation view two columns with the same clubs icon. But with this option we will be able to add a "C" to the club set icon to differentiate the column of one resource from the other.
Automatic confirmation email: Activate this option if we want the clients to receive a confirmation email as soon as we make a reservation in the occupancy view from reception without the need to send it manually. Note that if the reservation is made online, the player will always receive a confirmation email.
Intervals
Once the type of resource is saved, a new tab "intervals" will appear where you will have to define the opening hours of this type of resource.
General
To create an interval follow the steps below:
Name: Give a name to this interval to differentiate it from other intervals. For example: "Summer Time".
Start time: Defines the time at which reservations will be accepted.
End time: Defines at what time this facility closes. Note that if you set 17:00, at this time no more reservations will be accepted. If you want that time to be bookable too, extend the schedule until you get the expected result.
Duration: Here you define how many minutes you will offer to book this facility. In golf, for example, the most common duration or intervals is "10" which means tee times every 10 minutes. In tennis you usually put "30" to offer to book at :00 and :30. If you put "60" you will offer reservations every 60 minutes from the start time, for example only at o'clock (:00).
Available online: Activate this option if you want this interval to be shown online so that your customers can book at those times.
Priority: In case you have more than one interval that applies at the same time, the system will choose in order of priority, with "1" being the most important, and "100" being the least important. If you only have one interval all year, or no interval overlaps, you can put the number you want here.
Background color: Here you can customize the background color of this interval in the reservation plan. This option is often used if you want to create a members-only schedule, for example.
Filters by date
Start and end date: Use these fields if you want to limit this schedule to certain days of the year. If you leave them empty, this schedule will apply all year round.
Days of the week: Here you can say for which days of the week this schedule is active. This is usually common for clubs with different schedules on weekends.
You will also be able to allow or prevent access to this range to certain groups. To do this, once you have saved the interval, you can add the customer groups in the corresponding tabs at the top. If no groups are added to these tabs, the system will give access to these intervals to all of them.
Resources
Once you have the resource type and its intervals, you will need to create its resources.
A resource is the closest thing to a particular facility or location, which depends on a resource type. For example, in golf course (resource type) we usually create the resources of Tee 1 and Tee 10. In tennis we usually add a resource for each court (tennis 1, tennis 2, etc.). Therefore, all reservations will be associated with a resource so that the player knows where he has his reservation (Tee 1 or court 3).
In reality, the resources should be the ones with the schedule and the type of resource a simple grouping. But, in order not to have to repeat the same process of creating a schedule for each track, we thought it would be best to put the schedule at the resource type level so that it affects all your resources at once.
General
To create a resource we will follow the steps below:
Name: Assign a name to this resource. For example "Tee 1", "Track 1", etc.
Customization
Background color: Customize the background color of this resource for your stock plan.
Text color: Customize the text color of your reservation text for this resource in your reservation map.
Icon: Customize the icon of the first row of this resource in your reservation map.
Crossing alert: With this option you can tell another resource if this resource is already booked. This field is very useful for crossings of a golf course. It is normal that we want to make a reservation on the 1st tee, and 2 hours later make another reservation for 9 holes on the 10th tee. But what happens if the 10th tee is busy at that time? the system will not let you complete the reservation. With this option, you will see a check mark on the reservation map that means that the junction will not be available so it can save you from entering names. To use this functionality, select in this drop-down list the resource on which you want to send the alert. For example, if you are configuring Tee 10, in this dropdown you will select Tee 1 and the opposite for Tee 1, which will select Tee 10. If you want to use this field, you will also need to use the following field.
Min. cross alert: Here you would define when to make that "cross alert" mark in minutes. Normally for golf it is "-120" minutes (2 hours before). So, if the 10th tee is busy at 12:00, we will see at 10:00 the 1st tee with a mark knowing that at that time we will not be able to sell 18 holes.
Image: Here you can add a photo for the customer to see when booking online. This option is usually used for "Gym" type sports where we want to customize each room with a photo (Spinning, swimming, yoga, etc.).
Advanced options
Hide online: Activate this option if you don't want to make this resource visible in your web, widget or app. WARNING: If you activate this option the crossings will be affected and you will not be able to book even on the 1st tee.
Tags: This option is used for some tour operators so that they can better identify the different resources.
Stock
To modify the stock of buggies, rental poles, carts or any other service you want to book as a booking extra, follow these steps:
Go to the Configuration Menu > Bookings > Resource Types.
Click on the ID of the desired option to edit (buggy, carts, etc).
Go to the Stock tab.
Click on the desired ID and/or New.
Fill in the desired fields:
Name
Units
Priority
Start Date
End Date
Save.
Editing schedules of the staffing table
To edit the schedules of the occupancy map, you have to configure the intervals of the resource types. To do this go to:
1. Go to the Configuration Menu (cogwheel) > Bookings > Resource Types.
2. Click on the ID of the desired resource.
3. In the Intervals tab, click on the ID of the desired interval.
4. Edit the desired fields, either by times, start and end dates, days of the week or background color.
Intervals cannot overlap between "Start Times" and "End Times".
If there are several intervals, the Start Time of the next interval must be the same as the End Time of the previous interval.
5. Check the Available online checkbox if you want to publish it on the web.
6. Click on Save.
In each interval created, you can select the option to allow booking or not to allow booking to groups at that time.
Blocking the web sale of buggies or extras
If you have an event and you want to make sure you have a stock of buggies or other extras, you have two options to block clients from booking:
Modify the type of buggy booking online by available date.
Already book buggies for groups within the booking.
Overbooking new faster configuration
If you run out of golf booking capacity and need to create a timetable for overbooking, follow these steps:
Click on Setup Menu > Bookings > Resource Types > Golf ID
Under Resources add a new resource called "Tee 1 overbooking" and check the no online availability box, if needed add Tee 10 overbooking.
Save
Now let's create the Occupancy Views
Go to Setup Menu > Bookings > Occupancy Views > Golf Id
In Resources > Click New and in the pop up fill in the following > Resource Type Golf > Resource Tee 1 Overbooking and if needed add the Tee 10 overbooking
Save
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