Calendar - Edit the Booking Tab


Specify enrollment pricing, extras, prerequisites, display criteria, and reminders.

To access the event editor, please refer to Calendar – Access the Event Editor. You can edit either a single occurrence, or an entire series of occurrences of an event.

Please also refer to:

Edit the Booking Tab

Use the sections of the Booking tab to complete the details of the event:

Click Save to save the event and exit to the calendar display, or click another tab to continue.

Fees and Capacity

  • Fee This field is pre-populated if this event is associated with a defined Service. If not:
    • Select the name of the fee from the picklist.
    • Enter a price.

If you have included a number of sessions in the repeat tab, when you click to enter a price, a popup will appear.

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If you enter a Price per Session, the system will calculate the Calculated Price based on the No. of Session(s). You could also enter the Calculated Price and let the system calculate the Price per Session. Click Save.
    • Check the box beside Online to make this fee available to online customers.
    • Click the X to delete the payment amount.

To create multiple fees for the same membership, click the next Add a Fee button and repeat the procedure above.

    • If you want to display the fee on your website, check Online.

The details you see while logged into an online booking widget will depend on the login credential you are using. If you are logged in as Administration, the event will show the full range of fees for the event, even those that are restricted to certain types of customers, and those that are not available to online customers. To see an accurate representation of what an online customer would see when they log in, try accessing your website without logging in.

Regarding Fixed Fees for Reservations

You have set a fixed fee of $10 for a reservation, but the reservation takes place over three days. When calculating the fee per session, the fee for each of the three days would be $3.33, but that does not account for every penny. To correct this, the system will charge $3.33 for the first two sessions and $3.34 for the final session.

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At least one fee must be added before the profile can be saved. If you wish to make the facility rental free, you must enter a fee of $0.00.

    • Check the box to identify that the price already includes any applicable taxes.

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    • Repeat the above to add another fee.
Regarding “Price Including Tax”

The ability to charge a price that includes tax is only available if you are using POS Version 2.0. Contact PerfectMind to enquire about POS 2.0 and to activate the Price Including Tax service.

When this feature is enabled, once an item is added to the cart, the tax or discount for the item cannot be manually changed.

The Price Including Tax feature is not yet available for online purchases.

  • Extras: (optional) Add items that enhance this event, for example, a membership for a course, a cake for a birthday, or equipment rental for a tournament.

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If you are adding a membership as an extra, the Quantity cannot be changed from “1.” If more than one fee is applicable to the membership, the range of fees appears in the Price field. Click the range of fees to change which fees are available. Check the box beside Online to allow the fee to appear as an option to online customers.

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If new fees were selected in the popup, the fee range beside the membership extra will change as well.

If An Event Has No Fee

You may wish to create an event that has no associated fee. If you leave the Fee blank, it is not required to assign a GL Account.

If there are any extras associated with this event, their sale will be deferred to their own GL Account, even if the extra was set to Use Event GL.

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  • Add Payment Plans by clicking the Add Payment Plan link.
    • Active plans that appear in the list will be grouped by booking/calendar type. The list shows the payment plan Name, Terms, Down Payment, and Location if your organization contains more than one location.
    • Once a payment plan is selected, the Pay Now field becomes Down Payment. If you have permission to customize the down payment, you will be able to change the fixed or percent down payment. If the plan is set to percentage or fixed, you cannot change the amount type, just the amount.
    • Check the box beside Online to make the payment plan available to online customers.
  • Add Taxes and Discounts if applicable.
  • Check the box beside Allow Subsidy to allow a subsidy to be used for this activity.
  • Click Add a Withdrawal Fee to add a fee when an attendee withdraws from the event.
    • At this time, only courses can be selected.
    • Select the withdrawal fee or fees that apply.

If no withdrawal fees are added in the booking tab, the system will allow online withdrawal as late as the start date of the course for a full refund of any fees paid. Adding withdrawal fees will control when an online customer can withdraw, and how much will be charged.

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    • Click Add an Extra and click the Extras field.
    • You can filter the results by selecting Memberships, or Products, (for purchase) or Equipment (for rental).
    • To narrow the search further, type at least the first three characters of an item's name in the Extras field. The system displays possible matches.

If your organization has multiple locations, the location that is associated with the security deposit will appear beside it in the picklist.

    • Click the applicable item.
    • The Price will be displayed in the next field, which you can edit.
    • Check the applicable boxes if you wish to have the name of the item displayed online, and if the item is required.
    • Click Add an Extra again to add another item.
    • Click the Customize link to change Extra Date and Times.

Known Issue

There is a known issue involving changing the date when customizing extras. This will be addressed in a future software update. The following is a solution that will help you to easily book extras as they are required.

  • If you change the end time of the extra it will not change the start time.
  • If you change the start time, the end time will automatically change and respect the duration of the event.
  • This is the same functionality for start/end times found in other areas of our system, such as planner event creation, advanced reservation creation, and all view sessions popups.

Example 1:

  • An event is being booked from 2PM to 9PM. You wish to book chairs for the event from 6:30PM to the end. This means that you wish to book the chairs for 2.5 hours.
  • If you change the start time for the chairs to 6:30, the end time will automatically shift to 1:30AM, which will not do.
  • Subtract the duration you wish to book the chairs for (2.5 hours) from the currently displayed end time. Set the end time to 4:30PM.
  • Now change the start time for the chairs booking to 6:30, the time you wish to begin the booking. The end time will automatically shift to 9:00PM.

Example 2:

  • An event is being booked from 6PM to 11:30PM. (5.5 hours) You wish to book a cleaning extra from 11:30 to 12:30 the next day.
  • Add an hour to the start time. Set the start time to 7PM.
  • Now change the end time for the cleaning extra to 12:30PM.

If a membership is a required extra, when you enroll members it will be added to the shopping cart. The system checks each contact's profile first for an applicable membership. Required memberships will be added to the shopping cart.

Registration

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  • Capacity: (Min) (optional) Enter the minimum number of attendees that will change the event status from pending to confirmed.
  • Capacity: (Max) (optional) Enter the maximum number of attendees this event can accept if you intend to restrict the number of registrations, and to activate the Waitlist Capacity.
  • Capacity: (Waitlist) Enter a number in the Maximum Capacity field first to activate the Waitlist Capacity field. Enter a number to limit the quantity of people that can be added to the waiting list for this event.
    • To disable the Waitlist, enter 0 (a zero).
    • To give the Waitlist an infinite capacity, leave it blank.
  • Admin Registration: Click the toggle to enable. Gives admin the ability to register an attendee for the course as of the date(s) that appear here. It also shows the registration close date. Click the Customize link to modify the registration open and close dates. This is enabled by default.

If the Admin Registration toggle is enabled, when admin registers an attendee, if there are any conflicts regarding the attendee, a popup window will provide the error. Click Yes to add the attendee anyway, or click No to cancel the registration.

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If the toggle is disabled and you have chosen to Enforce Registration Dates Restrictions in your Smart Client settings, a message will tell you that “Admin Registration for this course is disabled.” This note can be changed under global settings.

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Fee Scenario – When an Event Fee is No Longer Valid

Fees are associated with the calendar booking types. Those calendar booking types are listed on a calendar. There may be times when, for a variety of reasons, a fee that was associated with a calendar booking type is no longer valid for that calendar booking type.

If all fees are made invalid it will still be considered valid for the purposes of booking the event. If a new event is reserved, or an existing booking is extended into additional sessions, the “invalid” fee will be used to calculate the cost.

If the invalid fee is deleted but the event is not saved, the fee will remain until it is deleted and the event is saved.

When a fee is made invalid, a tool tip appears beside it in the Booking tab, which explains that the fee is no longer valid for this calendar and can only be removed. It also explains that unless the invalid fee is removed, it will still be considered valid for the event.

Customized Registration Restrictions

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By default, the General admin and Online registration date is set to the date and time when the registration is set. The dates for Members and Residents, which are populated by the season defaults when a season is used for the event, are all set to Same as General by default.

Business Cases:

Case 1: You have a Yoga class and you want to open registration one day or eighteen hours before each class.

Case 2: You may have a policy where all the course programs you offer are open to the general public one week before, but members and residents can register two weeks before. The system allows you to set this up without having to calculate the dates/times.

When you click the Customize links beside Admin Registration or Online Registration, the following options are available to you:

  • Admin Registration: Allows you to set the start and end dates of registration, and enable proration for late registration.
  • Online Registration: Allows online visitors to register for the event between the open and close dates. This is enabled by default.
  • Registration Start Date:
    • Click the Change link beside General, Members or Residents to change the Registration Start Date.
    • Click an option to set the open registration date/time to be a certain number of Hours, Days, Weeks or Months before the course begins.
    • Alternatively, you can click Set a date to select a specific date on which registration should open.
    • For Members and Residents, you can select Same as General if you wish their registration date to coincide with the General registration date.
  • Registration End Date: Click the Change link to set the registration end date.

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The online registration page will show these dates, depending on the status of the customer who is attending the page.

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  • Prorate for Late Registration: Enable this to allow a course to be prorated if an attendee registers after the registration start date from an online booking or at the front desk. This will also allow front desk registration to accommodate a customer who wishes to attend part of a future course (for example, customer is out of town for the first week of the course).
    • Allow Prorate After: Set the number of sessions that must pass before prorating is allowed. By default, this is set to 1.
    • Auto-Apply Prorate: Check this box to set prorating to automatically occur according to the above settings. This is checked by default. This feature is only available when customizing Admin Registration Dates. Proration is automatically applied when a customer is online.

You cannot have both Admin Registration and Online Registration disabled at the same time.

Access to Admin Registration and Online Registration is by permission. Global admin always has permission but other staff members must be granted access in SmartClient.

  • Online Withdrawal: Enable this to allow online customers to withdraw from the course.

If no withdrawal fees are added in the booking tab, the system will allow online withdrawal as late as the start date of the course for a full refund of any fees paid. Adding withdrawal fees will control when an online customer can withdraw, and how much will be charged.

GL Account

If you use the general ledger (GL), you must specify a GL account for this event. The fields are required:

  1. Click Add a GL Account.
  2. Click the lookup field and select an account.
  3. If you add more than one account, specify the percentage to be allocated to each account.
  4. Click the Deferred Account lookup field to select one from the list.

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Prerequisites

Add any attendee qualifications that may apply to this event:

  • Rank Range (e.g., martial arts)
  • Age Range Customers must fit within the age criteria you set here.
  • Gender (required)
  • Membership Based: Tick this checkbox if attendees can only register by using a paid membership.
  • Validate Membership on Fee: When checked if an event has at least one fee with a membership condition, and the attendee does not have an active membership for those fee conditions, staff will be alerted when they attempt to add the attendee to an event associated with this service. The state of this setting will be copied to any event which is associated with this service. If the event does not contain at least one fee which requires a membership, this check box will not affect the event.

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For example, a swim program has been set up and at least one of the fees set for the program requires that the attendee has a membership. The Validate Membership on Fee box is checked.

    • If the customer has a valid membership, the registration proceeds with no message popup.
    • If the customer does not have a valid membership, a validation message will pop up before the checkout stage.

Receiving a message before the checkout is reached, allows you to purchase a membership for the customer so that the membership requirement is met.

Online

(optional except for Show To) Indicate the visibility of this event on your SocialSite:

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  • Online Registration: By default, this is set to Enable, and online customers can view and register for online events. When enabled, click Advanced Settings to set the Online Registration Start Date and time, as well as the Registration End Date and time.

If the toggle is disabled, online customers will only be able to view the event online but cannot register. If there is a season assigned to the event, these dates will be filled from the season. You can modify each date manually. Click Save to save changes made to the Online Registration Dates or click Cancel to maintain existing dates.

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  • Show To: Choose one of Staff (excludes members and public), Members (excludes public), or Public.
  • Online Display Date: (optional) If you create this event well in advance, you can specify a date and time to release it to public view.
  • Image: Choose a file to visualize this event, use your webcam to take a picture, or click Clear to remove it.
  • Description: (optional) Explain the event to motivate people to sign up.
  • Alternative Address: You can override the address associated with this event's facility or service by entering a different address or location in this field.

Reminders and Alerts

(optional) You can set alerts and / or one or two automated reminders.

  • Alert: This will appear on the Attendance view of an event. If Online is selected, it will also appear to a logged in Member or someone booking themselves into an event. Used to notify users or people booking into the event about some condition, such as required equipment, prerequisites, or other information they should know about the event.
  • Email or text message: These fields are pre-populated by the calendar settings if they were specified. If not, select the method of communication and when to send it. NOTE: SMS text message reminders are only available in the USA.
  • RSVP: When enabled, immediately on enrollment attendees receive an email asking them to click a Yes/No/Maybe button to tell you if they plan to attend. The RSVP feature will also be added to Reminders.

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