This article will walk you through how to view your schedule page and how to add new schedule blocks or one-time slots.
Table Of Contents
- Viewing the Schedule Page
- Deleting Schedule Slots
- Adding A Schedule Block
- Managing Schedule Blocks
- Adding A One-Time Schedule
Viewing the Schedule Page
From this page, you can view all of the parties and slots that are available to your customers based on the date and time. You can also see what schedule slots have been booked by your customers.
These allow you to select which specific dates you want to view. If the date that you want to view does not show when you first pull up the Schedule page, you can use these buttons to view an entire month or to view a specific day.
These options can help you filter your schedule blocks. You can also toggle the delete mode which allows you to delete individual schedule slots. You can only delete individual slots or delete the entire blocks.
There is also a button that allows you to create a One-Time Schedule Slot. That is covered later in the article, which can be viewed here.
This is what individual schedule slots look like. The top example is a slot that has yet to be reserved by a customer. The following example is a reserved slot.
On both types of slots, you can see the times of the slots and the party and price associated with them. The price associated with the slot is only the base price of the slot, with no add-ons or other products. The party listed is also not the only available party, other parties available for that time are listed by clicking the blue "i" at the end of the slot.
When a slot is booked, it will show the customer, status, checklist status, host, and guest counts. You can view the order associated with the slot by clicking on the customer name. Clicking on the checklist status (Either a check for all completed checklist items or ! per uncompleted checklist item) will also bring you to the order, on the checklist tab.
If there is not a host associated with the slot, it will show "!!" which you can click to associate a host with that party.
Deleting Schedule Slots
Using the above mentioned "Toggle Delete Mode" to delete individual schedule blocks or you can use the Delete Individual Dates button from the Admin screen
This will alter the view of the schedule page so that you can select slots to delete
Adding a Schedule Block
You can add schedule blocks by going to ADMIN--->ADD SCHEDULE DATES under Event Slot Schedule
Date Range: This is where you set the range in which the system will autogenerate schedule slots. If you have a seasonal schedule you can state which months and days to have the schedule blocks to apply. Otherwise, we recommend doing them 1 to 2 years in advance to ensure that you don't have to keep remaking schedule blocks. Currently, your schedule blocks can go out up to 5 years, though the longer the block is, the longer it will take to process and generate.
Days: These are the specific days of the week that the schedule slots will be created on. This is used when you have different products or store hours based on the days of the week. A common usage is to separate out the weekday versus the weekend schedule blocks so they can be managed separately.
First Party Start Time: The time stated is usually set as the opening time for the facility or sometime afterward. This is the time that your first customers of the day should arrive and want to start their booked party.
Last Party Start Time: This time is the Start time of the last party of the day. You should not put this time as your closing time as customers will show at this time expecting to start their party. The easiest way to figure this time out is to take your Closing Time and subtract your Party Length time. If you set this time to be the same as your First Party Start Time, the party will not repeat in a day, since the interval will be greater than 0.
Party Length: This is the amount of time in minutes that is promised to the customers, the time that the customers will be enjoying their booked party. This appears on the customer invoice, so you would want to include the total time promised to the customers, not just the time spent in their reserved space.
Interval: This is the amount of time in minutes between one schedule slot starting to when the next schedule slot starts. This is typically used to give facility employees time to reset and clean party spaces. For example, to give your employees half an hour to clean out a 1-hour party space before the next party arrives, you should set the Interval as 90 minutes (60-minute party + 30-minute cleaning). If you set the interval to 30 minutes instead, it will create a 1-hour party every 30 minutes.
Duplicate: This number is the number of copies that will be made of the schedule block you are creating. This number does not include the block that you are currently working on. For example, to create 20 identical schedule blocks, you would configure the schedule block and have 19 duplicates (19+the one you are currently working on=20 total)
Parties Available: From here, you can check which parties are available to be booked from the slots that this schedule block creates. This is useful as you don't want a 2-hour party booked in a schedule block that only has an event length of 60 minutes. Another common example is you can set the Days to be only Friday, Saturday, and Sunday and only offer parties that are priced differently for weekends. No matter how many parties you check as available, the customer will only be able to choose one out of all the available choices per block, so you don't have to worry about double booking.
Managing Schedule Blocks
To remove or edit schedule blocks, from the Admin screen, navigate to Event Slot Schedule > Schedule Blocks. The Manage Block link will allow you to change the parties that are available at those times. If a schedule block was configured incorrectly or no longer matches your schedule, click the pink X to delete it. Note: any parties booked at the times generated by that block will remain on the schedule.
Once more, the date/time settings of a schedule block cannot be modified. If making schedule changes, remove blocks that are no longer valid and create new ones.
Adding a One-Time Schedule
Creating a One-Time Schedule is a simpler version of creating a full schedule block as you are only creating a single slot.
Party Date: This is the date that the schedule slot will be created on
Start Time: The time here is the time that the customers should be able to start enjoying their party
Party Length: Here is the length of the party, the time that is promised to the customer.
Parties Available: These are the parties that you want available for this slot that you are creating.
The other options that typically appear when creating schedule blocks to not show here as they only apply when multiple slots are being created.
You can also immediately create and then book a One-Time Schedule slot by clicking Add and Book. It will immediately take you through the same process as clicking reserve on an existing schedule block
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