Knowledge BaseThe reservation calendar
Staff run the day from the reservation calendar, with day, week and TV views, booking for a customer at the front desk, moving bookings, acting on many at once, and the Games and Agenda views.
Calendar is where staff run the day. It shows every reservation, event, service booking and blocker on your resources, and it is where the front desk books for a customer who calls or walks in.
Day, week and TV views
| View | What it shows | Good for |
|---|---|---|
| Day | Every active resource as a column, filtered by sport if you like | The front desk on a normal day |
| Week | One resource across a whole week | Planning around one court or room |
| TV view | A read-only calendar in its own browser tab | A screen in the lobby or the hall |
On a public screen, Show/hide customer names in the TV view hides who booked.
The calendar counts reservations, customers and utilisation for the dates on screen. For longer periods, see Statistics.
Booking for a customer
Click or drag an empty slot, or use Add new reservation. The price comes from the pricing rule for that time, and you can type over it, €0 included. Two courts at the same time take two reservations. Create multiple reservations makes them in one go.
The form offers three kinds of booking:
- Manual reservation. A booking for a customer, a guest or several paying participants.
- Resource closed. Opens the blocker form with the resource and time filled in, to take the time off sale without a customer. See Resources.
- Open reservation. A game players join. See Open reservations.
To take payment at the desk, open the payment on each participant's row. The customer's session card or credits can pay a share. Paid in cash, Paid by payment card or Paid with employee benefit records the rest as paid on the spot, and a session card or credits need the rest paid this way at the same time. Not paid yet leaves the share open. To charge the card on a Thril card terminal, keep Not paid yet and use Create and move to POS. See POS.
Send notification to customers emails the participants about the new booking. Show the customer's name in the public calendar decides whether other customers see the name or only that the time is reserved.
A resource you have closed to customer booking stays bookable for staff. Keep a court for coaching or club use and still book it here.
Moving bookings and acting on several at once
Drag a reservation to another time or resource, or drag its edge to change its length.
The price stays as it was. When the time changes, the participants get a notification and an email with the new time. To change what a participant pays, use Edit price on the reservation.
Select multiple slots at once lets you pick several empty slots or reservations and act on them together:
| You select | Action | What happens |
|---|---|---|
| Empty slots | Create reservations | One form books every selected slot for the same customer. |
| Reservations | Cancel selected reservations | One refund method for all of them. Send notifications to customers decides whether the customers hear about it. |
| Reservations | Create invoice | One invoice for the selected bookings, such as a month of a company's games. See Invoices. |
| Reservations | Move to POS | The bookings wait in a POS session for the customer to pay at the desk. See POS. |
| Manual bookings on one day | Turn into event | An event takes their resources and times. See Managing reservations. |
A cancellation can carry a reason and a message, and the customers see both.
Other calendars
The Employee calendar shows what each instructor or service provider is doing, and the Event calendar shows your events and classes. See Employees and Events.
If a partner venue has authorized you to book its resources, you can switch the calendar to that venue and book there. When you have authorized a partner, its bookings show in your calendar in their own colour. See Partner venues.
Games and Agenda
Games is a live view of the venue: what starts within the hour, what is ongoing and what ended in the past hour. It suits a coach, or staff who prepare courts and rooms between sessions.
Agenda is the calendar on a phone. It lists everything on one day and shows which resources are free, and staff can book from it. A staff user linked to an employee sees their own schedule there.
Booking rules
Booking rules set how far ahead customers can book, how many bookings they can hold, when they can cancel or resell a booking, and who can join and share the payment.
Managing reservations
Staff change prices and participants, collect and split payments, change the owner, cancel, resell or restore bookings, refund customers, export reservation lists and import reservations from another system.