Knowledge BaseRecurring reservations
Clubs and regulars get the same court or studio every week for a season, set up by staff or sold in your shop, with per-session discounts, invoicing and shared payment.
A recurring reservation is the same time on the same resource every week, or every second, third or fourth week, for a season. Clubs, school groups and regulars want one: Tuesday 18:00 to 20:00 on court 3 from September to May. The series is a set of normal reservations, one for each date, that you manage together. Tuesday and Thursday slots are two series.
A series is born in one of two ways:
| Way | Who creates it | Fits |
|---|---|---|
| Staff series | You, from the calendar, for a customer | Clubs that pay by invoice, deals agreed by phone |
| Recurring reservation product | The customer, buying a product in your shop | Selling the next season's slots to everyone at once |
Weekly slots for clubs, groups and regulars
A club's training slot, invoiced monthly. Create a staff series for the club's contact person, Tuesdays 18:00 to 20:00 from September to May, with an agreed Price per reservation. Invoice it from the series once a month.
Autumn badminton slots on sale. A recurring reservation product for weekday evenings from September to December, with a minimum of 10 reservations and a discount for paying the whole series at once. Customers pick their weekday and time in the shop.
Last-minute hours kept for normal bookings. With the product's How many days in advance can regular time slots start? at 7, a series bought today starts next week at the earliest.
A doubles group that splits the bill. With shared payment on the series, each player pays their share of every week in the app.
Staff series
Create one with Create recurring in the new reservation form, or from an existing reservation.
When the season ends, Create renewal opens a new series with the same owner, resources, day, time and price.
Selling series in your shop
A recurring reservation product sets the period, the resources and durations customers can pick, and the minimum number of reservations. It also decides whether customers pay the whole series at once, per reservation, or choose.
The price is the sum of your normal pricing rules for each week. A customer who pays per reservation gives billing details.
Discounts per session
Discounts per session take a fixed amount off each reservation in the series. Each tier has a minimum price per reservation and a minimum number of reservations in the series. Every reservation gets the largest discount whose minimums it meets. A tier of €3 off for reservations of €20 or more, in series of 10 or more, gives a 15-week series €45 off when every week costs €20.
By default the discounts apply only to customers who pay the whole series at once. Discounts apply to all payment options gives them to customers who pay per reservation too.
Following and invoicing a series
The recurring reservations list shows every series with how much is paid, invoiced and still open.
Create invoice on the series bills each owner and payer for the occurrences they still owe. Occurrences to invoice sets how far the invoices reach, the end of a half-year or Whole series. Each payer's row opens to their occurrences, so you can pick single ones. The dialog then goes on as for a single reservation. See Invoicing reservations by share. To bill one month, select its reservations on the Reservations tab and choose Create invoice.
The Participants section on the series' Details tab shows, for each owner and payer, the amount and number of occurrences still unpaid, paid and invoiced. An occurrence counts as invoiced for them once their share of it is invoiced and they owe nothing more for it.
Manage series changes the participants, additional services and shared payment of the upcoming reservations together. As on a single booking, Missing shares decides whether the owner covers what the players leave unpaid or each payer pays their own share. Read more in Shared payment. A shared payment change reaches upcoming reservations nobody has paid yet.
Cancelling a series
Cancel series cancels the upcoming reservations and refunds the ones paid one at a time in Thril. You refund series paid in one payment, invoiced or paid at the POS yourself.
Customers cancel a single week like any reservation. With Disable cancellation of recurring reservations on in your booking rules, they put it up for sale. When a week from a series paid upfront is sold or cancelled, the customer gets that week's share back as credits.
Importing series
Import CSV on Recurring reservations brings series over from another system, from a generic file or a Playtomic export, one series per row.
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.
Open reservations
Customers fill a court together with open reservations, and the venue posts open games of its own to find players for a free slot.