You can enable group bookings for your booking sheet. If you would like your users to be able to book for themselves and also guests then you will need to activate this feature from within your booking basic settings.
We have split this article into 2 sections to help you easily find the relevant section:
Setting up Group Bookings and Guest Fees
Step 1: Firstly, select the Booking module from the Admin area. Then select 'Settings' and 'Manage basic settings'.
Step 2: Now scroll down to the Group booking section and turn the toggle on so it is blue.
Ensure that you scroll down and select 'Save settings', do not exit your screen without doing this.
Step 3: You can now update your booking schedules for any group bookings. For more information on setting up your schedules, click here. Select 'Manage schedules' from within your booking settings.
Step 4: Within your rule-set, there are now additional fields where you can enter your costs.
You can enter a cost for the user who is making the booking (member/non-member) then the guest fee will be for the additional player they add when making the booking. The member will be asked to pay for the guest.
In the example above:
- All members - can book the resource for free but if they would like to invite a guest (non-member) it will be £5.
- Everyone - i.e. members of the public can book for £10 and have up to 4 people on the court.
You can also include a resource cost for the booking and enter a maximum capacity for the reservation.
FAQ's on the Feature
1. Who can see the added participants on the booking sheet front page?
This depends on the booking privacy rules you have set up. i.e. if only members can view names, if they click on the booking they will be able to see the names of all participants, however, non-members will not. Further details can be found here.
2. Why is not mandatory for our members to add the participant's names?
To make this mandatory would mean that if a person wanted to play on their own to practice or doesn't know who they are playing with at the time of booking, it would prevent them from booking or provide false information.
3. Why does this not pull information from the membership module; to see if they are a true member?
This is for a number of reasons, each venue has multiple ways of setting up their booking sheet and we try to accommodate as many as possible. The difficulty here is if the venue is open to guests, for privacy reasons you would not be able to allow guests to view members names. In addition, if a member chose another member to play this would come out of their booking quota.
We have brought in the feature so that the person booking is the default choice and the member would actively have to change this to 'member' if they were a true member or not.
4. As an admin how do I view the participant's names?
In the booking admin page, you can click on the booking and you will be able to view the participant's names.
5. Why do the names not show on the booking reports?
This is not currently available but is something we are looking to introduce in the future.
6. Can I have a guest fee price for a whole booking rather than by booking slot?
The guest fees are set for booking slots, this is to enable different functionality for all venues.
7. We don't have Stripe, can we use the guest fees function?
If you don't collect your fees by Stripe you will not be able to collect the booking fees.
8. Can you have different guest fees for juniors, adults or seniors?
At present, you can only have one fee for guest fees. However, if you have different rules for different membership groups in your schedules (rather than all members), you can choose different fees. i.e.
A junior member can add a guest for £5 and an adult membership can invite a guest for £10.
Please note: Remember the cost is for the booking slot duration, not the whole booking.