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Facility Scheduling - Booking Time Slots
Once you've added your locations, and added your programs, you're now ready to start pairing up programs at locations during certain dates and times. There are two ways to match programs to locations; you can manually book a program at a location by selecting the dates and times yourself, or you can accept an online request for usage. The first option - manual booking - is described below.
The Booking Process
Before you can book a time slot, you need to make sure you've added the program you want to book the time slot for, and also added the location you want to book the time slot at. Once you've entered both, you're ready to book.
Select the Facilities page on your Dashboard, and open the Book Time Slots tab. You'll be guided through a fast and easy process for booking a time slot. Here's an overview of the steps you'll go through:
- Select the program you want to book
- Select the location(s) you want to book the program at
- Choose if you want to book single time slots, or recurring time slots
- Select the dates and times to be booked
- Choose if you'd like to notify anyone of the booking via email
Selecting the Program. You'll be presented a list of all programs added in your Programs that Use My Locations area. Select the one you want to book.
Selecting Location(s). You'll be presented a list of all programs added in your Locations I Manage area. Select the one(s) you want to book the program at. You have the option to select more than one location. If you do, then you will be taken through a date/time selection step for each location chosen.
Single vs. Recurring Time Slots. Single time slots are useful for one-time events taking place at a location, such as a game, tournament or festival. Recurring time slots on the other hand are useful for repeating events taking place at a location, such as practices, meetings, classes, etc.
Selecting Dates and Times. You'll be shown a calendar, where you can click your desired dates. For each date entry, you can choose a start and end time. We help you make date selections as quickly as possible by showing a list of recently-used entries, which you can re-apply with just a click, and allowing you to duplicate the times for one date to another with just a click.
Notification Option. At the end of the booking process, we give you the option to notify anyone of the booking via email. We'll send people over a chart containing the time-slot information. You also have the option to type people a custom message, and even include a file, which we'll send as an attachment in the email.
Double Book Alerts
As you book time slots, we make sure you never accidentally double book a location. If we detect a time slot being added crosses over with an existing time slot, we won't save any information. Instead, we'll present you with a notice outlning where there's cross over. We give you the option to try again, and also the option to continue with the booking, even though there is a cross over.
Schedule Creation
As you book time slots, we take care of creating schedules for your locations and your programs, which you can view at any time.
Editing Time Slots
While you're viewing schedules for a location or a program, you'll see an Edit and Delete link in the top right corner of the schedule. Selecting the Edit link will allow you to edit the dates and times of the individual time slots that make up the schedule. Selecting the Delete link will allow you to completely delete the individual time slots that make up the schedule.