ABOUT: Booking Events
Booking events is essential to any entertainment business! Whether it be Birthdays, Stag/Hen, or Corporate you'll need the tools to keep track of all the details in one easy to access interface.
Before we get started, please make sure you have already created your events and products to sell & schedule these parties.
TABLE OF CONTENTS
- Step 1 - Basic Event Information
- Step 2 - Customer Details + Check
- Step 3 - Add Schedule (Venue)
- Step 4 - Review
- Step 5 - Event Emails
Step 1 - Basic Event Information
1. Open up the Calendar module from the left side menu
2. Select the date the event will happen on
3. Then highlight the time slot the event will be at by dragging from start time to finish time. Right Click, New Appointment!
In the Event Reservation Window, lets start by entering the basic Event Information (Left to Right)
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4. Enter the Event Name 5. Make sure the Start and End time are correct, if not, make the adjustments as needed. 6. Select the Appropriate Status. 7. Select the Event type they will be participating in. 8 & 9. Make sure these two number match for the estimated number of participants. // Ignore Pts/Reservation & Min Adults/Booking |
Step 2 - Customer Details + Check
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Now we want to create our check and assign our customer to it! 10. Click on NEW CHECK // This will prompt you to find your customer. If they have already registered, you can search for them and select as usual. Or you can Create a NEW account! 11. Once your customer is attached to the check, click MANAGE CHECK. This will jump you over to the POS! |
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Build your check, and make a deposit at usual. When you are done with this step, click on the Back Arrow in the top-right corner to go back to the reservation page. This is your short cut! |
Step 3 - Add Schedule (Venue)
** If you plan to use the Online Registration Code, please write down the Check Number first! **
12. Click on Add Schedule
New Activity - Any Activity you've created (IE: Jump Time, Axe Throwing, Laser Tag, etc)
New Event - Any Race Event or Exclusive Party
NEW EVENT EXAMPLE:
TIP #1: You may want to move the start time of the actual race down 15-20 minutes to allow for registration and setup.
TIP #2: If you need to block off more time on the Venue, you can manually adjust the DURATION time. In the below screenshot, it shows a 12 minute duration because that is how much time all of the heats in this event accumulate to, but we can always block off more time for rest breaks by changing it to 24 minutes. Always try to stick with your venues time increments to avoid gaps in scheduling. My venue here is set to 12 minute increments so I want to stay with that common denominator. if yours is set to 10 or 15 minutes, try to remember to calculate your extended duration times to account for this. It will help keep your venue organized and on time as it will effect the rest of the days available schedule times.
// The Code is a one-time use only, and is not recorded in the CS system. When you send out our 'Driver Pre-registration' Email template, the checkID # is what is auto-populated for you. More on this later!
// Your event is now booked onto your Venue!
15. Click the Close button on the Assign Schedule window when you are done
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Do you need to schedule an additional Activity or Party Room?
Click on the Add More button at the bottom of your Reservation screen.
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1. Click on Add More Button
2. Select Track (Activity or Room) Venue
3. Adjust time slots accordingly
4. For Track (activities) you will need to select an Event Type. Rooms do not require this!
// NOTE: This is only blocking the time off on the Event Calendar.
5. SAVE!
6. Now go back to the Add Schedule Button.
// You will not need to do this for Rooms!
7. In the Window, Select the 2nd (3rd, 4th, etc) Activity you'd like to now add to the Venue.
8. Click OK!
Schedule Activity
This is what your Activity Schedule will look like when you are completed!
NOTE: the EventTypeName field will be blank if only an activity is scheduled, versus an event...
Schedule Party Room
// These are the Event Activities you have booked onto your Venue for your Front End Staff to add Party Guests to.
Step 4 - Review
// Example of Completed Reservation on Event Calendar:
Go Karts :2-3pm
Laser Tag: 3:30pm
Ropes Course: 1-2pm
Party Room: 2-4pm
Step 5 - Event Emails
From the Event Reservation page, Click on the MAIL FORM button at the bottom of the window.
Then, click on LOAD FROM TEMPLATE in the Mail Event Forms Window.
Now, select a Mail Template!
// These are created in the /sp_admin > Settings > Advanced Settings > Event Mail Templates
If you select our QUOTE template, you will be prompted to enter a Due Date for the Deposit. You can enter in the date you require payment by in order to hold the reservation, or if they have already paid enter in PAID or N/A...
If you'd like to add any attachments, click on the +Add Attachment link at the top of the mail form, and then select the document(s).
When you are done, you will see each attachment listed at the top of the form.
If you don't need to make any edits to the template, feel free to click the SEND button now!
EVENT NOTES!
The notes section in the bottom-left corner are editable by anyone with access to the calendar.
If you need to make a permanent note, add it to the top-right field by clicking on the ADD NOTES button.
EVENT TASKS
// Can be added in the /sp_admin > Settings > Adv Settings > Event Reservation Task List
These are reminders for you Event Coordinators / Sales Teams for items that need to be completed for each Event.
They are also helpful if the Booking Staff member is out for lunch or off for the day. If the customers calls in and wants to know if one of the tasks have been completed yet because they need to make and adjustment. This way anyone can log into the system, pull up the reservation page and give the customer the info they need.
If the task is completed, you will see the Staff's username and completed date noted next to it.
