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Phone Reservation

If your facility is taking phone reservations and wants to make sure your staff is not double-booking with online reservations. This is the article for you!

 

This process follows very closely to booking an Event, feel free to check out this article for more details!

 

Prerequisite

  • Create Reservation Items - Required for activities that require Credits for assignment
  • Event Type "Phone Reservation"

TABLE OF CONTENTS

Step 1: Calendar

// Navigate to the Calendar Module

  • Select the Date and Time on the Calendar. 
    • Adjust the Timeslot view if needed. Right-click on the Time bar(left) and select 5,10,15 minutes increments. I have mine set to 15 minutes.
  • Right-click on the highlighted timeslot, and click New Booking

 

 

Step2: Event Reservation Details

// Now, let's enter all the important details

  1. Event Name = Customer Name 
  2. Confirm the start/end time are correct for this particular activity calendar
  3. Event Type - I find it best to have an event type called *Phone Reservation
  4. Status - adjust status as needed
  5. No. of Adults - This is the total number of guests that will be participating (Can be adults, Kids, or a mix of both)


 

Step 3: Create Check

// In order to reserve spots we need 2 pieces of information. 1. Check # (Reservation #) 2. Booking Customer Info (Account)

  1. Click NEW CHECK
    • It will then prompt you to search for a customer profile to link to the reservation.
      • If the customer has an existing profile, great! 
      • If they do not, you will need to click the NEW button and manually create one for them.
  2. Once the Check is created, and customer is linked to it, the next step is to add the products to the check.
    • Click on the MANAGE CHECK button. This will drop you into the POS.

 

  •  Add all necessary items to check.
    • For Credit based activities, you will need to make sure to use Reservation items. As seen in this example!
      • Reservation items will hold the credits needed to get into a Credit based activity on the check. Kind of like a wallet! When you go to check the customers into the activities, it will pull the credits from the check.
    • If activities do not require credits, you can use a regular item as normal.
  • Depending on your operations, you can have the customer pay the balance/deposit to hold their reservation. 
  • When you are don eon the check page, click on the Arrow Circle (top-right corner) to return to the reservation window.

 

 

 

Step 4: Schedule Activities

// Now, we can save the spots on the Activity Venue! 

  • Click ADD SCHEDULE button (Middle of the window)


 

  • In the new window, you will be prompted to select a timeslot. (it will default to the start time you set in the main window, but feel free to adjust as needed)
    • Confirm the # of reservations is correct for this activity. (adjust if it will be split btwn adults & kids)
    • Example 1: the venue timeslot is empty. click to highlight the desired Timeslot
      • Click 'Schedule New Activity'
      • Select Activity type, and click ok
      • You will see that the system has now added all necessary notes and reservations to the activity timeslot.
    • Example 2: An activity already exists on the Venue. 
      • Click to highlight the existing activity (as long as it has enough capacity for your group)
      • Click 'Schedule into Selected'
      • It will automatically add all notes and adjust the number of reservations for this group.

 

 

  • If you need to schedule another activity on a separate calendar, Select the Venue name from the drop-down, and
    • In this example, I will go to the Laser Tag Venue.
    • Repeat the same steps as above to set additional reservations!
      • WARNING: Be VERY Careful to not schedule your guests into different activities at the same time.
      • Be cognizant of the time they will need to get from one activity to the next. If they need another safety briefing or just a physical break between each. 

 

 

 

 

Once you are finished adding all of your reservations, you can close this window.

Your Event Reservation window will now look like this!

 

 

Step 5: Check-in Process

// When the customer arrives onsite for their booking, please follow the same steps you would for an online reservation.