8. LEGEND BOOKINGS LEGEND BOOKINGS
8.2. CONFIGURE RESOURCES CONFIGURE RESOURCES
8.2.CONFIGURE RESOURCESCONFIGURE RESOURCES
New:New: Open Legend Bookings >> Manage >> Resources >> Add ResourceOpen Legend Bookings >> Manage >> Resources >> Add Resource ..
Edit:Edit: UseUse the drop down box at the top the drop down box at the top of the ‘Resource Details’of the ‘Resource Details’ box to select another resource. box to select another resource.
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o Alternatively, click on anything in the resources Alternatively, click on anything in the resources area >> then right click anywhere oarea >> then right click anywhere on then the booking sheet >> Resource Details >> Use t
booking sheet >> Resource Details >> Use t he drop down at the top to he drop down at the top to find the resource.find the resource.
8.2.1.
8.2.1. GENERALGENERAL
Resource Name:Resource Name: Enter a name for this resource.Enter a name for this resource.
Resource Type:Resource Type:
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o Activity: Activity: Set for AdHoc activities and drop in classes.Set for AdHoc activities and drop in classes.
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o Human:Human: Set for instructors.Set for instructors.
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o Physical:Physical: Set for physical resource locations.Set for physical resource locations.
Resource Group:Resource Group: Where this activity will appear in bookings folders, such Where this activity will appear in bookings folders, such as classes. If you need a as classes. If you need a newnew group, this can be create
group, this can be created in Manage >> Resources >> Resource Groupsd in Manage >> Resources >> Resource Groups
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o Physical:Physical: Set to ‘Booking Sheet’.Set to ‘Booking Sheet’.
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o Human:Human: Set to ‘Instructors’.Set to ‘Instructors’.
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o Activity (Class): Activity (Class): Set to ‘Classes’.Set to ‘Classes’.
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o Activity (AdHoc): Activity (AdHoc): Set to ‘System’Set to ‘System’
Difficulty LevelDifficulty Level:: Set to ‘Beginner’Set to ‘Beginner’. This setting is not used.. This setting is not used.
Age LimitAge Limit: Used for to limit the age : Used for to limit the age of customers booking this activity.of customers booking this activity.
Gender RestrictionGender Restriction: Used to restrict the gender of customers booking this activity.: Used to restrict the gender of customers booking this activity.
Max CapacityMax Capacity::
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o Activity (AdHoc): Activity (AdHoc): Set to 1.Set to 1.
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o Activity (Drop In Class): Activity (Drop In Class): Set to any number greater than 1. Set to any number greater than 1.
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o Human Resource (Instructor):Human Resource (Instructor): Set to 1. Set to 1.
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o Physical Resource (Location):Physical Resource (Location): Set to 1. Set to 1.
First Time Setup:First Time Setup: Not used.Not used.
Closedown Time:Closedown Time: Not used.Not used.
Advanced limit:Advanced limit: Set set how many days in Set set how many days in advance the activity can be booked, it advance the activity can be booked, it counts today as a daycounts today as a day so a week in advance would be
so a week in advance would be 8 days. This only affects activity resource types.8 days. This only affects activity resource types.
Is ActiveIs Active: Tick.: Tick.
Is Bookable:Is Bookable: Tick. Tick.
Allow Double Booking:Allow Double Booking: Tick this if you want to allow multiple bookings of this resource. For Tick this if you want to allow multiple bookings of this resource. For example, ifexample, if you have a generic “Swim Instructor”
you have a generic “Swim Instructor” you might want to tick this to you might want to tick this to allow you to use this multiple timesallow you to use this multiple times until you know who is actually instructing the activity.
until you know who is actually instructing the activity.
Force Adjacent Bookings:Force Adjacent Bookings: Commonly used for ad-hoc bookings so that members have to Commonly used for ad-hoc bookings so that members have to book intobook into specific slots instead of specifying exactly what time
specific slots instead of specifying exactly what time
Is ParentIs Parent: This should only be ticked if it’s a physical resource t: This should only be ticked if it’s a physical resource t hat is being configured. For example, Ihat is being configured. For example, I would tick this on ‘Swimming Pool’ but not
would tick this on ‘Swimming Pool’ but not tick this setting for Lane 1, Lane 2 etc.tick this setting for Lane 1, Lane 2 etc.
Parent ResourceParent Resource: Should only be selected if configuring a parent : Should only be selected if configuring a parent resource, this is used to link resourceresource, this is used to link resource sectors (e.g lanes of a pool) to
sectors (e.g lanes of a pool) to the parent resource (e.g swimming pool).the parent resource (e.g swimming pool).
ClubClub: Set the location for the resource. Resources are configured per club/site/facility.: Set the location for the resource. Resources are configured per club/site/facility.
Timeslot:Timeslot: This will enable you to book activities in Front of This will enable you to book activities in Front of House with different time slots, for exampleHouse with different time slots, for example you might want Squash to be bookable in 15min increme
you might want Squash to be bookable in 15min increme nts such as 9.00, 9.15, 9.30, 9.45 nts such as 9.00, 9.15, 9.30, 9.45 etc. It will alsoetc. It will also stop activities from overlapping on the booking sheet and will give
stop activities from overlapping on the booking sheet and will give you a cleaner view, it you a cleaner view, it is important tois important to set this on both the activity and physical resources
set this on both the activity and physical resources (includin(including parent resource)g parent resource) ..
DurationDuration: Enter the duration of the ac: Enter the duration of the activity. For human / physical set to 60.tivity. For human / physical set to 60.
FOH Timeslot Override:FOH Timeslot Override:
Setup Time:Setup Time: Not used.Not used.
Max Future Bookings:Max Future Bookings: Used to limit the number of future Used to limit the number of future bookings members can make. Quite oftenbookings members can make. Quite often members will get a 100%
members will get a 100% discount on activities which opens it up to abuse. This helps resolve that.discount on activities which opens it up to abuse. This helps resolve that.
Advance Limit Apply Time:Advance Limit Apply Time: If an advance limit has been set, If an advance limit has been set, this option allows you to set the time this option allows you to set the time atat which the activity becomes available for bookings.
which the activity becomes available for bookings.
Disallow Double Booking (Member)Disallow Double Booking (Member): Prevents customers from booking 2 ac: Prevents customers from booking 2 ac tivities at the same time.tivities at the same time.
Drop In Class Example Setup Drop In Class Example Setup Note the resource group and
Note the resource group and capacitycapacity
AdHoc Activity E
AdHoc Activity Example Setupxample Setup
Note the capacity should always be set to 1 Note the capacity should always be set to 1
Parent Physical Resource Example Setup Parent Physical Resource Example Setup Note ‘Is Parent’ is ticked and the capacity should always be
Note ‘Is Parent’ is ticked and the capacity should always be set to 1set to 1
Sector Physical Resource Example Setup Sector Physical Resource Example Setup Note
Note‘Parent ‘Parent Resource’ is set to the parent resource (swimming pool)Resource’ is set to the parent resource (swimming pool) The capacity should always be set to 1
The capacity should always be set to 1
8.2.2.
8.2.2. LINKAGELINKAGE
Activity (AdHoc):Activity (AdHoc): Link to the parent physical (resource).Link to the parent physical (resource).
Activity (Drop In Class):Activity (Drop In Class): Link to the sector physical (resource) t Link to the sector physical (resource) t hat you want to book out whenhat you want to book out when scheduling an instance of this class. If you created
scheduling an instance of this class. If you created the ‘Booking Location Sub Types’ from thethe ‘Booking Location Sub Types’ from the previous section, you can link to these
previous section, you can link to these here so that you have an option picking the here so that you have an option picking the bookingbooking location when scheduling an instance of this class (see below
location when scheduling an instance of this class (see below screenshot).screenshot).
Human Resource (Instructor):Human Resource (Instructor): Only the general tab should be Only the general tab should be completed for human resources.completed for human resources.
Physical Resource (Location):Physical Resource (Location): Link to the activity subtype that Link to the activity subtype that corresponds to this location. Forcorresponds to this location. For example, if this was a Swimming Pool or
example, if this was a Swimming Pool or a lanea lane in that pool, I would link to “Swimming Poolin that pool, I would link to “Swimming Pool Activities (sub type)”
Activities (sub type)” on the parent and all of on the parent and all of the sectors (lanes).the sectors (lanes).
8.2.3.
8.2.3. AVAILABILITYAVAILABILITY
Set the days and times that t
Set the days and times that this resource is available, for pre-scheduled activities you can sehis resource is available, for pre-scheduled activities you can se lect all days / times.lect all days / times.
8.2.4.
8.2.4. ADVANCE NOTICEADVANCE NOTICE
Advance notice works like the advance limit described on
Advance notice works like the advance limit described on the general tab. It is used tthe general tab. It is used to define how far in advanceo define how far in advance a customer can book an activity in FOH
a customer can book an activity in FOH & online. Setting it here allows you to & online. Setting it here allows you to bulk update it should you everbulk update it should you ever need to change the
need to change the limits.limits.
Setup:
Setup: Legend Control Panel >> Data Legend Control Panel >> Data tab >> Bookings >> Setup Booking Notice Periodstab >> Bookings >> Setup Booking Notice Periods
8.2.5.
8.2.5. ONLINEONLINE
Only use configure this for Activity resource types t
Only use configure this for Activity resource types t o enable online bookings.o enable online bookings.
Book Online:Book Online: Tick to enable.Tick to enable.
Advance Limit (Members):Advance Limit (Members): Set the number of Set the number of days in advance a customer can book this actdays in advance a customer can book this act ivity.ivity.
Advance Limit Apply Time:Advance Limit Apply Time: Set the t Set the time at which the activity will become bookable online.ime at which the activity will become bookable online.
Web Description:Web Description: Enter the text Enter the text to appear online when a customer is browsing this actto appear online when a customer is browsing this act ivity.ivity.
8.2.6.
8.2.6. MISCMISC
Inventory:Inventory: Only select an inventory item for a acOnly select an inventory item for a ac tivity resource type. Otherwise leave it tivity resource type. Otherwise leave it set to <None>.set to <None>.
Is Default:Is Default: Ticking this will automatically take you directly to this r Ticking this will automatically take you directly to this r esource when the module is opened.esource when the module is opened.
Cancellation Cut offCancellation Cut off – –Days and Time:Days and Time:
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o Cancellation Cut off Day:Cancellation Cut off Day: Set the number days before the Set the number days before the activity starts that you will still offeractivity starts that you will still offer the customer a refund upon cancelling their booking.
the customer a refund upon cancelling their booking.
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o Cancellation Cut off Time:Cancellation Cut off Time: Sets the time of day for the cut off.Sets the time of day for the cut off.
Cancellation Cut offCancellation Cut off – – Hours Before: Hours Before:
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o Cancellation Cut off Hours:Cancellation Cut off Hours: Set the number of hours before Set the number of hours before the activity starts that you will stillthe activity starts that you will still offer the customer a
offer the customer a refund upon cancelling their booking.refund upon cancelling their booking.
Fixed Cancellation Fee:Fixed Cancellation Fee: If a customer cancels their If a customer cancels their booking outside of the cut off hours, you can opbooking outside of the cut off hours, you can op t tot to charge a cancellation fee.
charge a cancellation fee.
Late booking time period:Late booking time period: Allows front desk / rece Allows front desk / reception staff to book customers into a drop in ption staff to book customers into a drop in classclass even though the class has started,
even though the class has started, set in minutes.set in minutes.
Force booking paymentForce booking payment: Will: Will not allow ‘Book & Pay Later’ if not allow ‘Book & Pay Later’ if ticked.ticked.
Waiting List TypeWaiting List Type: By default,: By default, this is set to Inherit the sethis is set to Inherit the setting configured in ‘Global Settings’, it can tting configured in ‘Global Settings’, it can bebe overridden if required.
overridden if required.
Waiting List CapacityWaiting List Capacity: Set the maximum capacity for the : Set the maximum capacity for the waiting list.waiting list.
No Of Mins Before for No Of Mins Before for Last Waiting List EmailLast Waiting List Email: Set when the : Set when the last email is sent to customers.last email is sent to customers.
No Of Mins Before for No Of Mins Before for Last Auto Waiting ListLast Auto Waiting List: Set when the last email is sent to customers.: Set when the last email is sent to customers.
Enable booking auto set status:Enable booking auto set status: Configuring this will automatically update the booking status ofConfiguring this will automatically update the booking status of customers enrolled into the activity. By default,
customers enrolled into the activity. By default, the status is updated when the customer the status is updated when the customer ‘swipes’ in via‘swipes’ in via FOH to mark their attendance.
FOH to mark their attendance.
8.2.7.
8.2.7. SECTOR LINKAGESECTOR LINKAGE
This tab is only used for Ad-Hoc activities. Sectors will only appear if yo
This tab is only used for Ad-Hoc activities. Sectors will only appear if yo u have linked the parent physicalu have linked the parent physical resource on the linkage tab.
resource on the linkage tab.
Select the number of Select the number of sectors that the activity uses in one booking.sectors that the activity uses in one booking.
Highlight the combinations of sectors to be used and move tHighlight the combinations of sectors to be used and move t hem into the linked sectors box.hem into the linked sectors box.
For example, if you have 4 fields
For example, if you have 4 fields and this activity uses 2 fields, you would configure it and this activity uses 2 fields, you would configure it as per below:as per below: