The booking rules are crucial to ensuring that events can be booked with the right products. After all, you don’t want to accidentally book a workshop that lasts the whole day with your cheap single session.
The booking rules consist of two parts: the booking groups and the product rules.
Booking groups are used to collect together all events that belong to a price category. All events in a booking group can thus be assigned the same products. It is also possible to place events in several groups.
For example, with a booking group, which could be called “trial visit", it can be determined for which events trial visits are possible. All these events must therefore be added to the group. This booking group is then linked to the corresponding product (e.g. "trial visit") under the product rules.
To define which product can be booked with which events/courses, you must assign the product to a group of events.
All existing products are listed here in the order in which they can also be found under products. A product can also have several booking groups.
Step 1: Create booking groups
The booking rules can be accessed via Settings > Booking Rules.
The group named "Standard" will appear automatically. All sessions/events which are not in a group and to which no product is assigned under product rules can be booked with any existing product (except products of the type course/workshop).
A new booking group can be created under "Add group".
The groups should be named so that they are easy to understand and can be quickly assigned to the right product later. (Note: The group names are not visible to the end user). If, for example, yoga and Pilates courses are offered which cost different amounts (e.g. yoga is cheaper than Pilates), the two groups "Yoga" and "Pilates" can be created.
The following example shows the groups of a studio that offers CrossFit courses. There are courses for adults and there are courses for children.
The list on the right shows which events there are (All events), which events have not been assigned to a group (Events without group) and which events have been assigned to several groups (Events with more than one group).
The studio has special products for children that apply to all children’s courses. This is why the group "CrossFit Kids" was created here.
Courses that can only be attended by adults and all cost the same are gathered in the group "Adults".
Free-training is only possible for customers with a contract. Customers with credit passes or customers who want to book a single session cannot participate in free-training. Therefore, a separate group is also created here.
Trial visits are not possible in all courses, which is why a separate group "Trial visit" was created for this purpose.
The studio also offers personal training, but this is understandably more expensive than attending a normal course. A separate group must also be created for this, so that a personal training session cannot be booked with the normal (cheaper) course products.
Step 2: Add events/appointments to booking groups
The next step is to insert the events into the individual groups accordingly. To do this, click on the icon that says “Select...”. The events can now simply be selected via the list. If you are looking for a certain event, you can find it quicker by typing it in.
If all dates have been selected, the group must be saved by clicking on the Update button. The next booking group can only be edited once you’ve clicked on Update.
By looking at the list "Events without group" you can check if all events have now been assigned to groups.
This is now the case in the example. All children's courses are in the "CrossFit Kids" group; all courses for adults that anyone can book are in the "Adults" group, etc. In the "Trial visit" group, there are only courses for which a trial visit can be booked. Advanced courses (WOD), as well as the ‘Kids Treff’ [kids meeting], are not offered as trials.
Step 3: Define product rules
Once the booking groups have been created, the product rules can then be defined. These are located under the booking groups.
The products can be filtered by product type if required, via the list of options under the “Filter by product type” search bar.
To add groups to the products, click on the field "Select a group" (next to the product). Below the field Usage limitations, which will read "Select..."at first, you can limit the use of the product for the booking group.
Example: If you only want to book an event once a week with a product, then select the “Weekly” limit. The Quantity should then be “1”.
In the example in the article, there should be no limit, which is why "Unlimited" is selected. It can be booked at any time with the product.
To save the product rules, click on the green "Save" button.
To add another group to a product, click on "Add a group" using the "Select a group" button.
In the example, the product "12 month membership" is assigned 2 groups. This is because it is possible to participate in both the adult courses and in the free-training with this membership.
Thanks to the booking rules, you can now participate in all adult courses with the products "Single event","10-credit pass" and "Membership". In some selected courses there is even the product "Trial session". The children's courses can now also only be booked with the "10-credit pass kids" or the "Kids membership".