Time Slots for Activities – Movie Night Example

 

 

In this document we will take you through a step-by-step process on how to setup a time slot for an Activity. There are many different reasons you would want to use the time slot feature for an activity – perhaps you have drop in Game Time for Seniors, or you offer a Family Movie Night.  You could also set up your Free Swim time slots using an Activity time slot rather than a Facility time slot.  Be aware that you can issue QR codes with your times lot registration to provide entrance ‘tickets’ and use the Daily Pass type fee to allow your patrons to purchase entrances/tickets with fees by age.  You will first need to set up a Top Level or “parent” category with the required settings and then you will set up the Sub-Category or “child” level where the time slots are defined. 

 

Prerequisites: In order for you to be able to create the time slots you will need to have access to be able to Define Activities.

Other Resources:  Defining Facilities and Parks for Registration ; Using QR Codes for Activities or Facility Reservations ; Time slots for Activities - Daily Pass Fee Option

 

This document will cover:

ü Time Slot Type Table

ü Creating a New Activity Category and Sub-Categories

ü Creating Specific Activities with Time slots

o  Registration Tab Choices for Time slots

o  Walkup Fee Tab Choices for Time slots

o  Internet Tab Choices for Time slots

o  Creating Your Time Slot

 

Time Slot Types Table

If desired, you can categorize your time slot types and maintain them in a table at File>Maintain Tables>Activities>Time Slot Types.   Having a list of types to choose from will be handy when you create specific slots.   You can also create new types as you add or edit slots and those will be added to your table.  Time Slot Types can help you create more detailed reporting.

 

Creating a New Activity Category (parent resource)

To begin navigate to Define>Activities for Registration

 

This will bring up the ‘Define Activities for Registration’ screen. To the right of the hierarchy window click the [Add Menu Category] button.   

The ‘Add/Edit Categories’ screen will popup.  Here you will enter in a description for the Top-Level (parent) category and select the Create as Main Category radio button.  Click [OK] to save that new Menu Category. 

 

Highlight your Top Level menu item if it is not highlighted already (Family Movie Nights in our example).  From here you can repeat the above steps to set up Sub-Menu (if desired) by choosing the [Add Menu Category] button and then selecting Create as Sub-Category.  A Sub-Category is optional.

 

Creating Specific Activities with Time slots

Once you have the Category or Sub-Category you wish to create your specific activities under, highlight the category and then add specific activities by selecting the [Add New Activity] button.    

On the ‘Activity Setup’ screen name the Activity and select Time Slots in the drop down as your Registration Method.  Click [OK].

 

The ‘Add/Edit Time Slot Definition’ screen is where you will set all the parameters for your time slot activity.   We will only highlight a few of the settings in this example.  

At the top enter your Start: and End: dates and select your Category from the drop down.  

Before you click on [Add/Edit Time Slots] you must first set up your GL account and we suggest you complete information on the various tabs below including ‘Registration’ tab choices, ‘Walkup Fees’ structure, ‘Internet’ options, ‘Discounts’ etc.  

 

Important:  Your new Activity will not save until you have set up at least one time slot.  We suggest you work your way thru each tab and then click [Add/Edit Time Slots] to add your time slot in before you click on [Close] at the bottom of the screen. At a minimum, you must select a GL Account on the ‘Walkup Fees’ tab before you can use the [Add/Edit Time Slot]

 

Registration Tab Choices for Time Slots

Among the many settings on the ‘Registration’ tab you will want to select some specific to Time Slot type registrations.

Reg Mode:   You can choose Single or Multiple Registration Mode.   Single is where only one instance of a slot may be purchased by an individual (think of this as a single ticket purchased one at a time).  Multiple allows a purchaser to purchase several tickets at once. 

Note: If you use the Daily Pass Fee option on your Walk up fee tab, you can allow a purchaser to buy tickets at different pricing levels such as Child pricing and Adult pricing.

Max Per Slot: This is the total number of registrations that can be taken for any time slot later defined.

Send QR Code for Touchless Admittance:  This will create QR codes that can be provided by text or email to patrons to scan at admittance during the time slot.

Reservation Limits: You can set the maximum number of reservations a person can make in any one day or over a multi-day period

Allow Resv Until - minutes before session is over: This let’s you establish rules for how late a registration can be made.

Limit registration to – days in advance: This is helpful if set up or food orders are needed and you need final count of registrants in advance

Allow Admittance – Min Before Session Start Time:  This setting allows you to plan for people to enter the facility and prepare to participate in the activity (for example if they need to use a locker room to change, you can allow them 10 or 15 minutes in advance.  If you are having a movie night with many participants you may want to start allowing people to enter 60 minutes in advance.

 

You can also select any of the other settings you desire on the ‘Registration’ tab including registration restrictions.

 

Walkup Fee Tab Choices for Time slots

GL Account:  A GL Account must be selected from the drop down or add a new one using the [+] button to the right.   

Walkup Fee Strategy.  A fee strategy must be selected.  Notice that you can use the new Day Pass Fees option and include various Day Pass fees including those that are defined into age categories.  

Don’t Record the Transaction:  This is an option if it is a $0 fee activity. This MUST Be selected if there is no fee.

 

Internet Tab Choices for Time slots

There are many choices on the Internet tab, but the key settings you may consider are whether to allow the time slot registrations to be made on ActivityReg, whether you would like Customers to be able to cancel those registrations and related settings.

 

Creating Your Time Slot

Now you are ready to create your time slot.   Click the [Add/Edit Time Slot] button at the top of the screen.   This brings you to the ‘Time Slot Maintenance’ screen.  Notice to the right you have buttons to [Add], [Add Multiple], [Edit], [Delete] and other features to manage your time slots.   Choose a date from the calendar and click [Add] to bring up the ‘Add/Edit Time Slot’ window.

Here you will select your Slot Type (or add a new one), add the date and time for your slot and any Facility reservation information you want to associate with this activity.   Click [OK] to save your slot and save your new activity.

 

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