You add a facility as follows:
- Display the Facilities page by clicking on the Facilities button on the toolbar
- Click on Add Facility in the task list to display a new Facility form as shown below:
- You can then enter details of the facility as follows:
- Name: Enter a meaningful name to identify the facility (e.g. Squash Court 1)
- Part of a Group: If you have set up a Facility Group that you want this Facility to be a part of select it from the list. Otherwise leave it set to "All Facilities".
- Availability: Enter an approximate number of hours that this facility is available during the year. This is than used by the "Booking Analysis By Facility" report to calculate the percentage utilisation of each facility.
- Price Group: Select the Price Group you wish to be used when calculating the cost of a booking.
- VAT Rate: Select the rate of VAT applied when charging for this facility.
- Stop Double Booking: When checked adding a booking will stop you accepting a booking when the facility is already booked. When unchecked double booking is allowed and as such should be used with great caution.
- Allow x booking(s) at the same time: This is used to control the number of bookings allowed at any one time. It is normally left to default to 1 but if you want to allow more than one booking at the same time (e.g. with places in a fitness suite or computer lab) you can change it to the maximum number of concurrent bookings you want to allow.
- Notes: Use the Add button to display a Notes form to enter any notes you wish to maintain about this facility. You can enter as many notes as you need for a Facility by clicking the Add button again after saving a note.
- When you have finished entering details of the facility click on the Save button
How do I add prices to the Price List?
If the price for this facility does not appears on your price list you can open it using the task View Price List.
To do this set up a facility for the Sports Hall as a whole. Then set up one facility for each zone within it using Part Of Group to make it part of the Sports Hall. This will then be represented on the Facilities page as show below.
Now, when you enter a booking for the whole Sports Hall, Booking Pro will automatically check to ensure that none of the zones within it are booked. Each of the facilities has its own pricing so that the cost of hiring the whole facility need not be the same as the cost of hiring all of the zones.
How can I get a list of bookings for a Facility?
To get a list of bookings use the Find Bookings task to use the Advanced Find form to automatically locate and display the required entries.
When might I want to allow double booking?
You might want to allow double booking if you have setup any facilities which you use purely for charging purposes. Examples include joining fees, catering and AV equipment in rooms which you only charge for when it is used.