Booking a BOOK-A-SPOT™ asset

If you have set working hours for a BOOK-A-SPOT™ asset, it can be booked independently from your services. When a client books an asset, they have access to that asset for a set amount of time. A staff member is not needed for hosting an asset booking.

When booking an asset, you can choose a single instance booking or a recurring booking. Recurring bookings are bookings that repeat on a set schedule. For example, you can book a recurring room booking once every 2 weeks, or a recurring yoga mat booking that occurs every week on Tuesdays.

When you try to book an asset that is unavailable, you will receive a message that the asset is unavailable on the date and time you have selected. You have the option to fix, book anyway, or cancel the asset booking.

NoteIn order to ignore/override this message, you need to have the appropriate staff role permission.

In this article:

To book a BOOK-A-SPOT asset from the schedule:

  1. Click the App Drawer button .
  2. In the App Drawer, click Schedule.
  3. In the top left corner of the schedule, click +ADD, and select Book an Asset in the list. The booking wizard is displayed.
    • Alternatively, if the schedule is in Calendar view, you can click any available time slot on the schedule to book the asset. The row you select will determine the time slot of the asset. If you select a time slot on the schedule, the order of the next three steps may vary.
  4. Under Client(s), select one or more clients for which you want to book an asset:
    • To select an existing client, type their name into the search box and select their name from the list.
    • To add a new client to WellnessLiving and book an asset for them, click Add new client, enter their required information in the fields provided, and then click Save Client. Repeat for each new client for which you want to book an asset.
    • To book an asset for a walk-in client, click Add Walk-In Client. Repeat for each walk-in client for which you want to book an asset.
      • A walk-in client will not have a client profile in your business. To create a client profile for a walk-in client, click Convert to Client, enter their required information in the fields provided, and then click Save Client.
  5. Under Select an Asset, select the asset you want to book for the client and then select the payment option.
  6. Set the date and time for which the asset will be booked.
    • For single a single booking:
      • Under Date, select the date on which the asset booking will occur, and under Start Time, set the time at which the asset booking will begin.
      • Click Set Time From Calendar, and then click the time slot on the calendar at which the asset booking will occur.
    • For recurring bookings:
      • Set the Recurring option to ON.
      • Under REPEATS EVERY, select the number of days, weeks, months, or years upon which the asset booking will repeat.
        • If you chose weeks or months, under REPEATS ON, you can select the day of the week or the day of the month on which the asset booking repeats.
      • Under ENDS, select whether the recurring booking will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        • When No End Date is selected, the system books six months’ worth of recurring asset bookings. After one month, and every month thereafter, the system books another month’s worth of asset bookings to maintain six months’ worth of bookings for the client. For example, if on January 1st, you book a weekly recurring asset booking with no end date, the system will automatically book asset bookings from January 1st to June 30th. On February 1st, the system will automatically book asset bookings for the month of July, and so on.
  7. If you want to book another asset, click Add Asset and repeat steps 4-6.
    • If you select a different client for the additional asset, the two clients will be charged separately when you book the assets.
    • To discard the additional asset booking, click Remove, and then click OK.
  8. To book the asset:
    • Click Book Unpaid (if available) to book the Appointment without requiring payment from the client when booking.
      • When an asset priced at $0 is booked unpaid by a staff member, it will still be marked as an unpaid bookingStaff members will be required to manually mark the transaction as Paid by completing the transaction on behalf of the client via the client’s upcoming schedule or the Unpaid Visits Detailed Report
    • Click Book and Pay to book the Appointment and require payment from the client when booking. For more information, see Making a sale.
    • Click Book and QUICK Buy to sell the client additional retail products in addition to the Appointment drop-in rate. For more information, see QUICK Buy.
  9. If there are any scheduling conflicts for the booking, the conflict manager is displayed to staff members with the appropriate staff role permissions. Select how to resolve the conflicts and try to book the asset again:
    • Address each individual conflict:
      • To book regardless of the conflict, click BOOK ANYWAY.
      • To cancel the booking, click DO NOT BOOK.
      • To modify the time and date for the booking, click FIX.
    • Address all conflicts at once:
      • To book regardless of the conflict, click BOOK ALL ANYWAY.
      • To cancel the booking, click DO NOT BOOK ALL.

To book a BOOK-A-SPOT asset from a client’s profile:

  1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
  2. In the list of clients displayed, click the client’s name.
  3. On the Overview page, click Book an Asset.
  4. Under Select an Asset, select the asset you want to book for the client and then select the payment option.
  5. Set the date and time for which the asset will be booked.
    • For single a single booking:
      • Under Date, select the date on which the asset booking will occur, and under Start Time, set the time at which the asset booking will begin.
      • Click Set Time From Calendar, and then click the time slot on the calendar at which the asset booking will occur.
    • For recurring bookings:
      • Set the Recurring option to ON.
      • Under REPEATS EVERY, select the number of days, weeks, months, or years upon which the asset booking will repeat.
        • If you chose weeks or months, under REPEATS ON, you can select the day of the week or the day of the month on which the asset booking repeats.
      • Under ENDS, select whether the recurring booking will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        • When No End Date is selected, the system books six months’ worth of recurring asset bookings. After one month, and every month thereafter, the system books another month’s worth of asset bookings to maintain six months’ worth of bookings for the client. For example, if on January 1st, you book a weekly recurring asset booking with no end date, the system will automatically book asset bookings from January 1st to June 30th. On February 1st, the system will automatically book asset bookings for the month of July, and so on.
  6. To book the asset:
    • Click Book Unpaid (if available) to book the Appointment without requiring payment from the client when booking.
      • When an asset priced at $0 is booked unpaid by a staff member, it will still be marked as an unpaid booking. Staff members will be required to manually mark the transaction as Paid by completing the transaction on behalf of the client via the client’s upcoming schedule or the Unpaid Visits Detailed Report 
    • Click Book and Pay to book the Appointment and require payment from the client when booking. For more information, see Making a sale.
  7. If there are any scheduling conflicts for the booking, the conflict manager is displayed to staff members with the appropriate staff role permissions. Select how to resolve the conflicts and try to book the asset again:
    • Address each individual conflict:
      • To book regardless of the conflict, click BOOK ANYWAY.
      • To cancel the booking, click DO NOT BOOK.
      • To modify the time and date for the booking, click FIX.
    • Address all conflicts at once:
      • To book regardless of the conflict, click BOOK ALL ANYWAY.
      • To cancel the booking, click DO NOT BOOK ALL.

 

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