How to connect services and resources for bookings

This article provides the steps need to connect a service or resource booking together. For example, if a personal trainer needs to reserve a piece of equipment when a booking is made or if an instructor is teaching a lesson and needs a court.

Assign the instructor role to your staff members

In order for the staff member to be associated with a service you must first assign them the instructor role

Select Settings in the upper right then Manage Roles

Select "Assign Roles"
Search for the instructor and select the checkbox under the instructor role

Add a Service Category

Plan2Play users categories to group together services so when your customers book appointments they see all similar services to choose from under one category. For example, you might have a "Lesson" Category and under lessons you might have a "Private Lesson" and a "Group Lesson" service. When your customer goes to book a services they would select "Lesson" and then be given the types of lessons to choose from, in this case "Private Lesson" or "Group Lesson"

Select Services->Services
Select Category
Select "New Category"
Upload a photo or icon for this category (optional)
Enter the name for this category. If you are allowing users to book, this is the name they will see when they select "Services"
Select "Active" if you wish to make all services in this category available. This will not allow users to book online. This is used to turn on/off resources and service categories.
If you wish to allow your staff to create lessons without associating them to a member/prospect then check the box "Allow to create a booking without selecting a member"
If you wish to restrict booking on this category of services - check this box. This can be overridden by other rules associated to membership plans. Enter the amount of time per day/week/month you wish to restrict on this category. This rule is only enforced when members create bookings.
Select the activity category this service is associated to. This will allow you users to invite others to attend this service with them.

Add the Service

Now it is time to add the service.

Select Services->Services
Select "New Service"
Select the Service Category this Service should be listed under
Enter the Service Name
Provide a Description of the Service
If you will be allowing users to book online:

Select the "Is bookable by user" checkbox
Select the amount of time in advance you will be allowing users to book. For example you might want to say booking opens two weeks before the actual appointment time. So on 10/23 I can book a service for 11/6.
If you wish for booking to open as per your organization hours then select this checkbox. This means that if you are open from 8am to 8pm and have booking open 2 weeks prior to a reservation then on 10/23 at 8am users would be able to book for 11/6. Otherwise booking would open exactly 2 weeks prior to the appointment time so if it was 10/23 at 2am users would be able to book exactly 2 weeks out.

To associate the additional resources that should be available to book with this service, select the category for the resources and then any resources that should be available when this booking is created. For example if you are creating a lesson and lessons should only be booked on Courts 1, 2, 3 - then select only those resources.
Select the durations, staff members and locations that should be made available when booking this service
Select any Late, Cancelation or No-Show Polices that apply

Add Staff Availability

If you will be allowing users to book online you will need to enter the staff availability.

Select Services->Staff
If the staff member you want to setup is not listed you may need to assign them the instructor role as shown in the step above.
Select the "Schedule" menu item
Enter the days and times this staff member will be regularly available
If your pricing changes for each staff member you can enter their pricing here: