Automatically booking BOOK-A-SPOT™ assets for Appointments, Classes, and Events

You can set up BOOK-A-SPOT™ assets  to be automatically booked with your Appointments, Classes, and Events. You can also select whether clients are able to choose which specific asset they are using.

You have the following options when setting up assets to be automatically booked for Appointments:

  • A specific asset from the selected category is booked for the Appointment.
    • Example: You have an asset category called Rooms. In this category, you have an asset for each room in your business, such as a Yoga Room. When a client books a private yoga lesson, the Yoga Room asset is automatically booked.
  • Any asset from the selected category is booked for the Appointment.
    • Example: You have an asset category called Yoga Mats. In this category, you have the following assets: Small Yoga Mat, Medium Yoga Mat, Large Yoga Mat. Each of these assets has a quantity of 10. Any of these assets can be booked for the Appointment. If the asset used for the Appointment can be selected, clients can select a yoga mat that is the appropriate size for them.

You have the following options when setting up assets to be automatically booked for Classes and Events:

  • Assets are reserved individually per client.
    • Example: You have an asset category called Stationary Bikes. One bike is reserved for each client booked into this Class or Event. The number of available bikes will determine the capacity of the Class or Event. If assets of that type are being used by other services, the available number is affected accordingly.
  • One asset is reserved to be shared by all clients in the Class or Event.
    • Example: You have an asset category called Rooms. In this category, you have an asset for each room in your business. When a cycling Class or Event is scheduled, the Cycling Room asset is automatically reserved to be shared by entire the Class or Event.

In this article:

To automatically book assets for an Appointment:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Appointments.
  4. On the Appointments page, create a new Appointment Type or modify an existing Appointment Type:
    • To create a new Appointment Type, click ADD SERVICE under the desired Appointment category.
    • To modify an existing Appointment Type, click the Appointment Type you want to modify. You may have to browse or filter the list to find the correct Appointment Type.
  5.  In Advanced Settings, under Assets, select Service requires assets.
  6. From the list, select an asset category. If no assets are configured for your business, a message referring you to the bookable asset creation page is displayed. For more information, see Creating a bookable asset.
    • If one or more specific assets from the selected asset category must be used for the Appointment, select This service requires a specific asset within this category.
      1. Select the checkbox next to assets that can be used for the Appointment. Clear the checkbox next to assets that cannot be used for the Appointment.
    • If any asset from the selected asset category can be used for the Appointment, select This service can use any asset within this category.
  7.  If clients should be able to choose which asset they will use for the Appointment, select Client is able to choose which asset they would like to reserve. If the client should not be able to choose which asset they will use for the Appointment, select Asset is selected automatically and the client cannot change the reservation.
  8. To add another asset type, click the Add asset button and repeat steps 6 and 7.
  9. Click SAVE.

To automatically book assets for a Class:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Classes.
  4. On the Classes page, create a new Class Type or modify an existing Class Type:
    • To create a new Class Type, click ADD CLASS.
    • To modify an existing Class Type, click the Class Type you want to modify. You may have to browse the list, use the Search option, or filter the list to find the correct Class Type.
  5.  In Advanced Settings, under Assets, select Service requires assets.
  6. From the list, select an asset category. If no assets are configured for your business, a message referring you to the bookable asset creation page is displayed. For more information, see Creating a bookable asset.
    • To reserve one asset for each client, select This asset is reserved individually per client. This option is useful for Classes that require one asset for each client in the Class, such as a stationary bike for a Spin Class.
      1. If clients should be able to choose which asset they will use for the Class, select Client is able to choose which asset they would like to reserve. If the client should not be able to choose which asset they will use for the Class, select Asset is selected automatically and the client cannot change the reservation.
    • To reserve one asset for the entire Class, select This asset is reserved for the entire class. This option is useful for Classes that require one asset for the entire Class, such as a room for a Yoga Class.
  7.  To add another asset type, click the Add asset button and repeat step 6.
  8. Click SAVE.

To automatically book assets for an Event:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Events.
  4. On the Events page, create a new Event or modify an existing Event:
    • To create a new Class Type, click ADD EVENT.
    • To modify an existing Event, click the Event you want to modify. You may have to browse the list, use the Search option, or filter the list to find the correct Class Type.
  5.  In Advanced Settings, under Assets, select Service requires assets.
  6. From the list, select an asset category. If no assets are configured for your business, a message referring you to the bookable asset creation page is displayed. For more information, see Creating a bookable asset.
    • To reserve one asset for each client, select This asset is reserved individually per client. This option is useful for Events that require one asset for each client in the Event, such as a stationary bike for a Spin Bootcamp.
      1. If clients should be able to choose which asset they will use for the Event, select Client is able to choose which asset they would like to reserve. If the client should not be able to choose which asset they will use for the Event, select Asset is selected automatically and the client cannot change the reservation.
    • To reserve one asset for the entire Event, select This asset is reserved for the entire class. This option is useful for Events that require one asset for the entire Event, such as a room for a Yoga Retreat.
  7.  To add another asset type, click the Add asset button and repeat step 6.
  8. Click SAVE.
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