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.

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. Click Next, then under Select Clients, select one or more clients for whom you want to book the asset:
    • To add an existing client, type their name into the search box and click Search. In the list below, find the client and click +ADD. Repeat for each existing client for whom you want to book the asset.
    • To add a new client to WellnessLiving and book an asset for them, click +ADD NEW CLIENT, enter their required information in the fields below, and then click +ADD CLIENT. Repeat for each new client for whom you want to book the asset.
  5. Click Next, then under Select an Asset, select the asset you want to book in the first list. In the second list, choose the payment option.
  6. Under Select Date & Time:
    • For single asset bookings:
      1. Specify the date and time for the asset.
    • For recurring asset bookings:
      1. Set the Book Recurring option to ON.
      2. Under Repeats every, select the number of days, weeks, months, or years upon which the asset booking will repeat.
      3. 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.
      4. Under Ends, select whether the recurring asset booking will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        Note 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 assets from January 1st to June 30th. On February 1st, the system will automatically book assets for the month of July, and on March 1st the system will automatically book assets for the month of August.
  7.  To book the asset:
    • Click Book Unpaid(if available) to book the asset without requiring payment from the client up front.
    • Click Book and Pay to book the asset and require payment from the client up front. For more information, see Making a sale.
  8.  If there are any scheduling conflicts for the booking, the conflict manager is displayed. Select how to resolve the conflicts and try to book the asset again:
    • Address each conflict line by line:
      1. To book regardless of the conflict, click BOOK ANYWAY.
      2. To cancel the asset booking, click DO NOT BOOK.
      3. To modify the time and date for the asset booking, click FIX.
    • Address all conflicts at once:
      1. To book regardless of the conflict, click BOOK ALL ANYWAY.
      2. To cancel the asset 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 in the first list. In the second list, choose the payment option.
  5. Under Select Date & Time:
    • For single asset bookings:
      1. Specify the date and time for the asset.
    • For recurring asset bookings:
      1. Set the Book Recurring option to ON.
      2. Under Repeats every, select the number of days, weeks, months, or years upon which the asset booking will repeat.
      3. 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.
      4. Under Ends, select whether the recurring asset booking will end after a specified number of occurrences, on a specified date, or whether it has no end date (i.e., repeats indefinitely).
        Note 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 assets from January 1st to June 30th. On February 1st, the system will automatically book assets for the month of July, and on March 1st the system will automatically book assets for the month of August.
  6.  To book the asset:
    • Click BOOK UNPAID(if available) to book the asset without requiring payment from the client up front.
    • Click BOOK AND PAY to book the asset and require payment from the client up front. For more information, see Making a sale.
  7.  If there are any scheduling conflicts for the booking, the conflict manager is displayed. Select how to resolve the conflicts and try to book the asset again:
    • Address each conflict line by line:
      1. To book regardless of the conflict, click BOOK ANYWAY.
      2. To cancel the asset booking, click DO NOT BOOK.
      3. To modify the time and date for the asset booking, click FIX.
    •  Address all conflicts at once:
      1. To book regardless of the conflict, click BOOK ALL ANYWAY.
      2. To cancel the asset booking, click DO NOT BOOK ALL.
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