Example: How to setup a private lesson

Example: How to setup a private lesson

Overview

Situation: In this example, we are going to create a private tennis lesson taught by the club's tennis pro.  This club has 3 tennis courts.    These scenarios are when you have an instructor that will give a private lesson.  (Not group lessons.  Group lessons or classes are events.)  
Policy:
  1. Patrons can book a private 1-hour lesson.  
  2. Private lessons can only occur if a court is available and tennis pro is available.   
  3. The lesson fee is $85 per 1-hour lesson.  $75 for the instructor.  $10 for the club.        

What booking portal features are we going to use?  

  1. Since this is a private lesson based on the tennis pro's availability, we are going to build a Service.  This is not a group lesson or class.  A class (group lesson) would be an event.  
  2. Since there are 3 courts, we will use the Resource feature to manage the 3 courts.  
  3. We are going to add the tennis pro as the Service Owner and allow them to manage their own private lessons.  We'll call them the "Instructor".   
  4. Since the lesson requires a payment, the Fees features will be used to collect payment. 
  5. Since the instructor may want to go on vacation or have personal time off, the Block feature will be used. 
  6. Since the instructor may want to give additional lessons on some bonus days, the Availability feature will be used.   

Step 1) Add three (3) resources

You'll add three (3) resources.  i.e. your 3 tennis courts.   All with the same category (Tennis Courts).  Use a name and description to help your members choose which court they would like to reserve.  
CLICK HERE to learn how to add a resource.  

Step 2) Create a new service

Use a name and description to help your members choose the service.  The category is optional.  
To learn how, CLICK HERE (part 1).  

Step 3) Edit the service settings

This is the second part of our general help article.  We'll recommend your settings below.  


  1. Click Assign Resources
  2. Check your 3 tennis courts you created in step 1
  3. Click Done

  1. Click Service Owner
  2. Select your Tennis Pro user.  (If your user is not listed, CLICK HERE to learn how to add new users)
  3. Click OK

  1. Service Opens After: Unchecked.  Since the lesson may occur year round, leave the 3 availability options unchecked.   
  2. First available Booking: Unchecked.
  3. Last Booking Before: Unchecked.
  4. Requires Membership: Unchecked.  Leaving this unchecked is better for this scenario.    
  5. Limit Daily Bookings: Unchecked.  You want to have as many lessons as possible.   

  1. Service Hours of Operation: These are your Tennis Pro's base hours.  The days and times they are available for lessons. 

  1. Booking Instructions: Use this area to give your patron special instructions.   

  1. Interval Length: 6o minutes because lessons are 1-hour.  
  2. Max Intervals: 1 because they can only reserve 1 hour at a time.
  3. Pre & Post Buffer: 0 because there is no setup or cleanup time in-between lessons. 
  4. Required Lead Time before Booking:  None.  In this scenario, patrons can book last second lessons.  Change this if you don't allow last minute bookings.     
  5. Align Bookings: Top of the hour because your reservations start at the top of the hour rather than quarter or half hour.  
  6. Allow Overlapping Bookings: Unchecked because this will only allow one lesson at a time.  This setting (uncheck) is important  in this case.  There are 3 courts but only one instructor.  Not having this check, ensures the instructor is available.   
 
  1. Require Available Resource: Checked because this will ensure a court is available.   If you have multiple instructors or multiple uses for the courts, it is important to have this checked.  
  2. Allow Patron to Select Resource: Checked because this will allow your patron to select their favorite court.    

Add your fees here.  For this scenario, we decided to separate the fees into 2 line items.  
  1. Base Cost: $75  
  2. Service Fee: $10   

  1. Allow Cancellation: This will allow your member to cancel the reservation online without your help.  
  2. Allow Rescheduling: This will allow your member to reschedule the reservation online without your help.  
  3. Auto Refund Fee on Cancellation: This refund their payment upon cancelation.    
  4. Minimum Time for Patron to Reschedule/Cancel: Adjust this number to prevent last minute cancelations.      
  5. Email Service Owner on Booking Activity: Checked.  The instructor will get an email notification. 

Step 4) Save & Test


  1. Don't forget to Save.  Any changes will not be visible on the live booking calendar until you click SAVE.  
  2. Click Go to Patron Booking Page to view and test your service.  

Step 5) Add blocks (if needed)

To learn how, CLICK HERE to read our specific blocking article.  Your tennis pro will block off any dates/time they are unavailable for lessons.
  

Step 6) Add availability (if needed)

To learn how, CLICK HERE to read our specific availability article.  In step 3, you entered the tennis pro's base availability.  You can add dates/time.   

Step 7) Test Again


You should see the blocked time or extra availability.    

Notes

We did not need or use the following features & settings.  
  1. Additional Questions: No additional information was needed from your patrons.  We did not need to custom build any questions.    
  2. Terms & Conditions: The policy did not require a T&C acknowledgments.  If you needed to add a T&C , you can.