Read First: Booking Portal Definitions

Overview

This article will explain some definitions used throughout the booking portal. It will help you get started and build your custom booking portal.

What is a RESOURCE?

A Resource is something the community owns and used to prevent double bookings. When a Resource is used by a Service or Event, it is no longer available to be used by another Service or Event at the same time. Resources can be objects, physical spaces, or virtual.

Examples of resources are Party Rooms, Pavilions, Tennis Courts, Swimming Pools Lanes, etc.

For instance, a Pavilion (Resource) cannot be shared. If the Pavilion (Resource) is used by a Arts & Crafts meetup (Event) then a Pool Party (Service) can not bee booked at the same time.

What is a SERVICE?

A Service is something offered to patrons. Patrons will select and book the service. A Service has a calendar of availability and zero, one or more Resources that it can be booked on.

Examples of services are a pool party, a tennis court reservation, a private tennis lesson with a specific instructor, pavilion rental, etc.

For instance, Steve the tennis pro (Service Owner) might have a 30 minute Lesson (Service). Steve (Service Owner) sets the hours and assigns all the tennis courts (Resources) to the service. Jessica (a Patron) will book the lesson (Service).

What is a BOOKING?

A Booking is a reservation of a Service for a particular time slot. When a Booking is made, it is added to the community's calendar.

For instance, Owen (a Patron) will book a pool party (a Service) on July 15th at 3pm. This action creates a reservation (a Booking) on the community's calendar.

What is a PATRON?

The Patron is the person who booked the Service or signed up for an Event.

For instance, Jeff (the Patron) has a tennis lesson (the Service) with Wendy (the Service Owner) at tennis court B (the Resource).

What is a SERVICE OWNER?

Administrators control user permissions throughout the Access Granted Systems platform. The Service Owner is a special permission that allows a user to manage a specific service.

For instance, Jimmy the lifeguard (Attendant) normally works at the font desk but also gives swim lessons on his day off. You can make Jimmy the Service Owner of "Jimmy's Lessons" (a Service) without giving him full permission to the entire booking portal. Now Jimmy can manage his lessons but not anything else.

What is an EVENT?

An Event is an activity one or more patrons can signup for.

Examples of Events: Fitness class that 15 people can attend, BBQ Social where patrons can signup and pay $10 per person, a group swim lesson.

Note: Events require a Resource. For instance, you can host a Pot Luck Dinner (Event) at the Pavilion (Resource). Patrons will signup for the Pot Luck Dinner.

What is an EVENT OWNER?

Unlike the Services, users must have full permission to manage events. The Event Owner is the specific user that created the specific event.

For instance, your community hosts a Pot Luck Dinner. If you are an HOA that has multiple board members and all board members have permission to manage events. The Event Owner is the specific user (Board Member Nancy) that created the Pot Luck Dinner in the booking portal. Any user with permission (any board member) can edit & manage the event.

What is an BLOCK?

A Block is a scheduled time a Resource or Service is unavailable.

For instance, you can block the Pavilion (Resource) from being available Wednesdays from 10am to 11am for cleaning because that is when your cleaning company comes.

What is EXPANDED AVAILABILTY?

This is a block of time on a Service that extends the business hours past the normal operating time on a one-time basis.

For instance, Jimmy (the Service Owner) has a extra day off. Jimmy can add an extra day to his swim lesson availability (Service) for just that one extra day.

Can I book a resource?

No. If you have an object you reserve, rent, or signup for that is not used for anything else, simply make it a Service or Event.

For example, you have a BBQ grill. Simply make a Service called "BBQ Grill Reservation"

Why would I use resources?

To prevent double Bookings

If more than one service or event uses the same physical object or space. For example, you only have one tennis court but have multiple tennis instructors and have open play pickleball. Add the tennis court as a resource. If instructor Steve is having a lesson at 2pm, then nobody else can book the tennis court at 2pm. Your single tennis court will not get double booked.

To simplify your Services

If you have multiple of the same resource. For example, you have six tennis courts. You allow tennis court reservations during open play. Create six resources called: Tennis Court 1, Tennis Court 2, etc. Then create one service called: Tennis Court Reservation. Your members can reserve any of the six courts until they are all used up.

To use Events

To offer an Event, you must associate an event with a Resource.