How to create a service with multiple occupancy

Creating a group booking begins with having a service with an occupancy of more than one:

  • Hover over the your business tab and click services
  • Click add service 
  • Complete the standard details e.g. name and price
  • Click show advanced settings
  • Set the maximum occupancy (this can be anything up to 500)

This is the basic group service. If you save the service at this point, the class will appear as available to book at any free point during your selected resource(s) working hours then that time will appear as unavailable for anyone else to book. 

Closed and open group bookings

Depending on your business, you can set whether a service should be closed i.e. remaining spaces in a group booking are unavailable to book, or open i.e. remaining spaces in a group booking are available for other parties to book. See more about open and closed group bookings in this guide

Scheduling the group booking

If you wish the service to only be available at certain times, you can schedule it. 

When editing the service, click show advanced settings and select custom schedule under bookable times.

The service schedule box will appear. Here you can select the days and times at which the service should be available to book, or set specific dates on which the service should be available to book. Read on to find out how to schedule different kinds of bookings with a service schedule:

1. Availability at the same time every week

For services that should be available to book every week on certain days and times for an indefinite period:

  • Go to the custom schedule of the service
  • Select the day(s) on which the booking will take place and enter the time(s)

Click save and close. The booking will now appear as available to be booked on your booking tools only at the times you have specified.

2. Limited run courses

To schedule a course that will run only for a limited amount of time, e.g. every Thursday for six weeks:

  • Go to the custom schedule of the service
  • Ensure that the service is unavailable on all days of the week
  • Save and close the custom schedule and save service.
  • Click add booking from the top of your screen
  • Select the service
  • In the time selector step, flip the slider next to limit availability according to service schedule to red and select the date and time of the first occurrence of the course
  • Click make recurring

You will now be able to specify how frequently and for how long the course will run.

In the online dropdown, you can set how the customers should be able to book onto the recurring booking. 

Click next and finish entering the details. The course will appear in your calendar and as available to book through your booking tools.

3. Limited run courses which run more than once a week

To schedule recurring bookings which occur more than once a week, you should follow the process to create a limited run course. Once in the calendar, you can reschedule the bookings by dragging and dropping or clicking edit info to ensure that they're on the right dates.

For example, if a booking runs every week on a Tuesday and Thursday for a course of 6 weeks:

  • Create a recurring booking which runs daily, every 3 days 
  • Go to weekly view in your calendar and reschedule the bookings to the correct dates.

NB When a customer books onto a series of bookings, the confirmation they receive will list all future dates and times they are booked into.

4. One-off group bookings

  • Go to the custom schedule of the service
  • Ensure that the service is unavailable on all days of the week
  •  Save and close the custom schedule and save the service.
  • Click add booking from the top of your screen
  • Select the service 
  • Click next 
  • In the time selector step, flip the slider next to limit availability according to service schedule to red and select the date and time
  • Continue to make the booking. 

This single booking will now appear as available to book in your internal calendar are on your booking tools.

If you wish to edit the details of the booking, you can do so easily from the calendar, see this guide

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