EMS | Group Activity Code Setup

EMS | Group Activity Code Setup

Description

Group Activity Code Setup creates the booking rules for all activity bookings, such as a studio class, cookery school or outdoor activity.  


Resolution




Creating Group Activity Codes

In "Administrator" or via "Configuration" click onto “Group Activities Menu" then "Group Activity Codes”
 


  1. To create new Group Activity click onto the "Green Plus"
  2. Enter a Code - the code is a maximum of 8 characters
  3. Enter a description 
  4. Select a "Income Centre" from the dropdown list
  5. Select an appointment "Category" from the dropdown list
  6. Select the "Gender"
    1. The default is "Either" this removes any dependency on the guest gender
    2. Selecting "Female" or "Male" will restrict a booking based on the guest declared gender based on your organisations configured title/pronouns settings
  7. Move the required Sites from left to right to allocate
  8. Select the "Green Tick" to confirm

Applying Site Rules 

In "Administrator" or via "Configuration" click onto “Group Activities Menu" then "Group Activity Codes”, and select the "Site Details" tab

  1. Select the "Appointment" from the List at the bottom of the screen, then select the "Site Details" tab
  2. If using a multi-site solution select the "Site" in the list of sites
  3. You can then apply the general appointment rules
    1. Alternate Description - if the site naming convention differs per site you have the ability to define a local description
    2. Allocation Code - set the interface code to allow postings to the the Property Management System (PMS)
    3. Treatment - includes this group activity when reporting on treatments 
    4. Prompt For Medical – leave this ticked if you require the system to prompt conflicting medical conditions for this appointment code.
    5. Reservation Availability - sets the group activity as a control to limit bookings via reservations
    6. Web Bookable - activate to allow online bookings
    7. Do Not Print – removes the group activity from standard schedule prints
    8. EPOS Inclusive - used in conjunction with EPOS interfaces, e.g. add a dinning option to state that an allocation is included
    9. Tax - ability to define the tax percentages for the appointment - see Tax Rules
    10. Gratuity - ability to apply a service charge percentage - see Gratuity rules

Applying restrictions

The contra- warning provide the ability to alert the team on booking and restrict booking based on specific rules 
  1. To configure select the required Tab

 
  1. Medical - select the medical restriction and move from left to right
    1. To define the level of restriction
      1. “Deny” will prevent the appointment from being booked if the client has declared the "Medical Type"
      2. “Warn” will still allow the appointment to be booked if necessary, and alert the staff on booking and arrival if the guest has declared the "Medical Type"

  1. Contra-Indications- select the appointment which impact the booking of the selected appointment
    1. Using the Days, Hours drop down you can define the restriction Before and After the selected appointment can be booked based on the guests existing bookings 
    2. To define the level of restriction
      1. “Deny” will prevent the appointment from being booked based on existing guest bookings
      2. “Warn” will still allow the appointment to be booked if necessary, and alert the staff on booking and arrival based on existing guest bookings

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