You can manage the roles and responsibilities at your venue from the Court Booking module. Click here to watch a brief video or reference the information in this article.
The purpose of setting up roles and responsibilities is to give certain people at your facility the ability to make court bookings outside of the 'member' or 'public' rules and you don't want to give them full admin access. For example, the coach or league captain.
Note: if you want them to book recurring sessions or the court booking to have the advanced options- this is only possible if they have admin rights- i.e. court booking administrator/ super administrator or administrator. See Applying Court Booking Rules
This guide will tell you how to:
- To set up the Role/Responsibility in Court Booking
- Set the Pricing Rules for the specific roles in the Court Booking Schedules
- Set the Booking Rules of the Roles and Responsibility
- Assign the Role to Contact
- How the Person make a Court Booking using their Assigned Role
To set up the Role/Responsibility in Court Booking
First you need to set up the Role, to do this, you need to go to the Court booking module along the left-hand side of the admin page. Next, click Settings in the top right of the page and then select Manage roles and responsibilities.
We have auto-populated some roles already, you can add new ones if needed. You can only archive the ones that are not greyed out. The description you add if only for the refence of the admin, it doesn't show anywhere else.
Make sure you save any changes you make by clicking the Save button before you exit the page.
Setting the Pricing Rules for the specific roles in the Court Booking Schedules
Next you need to head to the Manage Schedules section in the Court Booking Settings.
Select the Schedule you wish to edit and click Manage
The select the rule you wish to edit and click Edit, if this applies to all rules, you will need to do each one individually.
In this example: we are giving the role League Captain the option to book the courts free of charge.
Remember to Save Ruleset AND Save Schedule to update the changes. (otherwise you will lose the changes). That is two saves. :)
Setting the Booking Rules of the Roles and Responsibility
This is to set the rules for the role. For example, the League Captain can book free of charge (as set in the previous step) and up to 30 days in advance and up to 8 bookings in that period.
First you need to go back to the court booking - settings - Basic Settings
You would add role - select the role you wish to make the settings and then enter the details.
To explain this further: For the example of the league captain
Advance Court booking period (days) = the number of days in advance they can book (In our example 30 days in advance)
Max Court Booking during period = this links with the third box (Max court bookings period (days) - so it is the number of bookings the person can make in the booking period (days).(In our example we put 8 - so he can book 8 times in 30 days)
Max Court Booking period (days) = The number of days in the max court booking (in our example we put 30 as above)
Max Court booking slots per court booking = This is linked to what you have set in the Booking Slot duration found on the same page. We have it set to 60 minute duration. (So in this example we put 8, which means on any booking they can book up to 8 hours for each booking)
Minimum Booking Slots per Court Booking = The minimum number of booking slots one can book. (In this example we put 2, so that would be 2hours minimum booking).
Remember to click Save Settings.
Assigning the Role to Contact
Now you have set up the roles. You need to assign the role to the contact. To do this, open the Contacts Module.
Select the contact by clicking on their name and in Options- select Edit Contact
Scroll down to the Organizational roles and check the role - then scroll down and Save Contact
To remove a role - you would do the same as above, but uncheck the role.
How the Person make a Court Booking using their Assigned Role
To Book a Court using the assigned role, the player would Log In to the Serve Tennis Organization and head to the court booking module. With the assigned role they can choose to book As a member or As League Captain. They do this by choosing the drop down.
They select View as League Captain (or whichever role you have assigned) and continue to book as they would normally.
The booking would be shown under their name.
If you want to have details - such as League Match etc. This would need to be done by some one with a admin rights - such as Court Booking Administrator or Administrator.