Courses are products with preset schedules and a preset number of persons who can participate. A reservation is used as a container for the course, including the schedule, the resources needed, and the list of participants as activity entries (lines in the reservation).
The reservation Date from and Time from is used as the reference date for the participant assignment, and to keep track of availability (according to the resource used for availability).
| Reservation Type | You must set up a reservation type with Date Range set up as Date Schedule. Also Multiple Clients must be set to Yes and Multiple Locations to No. Other settings according to needs. |
| Activity Type | You must create an activity type with Day Duration set as Single Day. The activity type must be assigned as a valid activity type for the reservation type created for Courses. |
| Resource Group | You must create a resource group with Capacity Based On set to Location/Day/Time specific. Usage Count Based On should be No. of People or Quantity, depending on needs. Usage Time Filtering should be set to Activity Start Time. |
| Resource | You must create one resource belonging to the resource group (see Activity Resource Groups). This resource will be used to keep track of availability. Use the Day Specific Capacity action to set up the schedule for the STARTING DATE & TIME of the first lesson in each course and the seat capacity of the course (the total number of participants allowed). Note: Your courses may span multiple dates, but here you only define the starting date and time (first lesson) for each course, which is going to be used for availability tracking. A resource must have capacity for the product created (see below for details on the product). |
| Activity Product | Here you must define a product which will define the pricing for the course. This product must belong to the Activity type created for this purpose. Also, the Interval Type is important and must reflect the scheduled times for the first lesson of the course to present the availability. Product Type must be set to Course. In Resources Required the Assignment Type must be set to Specific Resource and fixed to the resource created for the purpose of availability. Note: Make sure the specified resource is capable of handling the product. Note: When a product is based on single resource only, the Product Schedule action will become enabled on the Product Card. This is basically a shortcut to the specific capacity of that single resource. This is only valid when a product requires a single resource with quantity-based capacity. |
| Reservation | When all settings are in place, you must create a Reservation for every course held, as a container for the participants and the availability, as well as for scheduling the resources needed. The reservation must be assigned the relevant reservation type, which should then adjust the view of the reservation accordingly. Use the Schedule action on the Reservation Card to set the schedule of the course and the resources needed for each day of the schedule. Make sure to reserve the resources at some point (the Reserve Resources action. Note: It is important to note that the Reservation From and Time From fields are set with the date and time of the FIRST LESSON. This is important because the availability is only checked towards this date for the participants. Confirm the reservation before you begin to assign participants. Note that status changes on reservations of type Schedule will not affect the activities (in this case participant lines), except cancellation of the whole reservation. Otherwise, each activity (participant) has its own payment and status. |
| Activity (participants) | Selling a seat in a course is the same as selling any other product, and availability is shown for the FIRST DATE/TIME of each course in availability views. Therefore, it is important that the product has interval settings as well to reflect the start times for the course , since interval types/times dictate all availability views. |