Reservations: Creating Fees and adding them to reservations

1. Accessing the Fees Section

• Navigate to Fees: Start by going to the 'Fees' section in your Advanced Settings.
• Add New Fee: Click on 'Add New Fee' to create a new fee for services or equipment.

2. Setting Up the Fee

• Name Your Fee: Type in the name of the fee (e.g., Ball Machine, Racket, Gatorade).
• Define Price Rule:
  • Prorated Fee: Select 'Prorated' if the cost is to be split among all players using the service.
  • Charge Total to Each User: Choose this option if each player is to be charged individually for the service.

3. Setting Usage Limits

• Limit Availability: If the service or equipment (like a ball machine) is limited (e.g., only one available), set the limit accordingly to ensure no overlapping bookings.

4. Assigning Fees to Courts or Reservations

• Individual Fees: For items like Gatorade, which are charged per user, set it as an individual fee.
• Group Fees: For fees applicable to a group, such as equipment rental:
  • General Application: Assign the fee to applicable reservations generally or to all suitable courts.
  • Specific Court Assignment: If you want to allocate the fee to a specific court only, such as a ball machine available at only one court, you can go to 'Courts' in the advanced settings and attach it there. This ensures the fee only shows up when that particular court is booked.

5. Detailed Fee Settings and Visibility

• Available for Users: Toggle this to control user visibility of the fee at checkout.
• Fixed Price by Time: Check this if the fee should not vary with reservation duration.
• Required on Court: Use this setting when a fee must be linked to a specific court or service location.
• Enabled: Activate this to make the fee available for use.
• Pricing Variations:
  • Kind: Set different fees for reservations, lessons, or tournaments.
  • Shift: Adjust fees based on time of day, like peak or off-peak hours.
  • Affiliation: Vary rates for types of members vs. non-members.
  • Age: Apply different fees based on the customer's age group.

6. Adding Pricing to Variable Settings

• Create the Fee: Once you click 'Create' after selecting how you want to manage your fee—via kind, shift, affiliation, or age—you'll be taken to the next window.
• Set Pricing for Variables: In this window, you will add specific pricing details for each variable you've chosen. This allows you to tailor the fee structure to different customer segments, reservation types, and times, ensuring each scenario is priced appropriately.

7. Restricting Fees by Time

• Access Time Restrictions: Click on the calendar icon and select 'Time Blocked Slots'.
• Weekly Time Blocks: For ongoing weekly restrictions, click on 'Time Blocked Slots' to set times during the week when the fee is to be available or blocked.
• Specific Date Blocks: To block fees only for specific dates, click on 'Block a Schedule for a Specific Date.' This allows for date-specific fee adjustments, such as special event pricing or closures.

8. Completing the Setup

• Save the Fee: Once all settings are adjusted, save the fee.
• Testing: Check the functionality by making a test reservation to ensure that the fee applies correctly.

9. Updating Fees

• Edit Fees: Fees can be edited by going back to the 'Fees' section and modifying the settings as needed.
• Apply Changes to Courts: If the fee is linked to specific courts, remember to update the assignment when changes are made.

Frequently Asked Questions (FAQs)

Q1: What does "prorated" mean when setting up a fee?

A1: Prorated means the fee is divided among all users who are part of the reservation. This is typically used for shared services or rentals, like a ball machine, where the cost is split equally among the players.

Q2: How do I assign a fee to a specific court?

A2: When setting up a group fee that needs to be assigned to a court (like a ball machine fee), navigate to the court settings and apply the fee to the desired court. This ensures the fee only shows up when that particular court is booked.

Q3: Can I charge a fee based on the duration of the reservation?

A3: Yes, you can set a fee to be charged based on the time. When creating or editing a fee, select the option "Fixed Price by Time" if you want the fee to remain constant regardless of the duration of the booking.

Q4: How can I make a fee visible only to the facility administrators and not to the users?

A4: When setting up the fee, you can control its visibility. If you do not check the option "Available for Users," the fee will not be visible to users during the checkout process, but administrators can still apply it manually.

Q5: What should I do if I want to apply a fee only on specific days or times?

A5: Use the calendar function to block out or specify the days and times when the fee is applicable. For instance, if a fee is only to be applied on weekends, set the availability to those specific days and times.

Q6: How do I handle fees for non-members?

A6: For non-member fees, set the fee as "Required" and specify a different cost for non-members. This ensures that the fee is automatically added to reservations made by non-members.

Q7: Can fees be adjusted after they are created?

A7: Yes, fees can be edited at any time. Navigate to the 'Fees' section, select the fee you want to adjust, and make the necessary changes. This is useful for updating costs, availability, or rules associated with the fee.