Overview
Calendars allows operators to manage bookings using blocks of time instead of traditional tee time starts. This functionality is ideal for simulator bays, tennis courts, lessons, pools, practice areas, pickleball courts, and other reservable amenities.
Calendars supports:
- Flexible reservation lengths
- Increment-based pricing
- Calendar-style booking management
- Aggregate online booking across multiple calendars
- Dynamic pricing across timeframes
This guide walks through the complete setup process, explains configuration options, and provides recommended setup strategies for common use cases.
Preconditions
Before configuring Calendars, confirm the following:
- Your have access to the Tee Sheet module
- The Calendars feature has been enabled by foreUP
- Your user role includes permission to create and manage reservations
- Reservable resources have been identified (ex. simulator bays)
- Reservation calendars have been planned
⚠️ Caution: During the initial rollout, Calendars must currently be enabled internally by the foreUP Development team.
Setting Up Calendars
Follow the setup sequence below when configuring a new Time-Based Reservation environment.
Step 1: Enable and Create Calendars
Request feature enablement from foreUP.
Step 2: Editing Calendars
To create a new Calendar:
Use the module dropdown and select Settings.
In the left-hand column, choose Reservations.
In the dark blue column, select Calendars.
Click the dropdown arrow next to a calendar and select Edit.
Create one calendar for each reservable resource. Examples include:
Recommended Calendar Structures
Each calendar represents a single reservable resource.
| Use Case | Recommended Structure |
|---|---|
| Simulator Facility | One calendar per bay |
| Tennis Club | One calendar per court |
| Pool Facility | One calendar per lane |
| Lesson Booking | One calendar per instructor |
⚙️ Note: Some operators may require foreUP assistance to create, delete, or configure calendars for aggregate booking environments.
Step 3: Configure Basic Settings
Fill out the basic settings.
-
Calendar Name
- The displayed name of the calendar. This is also the name that online bookers will see. (ex. Sim Bay 1, Pickleball Court 1)
-
Calendar Color
- Choose the color that will be displayed as the header of the calendar.
-
Minimum and Maximum Reservation Length
- These settings set the minimum and maximum amount of time a reservation can be made for.
- Notification settings
- By default, only the first customer in the reservation is notified about any booking changes. The Notify all participants toggle can be used so updates will be sent to all customers on a reservation.
- Sunrise/Sunset options
- These settings can be used for outside facilities. This will adjust the available reservations based off the time of the sunrise and sunset where the course is located.
- No-show behavior
- No-Show settings can be adjusted to mark a person as a no-show automatically if they are not present a certain amount of time. Reservations can be automatically deleted upon no-show as well.
- Calendar Logo
- A logo image can be uploaded to be displayed on the Calendar.
Make sure to select Save Settings.
Recommended Usage
| Setting | Recommended Usage |
|---|---|
| Fixed Open/Close Times | Most operators |
| Sunrise/Sunset Scheduling | Outdoor facilities |
| Automatic No-Show Handling | High-volume operations |
| Manual No-Show Handling | Membership-focused facilities |
⚙️ Note: foreUP recommends using fixed operating hours and seasonal day templates instead of relying heavily on sunrise and sunset scheduling.
Step 4: Configure Seasons and Pricing
The seasons tab is used to set the following:
- Timeframe pricing
- Time Restrictions
- Seasonal pricing rules by Price Class
To configure a season:
- Select the Seasons tab at the top of the calendar window.
- The default season (which runs Jan 1 to Dec 31) may be used or a new season can be created by selecting New Season
- Once a season is select a price class and select New Timeframe
- Fill out the Timeframe Name, select which days of the week bookings with this price class will be available.
- Use the dropdowns to enter any time restriction for the price class.
- Enter the time interval fee. The cost of the booking will be (fee X number of intervals).
- Select Save Settings.
Cross-Timeframe Pricing
Calendars supports dynamic pricing across multiple pricing windows.
Example
| Timeframe | Price |
|---|---|
| Before Noon | $20 per increment |
| After Noon | $25 per increment |
Example reservation:
- 11:30 AM – 1:00 PM
- Morning increments priced at $20
- Afternoon increments priced at $25
⚙️ Note: Pricing adjusts automatically based on the reservation timeframe configuration.
Step 5: Configure Day Templates
The Online Year Setup tab is used to set:
- Additional reservation time restrictions
- Minimum and Maximum Reservation lengths
- Reservation Capacity
- Online Booking access
To setup a Day Template:
Select the Online Year Setup tab at the top of the calendar window.
Every calendar starts with a default day template which is assigned to every day of the year.
Select the dropdown next to Default Day and click Edit Day Template. (New Day Template may be selected to create a brand new day template.)
Enter a label or name of the timeframe
Enter the color that the time frame will be while viewing the calendar. (for example, red = not available)
Use the dropdowns to set the minimum and maximum reservation length.
Use the dropdowns to set the minimum and maximum reservation Capacity.
Additional time frames may be added to further configure limitations. For example, a course might allow longer bookings during non-peak times.
Understanding Increments
The increment determines when reservations may begin.
30-Minute Increment
Available starts:
- 9:00 AM
- 9:30 AM
- 10:00 AM
60-Minute Increment
Available starts:
- 9:00 AM
- 10:00 AM
- 11:00 AM
Minimum and Maximum Reservation Lengths
Operators can restrict reservation duration limits.
| Setting | Result |
|---|---|
| Minimum = 30 minutes | Shortest allowed reservation |
| Maximum = 2 hours | Longest allowed reservation |
⚙️ Note: Reservation limits help prevent excessively long online bookings and improve availability management.
Step 6: Configure Reservation Groups
Reservation groups provide customers the ability to book reservations online. New reservation groups must be created for each calendar which can be done within the settings module > Online Customer Portal > Online Reservations.
Use the Choose Tee Sheet or Calendar Dropdown and select a Calendar.
Within the Online Reservation Groups box, select Add.
The creation process for reservation groups is the exact same as creating a reservation group for a tee sheet. Detailed information on creating reservation groups can be found here:
Day Templates & Reservation Groups
Once created, reservation groups may be added to day templates to distinguish booking length and capacity for specific groups. While creating a day template:
- Select Add Reservation Group
- Click on the newly added reservation group and then choose New Timeframe
Common Reservation Group Strategies
| Group | Typical Restriction |
|---|---|
| Public | Shorter reservation lengths |
| Members | Longer booking windows |
| VIP | Expanded availability |
| Staff | Internal scheduling access |
Example Reservation Group Setup
Public
- Minimum reservation: 1 hour
- Maximum reservation: 2 hours
Members
- Minimum reservation: 30 minutes
- Maximum reservation: 4 hours
Aggregate Booking Setup
Aggregate booking allows customers to view multiple calendars within a single booking experience.
Recommended Use Cases
| Facility Type | Aggregate Booking Recommended |
|---|---|
| Multi-bay simulator facility | Yes |
| Multi-court facility | Yes |
| Single reservable resource | Optional |
Aggregate Booking Requirements
For aggregate booking to function properly:
- Reservation groups must match across calendars
- Calendars should use similar configuration structures
⚙️ Note: Contact foreUP support in order to enable aggregate booking for Calendars
Quick-Start Recommendations
Simulator Facilities
Recommended setup:
- 30-minute increments
- 1-hour minimum reservation
- 2–4 hour maximum reservation
- Aggregate booking enabled
Tennis and Pickleball
Recommended setup:
- 60-minute increments
- 60–90 minute reservation lengths
- Public and Member reservation groups
Pools and Swim Lanes
Recommended setup:
- 30-minute increments
- Capacity messaging enabled
- Seasonal templates enabled
Lesson Booking
Recommended setup:
- One calendar per instructor
- 60-minute increments
- Limited booking windows
Common Use Cases
Golf Simulators
Benefits include:
- Flexible session lengths
- Aggregate booking
- Dynamic pricing
Tennis Courts
Supports:
- Court reservations
- Member booking privileges
- Timeframe pricing
Pools and Swim Lanes
Supports:
- Lane reservations
- Capacity messaging
- Seasonal scheduling
Practice Areas
Useful for:
- Hitting bays
- Short-game areas
- Indoor training spaces
Best Practices
Keep Pricing Structures Simple
Avoid overly complex pricing windows during initial setup.
Standardize Reservation Groups
Consistent reservation groups simplify aggregate booking configuration.
Use Aggregate Booking for Multi-Resource Facilities
Aggregate booking improves customer usability and resource visibility.
Test Book Various Scenarios
Verify:
- Pricing calculations
- Reservation limits
- Reservation group access
- Cross-timeframe pricing
FAQs
Can customers book multiple bays simultaneously?
No. Multi-bay linked reservations are not currently supported.
Can pricing change during a reservation?
Yes. Pricing adjusts dynamically across configured pricing windows.
Does reservation capacity limit bookings?
No. Capacity settings only display suggested player counts to customers.
Troubleshooting Tips
Reservations are not appearing online
Verify the following:
- Online booking is enabled
- Reservation groups are assigned
- Day templates are active
Pricing appears incorrect
Verify:
- Increment length configuration
- Timeframe pricing setup
- Seasonal pricing assignments
Reservations cannot exceed expected limits
Verify:
- Minimum reservation lengths
- Maximum reservation lengths
- Day Template restrictions