Overview
Reservation templates allow operators to create structured booking availability for Calendars in foreUP. Templates define how reservations are offered throughout the day, including reservation increments, minimum and maximum reservation lengths, and availability windows.
Using reservation templates helps maintain consistent scheduling across simulators, lessons, pools, tennis courts, practice bays, and other time-based reservation resources.
This article covers:
- Day-based configuration
- Structuring weekly schedules
- Best practices for consistency
- Common setup pitfalls to avoid
Preconditions
Before creating a reservation template, confirm the following:
- Calendars are enabled for the account
- You have access to the Tee Sheet module
- You have permission to edit calendar settings and day templates
Understanding Reservation Templates
Reservation templates determine:
- When reservations can begin
- How long reservations may last
- Availability windows throughout the day
- Capacity messaging displayed online
Unlike golf tee sheets, reservation calendars are built around blocks of time instead of start-time-only bookings.
Example
A golf simulator calendar might allow:
- 30-minute booking increments
- 1-hour minimum reservations
- 2-hour maximum reservations
Accessing Reservation Templates
- Navigate to the Settings Module
- Select Reservations in the left hand column
- Select Calendars in the dark blue column
- Select a down arrow next to the desired calendar and select Edit
- Select the Online Year Setup tab
- Locate the Day Templates section, click the down arrow next to a day template and click Edit Day Template.
Day-Based Configuration
Day-based configuration allows operators to create different reservation behaviors throughout the day.
Configure Reservation Increments
Reservation increments determine how frequently reservations can begin.
Example Increment Structures
| Increment | Example Start Times |
|---|---|
| 60 Minutes | 10:00 AM, 11:00 AM, 12:00 PM |
| 30 Minutes | 10:00 AM, 10:30 AM, 11:00 AM |
| 20 Minutes | 10:00 AM, 10:20 AM, 10:40 AM |
To configure increments:
- Within the Edit Day Template window, select the Change button in the top right of the window. Confirm that you understand the risks associated with updating increments while there are ongoing reservations.
- Enter a time in minutes in the Increment field.
- Select Save Settings.
⚠️ Caution: Changing the increment automatically changes available minimum and maximum reservation options. Existing settings may need to be reconfigured after updating increments.
Configure Minimum and Maximum Reservation Lengths
Operators can control how much time guests are allowed to book.
To configure reservation lengths:
- Within the timeframe settings, use the dropdown to update both the Minimum Reservation Length as well as the Maximum Reservation Length (The options available here are based on the increment time)
- Select Save Settings.
Example
| Increment | Minimum Reservation | Maximum Reservation |
|---|---|---|
| 30 Minutes | 60 Minutes | 120 Minutes |
This configuration allows:
- 1-hour reservations
- 1.5-hour reservations
- 2-hour reservations
But prevents:
- 30-minute reservations
- Reservations longer than 2 hours
💡 Tip: Many operators use shorter reservation lengths during slower morning hours and longer reservation lengths during peak evening periods.
Configure Multiple Timeframes
Operators can create multiple availability windows within the same day template.
Example Structure
| Timeframe | Rules |
|---|---|
| 8:00 AM – 12:00 PM | Short reservations allowed |
| 12:00 PM – Close | Longer reservations required |
To add a timeframe:
- Within the Edit Day Template window, select New Timeframe
- Enter the start and end time
- Configure reservation rules
- Select Save Settings
Structuring Weekly Schedules
Weekly scheduling is best handled by creating reusable templates for operational consistency.
Recommended Weekly Template Structure
| Day Type | Suggested Use |
|---|---|
| Weekday Template | Standard business hours |
| Weekend Template | Peak traffic rules |
| Event Template | Special event operations |
| Seasonal Template | Seasonal operating hours |
Example Weekly Schedule
| Day | Template |
|---|---|
| Monday–Thursday | Weekday Template |
| Friday–Sunday | Weekend Template |
To assign templates to a specific day:
- Navigate to the Online Year Setup tab
- Select the desired date
- Apply the appropriate day template
- Click Save Settings
To mass assign a template:
- Navigate to the Online Year Setup tab
- Select the dropdown next to a day template and click Scheduled Dates
- Select the days of the week to apply the template to
- Enter the start and end dates for this change
- Click Apply Schedule
- Click Save Settings
Reservation Groups
Reservation groups allow operators to offer different online booking privileges to different customer types. Reservation groups can control:
- Booking access
- Reservation lengths
- Online availability
- Booking windows
Example
| Group | Minimum | Maximum |
|---|---|---|
| Public | 60 Minutes | 120 Minutes |
| Members | 30 Minutes | 240 Minutes |
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
Cross-Timeframe Pricing
If pricing changes during the day, foreUP automatically calculates pricing across reservation windows.
Example
| Timeframe | Price |
|---|---|
| Before Noon | $20 per increment |
| After Noon | $25 per increment |
A reservation spanning both periods will calculate pricing proportionally.
FAQs
Can reservation templates be different for weekdays and weekends?
Yes. Operators can create separate templates and assign them to different days.
Can I offer different online booking rules for members?
Yes. Reservation groups allow separate booking privileges for different customer types.
Does capacity affect pricing?
No. Capacity settings only display informational limits online.
Can pricing change throughout the day?
Yes. Cross-timeframe pricing is supported automatically.
Are reservation templates used for golf tee sheets?
No. Reservation templates are specific to Time-Based Reservation calendars.
Troubleshooting Tips
Reservations Are Not Appearing Online
Verify:
- Online booking is enabled
- Reservation groups are assigned
- Timeframes are active
- Calendar dates are assigned correctly
Incorrect Reservation Length Options
Review:
- Increment settings
- Minimum reservation length
- Maximum reservation length
Pricing Appears Incorrect
Confirm:
- Seasonal pricing is configured correctly
- Increment pricing is accurate
- Cross-timeframe pricing is expected
Reservation Groups Are Missing
Ensure reservation groups have been created in:
Online Reservation Settings
before assigning them to templates.