In Altegio, you can create a “Schedule” and book clients for a series of group events.
What is this, and why is it needed? For some business sectors (mainly in the sports sector), it is relevant to work with a series of events where clients regularly attend.
Previously, clients had to be booked for each event separately. Now, an administrator can quickly add a client to multiple events in the series using the “Schedule” feature.
To add a client to a series of group events, you first need to create a schedule for these events. This can be done from the event window under the “Schedule” tab.
The detailed process of creating an event schedule is described in this article.
If clients are already added to the event, the option “Add clients from the current event” will appear when creating the schedule. If enabled, all clients from this event will be added to all events in the schedule. In this case, a visit schedule for each client will be created automatically, and it can be edited if necessary (more details can be read below under the heading “Editing the Schedule”).
Creating a Schedule
Once the schedule is created, you can add clients and set up their visit schedule. To do this:
- Open the created event and go to the “Clients” tab.
- Enter the client’s details, with name and phone number being mandatory.
- In the “Schedule” field, mark the required days from the schedule on which the client will attend the event.
- Click the “Enroll” button.
After that, the client will be added to all events on the selected days of the week.
You can view the events the client is booked for in the “Visit history” section in the client’s profile.
Editing the Schedule
After the visit schedule is created, it can be changed or deleted.
If a client is already added to an event for which the schedule was created, their visit schedule can also be edited.
You can edit the schedule only on the current day before the event occurs and for future events.
To edit the schedule:
- Open the upcoming event.
- Go to the “Clients” tab and click the button to the left of the client’s name.
- To remove a client from a specific series of events, uncheck the day of the week in the “Schedule” field, then click “Save.” The client will then be removed only from upcoming events. If the event has already occurred, the client will not be removed from it.
- To delete the entire future visit schedule for the client, click the “Delete” button. In this case, the client will also be removed only from upcoming events. If the event has already occurred, the client will not be removed from it.
Notes
- Visitors can also be added to the visit schedule.
- A client cannot be added to the visit schedule from a past event.
- If a client is booking multiple people under their number, creating a visit schedule for such a client will be unavailable. The quantity must be one.
- The visit schedule pertains solely to booking these events and creates new bookings without copying the existing ones. If changes were made to a separate visit, they will not be copied when creating a schedule for the client.
- Resources and event duration can be managed within the schedule.
