This guide walks you through setup of your calendar, adding availability (when players can book), add lesson types (what players can book), setting up courses for players and blockings in your calendar at times when you are busy due to other things.
GENERAL CALENDAR SETTINGS
In the top menu bar in the system you will find [Settings] . Here every staff selects how their own calendar should look.
NOTE... It is necessary to be logged in as the individual staff to change these settings.
[Interval duration]  determines what time during the hour players can book lessons. If the setting is 5 min. e.g, players can book at times xx:00, xx:05, xx:10 and so on during the hour. Or if the setting is 30 min. e.g, players can book at times xx:00 and xx: 30 during the hour.
[Calendar start time and end time]  must be set up as the absolute outer times that the specific staff is available to the business unit, and where an administrator can book. This must not be confused with the "normal" working day. This part is controlled by the availability of each staff which is set up later, and will be periods open for players to book.
[First day of the week]  determines which day will be the first in the calendar.
[Opening for players from and to]  determines the date range where players can book in the calendar of the specific staff.
The calendar window gives you an overview of each staff’s calendar with display of booked lessons, courses and blockings. The calendar view reflects the general calendar settings that were created in the previous step, including interval duration, start and end time and the first day of the week.
It is possible to see the calendar of the other staff by selecting them in the drop down menu , and you can skip to other weeks in the calendar  or select a date from the date picker . It is also possible to choose which type of appointment, lesson, course or blocking, you want to have highlighted .
The white area in the calendar view , is the period of time that staff is available for players to book. The gray areas  cannot be booked by players, but can still be booked by an administrator. You get more information on availability in the next section.
If you mouse over an appointment in the calendar, it folds it out so you can see additional information, including time interval, name of the lesson/course, name of players who has booked the lesson/course and the location at which it is held. Alongside the player’s name is a selection. A Tick  indicates that the player has already paid and exclamation mark (!)  indicates that the player has not yet paid. To register a payment, you must click on the appointment in the calendar and choose payment. (See instructions for payment).
Availabilities is an expression of the amount of time the staff is available for players to book, and availability for a staff is illustrated by the white area in the calendar view as described in the previous section.
It is possible to have different availabilities based on different locations and/or periods of the year. There is no limit to the number of availabilities each staff can have, and each availability can be a day, a week, a month, etc.
To add an availability, you choose [Add new availability] and fill in the name, location, visibility and which staff or equipment the availability should apply for. Then you specify start and end date for the availability (max 1 year) and days of the week and time interval that should be available.
NOTE... If you do not add any availabilities, or if the added availability is not visible, only staff with administrator rights to the calendar can book. Players cannot book online themselves.
NOTE... Once you have added an availability, you can edit everything except the start date. If the staff must have availability earlier than first added, you must either create an additional availability which ends when the first created availability starts or you can delete the first added availability and add a new one.
Here you have to add the different type of lessons for players to book. There is no limit to the number of lessons that can be added.
To add a lesson, press [Add new lesson].
[Basic Info] :
[Order] is an optional field. The field determines the order in which lessons are to be displayed for the player. Lessons are sorted from a numerical value, which means that if you add two types of lessons respectively, with the value "1" and "2" in [Order], the lesson with "1" will be at the top and the lesson with "2" below. If not filled out with a value, lessons are sorted alphabetically, which will also be the case if two lessons have the same order value.
[Name] is the lesson name, which the player will see when searching for a lesson.
[Type] is an internal record that can be used in reports e.g. See Guide to REPORTS.
[Duration] specifies how long the lesson is for the player while [Calendar duration] indicates how much time is being blocked in the calendar before another player can book a lesson. Can be used if the staff needs some time to get from one lesson to another.
[Visible] determines if a lesson is visible to the player.
[Price] filled with the amount of money the lesson costs.
[Participants min.] and [Participants max.] is an indication of how many players there could/should be for a lesson to take place. If the minimum specified is 2 for instance, the lesson is still booked even if there is only 1 player that has booked the lesson, and it's up to the staff to decide whether it should be held as planned. One has simply an argument to possibly cancel the lesson.
[Deadline] indicates how far in advance a lesson must be booked. If the deadline is 12 hours before, a lesson at 8:00 am must be booked the day before at 20:00 pm at the latest.
[Allow value cards] determines if a lesson is payable with a value card.
[Color] determines what color the lesson will be displayed as in the calendar view and can help make the calendar view more manageable.
[Visibility in calendar for the player (optional)]  determines in what period of time the players must be able to book the specific lesson. E.g. if you have a very cheap lesson in a period of low occupancy, you can set up the lesson with limited visibility in the calendar, which means that the lesson can only be booked in the selected period of time.
[Description]  can be used to specify a free text describing the lesson to the player.
In [Staff]  you specify which staff that offers the specific lesson, and thus can be booked by the player.
In [Equipment]  you allocate any equipment to be used for the lesson. In order to allocate any equipment to a lesson, it is required that the equipment is set up in setup (see Guide to SETUP) and that you have added an availability for the equipment (see previous section).
To add one or more courses, you choose [Add new course].
[Basic info]  is filled in the same way as when adding a lesson (see previous section), but with a few differences.
In [Short info] it is possible to write a text that the players can see when signing up, while the [Internal note] is only visible to administrators.
The settings in [Continuous] , [Date & duration]  combined with [Repetition]  determines how many courses to be created. Examples are shown below.
Add a single course on a Monday at 10:00-12:00
In [Date & duration]  you set the start and end date to be the specific date and set the start time to 10:00 and the end time to 12:00. In [Repetition]  you choose "None", since it is a single course that should not be repeated. You leave [Continuous]  unchecked. Now a single course is added in the course calendar.
Add a single course every Monday in week 1-4 at 10:00-12:00
You could add the courses on each Monday like in the previous example, but it will be easier to add them all in the same setup.
In [Date & duration]  you set the start date to be Monday in week 1 and the end date to be Monday in week 4. The start time is set to 10:00 and the end time to 12:00. In [Repetition]  you choose "Weekly" and tick [Monday], as the course must be repeated every Monday. You leave [Continuous]  unchecked as these courses are individual courses every Monday with no connection. Now you add four individual courses in the course calendar, one on each Monday. Once the courses have been added, they have no connection. Therefor if one or more courses must be deleted again, they must be deleted individually.
Add a continuous course over the time of four Mondays in weeks 1-4 at 10:00-12:00
In [Date & duration]  you set the start date to be Monday in week 1 and the end date to be Monday in week 4. The start time is set to 10:00 and the end time to 12:00. In [Repetition]  you choose "Weekly" and tick [Monday], as the course must be repeated every Monday. You then check [Continuous]  as it is a continuous course where participants are registered for all four days when they have signed up. Now you have added a single course in the course calendar, with four underlying course appointments, one per course. The price set on this course applies to all four days of the whole course.
Theese are just examples. You can make many different settings, especially under [Repetition] , which gives different results.
[Staff] and [Equipment] are filled in the same way as when adding lessons (see previous section).
A blocking is a weekly or daily event, such as lunch or a private appointment such as dental visits, which blocks a staff’s availability so that the staff’s calendar can’t be booked by others.
A blocking is added the same way as adding courses (see previous section). However, there is no information about prices, participants, etc., because a blocking is not something which can be booked.
To add a blocking, you choose [Add new blocking] and fill in basic info, Date & Duration, Repetition and whom the blocking should apply for.
Example... The following blocking is added every day, incl. Saturdays, Sundays and holidays, during the period 01-01-2017 - 31-12-207 between 11:00 and 11:30 o’clock for Mayer Senior.
If you add a blocking to a calendar, at a time when there is already another appointment, you are informed that the blocking is conflicting with existing appointments. You then have to choose whether you want to overwrite existing appointments or respect existing appointments and only add the blocking where it is possible.
Blocking - delete or edit from blocking appointment
Once you have added a blocking, there will be created an appointment for each day the blocking applies in the calendar. Once you have added the blocking and click on the blocking from the Blocking list, there will now be a new button [Appointments] . Clicking on that button, the individual appointments in the blocking will appear.
By clicking on an individual appointment, you can now delete or edit the specific blocking appointment, without affecting the other appointments in the same blocking.
Blocking - delete or edit from calendar
Another way to delete or edit a single blocking appointment is to click on a appointment from the calendar. Then you go directly into the specific blocking appointment, where you can delete or edit.
Related guide for setup and administration of GolfBox ProTrainer/ProPlanner:
For information about additional setup and administration off the GolfBox ProTrainer/ProPlanner system, see our other Guides.