Multiplaza Reservations

Do you want your clients to be able to attend and book activities for their guests using the sessions available in their membership?

Trainingym allows you to add guest reservations both from Manager and through the Easy app and website, enabling your clients to share their membership with friends and acquaintances.

Set up your bookings and activities and start enjoying this new feature!

 

What are we going to see in this tutorial?

• Introduction
• Multiplex Booking Configuration
  • General Settings
  • Activity Settings
• Guest Seat Reservation from Trainingym Manager
  • Add reservation for an additional seat
  • Cancel member/guest reservations
• Customer Experience:
  • Reserve multiple locations in app
  • Reserve Multiplaza from Easy website
• Check guest activities

We explain everything step by step 📝

Introduction

Multiplaza reservations aim to allow additional spots (guests) to be booked based on an already existing member profile at the center (active or potential member). This way, sessions can be deducted from the member's fee or voucher if desired, and this will be reflected in their Movement history.

Guest reservations are linked to the main member's profile and will be independent of other configurations such as access settings, reservation limits, etc., always taking precedence over these limits.

Multi-seat Reservation Configuration

Setting up multi-seat reservations involves two steps: first, activate it at the general level, and then activate it individually for the activities where you want to apply it.

General Settings

1. Log in to Trainingym Manager with your employee credentials
2. Go to the Activities menu > Configure > Reservations.
3. In the Reservations tab, expand the "Reservation Limit" section.
4. Enable the "Allow multi-seat reservations" option.
5. Save the settings to apply the changes

Activity Settings

Once we have activated the "Allow multi-seat reservations" option, we need to enable the functionality for the activities we wish. To do this:

1. Go to the Activities menu > Manage Schedule.
2. Schedule or edit an existing activity in the timetable.
3. In the Settings tab, under the "Reservation Settings" section, enable the "Multiple Seat Reservation" option.
4. Determine the maximum number of reservations available to a member's guests.
5. Save the settings to apply the changes.

Guest Seat Reservation from Trainingym Manager

Once both the general and activity-specific settings are activated, we'll be ready to start using them.

From Traningym Manager, the staff can make reservations for both members and guests in activities where multi-seat booking has been configured.

Add reservation for an additional seat

1. Go to the "Reservations" tab within an activity.
2. Just like in a regular reservation, enter the name of the member you want to assign the reservation to.
3. Click on "Assign reservation."
4. If the activity requires payment, choose whether to deduct sessions or assign a free spot.
5. To add a guest reservation, type the member's name again in the search bar and click the "Assign Reservation" button again.
6. A modal will be displayed to reserve an additional spot.
7. If it is the member's first time having a guest, the "New Guest" tab will be displayed by default, where the first name and last name must be entered (both fields are mandatory).
   
8. If guests already exist for the member, the "Guest List" tab will be displayed by default with the guest's first and last name for selecting the desired guest.
   
9. Press Confirm in either case to add a guest.

The reservation list will display the main member and the guests (first and last names in parentheses).

Cancel member and/or guest reservations

The tool does not allow canceling the member's reservation while keeping the guests' reservations. Therefore, if the member's reservation is selected, the system will automatically select the guests' reservations as well.

Guest reservations can be canceled individually or in bulk.

If the activity requires payment and sessions have been deducted when adding member and guest reservations, these sessions will be returned if the reservations are canceled, as is normally the case.

Paid activity reservations will be recorded in the member's "Transactions" section, as well as refunds in case of reservation cancellations.

 

Customer Experience

Members can also reserve additional spots through their app or via the personalized Easy website if your center has it activated.

Let's see how it works in both cases:

Reserve multiple slots in the app

Multi-seat reservations can be activated for activities without assigned seating, with assigned seating and a generic map, and for activities with customized maps.

Similarly, although the functionality is more focused on paid activities, it also works seamlessly for activities not marked as paid.

Let's look at a brief example of the three options we would have visually at the level of assigned and unassigned seating.

Reserve multiple spots in unnumbered activity

Reserve multiple seats in numbered activity with generic map

Reserve multiple seats in a numbered event with a customized map

 

Just like in Manager, member reservations cannot be canceled without also canceling guest reservations. Therefore, if we click on "Cancel reservation," we can:

• Cancel one of the additional reservations
• Cancel all reservations.

Reserve Multiplaza from Easy website

Just like in the app, if an activity is marked as multi-seat, customers can make reservations for as many guests as the configuration allows.

Here's a short video of the process:

Check guest activities

Both from Member Payments and from Payments > Transactions, you can review these guest reservations made by the client or the Staff.

If the activity requires payment, there will be as many transactions as there are reservations made (member + guests).

In the transactions corresponding to guests, "1 session*" will be displayed in the Redemption column, and by hovering the mouse over it, we can check which guest the reservation corresponds to.

The guest can also be reviewed from the movement details.

If we try to reintegrate a transaction that has associated guest reservations, a modal will be displayed:

If we confirm, as many confirmation pop-ups will appear as there are reservations associated with the transaction.

All transactions will appear as refunded with the reason we have provided.

It's possible to refund guest transactions without refunding the main member's transaction, but not the other way around, as is the case with bookings.

The refund will involve returning the sessions from the rate or voucher, similar to simple bookings.

 

Get the most out of your activities with Multiplaza Reservations 🚀