Create an activity booking

Book a party of people into a class, tour or session at a set time, or hold the day and set the time later, from the Schedule.

In the sidebar, open Operations, then Schedule. Press New and choose Activity booking. The page address is /schedule/new/activity-booking and the page heading reads New activity booking. An activity booking holds seats for a group of people in a class, tour or session.

Before you start

• Your admin has to give your role permission to create bookings. Your plan has to include activities and capacity pools; if either is missing, Activity booking is not offered under New.
• You need an active offering whose Offering type is Activity and whose Booking mode is Timeslot (see Create an offering). Seats usually come from a capacity pool (see Add a capacity pool). Without such an offering, the page explains that no activities have been set up and links to Set up an activity.

Steps

1. Under Account, type in Search accounts and pick the customer's account.
2. Choose the Activity offering. Its description appears under it.
3. Pick the Date.
4. Set the Party size. Nova fills in the number of seats the offering asks for; change it to the number of people coming.
5. Under Time, keep Exact time and pick a slot under Available times. Each slot shows its start and end and how many seats are left; a slot with fewer seats than your party is greyed out. To hold the day without a time, press Date only instead.
6. Nova fills the Booking field with the next booking number. Keep it, or type your own.
7. Add a Description if the team needs context. It is internal and never shown to customers.
8. If the same session repeats, tick Repeat, then set Frequency and Ends. Repeat only appears with Exact time.
9. If Automations appears in the summary, check Customer messages. Turn off stops every automatic message for this booking; Customize lets you switch off just Booking confirmation, Pre-event reminders or Change notifications.
10. Check the Summary and press Book activity, or Create series when you ticked Repeat.

What you see

Nova shows "Activity booking created." and opens the booking (see Manage an activity booking). It is confirmed straight away and takes its seats from the session. A Date only booking shows Time TBD on the calendar until someone sets its time from the booking or from the Unscheduled (see Set a booking's date or time). A series shows "Recurring activity series created." and, when some sessions clash, how many need attention.

If something looks different

• Available times says no times are available for this date: the session is full or not running that day. Press Why not? for the reason, or try another Date.
• Available times says you do not have permission to view availability: ask your admin, or book Date only and let someone else set the time.
• Nova says there are not enough seats for the selected time: lower the Party size or pick another slot.
• Override conflicts? opens when you create: the slot clashes with something already booked. Fill in the Reason category and Business explanation if Nova asks, then press Override to book anyway, or Cancel to pick another time.
• Account needs to be active appears under the account: it is still a lead. Press the button under the message, or Convert to customer in Convert account now?, and carry on.
• Booking ID unavailable opens: the number you typed is taken. Accept the suggested number or type another.