Recreatex documentation

The calendar overview clearly visualises all current bookings per place, in function of the chosen infrastructure, booking overview or occupancy overview.

The left part of the calendar overview shows the available places.

The upper part of the calendar overview shows the chosen period in the form of a time bar.

The visualisation of the time bar always depends on the interval you have indicated in the toolbar.

If you click on the time bar with the left mouse button, a calendar appears in which you can select another date if required.

With the buttons or you can select another month before indicating the specific day and with the button you can immediately call up the overview of today. After the selection of the new date, the calendar overview of the bookings is immediately updated in function of the chosen day.

Finally, the effective bookings are visualised in the form of booking blocks that correspond to the booking time.

The text in a booking block gives information that is linked to the booking. Dependent on parameter settings (see manual 'FACILITY BOOKINGS - Management') this can be the activity, the customer name, the customer code or the description.

The use of colours and symbols in each booking block further allows you to see the current status of each booking at a glance. The colours mentioned below are the initial default colours in Recreatex, but if required, these colours can be modified in the parameter settings (see manual 'FACILITY BOOKINGS - Management').

	A created booking to which currently no extra status has been linked yet.
	This place is occupied because of a booking created for another place. This can occur in case of accumulated places within the infrastructure.
	A booking that has already been recorded.
	A booking that overlaps with another booking. (partially or entirely double booked)
	A booking in option.
	A booking made in another module.
	A booking for a customer that is known as a bad payer.

The toolbar at the top of the booking window offers quick access to certain functions within the calendar overview.

	Create a new booking. (see 'Create booking'Create booking)
	Cancel/delete the selected (clicked on) booking.
	Choose the visualisation of the time bar. You can choose for a visualisation per 5, 10, 15, 30 or 60 minutes.
	Modify the time bar to a day, a week, a month or a year.
	Show the data of today.
	Go to the previous or next day, week, month or year in the time bar.
	Go to a specific date in the past or the future in the time bar.
	Refresh the data so that the most recent data are visualised. It is also possible to have the data refreshed automatically by filling in the refresh frequency in the booking parameters. (see manual 'FACILITY BOOKINGS - Management')
	Print the currently shown calendar overview.
	This button allows you to call up an overview of the available/free places and times for a certain activity. (see 'Find free places'Find free places)

	If this button is activated and if you create a new booking, the start time of the booking will automatically be the start hour of the select section. If you move an existing booking, the current grid will also be respected (snap-to-grid). If this button is not activated and if you create and/or move a booking, the selected time will be respected to the minute.
	If you activate this button, possible double bookings will be visualised in overlap so that only one booking line is visualised per place. If this button is not activated, possible double bookings will be visualised separately and several booking lines will be visualised per place.

The partial window Infrastructure/Overview/Occupancy allows you to call up other booking overviews if required.

In the tab Infrastructure you can find an overview of all defined infrastructures and (accumulated) places. If you select the desired infrastructure, all bookings for that infrastructure are visualised in the calendar overview.

If you look for an appropriate and/or available place for an activity, it may be useful that various places of various infrastructures can be grouped. The tab Overview allows to quickly find a place for the desired activity on the basis of a booking overview you have defined yourself. How to define such booking overviews is explained in the manual 'FACILITY BOOKINGS - Management'.

If you plan an infrastructure, it may be useful that you can consult the occupancy of all places together. The tab Occupancy allows to quickly get an overview of the number of participants on the basis of an occupancy overview you have defined yourself. In the upper line, you can see the number of participants in the currently visualised occupancy overview, possibly clarified with a colour indication. How to define these occupancy overviews is explained in the manual 'FACILITY BOOKINGS - Management'.

The detailed data at the bottom of the window summarize the booking you have indicated with the cursor.

Those details contain:

The last two blue fields respectively show:

Note

The partial window with the detailed data can be automatically hidden or fixed by clicking on /. The hidden partial window can always be opened again by clicking on the tab that appears at the bottom of the overview window.

In case of a simple booking, the customer books one place on one specific day.

First create a new booking using one of the methods described under Create booking.

The window Modify booking will appear in which all booking data have to be filled in.

Once you have filled in the obligatory and optional data, you can click on Save to confirm the booking.

General

In the tab General you can fill in all basic data of the booking.

The tab General is subdivided into the following sections:

Customer card

The customer card linked to the booking customer, which enables you to devalue one or several memberships on the customer card. You can enter the customer card manually or scan it using the correct reader.

Warning

If you make a booking on the basis of a customer card, the defined access times are also taken into account when checking the membership on the customer card.

Customer	The booking customer. If required, you can create a new customer from this window by clicking on . (see manual 'General - Customers'Customers)
Contact person	The contact person for this booking.
Activity	The desired activity. Here you can only choose from the list of activities that are allowed in the current infrastructure (see manual 'FACILITY BOOKINGS - Management').
Infrastructure	The desired infrastructure in which the activity takes place.

Place	The desired place in which the activity will take place. Here you can only choose from the list of places that are linked to the current infrastructure (see manual 'FACILITY BOOKINGS - Management').
Create series of bookings	By ticking off this option, you indicate that it is a series of bookings (see 'Bookings (graphic) > Create booking > Series of bookings'). In case of a simple booking, you do not tick off this option.
Show on Website	Here, you can determine if this booking may be shown on the Website or not.

From	The start date of the booking.
Till	The end date of the booking.
	Set start or end date one week earlier.
	Set start or end date one week later.
	Set start or end date one day earlier.
	Set start or end date one day later.
	Set start or end time one hour earlier
	Set start or end time one hour later.
	If you click on this button, the window 'Overview available places' will appear. (see 'Bookings (graphic) > Find free places')

Unit price	The unit price that is used to calculate the total price. The unit price linked to the activity is taken by default (see manual 'FACILITY BOOKINGS - Management'), but if you wish so, you can fill in another price.
Participants	The number of persons that participates to the activity.
Estimated	Here you can indicate if the number of persons is an estimated number or not.
Total	For your information, the total price of the booking is shown here.
Fixed price	The fixed price that is used to calculate the total price.
Bad payer	Here you can indicate that the customer is known as a bad payer. If this is the case, this is visualised in the graphic booking overview with the symbol.
Option	Here you can indicate if the booking is an option or not.  If this is the case, this is visualised in the graphic booking overview with the symbol.
Recorded	This field indicates if the booking has already been recorded or not.
Series	This field indicates if the booking is part of a series or not.
Global activity	This field indicates if the booking is a global activity or not. If applicable, the tab Global activity will also be available. (See further 'Global activity')
Description	You can also add a description to this booking. The activity description is filled in/shown by default.
Per Web	This field indicates if the booking has been created on the internet or not (module 'WEB: Facility bookings' required).

Price calculation

In the tab Price calculation you can see all data that influence the calculation of the booking price and a complete price calculation is shown.

Invoice customer	The invoice customer to be respected for bookings, taken over from the booking customer.
Price group	The price group to be respected for bookings, taken over from the booking customer.
Price info	The price info to be respected for determining the desired price group/price category. The price info of the booking customer is taken over by default here as well.
Subsidy info	The linked subsidy in function of the chosen customer and activity. (see manuals 'GENERAL - Customers' and 'FACILITY BOOKINGS - Management')
Desired payment method	The desired payment method of the booking customer.

Calculation	The default calculation method set up on place or activity level (see manual 'FACILITY BOOKINGS - Management'): Price x Hour: the unit price x the number of hours Fixed price: the price filled in in the field fixed price Price x Number: the unit price x the number of persons filled in in the field # participants Price x Number x Hour: idem to Price x Number but also multiplied by the number of hours Price x Days: the unit price x the number of days between the start and end date of the booking Price x Days x Persons: idem to Price x Days but also multiplied by the number of persons Price x Nights: the unit price x the number of nights between the start and end date of the booking Price x Nights x Persons: idem to Price x Nights but also multiplied by the number of persons
Quantity discount	If the customer is allowed a quantity discount, you have to tick off this box. The types of quantity discounts are set up under Bookings > Settings > Quantity discounts and are explained in the manual 'FACILITY BOOKINGS - Management'.
Unit price	Default price that is taken from the price list.
Fixed price	Default fixed price that is taken from the price list.

Note

Manually modified unit or fixed prices are indicated in the tab Price calculation with .

# participants	The number of persons that participate to the activity. This value is directly linked to Participants in the tab General.
Total hours	The duration of the booking in hours.
# days	The duration of the booking in days.
# nights	The duration of the booking in nights.
VAT code	Here the VAT percentage of the selected place is shown and by ticking off the box VAT incl., you can determine if the total price of the booking is VAT inclusive or not.
Discount %	If you wish so, you can allow an extra discount on this booking by filling in a discount percentage. If you fill in a discount percentage, the discount amount (Discount) is automatically calculated in the price calculation part. Warning If the customer also enjoys a quantity discount in addition to this discount, it will be added after pre-invoicing.
Advance	If you wish so, you can record an advance for this booking. If you click on Record advance, the advance will be settled with the total amount.
Warranty	If you wish so, you can record a warranty for this booking. If you click on Record warranty, the warranty will be registered.

You can also see the final price calculation, which is influenced amongst others by cancellation costs, rented and sold articles, ...

Total booking	The amount to be paid for the (facility) booking.
Discount	The allowed and/or calculated discount amount. If you fill in a discount amount, the discount percentage is automatically calculated.
Subtotal excl. VAT	The subtotal to be paid for the (facility) booking excluding VAT.
VAT amount	The calculated VAT amount for the booking amount.
Cancellation refund	The amount that is refunded in case of cancellation.
Cancellation cost	An additional cost that is charged in case of cancellation.
Subtotal incl. VAT	The subtotal to be paid for the (facility) booking including VAT.
Total letting	The total amount of the material rented, linked to the booking.
Total sales	The total amount of the (extra) sales, linked to the booking.
Total stock	The total amount of the consumption stock articles, linked to the booking. (see further Consumption stock)
General total	The total amount to be paid (including letting & sales).
Already paid	The amount that has already been recorded (directly or through pre-invoicing).
Balance	The outstanding, to be paid amount.

Extra times

If the booking of a certain activity in a certain place requires extra preparation and clean-up time, it is possible to define these extra times in the tab Extra times.

The possibility to define three different preparation and/or clean-up times allows to, for example, occupy the place 15 minutes in advance, while only a part (10 minutes) of that time has to be invoiced and access to the booked place is only granted 5 minutes before the booking time.

If, however, an extra preparation and/or clean-up time of, for example, 15 minutes has to be defined as extra occupation and also has to be invoiced, you only have to fix one time and select both options Occupancy and Invoicing.

Note

The extra times defined influence the size of the booking block in the graphic booking overview.

Extra

In the tab Extra you can fill in extra information on the booking. This information can be useful if competitions are organised during the activity.

In the section Various you can fill in who organises the competition, when it begins and which locker room is used. Next to Type you can also indicate if it is a competition or a training.

In the section Spectators you can fill in the number of spectators and indicate if this is an estimated number or not. This information can, for example, be useful in function of grandstands that have to be put out.

Letting

If the customer does not only want to book a place, but also order rental articles, you can order the desired rental articles in the tab Letting. (module Letting required)

For more information on ordering letting articles, we refer to the manual 'Letting'.

Sales

If it is not only required to book a place, but also to link sales articles, you can indicate the desired sales articles in the tab Sales.

If you link a new sales article or modify a sales article already linked (see manual Framework), the window below will appear, in which you can fill in the quantity and the price of the article, as well as the calculation method of the price of the article.

Article	The article you want to link to the booking.
Warehouse	The warehouse in which the article has to be deducted when recorded.
Price group	The price group linked to the booking. (see tab Price calculation)
Booking from... till	If you want the sale to be different from the hours and days of the booking, you can define this here.
Calculation	The default calculation method of the selected sales article.
Amount	The desired quantity of the chosen sales article.
VAT	The default VAT tariff of the selected sales article.
Unit price incl.	The unit price of the selected sales article, including VAT.
Remarks	Extra field to add remarks to the selected sales article.

You can also link a new sales article by ticking off the option All articles at the top of the window and selecting the desired article afterwards. If required, you can modify the quantity and/or price.

A third way to link a new sales article, is to choose for the option Enter articles in overview in the window, and then to fill in the desired article in the blank line and, if required, modify the quantity and/or price.

Note

The fields in the article list marked in light yellow are fields of which you can change the value directly in the list.

Logging

In the tab Logging you can find all modifications relating to this booking.

Employees

If you work without task planning (see manual 'FACILITY BOOKINGS - Management'), the tab Employees will list all employees that are linked to the default work type for bookings. You can link an employee to a booking, which can be useful to indicate for example who will open the room or will help cleaning the room.

If you click on Remark, you can add a remark for the employee. For this purpose, you first have to click on the employee and then on Remark. Next, you will be able to fill in the desired information in the window below.

If you do use the task planning, you can always add a new task to the booking (see manual 'GENERAL - Employees'Employees).

Categories

In the tab Categories you can subdivide a booking into a specific category by ticking off the desired category. These categories are always linked to the global activity for which a booking is made. Subdividing bookings into categories is only used to be able to simply call up an overview of all bookings per category.

Warning

In this list, you will only see the categories that are ticked off in the tab Global activities of the activity in question. (see manual 'FACILITY BOOKINGS - Management')

Various

In the tab Various you can fill in/consult information concerning the booking.

Here, you will find various information on the booking.

Numbering	The number of the booking, the set or series. If the current booking is a serial booking, you can copy or print it here if required (see 'Bookings (graphic) > Copy series of bookings').
Analytical account	The analytical code/account linked to this booking.
Ledger account	The ledger account number linked to this booking.
Department	The financial department linked to this booking.
Subfile	If the booking has been made in the module Files/guides planning, you will see the subfile in question here.
Balance	This is the balance of all outstanding warranties, linked to the booking customer.
Date last action	The date on which the balance of the warranty has been changed for the last time.
	If you click on this button, an overview of all warranties of the booking customer is shown.
Last print of booking confirmation	The date on which the booking confirmation of the chosen booking has been printed for the last time.
Insert in calendar	Do you want to insert the booking in the global overview calendar or not. This calendar can be called up by going to General > Basic data > Calendar.

Records

In the tab Records you will find all record lines (= sales lines) that have been created using the button Record or through pre-invoicing. If you record an advance, a separate record line will be created as well.

If you open a record (double-click, or click followed by <ENTER> or <F3>), you can consult and/or modify the details of the sale. (see manual 'General - Sales')

Activations

If you dispose of the module Building management and if it has been set up that certain technical channels (for example lights, heating, ...) have to be controlled when a booking for certain activities is made, all activations in question will be visualised in the tab Activations. (see manual 'Building management')

Global activity

The tab Global activity is only available if the option Global activity has been ticked off in the tab General of the booking.

In this tab you can fill in the data concerning the global activity in different tabs.

How to manage global activities is explained in detail in the manual 'Global activities'.

Membership

The tab Membership is only available if a customer card has been specified in the tab General. If required, you can manually deduct or ad a session to one or several membership items on the given customer card.

You can devalue or revalue a membership by selecting the desired membership in the upper part of the window and clicking on Deduct or Revalue.

Participants

The tab Participants is only available if the option 'Ask for participants' has been ticked off for the chosen activity. This will oblige you to specify at least one participant and you will also be able to choose a price group per participant. The customer linked to the booking will be added as a participant by default.

Warning

If you use the option Ask for participants, you will not be able to modify the price of the booking in the tab General or modify the calculation method in the tab Price calculation. If you fill in the participants, the booking price will in fact be determined on the basis of the sum of the prices per participant.

Calculation method participants	The calculation method for all participants.
Max. participants	Informative, the maximal number of participants allowed for the selected activity.

You can always add, modify or delete participants.

(see manual Framework)

Participant	The desired participant.
Card	The card linked to the participant.
Membership	The membership linked to the card, valid for the current activity.
Activity	The desired activity.
Price group	The price group to be respected that also determines the tariff: If a customer card has been filled in and if a membership has been linked to the participant, the price group to be respected for memberships will be shown (see manual 'FACILITY BOOKINGS - Management'). If no customer card has been filled in or if no membership has been linked to the participant, the participant's price group will be shown (see manual 'GENERAL - Customers'Customers).

Number	The number of persons for this participant. By filling in the number of persons here, the participants to the activity do not necessarily have to be part of your customer file. In this way, you can simply link x non-customers as participants to the booking customer. Do take into account that you have to add the booking customer to the number as well. For example: Booking customer X will execute the activity together with four non-customers. In this case, you have to fill in 5 as the Number. In this way, there will be only one line in the participants overview, but the price for the booking will be determined for five participants.
# days	The number of days of the booking.
# nights	The number of nights of the booking.
Price	For your information the price is shown here, based on the activity and the price group of the Participant.

Extra info

The tab Extra info is only available if the option Visualise extra information fields has been ticked off on activity level (see manual 'FACILITY BOOKINGS - Management').

The fields can be visualised on the booking confirmation.

Maintenance

The tab Maintenance allows to register certain controls that have been executed before, during or after the booking and to charge possible costs on the basis of maintenance articles (see manual 'GENERAL - Articles'Articles).

You can use up to three Check points for the booking, in case of which you can each time fill in the date and description of the control and, if required, the maintenance articles that are used for the control.

Consumption stock

In the tab Consumption stock it is possible to specify a consumption per booking and per warehouse.

This concretely means that the booking customer consumes a number of articles available in the booking place (for example soda), without these having to be paid immediately on the spot. Afterwards, the number of remaining articles is counted and the consumption is calculated on the basis of the difference between the Start stock and the Current stock and added to the price calculation of the booking. If the booking is recorded, the consumed articles are deducted from the stock in the warehouse in question.

Note

For each article that has been consumed, a sales line is generated that you can find back in the tab Sales if you click on Enter articles in overview.

Attachments

In the tab Attachments you can link attachments to the booking.

You can always add, modify or delete attachments.

(see manual Framework)

Booking	The booking to which you want to link the attachment.
Attachment	The attachment you want to link.
Remarks	If you wish so, you can fill in additional data concerning the attachment.

In case of a series of bookings, the customer books one place during a certain period with a fixed frequency, for example daily, weekly, ...

First create a new booking using one of the methods described in Create booking.

The window Modify booking will appear, in which all booking data have to be filled in.

In order to create a series of bookings, you have to tick off the option Create series of bookings.

If you tick off the option mentioned above, the tab Simple booking is replaced by the tabs Serial booking and Extra places.

In the section Frequency you can determine the interval between the recurring bookings within the series. Dependent on the frequency you choose, you will have to determine specific settings.

Frequency Daily:

Frequency Weekly:

In case of weekly bookings, it is also possible to set up divergent hours per weekday. For this purpose, you have to fill in the hours in the tab Divergent hours.

Frequency Monthly:

Frequency Yearly:

At the bottom of the tab Serial booking you can determine how long the series of bookings will last.

If you wish so, you can automatically print a booking confirmation after the creation of the series of bookings:

If required, the tab Extra places allows you to create a series of bookings for several places.

After defining the series of bookings, you have to click on Save and confirm that you want to make x bookings.

After confirmation, you will see an overview of all bookings to be created, allowing you, if required, to still exclude certain bookings by deactivating them.

If there are, however, conflicting bookings (for example an overlap or overbooking), you will see an overview of these conflicts in which you can decide to allow the conflicts or not before clicking on Next.

If you have chosen for a series of bookings with percentage pricing, you still have to divide the price for all bookings within the chosen series after settling the possible conflicts. The total amount is automatically divided over the bookings. If you have, however, modified the prices here, you can have the prices redivided again if required by clicking on Divide.

In order to modify the price of certain bookings, you can fill in the price in the column Fixed price.

Afterwards, you can click on OK to confirm the price division.

After going through all the required steps for the serial booking, a last message will appear. After confirmation, the necessary bookings will be created.

Calendar templates

The tab Calendar templates is only visible if you create a series of bookings and allows to exclude some fixed calendar dates when creating a series of bookings. To do so, you have to tick off the calendar templates to be excluded in question.

The management of calendar templates is explained in detail in the manual General - Management.

Exclusion days

Also the tab Exclusion days is only visible if you create a series of bookings and allows to exclude some separate calendar dates when creating a series of bookings.

Note

• If you continue pressing the <SHIFT> key while clicking on 2 non-consecutive days, the period in between the days will also be selected.

• If you continue pressing on the <CTRL> key, you can select several non-consecutive days by clicking on them.

• A period of consecutive days can also be selected by clicking and dragging the cursor over several days.

In case of a set of bookings, the customer books different activities in different places on various dates without a fixed frequency.

First create a new booking using one of the methods described under Create booking.

The window Modify booking will appear in which you first have to fill in all data for the first booking.

After filling in the data of the first booking of the set, you have to click on Add booking to set and immediately afterwards you will be able to fill in the data of the second booking of the set. This procedure can be repeated until the desired number of bookings in the set has been achieved.

After defining and adding the bookings to the new set, you can consult the bookings of the new set in the tab Set.

In order to confirm the new set and create all bookings of the set, you have to click on Save.

Set

The tab Set is only available if you create a new booking and contains all bookings that have already been added to the set.

All bookings of the new set can be deleted if required, by selecting the desired booking and clicking on Delete line.

If you modify a booking that is part of a series of bookings, the system will always ask you if you want to carry through the same modification for the current booking only or for all future bookings of the series:

If you choose for This item, only the current booking will be modified.

If you choose for All items, however, the current and all future bookings within the series will be called up, but if required, you will still be able to exclude certain bookings before carrying through the modifications:

If the modified booking within the series concerned a price and/or price group modification, however, you will first be able to choose in which way this price (group) modification has to be handled:

It is only possible to book for an activity if this activity is allowed in the place you want to book. (see manual 'FACILITY BOOKINGS - Management').

If you move a booking and if the desired activity is not allowed in the desired place, the message Activity X is not allowed in place Y will appear, for example:

The messages below can occur if you make/modify a booking for a place and date/time that currently is already occupied (partially or not) by another booking. In this case, we speak of a "double booking" or "overlap".

In case of a series of bookings, however, the overview below will appear allowing you to make the conflicting booking(s) anyway:

In case of a series of bookings, the overview of conflicting bookings will appear as well. Since double bookings are not allowed, however, it will not be possible to select bookings.

If you click on Next, only the non-conflicting bookings in the series will be created/modified.

The price of each booking is taken over from the price list by default and is always calculated in function of the booked place, possibly in combination with the booked activity and the pricing periods set up. (see manual 'FACILITY BOOKINGS - Management').

If you, however, do certain actions that influence the standard price of the booking while creating or modifying a booking, the message below will appear:

If you click on Yes, the modified price is overwritten with the price from the price list.

If you click on No, the current, modified price remains valid for the current booking.

This message can only occur if the place for which you want to make a booking works with the Building management system of GANTNER. (see manual 'Building management')

The message will appear if the activity for which you want to make a booking is not linked to a channel or if the place does not contain the correct channel.

If you modify (move, copy, change duration) a booking within the graphic booking overview, the message below will appear:

After confirmation, the booking will be created/modified WITHOUT the required activations for the building management system.

If you create a new booking or modify an existing booking in the window Modify booking the message below will appear:

If you click on Yes, the booking will be created/modified anyway, WITHOUT the required activations for the building management system.

If you click on No, the creation/modification of the booking will be cancelled.

This message can occur if the activity of the booking you are creating/modifying is a global activity.

If you enter/modify data in the current booking that differ from the standard data of the linked global activity (visible in the tab Global activity in the window Modify booking), the system will ask you if you want to take over these deviating data in the linked global activity or not.

This message only occurs if you modify a booking that has originally been made in another Recreatex module than the Facility bookings module (module Registrations or Ticketing).

If you modify the place or time of a booking that has been created in another module, it may be necessary to check if the activity itself is not liable to suffer. If you, for example, modify the time of a facility booking for a ticketing event, you must not forget to also change the time of the ticketing event itself.