Administrators Guide

in this article, we will give a step by step example of using our application for location, staff and services management the first thing you see when you log in to the application is the dashboard, containing all the live data about events on all activities of your current location but as an administrator you are in charge of setting it all up and the best way to describe the application logic consequently is to move straight to the settings, which can be accessed from the side menu settings settings section is used for application configuration, but it also contains shortcuts to all tools within the application as you can see, the settings are divided in three groups general settings and services are available only for administrators, while sales section is also used by managers general settings this settings section contains setting for managing the location itself creating locations if you click on locations you will be forwarded to a list, containing all locations that were created in the system here you can browse the list with filters as well as create, edit and remove existing locations let's start with creating a new location first to do that, please click the "add new" button and you will be forwarded to the location creation form as you can see, here you can fill in all the main contact, social and billing data of your location, as well as its opening hours you don't have to set opening time for each day separately if you hold the ctrl button on your keyboard and click on the needed days, you will notice them turning blue and allowing you to "add time" for all selected days simultaneously when you are done setting opening hours to chosen days, simply release the ctrl button and click anywhere on the screen to go back to normal editing mode after all the needed info has been added you can click the "save" button once you click it, your new location will appear on your location list, allowing you to edit it any time you want you will be forwarded to the newly created location details automatically as you can see, now you have a few extra options here first of all, you can set an image for your location it will appear in all e mails sent to your customers secondly, you can see the number of all items that are used in your locations for now everything is blank except for one person type that is created by default if you click the number, you will be forwarded to person type / activity / supplement / package / reservation list, allowing you to view and access all the respective items in your location in the future it will also be possible to create these items by clicking the pluses near each of them adding staff now when the new location is created, it's time to go to your profile and add it to your active locations you can do it by clicking your user name in the top bar after you are done editing and saved your profile it's time go back to settings , open the users section and add other managers and administrators to the new location of course you can do both, create new users as well as add those whose profile already exists, by editing their locations field additional location settings now that your new location is full of staff, it`s time to go back to the settings and set up some rules, needed for its operation first of all, remember to switch your current location to the new one you can do it on the top bar location indicator once you're done, please open the person types section of the settings here you can add types of personalities that are allowed to participate in the events hosted at this location different person types can have different pricing and will have additional exclusive features in the future as you can see, for now we have only adult as the default pre configured type here you can easily add as many types as you want here the frame is very simple, with only 2 fields after you saved one type and if you want to create some more, you don't have to go back to the person types list, simply click actions > duplicate , then change the details as needed and save one more type once you've added enough types, you can go back to the settigns and open the person type list to see if everything was added correctly following the same logic we can create 2 more entities used for correct location operation supplement categories (exclusive for each location, so this list is empty at the start) and units of measurements (uoms, this list is global and shared between all locations so if you don't need anything extra, you're fine with what is already present on this list) now that your new location is fully set up, we can move on to creating services on it content settings the basic content entity on the location is an activity each activity, be it bowling, pool or lounge restaurant has its own physical location, service rules and pricing the second important entity is a supplement it is normally used as a custom addon to an activity, like an extra drink or snack that's served on the bowling lane the last content entity is a package it is a common set of activities and supplements, offered to your customers at the specified prices (can be widely customized in time and by person type) and on the specified terms ( activities order, duration etc ) all these options are managed through the services settings section let's start with creating an activity first creating activities activity is the most important unit of our services and everything else is built on top of it if you go to the activities list from the settings you will see a list of existing activities organized in the same way as other lists we've seen so far let's move straight to activity creation after you save your new activity, you will see its details where you can set an image for it, add tag notifications and manage the activity slots by using a shortcut for now the new activity does not have any slots, so it's time to create some if you need to create several slots with identical settings, i recommend that you use the duplicate action and adjust slot name before saving each clone if you go to the activity details after you're done creating slots, you will see that all created slots are now associated with your activity now when the new activity has been created, we can move on to create a supplement that can be served together with it to do that, please go to the settings and select supplements section creating supplements supplement creation form is similar to that of activity but more simple here you can also set supplement details, time table, when it should be served by default (still can be served any time if needed) and a description, so your managers can understand when they should or should not use this supplement now that we have both supplements and an activity, it is time to compose a package of them to do so, please go to the settings > packages creating packages package creation form contains somewhat more data, but it is just as easy to use as the previous forms are for your convenience we added the possibility to browse and search for needed activities and supplements, and add them to the package by a simple drag and drop method opening hours special day you can set special opening hours on some specific day for any location / activity / package / supplement you need for example christmas, easter, etc you can find a sample of the special day settings for a package bellow you need to click on the calendar icon in open hours select needed date and fill in the opening hours then close the special day modal window and save all current changes as a result, by default, the package will remain available from 10 00 to 20 00 on fridays, but on 18 02 22 it will be available for booking from 13 00 to 18 00 with the same logic, you can configure several special days for any needed packages / activities, etc alternatively, if you need to make the package unavailable on a certain date, you can set a special day with opening hours at a time when the entire location is closed special day settings override the default timetable, but please keep in mind that the availability of the package is determined by the opening hours of location => activity => slot => package this means that regardless of which opening hours you have set for a package it can only be available within the opening hours of the slot => activity => location on which it will be served special price timetable apart from that, you can also set a special price for a certain package on a needed date, for each person type separately for instance, on fridays, the price of the package for person type volwassenen will be 50 euros, but on 25 02 22, from 15 00 to 19 00 = 33 euros, and from 19 00 to 23 00 price = 60 euros outside of these hours, the default price of 50 eur will remain here is an infraction is a setting for a special price step by step 1\ go to the needed activity/package 2\ select the desired person type in the pricing table 3\ click the special day schedule icon 4\ select needed special date 5\ set a special price period you have just successfully created and configured a new location and filled it with staff and content to be served now you are ready to process your first customer please refer to the managers guide to learn how to create and process a reservation