News from ClubNet

Coronavirus - More New Bookings Functionality

We have continued to develop the additional features for the Bookings system to help clubs re-open safely.  These features are all now live, as follows:

  • NEW Buffer periods - to allow time for one set of players to leave before the next arrives.  To activate this in Bookings Admin:
    • Go to Admin Tools / Setup / Preferences and in the right column of options you will see a new field "Buffer minutes between bookings"
    • Select your preferred buffer period length, and Save
    • Each booking ends early by the buffer period length and is shaded on the timesheet to show this
  • NEW Doubles Play - on-screen guidance to help meet the current requirement that tennis is to be singles only, except that 4 players from the same household may play doubles
    • Go to Admin Tools / Setup / Preferences and scroll to the last but one section on the page
    • If Doubles is activated for your system, you can tick “Hide doubles” if you do not want to allow doubles bookings at this time
    • Where doubles is allowed, you can tick the box to "Show additional text for doubles bookings", then check if the default wording is OK for you and meets current guidelines for your sport / location, amend if necessary, and Save – this will present text guidance in the booking form where the booker selects doubles play
  • Conditions of Use - for clubs which choose to implement it, a new requirement for members before entering the system to agree to the club's conditions of use in the current circumstances.  We have made this a daily (every 24 hours) requirement for now.  To activate this in Bookings Admin:
    • Go to Admin Tools / Setup / Preferences and scroll to below Club Rules and you will find the new Covid fields
    • Tick “Show Daily COVID Message”, check if the default wording is OK for you, amend if necessary, and Save – this will present a screen to users daily on entering the bookings system which they have to accept before proceeding
  • Booking Confirmation - a new checkbox to be completed prior to completing any booking to ensure that the booker and their opponent(s) are not required to stay at home under Government restrictions.  To activate this in Bookings Admin:
    • Go to Admin Tools / Setup / Preferences and scroll to below Club Rules and you will find the new Covid fields
    • Tick “Show Booking Terms & Conditions”, check if the default wording is OK for you, amend if necessary, and Save – this will present a warning box at the confirmation stage for each booking. The "Admin Instruction" is what appears before the warning if an administrator is making a booking on behalf of a member. The “Terms for Bookings” are what the member has to confirm
  • Confirmation and Reminder Emails - new wording to be included in all Booking Confirmation and Reminder Emails to remind the booker and their opponent(s) of Covid restrictions.  To activate this in Bookings Admin:
    • Go to Admin Tools / Email / Email Preferences and scroll to the last field on the right (assuming viewing on a wide screen)
    • Tick the “Include COVID message” checkbox, check if the default wording is OK for you, amend if necessary, and Save – this will include the message in bookings confirmation and reminder emails sent to bookers and opponents (assuming they have email addresses in the system!)
  • NEW Enhanced Reporting - a new report showing any members (and their contact details) who were booked on facilities at the club within a set date / time range of someone who has subsequently notified the club that they have developed symptoms and/or tested positive. The report includes opponents (members or guests) and can be accessed in two ways:
    • via the Admin Tools / Reports menu and select the Coincident Bookings report – the initial view shows bookings an hour before and two hours after the current time; you can then adjust the date / time range as required for the "risk period" you want to cover;
    • via Admin Tools / Members / List Members, then find and select a member (the one who has notified you), then click on Member bookings (to show their bookings) and then click on a booking to show bookings (by default) one hour before to two hours after the start time of the booking. You can then adjust the start and end time of the report as you wish

I hope this set of new features helps you with re-opening your facilities safely when you are permitted to do so.  No doubt, restrictions will change over time, and we'll do all we can to help you at each step along the way!