Extras, recurring series and staff assignment
Define extras like towels, floodlights or a referee; open a weekly series for season bookings; assign a responsible staff member to a reservation.
Last updated: 7 October 2026
Extras
The Extras button on Facility Rental → Facilities opens the list of extras (needs the permission to manage facilities and rental rules). Open the form with New extra:
The name field — required (e.g. Racket, Floodlights, Referee).
Price type and Price — see below.
Which facilities — select none and the extra is offered at every facility.
Required (added to every reservation automatically) — added even if staff do not tick it.
Selectable in online booking — on by default; when off, the extra appears only in the panel and customers cannot see it online.
Max quantity (empty = unlimited) — the most units one reservation can have. Enter 2 or more and a quantity box appears in the reservation form; an extra left empty is added as 1 unit.
Price types:
Fixed — added once per reservation (e.g. a floodlight fee).
Per person — multiplied by the party size; 1 person is assumed if none is given.
Per hour — multiplied by the duration, and a STARTED HOUR COUNTS FULLY: 90 minutes is 2 hours.
Save with Save. The list shows the name, type, price and scope (All facilities or … facilities), with Required and Offline only badges. Edit with the pencil and delete with the bin (deleting does not ask for confirmation).
In the reservation form, the facility's extras are listed after you pick a time; required ones come ticked and locked, and the Extras amount is added to the Total.
An extra's price is fixed when the reservation is made. Raising it later does not change existing reservations, and when a reservation is moved to another time its extras stay in the amount at the same price. The quantity box does not go above the Max quantity value.
Deleting an extra does not remove it from past reservations; it only stops new ones from using it.
Recurring series
In the new-reservation panel, after picking a time, turn on Repeat weekly and enter for how many weeks (2-52, 4 by default). Before saving you see how many weeks are available and how many are taken (“… weeks available, … taken — the taken weeks will be skipped.”).
Taken weeks are SKIPPED and the series is still created: 2 of 8 weeks taken means 6 reservations. The preview only checks other reservations and blocked times; weeks that fall on a day or time when the facility is closed, clash with the assigned staff member or find the linked room busy are skipped while saving too. After saving, “… week(s) were skipped because of a conflict.” appears. The series is created as approved; Take a deposit and Save as an option do not apply to a series.
A week that falls on a holiday set in My Business → Settings → Holidays is not skipped; the series books that week too. After saving, open that week's reservation from the Facility Calendar or Reservations and cancel it with Cancel.
Viewing and cancelling a series
When you open a reservation of a series from the Reservations page or the Facility Calendar, a Part of a recurring series box appears; View series lists every occurrence with date, status and amount, with the Total records and Upcoming records counts.
If there are upcoming records, click Cancel series (needs the permission to cancel facility reservations). For “Which records should be cancelled?” the default is Only upcoming records; All records, past included also cancels past weeks that are still open (approved or in progress) but leaves completed and no-show weeks alone. Optionally type a reason and confirm with the red Cancel button.
Cancelling a series has no customer SMS box: no fixed information SMS is sent, and your When a facility reservation is cancelled automation runs once, for the earliest week. Collected money is not refunded and stays as revenue; if a refund is needed, cancel those weeks one by one with Cancel → Refund before cancelling the series.
Staff assignment
The Assigned staff field of the reservation form links the rental to one person (referee, coach, technician). It defaults to Unassigned and can be left empty. An assigned rental shows in that person's column in the main calendar's staff views, and automation messages addressed to staff go to them.
The same person cannot be assigned to two rentals at the same time: “That staff member already has a rental at this time.” appears and the reservation is not created; the same check runs when moving. It does not look at the person's appointments or lessons at that time. The assigned staff member cannot be changed after saving.
Date-specific hours
The Date-specific hours part of the Working hours card on a facility sets a single day apart from the weekly schedule — closing for a holiday or opening early for a tournament. Add a row with Add date, mark it Open or Closed; it is saved with the same Save hours button as the weekly hours.
Extras setup, weekly series and staff assignment are on the web panel. On the phone:
You cannot choose extras on the New reservation screen; extras marked as required are still added to the reservation and its amount.
The reservation screen lists the extras with name, quantity and amount above the total.
When a reservation is moved, its extras stay in the amount at the same price.
You cannot create or view a weekly series; each week of a series appears on the list as a separate reservation.
You cannot assign a responsible staff member; a staff member assigned on the web shows the rental in their column in the main calendar's Staff view.