The Scheduler module for Hire products is designed to manage resource-based reservations product. Mainly used for private pools bookings, it can also be used for other products you "hire" such as cars, boats, or even tables in a restaurant. It is suitable if you have 2 to a maximum of 20 resources.

 In this article, we will refer to a few different product types as follows:

  • Hire - used for the likes of private pools
  • Hire Group - Referenced through this article as "HireGroup", this is used for resources where people can select a different option per person. E.g. A couple's massage (if you don't use our Appointment scheduler), or a table and everyone selects their own meal. 
  • In addition to that, you also have the possibility to book a hire product in conjunction with an Activity product, such as a shuttle, which is referred to as transport.


TABLE OF CONTENTS


Overview of the hire screen

 


Make a hire booking

  1. Click on the New tab on the Hire screen.
  2. Double-click on the product you want to book to launch the booking screen.
  3. Select the number of pools you want to book.
  4. Click on the available number against a timeslot of your choice to make a booking.
  5. Search for an existing customer by name, email address or phone number, or click on New customer to add a new customer and fill in the details.
  6. Enter the number of adults and children for each pool.
  7. If required, enter units against an addon.
  8. Click Save.

 


Make a hire group booking

  1. Click on the New tab on the Hire screen.
  2. Double-click on the product you want to book to launch the booking screen.
  3. Click on the available number against a timeslot of your choice to make a booking.
  4. Search for an existing customer by name, email address or phone number, or click on New customer. If you use our Memberships module, you can see any active memberships the customer has on the right-hand side when you hover over their record.



  5. Enter the required number of units per treatment (e.g., when booking a 2-person treatment and they want the same treatment, enter 2).
  6. If required, enter 1 unit to add a package.
  7. Click Save.

    You cannot make multiple bookings at once as you can with pool bookings, e.g. if you want to book 2 Serenity Soaks for 2 sets of people, you need to make 2 separate bookings. 


Add transport to your hire booking

If you want to book transport, enter the number of people who will need transport before you select a time in step 3 above. The available number of seats on the transport is displayed between brackets e.g. (5T).



When you enter the number of people per pool, the transport group size will automatically calculate how many pax to book.



Upon saving the booking, a transport reservation will be made. Transport bookings can be viewed in the Departures screen, Search tab. Note that the time showing is the time of the hire booking.


Apply a promotion

  1. Open a booking.
  2. Click on Functions.
  3. Click on Apply promotion.
  4. Double-click on the promotion you want to apply.
  5. Click Save.


Add a note to a booking

There are a few note fields available on the booking screen. Here are their uses:

  • Customer note – will always show up if you use this customer file. E.g. “allergic to lilies”.
  • Operator note – will show only against the booking. If a customer leaves a note online, it will go into this field. Displays on the Hire screen on the booking with an alert icon. It can also display on emails to the customer if required. Pulls through onto the Manifest report and Booking list report.
  • Private note – will only show against this booking. Does not report anywhere and does not go into any communication to the customer.


Store a credit card to confirm an appointment

Before you can use this function, you need to make sure you have this setup.  

  1. Once your appointment is saved, select Functions at the bottom of the Scheduler Booking screen, then click on the Credit Card store.
  2. In the popup, click Add card, then enter the customer's credit card details. Details are securely stored on Windcave.


Take payment for a hire booking

You can process payment for an appointment booking from 2 places in the system:

  1. Directly from the Scheduler booking screen by clicking To POS at the bottom of the screen.

  2. From the Hire scheduler screen, by selecting the booking to bring up the details in the bottom left-hand panel, then click To POS.


Take payment for multiple bookings at the same time

  1. Select multiple bookings in the Hire screen by holding CTRL or Shift on your keyboard as you click.
  2. On the bottom left, you’ll see a summary of the bookings you have selected. To deselect any, click the booking again to exclude it from the list.
  3. Click the To POS button to take payment for all the selected bookings.


Charge a stored credit card at Point of sale

If you stored a credit card against a customer, you’ll notice the Stored CC text appear when you proceed To POS. To use the stored credit card to pay, select the “Eftpos online” payment button and charge the card through the Windcave popup.



Post an agent booking to invoice

You can post a booking to invoice in 2 ways:

  1. Once your booking is saved, select Functions at the bottom of the Scheduler Booking screen, then click Post to invoice. Check the pending details, and amend any information if required, then click Apply.

  2. From the Hire screen, select the booking so the details appear on the bottom left-hand side of the screen, then click Invoice. Check invoice details, then click Apply. You can only post one booking to invoice at a time.


Clear a posted invoice

If you’ve made a mistake, or something changed and you already posted the booking to invoice, you can clear the posting as long as the invoice has not been generated. 

  1.  Open the Scheduler booking screen and select Functions, then Clear last un-invoiced postings. 
  2. This should remove your last invoice posting. If you posted more than once, repeat these steps to clear the next posting.


Reverse an invoice posting

If an Agent disputes an invoice and/or something needs to be changed after you created the invoice, then you can no longer clear the posting. You will need to reverse the posting, to create a credit for the agent.

  1. Open the Scheduler booking screen and select Functions, then Reverse last invoiced postings.
  2. This will create a reverse posting in addition to the original post. 
  3. You can now amend the booking details, and then repost the correct details.


Send a confirmation email from the Scheduler screen

  1. Load your booking into the Scheduler Booking screen
  2. Click the Functions button in the bottom left corner
  3. Select Send Confirmation Email
  4. If an email address doesn't already exist for the customer you will be prompted to enter it at this point, then click OK to confirm it
  5. The Emailer pop-up will list your Itinerary email templates in the left-hand panel
  6. Select and preview the correct template, then click Send
  7. A popup screen will tell you if it was sent successfully. Click Close when finished
If preferred, you can print the confirmation. Click Print (sends to your default printer) or click the arrow to select a different printer


Edit hire bookings

Reschedule a hire booking

  1. Open the booking, then click on the Hire selection tab
  2. Select a new date/time.
  3. Select NO to the following pop-up:



  4. Click Save.

 

Changing the product

  1. Open the booking, then click on the Hire selection
  2. Change the Product from the drop-down box.
  3. Select a date/time.
  4. Click NO on the following pop-up:



  5. Click Save.


Change the transport option to one-way or back to return

To change the transport option, follow the steps of ‘rescheduling’ a transport booking as per the steps to book the one-way shuttle.


Changing the name or customer associated with a booking

If you want to amend the customer details on a booking, you can simply edit the details in the Customer section on the Scheduler booking screen. Any amendments you make to the details will be saved against their customer record for future use.


If you want to change the customer associated with the booking entirely, you can swap the customer associated with the booking over to a new one by clicking on the New booking/customer search tab and either searching for another existing customer or selecting New customer to enter new details and create a new customer file.





Changing the booking status from the Hire screen

  1. From the Hire screen, right-click on the booking and select Status.
  2. Select from one of the following:
    • Active: displays a red and white striped bar on the left-hand side of the booking indicating an outstanding balance.
    • Checked-in: displays a person in the top left of the booking
    • Completed: displays a green tick in the top left of the booking
    • Attention: displays a yellow and red striped bar on the left-hand side of the booking. All bookings made online will have this flag set by default.


Cancel a hire booking 

  1. Open the booking in the Scheduler booking screen.
  2. Select Functions, then choose Cancel.
  3. Choose the cancellation reason from the list, then Save. 
  4. If you have a booking for multiple pools, and you want to cancel just one of the pools, right-click on the resource column and select cancel OR amend the units on the pool to 0, then click Save.
  5. The cancelled pool will remain in the grid but greyed out.


You cannot have 0 in the first pool booking, if you want to cancel all bookings, use the cancellation wizard from the Functions menu.


Cancel a transport booking only

To cancel the transport on a booking, change the group size number to 0 on the Scheduler booking screen, then click Save.

 


Reactivate cancelled hire bookings

Follow these steps if you need to re-activate a cancelled hire booking. 


If you selected the wrong cancellation reason and wish to amend the reason, you will need to reactivate the booking first, then recancel the reservation.


Hire booking

  1. Open the cancelled booking.
  2. Right-click on the Pool line(s)
  3. Click Activate
  4. Save the booking.



Hire group booking

  1. Open the cancelled booking.
  2. Change the status drop-down field to Active
  3. Save the booking.


View cancelled bookings

On the Hire screen, click on the drown arrow next to the Refresh button, then select Show cancelled bookings. Click Refresh to revert back to the default to standard view.


Refund a booking

Cancel booking as per above.

  • If there’s a refund amount, take the booking to POS and process the refund.
  • If it was posted to invoice, clear the posting using the Functions button on the Scheduler booking screen.
If you need to refund a payment made online, you must process the refund using Payline for Windcave, or in your Stripe portal after you process the refund transaction through IBIS POS (i.e. you will need to use a payment type such as "windcave refunds" that is not linked to any integrated EFTPOS systems you may have).  


Search for a booking 

You can search for a booking in a number of ways:

  1. Enter the booking number on the Scheduler booking screen, then hit Enter.



  2. From the Hire screen, you can click on the Search tab on the bottom left-hand side, and search by name, phone or email address. Selecting a search result will highlight the booking in orange. All bookings forward of the date specified will appear in the search results, and cancelled bookings will appear struck-out. To search historic bookings, change the date on the Hire screen to a past date to include results from that period.



View booking history 

From the Scheduler booking screen, click on the History tab to see what details were saved when and by whom. If there are multiple pool bookings within a booking, they will all be listed individually: