Repeat bookings

Create a booking across several days, several weeks and several calendars in a single operation to plan a season of lessons or training sessions, skipping school holidays and public holidays. Check each date in the preview and follow progress live. You can then cancel all or part of the series when needed.

Allow repeat bookings

1. Go to Administration›Users›Access Rights›Profiles & Roles and open the relevant profile.
2. In the Booking tab, enable Book with Repetition.
3. Click Save.

This permission displays the Repetition line on the booking form. It also lets you freely choose the start time and end time of each booking. It is usually combined with the Book for other users, Book with a club label and Overwrite/Cancel Existing Bookings permissions.

Prepare the booking

1. On the calendars, click the time slot of the first session. Its day, time and court serve as the template for the whole series.
2. Adjust the start time and end time if needed, for example to cover two consecutive time slots.
3. Choose the users or the label, as for a single booking.

Choose the days and calendars

To create the same booking on several days of the week or on several courts at once, for example to block four courts for a tournament, simply tick the days and calendars.

On a computer:

1. Click the Repetition line of the form. A panel expands just below.
2. Tick the other days of the week. The day of the selected time slot is always included.
3. Tick the other calendars that receive the same booking. The calendar of the selected time slot is always included. Beyond ten calendars, See More displays the remaining ones.

On a phone, tap the Repetition line. The repeat window opens, with the same settings.

Without an end date, each ticked day is booked only once, on its next date after the selected time slot: a Monday ticked from a Wednesday falls on the following Monday. The Repetition line then shows the number of bookings in the series.

The list of calendars only offers those included in your subscription, unless your profile has Ignore the subscription and its restrictions.

Repeat the booking over several weeks

The repeat window sets up the complete series: days, end date, holidays and calendars, with a preview of each date before you book.

1. Open the window. On a computer, click Repeat over several weeks in the panel of the Repetition line. On a phone, tap the Repetition line.
2. In Days, tick the days of the week on which the booking repeats.
3. In Until, choose the end date: a shortcut, such as 3 months or Until the summer holidays, or a date in the calendar. The series can last up to 18 months.
4. If needed, choose the holidays and public holidays to skip (see the next section).
5. In Calendars, tick the other calendars that receive the same booking.
6. Check the preview, then click Apply.

For example, for a lesson every Tuesday and every Thursday on two courts until the summer holidays, outside school holidays: open the form on the first Tuesday, tick Thursday, choose Until the summer holidays, then tick the school holidays group and the second court. The booking is created on each selected date, for each ticked calendar.

• The Until the summer holidays shortcut stops the day before the next summer holidays. It only appears if your organization follows school holidays in Administration›Settings›Booking›Holidays and public holidays.
• On a phone, Preview scrolls the window down to the preview.
• Closing the window without clicking Apply discards the changes. Do not repeat removes the series from the form.

Once the series is applied, the Repetition line shows its number of bookings. A warning icon precedes it when time slots in the series are already taken.

Skip holidays and public holidays

Your organization's date groups, such as the school holidays for your zone or public holidays, save you from removing dates one by one. They appear in the window as soon as an end date is chosen.

1. Under Holidays and public holidays, choose the rule:
   • Except these dates: the series skips the dates of the ticked groups. A Wednesday lesson falls neither during the holidays nor on a public holiday.
   • Only these dates: the series only keeps the dates of the ticked groups. A training camp every morning of the holidays is created in one go.
2. Tick one or more groups. With no group ticked, all dates are kept.

On a free time slot, the date of the selected time slot follows the same rule as the other dates: a holiday training camp prepared from an ordinary Wednesday does not book that Wednesday. When you edit an existing booking, its date is always part of the series.

Holiday dates are only known a few years in advance. When the series goes beyond the last known date of a group, the preview indicates it and offers to stop at that date. If you keep your end date, the series continues without skipping holidays with Except these dates, and no longer books anything with Only these dates.

Check and adjust the dates in the preview

The preview shows each date of the series before you book, along with the time slots already taken. It opens on the Year view, with a small calendar per month. The List view details the dates month by month. Your choice of view is remembered for next time.

• Booked: the date will be booked.
• Excluded: the date falls during skipped holidays or a skipped public holiday.
• Occupied: a calendar in the series already has a booking on this date.
• Added: a day added manually.
• Holidays: the days covered by the ticked groups, in the Year view.

Adjust the series with a click, without changing the settings:

• Click a booked date to remove it, for example the day of a competition. It is marked Manually removed.
• Click an excluded date to restore it, for example a lesson that goes ahead during the holidays. It is marked Re-added.
• In the Year view, click a day outside the series to add it, for example a few Saturdays in a Wednesday series. A day added manually is booked even during skipped holidays, and it stays in place when you change the days or holidays. Clicking it again removes it.
• On a computer, drag the mouse over several days in the Year view to apply the same change to them. The Esc key cancels the drag in progress.

Without an end date, the dates of the series cannot be removed with a click. Untick the day of the week instead.

For each taken time slot, the List view shows the calendar and the existing booking, then what will happen to it: will be overwritten with the Overwrite existing bookings option, ignored without it. The footer of the window counts the bookings in the series and details the excluded dates, the time slots to be overwritten and those that will be skipped.

Choose the series options

The form options apply to all bookings in the series. Your latest choices are remembered from one booking to the next, so check them before confirming.

• Overwrite existing bookings: a booking already present on a session is cancelled, then replaced. Without this option, the session is skipped and the existing booking stays in place.
• Do not count towards the quota and Do not count credits: the series does not use up the quota or credits of the selected users.

Confirm and follow the operation

1. Click Book.
2. If the operation takes time, a progress panel opens and shows the progress of each step. During creation, it also shows the number of time slots processed, the rate per second and the time remaining.
3. At the end, the panel closes and a message summarises the result.

Depending on your organization, other steps follow Creating bookings: Access Codes, Notifications, Participants' orders and Booking reminders. A step that does not apply is not displayed.

• The panel only opens for an operation that takes several seconds: a quick booking never displays it.
• It stays open until the end of the operation, so you always know how far it has got.
• While the bookings are being created, Cancel stops the repetition. Bookings already created are kept.
• If the connection is interrupted, tracking continues until the end of the operation. A message then informs you, and the calendars are reloaded.

To protect your calendars, the number of time slots created or deleted in one hour is limited, per owner and for the whole organization. Beyond this limit, the operation is refused before any change is made. The message shows the limit and the time from which you can try again.

Read the result

The final message counts time slots: a two-hour booking on one-hour time slots counts as two.

• 40 booked time slots: the number of time slots booked.
• 3 existing bookings have been overwritten.: the bookings cancelled by overwriting.
• 2 time slots are occupied and could not be overridden.: the time slots where a booking was already present and stays in place.
• No booking added: no session could be booked.
• No dates selected for this series.: all dates were excluded or removed, nothing is booked.

When time slots have been overwritten or skipped, the message stays displayed until you close it.

Find the dates of a series

Each session remains a booking in its own right: you can edit, move or cancel a single one without affecting the others.

The details of a repeat booking list the dates of its series, with the court and time of each one. Beyond 50 dates, the list stops and View All opens the complete series in Administration›Dashboard›Booking›Booking log.

Moving a session by drag and drop only moves that day: the other dates of the series stay in place.

Cancel all or part of a series

With the Overwrite/Cancel Existing Bookings permission, cancelling a repeat booking asks you how far to cancel.

1. Hover over a booking in the series on the calendars and click the trash icon . You can also use the cancel button in its details.
2. Choose the scope of the cancellation. The number in brackets shows the bookings concerned.
3. If the series is long, the progress panel shows the progress of the cancellation.

• Only this time slot: this booking only.
• The date of the session, On the calendar Padel 2 or On all calendars: the bookings in the series on that day.
• All on Padel 2 (4): all dates of the series on this calendar.
• All (8 bookings): the entire series.

Only the choices that make a difference are offered: a series booked on a single calendar does not show the per-calendar choice.

Delete bookings over several weeks

The booking form also frees up time slots over a whole period, whether or not the bookings are part of a series.

1. Click the time slot of the first session to free up.
2. Set the time and the repetition, as when booking: days, end date, skipped holidays and calendars. The preview shows the bookings present on each date.
3. Click the trash icon on the form. Above the buttons, a line shows the number of dates in the series and the number of bookings that will be deleted.
4. Click Delete.

All bookings present on these sessions are cancelled, then the 12 bookings deleted message gives their number. Without the Overwrite/Cancel Existing Bookings permission, only your own bookings are cancelled.

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