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Bookeo's Virtual rostering feature allows you to share resources between regular classes and/or personal lessons/appointments on a first-come, first-served basis. For example, you can offer a group yoga class for 10 people or a personal lesson for 1 person using the same resource - teacher -, on a first-come, first-served basis. |
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In this article:
- Enable virtual rostering for group classes
- Virtual rostering in your Bookeo calendar
- Virtual rostering in your booking page
- What happens if users of my Bookeo account and customers are trying to book classes in virtual rostering (using the same resource)?
Enable virtual rostering for regular classes
1. Go to Settings>Classes, courses, events
2. Click on the regular class
3. Go to the Schedule tab
4. In the Virtual roster section, tick the checkbox[1] Do not allocate resources for a class until the first booking is made.
5. Save
Assign resources to regular classes
To use the Virtual Rostering feature, you will have to assign resources to your regular classes.Personal lessons/appointmentsÂ
Personal lessons/appointments are in virtual rostering by default. With personal lessons/appointments, the system automatically assigns available resources to a booking when the booking is made.Virtual rostering in your Bookeo calendar
Group classes scheduled in virtual rostering, will show in your Bookeo calendar.
Group classes scheduled in virtual rostering, will show in your resources' calendar only if you receive a booking for the class.
If a booking is made for a class in virtual rostering with another class, or if seats are blocked, the other class offered in virtual rostering will be automatically canceled by Bookeo. The class will show as canceled - in a dark grey color - in your Calendar.
If you want to hide canceled classes from your calendar, click on the Canceled[2] button above your calendar.
Virtual rostering on your booking page
Group classes scheduled in virtual rostering, will show on your booking page.
If a booking is made, or a block is created for a class in virtual rostering and there is another class that requires the same resources, the class without the booking/block will be automatically canceled by Bookeo.
What happens if users of my Bookeo account and customers are trying to book classes in virtual rostering (using the same resource)?
Virtual rostering allows bookings on a first-come, first-served basis. If multiple people are trying to make a booking for classes in virtual rostering - using the same resources -, the first completed booking will automatically cancel the availability of the resource(s) for other bookings.
Please note that your Bookeo calendar immediately updates with any block or new booking, but if customers have opened your booking page in their browser, the page will be updated with new blocks and bookings only if customers refresh the booking page.
Let's say that your customer John and the user of your account Sarah are making a booking for a classes in virtual rostering.
Example 1: your customer makes or completes the booking before your account user
Your customer John completes his booking before Sarah. When Sarah tries to finalize her booking, she will get an error message.
Message when another booking has been made for the same resource.
Example 2: your account user completes the booking before your customer
Sarah completes the booking before your customer John. When John tries to finalize his booking, he will get the error message shown in the screenshot below.