Bookeo's Virtual rostering feature allows you to share resources between group activities - workshops, classes, and tours - and/or services/personal lessons/open schedule tours on a first-come, first-served basis.
For example, a single resource can be allocated either to a group activity for up to 10 participants or to one-on-one services—whichever is booked first, on a first-come, first-served basis.
Select the Bookeo product you are using from the list below to find out more.
Bookeo Appointments
This section explains how to enable the virtual rostering feature and how it works in a Bookeo Appointments account.
In this section:
- Enable virtual rostering for group workshops
- Virtual rostering in your Bookeo calendar
- Virtual rostering on your booking page
- What happens if users of my Bookeo account and customers are trying to book workshops in virtual rostering (using the same resource)?
Enable virtual rostering for group workshops
1. Go to Settings>Workshops
2. Click on a specific workshop
3. Go to the Schedule tab
4. In the Virtual roster section, tick the checkbox Do not allocate resources for a workshop until the first booking is made.
5. Save
Virtual rostering in your Bookeo calendar
Group workshops scheduled in virtual rostering will show in your Bookeo calendar.
Group workshops scheduled in virtual rostering will show in your resources' calendar only if you receive a booking for the workshop.
If a booking is made for a workshop in virtual rostering with another workshop, or if seats are blocked, the other workshop offered in virtual rostering will be automatically canceled by Bookeo. The workshop will show as canceled - in a dark grey color - in your Calendar.
If you want to hide canceled workshops from your calendar, click on the Canceled button above your calendar.
Virtual rostering on your booking page
Group workshops scheduled in virtual rostering will show on your booking page.
If a booking is made or a block is created for a workshop in virtual rostering, and there is another workshop that requires the same resources, the workshop without the booking/block will be automatically canceled by Bookeo.
What happens if users of my Bookeo account and customers are trying to book workshops 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 workshops 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 workshop 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 that the class has been canceled.
Bookeo Classes and Courses
This section explains how to enable the virtual rostering feature and how it works in a Bookeo Classes and Courses account.
In this section:
- Enable virtual rostering for group classes
- Virtual rostering in your Bookeo calendar
- Virtual rostering on 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/appointments
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 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.
Bookeo Tours and Activities
This section explains how to enable the virtual rostering feature and how it works in a Bookeo Tours and Activities account.
In this section:
- Enable virtual rostering for regular tours
- 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 tours in virtual rostering (using the same resource)?
Enable virtual rostering for regular tours
1. Go to Settings>Tours/Activities
2. Click on a regular tour
3. Go to the Schedule tab
4. In the Virtual roster section, tick the checkbox Do not allocate resources for a tour until the first booking is made.
5. Save
Assign resources to regular tours
To use the Virtual Rostering feature, you will have to assign resources to your regular tours.
Open schedule tours/charters
Open schedule tours/charters are in virtual rostering by default. With open schedule tours/charters, the system automatically assigns available resources to a booking when the booking is made.
Virtual rostering in your Bookeo calendar
Group tours scheduled in virtual rostering will show in your Bookeo calendar.
Group tours scheduled in virtual rostering will show in your resources' calendar only if you receive a booking for the tour.
If a booking is made for a tour in virtual rostering with another tour, or if seats are blocked, the other tour offered in virtual rostering will be automatically canceled by Bookeo. The tour will show as canceled - in a dark grey color - in your Calendar.
If you want to hide canceled tours from your calendar, click on the Canceled button above your calendar.
Virtual rostering on your booking page
Group tours scheduled in virtual rostering will show on your booking page.
If a booking is made or a block is created for a tour in virtual rostering, and there is another tour that requires the same resources, the tour without the booking/block will be automatically canceled by Bookeo.
What happens if users of my Bookeo account and customers are trying to book tours 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 tours 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 tours 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.