Creating Events An Event houses the details associated with the visit itself The group Date(s) of visit Menu of services

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1 group booking Group Booking allows you to reserve resource time for future customer events. For convenience, it does not require that a staff, a service or a customer be reserved at the time of the initial booking. The Group Booking process includes: 1. Creating Service Menus 2. Creating Groups 3. Creating Events 4. Adding Activities 5. Reserving Resources 6. Linking Members 7. Reports Creating Service Menus Service Menus are used to organize the services you offer to groups. You can create service menus for your spa packages and personalize menus for customers. 1. From the SpaBiz Appointment Book, click on the Group Booking icon located at the bottom of the appointment book. 2. In the Group Booking screen, from the File Drawer menu, select Service Menu. 3. In the Service Menu File Drawer find and double-click a menu or click the New Menu button. 4. In the Service List text box, enter a name for the menu. 5. To add a service, click the Set Service button and in the Service Search dialog box: Expand a service category by clicking its + icon. To select all the services in a category, check (click) the category s check box. To select an individual service within a category, check (click) the service s check box. To not include the services, uncheck (click) the service s check box. 6. Click the Select button when you are finished adding services to the menu. 7. In the Service Menu dialog box: Sort any column by clicking its header. To edit the price or service length, double-click the appropriate field and make any necessary changes. Edits to default time and price will appear in bold text. To restore the service defaults, right-click on the service, select Reset Default Values, and select the value to restore. To remove a service from the menu, right-click on the service and select Remove Service. 8. Click the Save button and in the File Drawer, click the Exit button.

2 Creating Groups A Group is the name you associate with the customers that are assembled for the booking. It includes all contact information and the service menu they will experience. 1. From the File Drawer menu in the Group Booking screen, select Group. 2. From the Group File Drawer, click the New Group button. 3. Provide the appropriate information on the group. Fields marked with an asterisk (*) are required. 4. Select a unique color for the group by using the Group Color drop down menu. 5. Add a default service menu for the group by clicking the Select Menu button, and then from the Service Menu Selection box, double-click the desired service menu name. To edit the price or service length, click the appropriate field and make any necessary changes. Edits will appear in bold text. To restore the service defaults, right-click on the service, select Reset Default Values, and select the value to restore. To remove the entire service menu, click on the Remove button (next to the Service Menu button). 6. Click the Save button after making all necessary edits. Click the Exit button when finished. Existing Groups 1. To edit an existing group, from the File Drawer menu select Group. 2. From the Group File Drawer, click the Find button. 3. In the Search dialog box, double-click the group you wish to edit. 4. To add members to the group, select the Members tab, click in the Name cell and click the search button. Then, from the SpaBiz Customer Search dialog box, create a new customer or search for and select a customer. 5. To view the group s existing events and select one for editing, select the Events tab. 6. To add a note about the group, select the Notes tab and enter or modify text as needed. 7. Click the Save button after making all necessary edits. Click the Exit button when finished. Creating Events An Event houses the details associated with the visit itself The group Date(s) of visit Menu of services 1. In the Group Booking screen, from the Event menu select New, and then select a group for the Event from the Search dialog box. 2. Provide the appropriate information on the event in the fields provided. The Billing Code is text that can be used as reference for billing the group. For example, a room number. 3. Click the Save button at the top of the screen.

3 Creating Activities An Activity is a collection of services within the event that may or may not occur on the same day. Group Booking automatically generates one activity when you create an event. 1. From the Event menu, select Find and in the Event Search box, double-click the event name. 2. To change the activity name, right click its tab and select Rename Activity and click and type the correct name directly into the cascading menu item. Press the Enter key on your keyboard to accept your change. 3. Edit the Start and End dates and the hours in the days when the group will be using the resources. 4. To change the color of the blocks for this event, click the Block Color button and select a color from the drop down menu. 5. To create a new activity, click the New Activity tab. The icon looks like a box with a green plus sign on it. 6. Since new activities inherit the group s service menu, you may want to change the activity s service menu. Click the Select Menu button and from the Service Menu Selection dialog box, double-click the menu name. 7. To remove a menu, click the remove menu button, which has a red X on a blue and white box. 8. To remove an Activity, right-click on its tab and select the Remove Activity menu item. Reserving Resources Reserving Resources is the process that will actually hold space for the group by reserving resources in SpaBiz. 1. From the Event, verify the Activity details: date, time and service menu. 2. In the # of Blocks field, enter how many appointments you expect to make during the activity. 3. The Length of Blocks field will default to the longest length among the services in the menu. Use that number or enter a number that will reserve space in the schedule for the majority of services. 4. In the list of resources, check (click) each one of the resources you would like to reserve during the activity. To reorder the resources, right-click and drag them from one position to another as needed. For example, with the Vertical block selected, drag the resource to be used first to the top. 5. Block order: Horizontal - This option will fill in the blocks evenly across the resources from the earliest start time to the latest start time. This will help to have all resources used equally.

4 Vertical - This option will fill in the blocks for the first resource from the earliest start time to the latest start time, then the second, and so on. This will help to have the program fill the first resource with blocks before the later ones. 6. Click the Preview Blocks button. 7. Review the note in the upper right corner of the Block Preview screen and if the number of blocks created is less than the number requested, do one or more of the following: In the # of Blocks box, alter the number of requested blocks. In the Length of Blocks box, change the length of the blocks. Add a resource by checking its box in the resource list. In the open areas of the grid and in the chosen time frame, select (click and drag) a time span that will potentially accommodate a service in the service menu, right click on the selection, and click the Block menu item. Click the Exit button and adjust the Start Date or Start Time and the End Date and End Time, then click the Preview Blocks button. 8. From the Block Preview screen you can also: Change Horizontal or Vertical view options Click on the edge of a block and drag it up or down to expand or reduce the size of the block. Click and drag a block to a matching open part of the grid. For example, drag the blocks together to create another open space big enough to accommodate a service. This will maximize your use of the resource. To create a new block, click and drag any open areas to select them and right-click on the selection and select the Block menu item. Remove a block by right-clicking it and selecting Delete 9. Click the Refresh button and verify all blocks. 10. Once you are satisfied with the resource blocks, click the Reserve button. SpaBiz will display the blocks on the Appointment Book Resource tab. Once you reserve the blocks: - You cannot edit the activity s service menu or resource list. The only way to do so would be to remove the activity and recreate it. - You can add additional blocks after reserving by editing them. Edit blocks in the Block Preview by highlighting the area, right clicking and selecting block. Linking Members When the resource blocks have been established, you can link members and schedule appointments as details become available 1. Start Group Booking and open an Event with activities. 2. Select a group activity tab and, optionally, click the Click to Enlarge link text.

5 3. Click in a Customer cell and click the down arrow to select a group member name or click the search button to select a customer from the Customer Search dialog box. If you make an appointment for a non-member, Group Booking will add that customer to the member list. 4. Click in the Service cell and its down arrow and select a service from the service menu. 5. Click in the Staff cell and its down arrow and select a staff member from the staff list. 6. Repeat Steps 3 through 5 as needed. Once you have selected a member, their service and staff member you will be able to save that information. If you do not complete the line your edits will not be saved. 7. If using the Block Grid Edit dialog box, click the Close to return to the main event screen. Click the Save button after making all necessary edits. Click the Exit button when finished. Front Desk staff using the SpaBiz Appointment book will not be able to create appointments in activity blocks. They must use Group Booking to do so. Reports Group Booking provides customer service tools that will streamline the process both before and during the visit. 1. Access the report suite tools from the Print icon within the Event. Internal Event Itinerary A listing of the reserved and unreserved blocks including for each appointment the client name, the start time, the length, the service, the price, the staff assigned, and the resource used. Use this to direct staff to their assignments and group members to their appointments. Client Event Itinerary A listing of the reserved and unreserved blocks including for each appointment the client name, the start time, the length, the service, and the price. Send this to the event contact person to help her plan the event. Group Menu Report A menu like a restaurant menu but showing the available services during the event and their prices. Send this to the event contact person for distribution to the group members and make it available at the event. Projected Revenue Use this report to estimate the expected income from hosting an event. 2. To scroll through the report, click on the direction icons. 3. To zoom in or out (make larger smaller), click a binocular icon. 4. To save the report as a file to disk, click the disk icon. 5. To print the report, click the printer icon.