ONLINE BOOKING GUIDE Table of Contents OVERVIEW & LOGGING IN... 2 SET UP & EDIT YOUR PROFILE... 4 BOOKING PREFERENCES TENNIS... 5 TENNIS BOOKINGS... 6 MAKE A BOOKING TENNIS... 6 MAKE A BOOKING SQUASH... 9 BOOKING ERRORS... 10 WATCH A COURT... 11 JOIN QUEUE... 12 EDIT OR CANCEL A BOOKING... 13 FAQ... 14 I have forgotten my username how can I log in?... 14 I have forgotten my password how can I log in?... 14 How do I change my password?... 14 Why am I not getting any booking confirmation e-mails?... 14 How many players do I need to select to confirm the booking?... 14 What do I do if playing with a visitor?... 15 How do I book a court to use the ball machine on?... 15 If I have booked a court but can no longer play what should I do?... 15 I have another question which isn t covered here..?... 15 Version 1 Sept 2017
OVERVIEW & LOGGING IN The online booking system is Club Manager 365 and is operated in parallel with the club s membership package Smart Club. The facilities and integrations provided by both systems will be added to and improved in due course. The username and password is shared between both systems and members will log in via the Belfast Boat Club website. Below is a list of what is managed with each system: Smart Club Cloud Edit and manage your contact details including e-mail, phone, address Change your password Top up your Smart card (bar card) Pay membership invoices Club Manager 365 Bookings Edit your booking preferences Manage visibility of your e-mail address to other members Book tennis & squash courts HOW TO LOG IN 1. Go to www.belfastboatclub.com 2. Click on Members from the top menu 3. Use the Smart Club Login box (see above) to enter your username and password 4. If you have forgotten your password then use the Forgot Password link here 5. If you have forgotten your username please e-mail info@belfastboatclub.com 2
When you log in the first screen you will see looks like this: From this screen you can: Edit your contact details including address, phone numbers and e-mail. Simply make the changes and then click Save. This will then be updated automatically on the club system. So if you move house there s no need to inform reception just update your details here Change your password use the link at the bottom of the page Access the court booking system using the Bookings link at the top When you click on the Bookings tab you will see this screen: NOTE: If you have selected Squash as your default sport you will see the Squash Courts first instead 3
SET UP & EDIT YOUR PROFILE Each user has control over what contact details are visible to other members if any and members can also set some preferences related to notifications and tennis court preferences. To set up or edit your profile: 1. Go to My Services menu at top of screen 2. Select My Details 3. (Optional) To upload a profile photo click Browse, select a photo and click Save 4. To edit the other details click on Edit Details at the bottom and you will get this screen: 4
5. IMPORTANT: To edit your e-mail or your phone number you have to log in the Smart Club Cloud system. Any updates made here will be reflected in the booking system 6. Settings: a. E-Mail Visible: Tick this to allow your e-mail to be visible to other members b. Subscribe to Box results: Not currently in use c. Block Play List E-mails: Not currently in use d. Block Club E-mails: Tick this box if you DO NOT want to receive confirmation e-mails 7. Default Sport: Select either tennis or squash as your default sport. This will determine which screen you see when you first log in. If you don t select anything here then your default sport will be tennis 8. Once you have made your changes click on Save BOOKING PREFERENCES TENNIS There are some settings which relate only to tennis court bookings. To view or edit these: 1. From the Courts menu at the top select Allocation Preferences 2. Click on Edit Earlier Slots: Select Yes if you want to automatically try and book the slot immediately before your preferred time if that time is fully booked. E.g. You try and book a court for 6pm but don t get one. If you have selected Yes here then you will automatically be booked on a court for 4.30pm if it is available. Later Slots: Select Yes if you want to automatically try and book the slot immediately after your preferred time if that time is fully booked. E.g. You try and book a court for 6pm but don t get one. If you have selected Yes here then you will automatically be booked on a court for 7.30pm if it is available. Exclusion Courts: If there are certain courts that you do NOT want to play on then select them here. E.g. If you only want to play in the small dome rather than the big dome then please select Court 5, Court 6, Court 7, Court 8 from this list. Although by selecting courts to exclude you are limiting your chances of getting a court at your preferred time. NOTE: When the domes are up it is NOT necessary to select the outside courts here. If a dome court is not available you will never be allocated an outside court instead. 3. Select your preferences if any (these can be changed as often as you want) and then click on Submit to save your settings 5
TENNIS BOOKINGS The tennis court bookings operate on an allocation basis. When the domes are up the 7 dome courts will be included in this allocation process and the 5 outside courts will operate in the same way as the squash courts. When the domes are down all 12 courts will be involved in the allocation system. So at 9am when courts become available for the following week members will click on their preferred court and time slot (e.g. Court 5 at 7.30pm). The first person to click on that court at that slot will have it reserved for 1.5 minutes to allow them to complete the booking. If you were 2 nd to click on that court at that time slot you will be assigned another court at the same time slot (when the domes are up only the courts in the domes will be included). Similarly if you were 3 rd, 4 th, 5 th, 6 th or 7 th at that time slot you will get another court at that time slot. If you were the 8 th, 9 th etc person you will have a few options: Join the Queue for that time slot Automatically be assigned a court in the slot before (6pm in this case) or afterwards (9pm in this case) according to your Allocation Preferences see above for details on how to set these Cancel the booking altogether and try for a different time slot If there are no other users trying to book the same court you will get the court which you clicked on. So this will usually be the case at times other than 9am when the bookings first open. MAKE A BOOKING TENNIS When you log in and go to a date more than 7 days ahead you will see something like this: The courts will be marked as Unavailable until 9am the same day a week earlier. NOTE: The 9am time is not taken from your computer or phone so adjusting the time on your device will not give earlier access. 6
At 9am you can click on the View Courts button and the courts will change to look like this: When the times are displayed in each slot then the courts are available to be booked. Click on your preferred court and time slot and this screen will pop up: 7
If you see Pending Confirmation x / 12 (7 rather than 12 when domes are up) then you have definitely got a court secured for the stated slot. If the domes are up and you clicked on a dome court then you have got a court in the dome. If the domes are not up then all 12 courts are equal. Although you have got a court at this stage it may not be the specified Court depending on who was first to click on this court. You then have until the Countdown timer reaches 0 to add the details and confirm the booking. There is no benefit or advantage to doing this quicker or slower. As long as it is completed before it reaches 0 it doesn t make a difference. To confirm and complete the booking you must do the following BEFORE the countdown timer reaches 0: 1. Select your opponents. You must specify at least 1 opponent (singles) but if you are playing doubles and you know all the other players YOU SHOULD SELECT ALL OF THE PLAYERS. This is important as it will prevent your group of 4 unintentionally booking 2 or more courts at the same time and then having to cancel. Once you have done this a couple of times the players you play with regularly will appear at the top of this list making it quicker next time. IMPORTANT: Although only 1 player is required to allow the booking to be confirmed there is NO BENEFIT TO USERS in not selecting all the known players. Your booking is held regardless until the countdown timer runs out. If you don t pick all the players and end up have 2 courts booked for the same match without it being cancelled then dome fines will apply as normal. So selecting all the known players for the booking will prevent this happening and also means all players will get an e- mail notification of the booking. 2. Select Match type default is friendly. The other option currently is Coaching if you are having a private lesson with a coach please select Coaching from the Match Type and then you will be able to select which coach your lesson is with rather than selecting an opponent. NOTE: This is not a new system for booking lessons private lessons should be arranged with the coach as usual before booking the court. 3. When finished click Confirm to finish your booking. 4. All participants in the booking will receive an e-mail notification confirming the booking details (subject to each players notification preferences). If the booking was successful then you will see it listed in your upcoming bookings: If the booking was not successful you will get an error message telling you why the booking did not work and you will still have the remaining allocation time to amend the booking if needed. See the Booking Errors section below for more help. 8
MAKE A BOOKING SQUASH There is no allocation system for squash courts. The first person to click on the court at a specified time slot will get that court. So there is no count down timer but keep in mind that if you take too long to confirm the booking it s possible to someone else might have got that slot booked first. The squash court booking screen will look something similar to this: When you click on a squash court to book it you get the following screen: To confirm the booking you will need to select at least 1 opponent in the same way as tennis and then click Book. 9
BOOKING ERRORS If there is an issue with your booking you will see a screen similar to below: This could be for several reasons: You or one of the other players has another court booked at that time slot (as in the above example). This means that one of the other players in your group has got a court booked successfully so you can cancel yours If you are a member with restricted booking rights (e.g. off peak) and you try to book a court outside the permitted times you will get an error If you try to book a court without specifying another player(s) 10
WATCH A COURT This applies to both tennis and squash. If there are no courts available at a particular time slot you have the option of Watching that slot. When the courts are fully booked it will look like this: If you click on the Watch link beside your chosen time slot it will look like this: If a court becomes available you will be sent an e-mail and you then have the option of going on and booking the court. You will also notice a green arrow at that slot indicating there is now a free court: There is no limit to the number of time slots you can Watch at a time. 11
JOIN QUEUE This applies to tennis only. When you watch a court you have to then go on an book it yourself. If you are in the queue for a particular slot and a court becomes available the first person in the queue will automatically be booked in that slot and the players involved will get an e-mail. To join the Queue for a time slot which is fully booked: 1. Click on the Join Queue link beside your chose time slot. 2. The following window will then be displayed: 3. Status: This will tell you where you are in the Queue 4. Alternatives: You can now chose an alternative time slot if desired 1 slot earlier or 1 slot later. This is optional. 5. Opponents: Select at least 1 opponent from the list as per the normal bookings. Again if you know all the players then you should enter all the names to prevent duplicate bookings and potential fines and also to ensure everyone gets an e-mail if you end up getting a court. 6. Click on Confirm. If a court becomes available the person who is 1 st on the waiting list will automatically be booked into that slot. IF YOU NO LONGER WANT THE COURT MAKE SURE YOU CANCEL SO THE NEXT ON THE WAITING LIST WILL GET IT. 12
EDIT OR CANCEL A BOOKING To edit or cancel a booking you have made go to the Upcoming Bookings window just above the courts: 1. Find the booking you need to cancel or edit 2. Click on the Actions button 3. You will then have 2 buttons to pick from: Cancel Booking or Edit 4. To edit the booking click Edit and make the changes needed then click Update. Note you cannot change the court or time from here. In order to do that you must cancel and re-book. You can however update the players involved in the booking all players will get an e-mail notification of the changes (subject to their notification preferences). 5. To cancel the booking simply click the Cancel Booking button. You will be asked to confirm that you want to cancel the booking select OK to confirm the cancellation 6. All players involved in the booking will get an e-mail to confirm the changes or to confirm that the court has been cancelled IMPORTANT: If your booking is less than 24 hours away you will not be able to cancel the booking online. To cancel the court at this stage you will have to contact reception. 13
FAQ I have forgotten my username how can I log in? I have forgotten my password how can I log in? How do I change my password? Why am I not getting any booking confirmation e-mails? How many players do I need to select to confirm the booking? What do I do if playing with a visitor? How do I book a court to use the ball machine on? If I have booked a court but can no longer play what should I do? I have another question which isn t covered here..? I have forgotten my username how can I log in? A: If you can t remember your username you will have to e-mail info@belfastboatclub.com and ask for your username to be sent through to you again. I have forgotten my password how can I log in? A: Go to the website and click on the Forgot Password link. You will be asked for your username and then a temporary password will be e-mailed to you. NOTE: This e-mail will come from admin@smartclubsolutions.com and not from any belfast boat club address. So if you don t see it within a few minutes please check your Spam and junk mail folders as this is most likely where it will be. Copy the temporary password and click on the link in the e-mail to log in. When you log in you will have to enter the temporary password again (easiest way is to copy and paste from the e-mail) and then you will have to select your own new password. How do I change my password? A: Log in to the Smart Club Cloud and use the Change Password link at the bottom of your profile screen. (See Overview & Logging in section for full details) Why am I not getting any booking confirmation e-mails? A: If you are not getting any booking confirmation e-mails it s most likely 1 of 2 things: You have selected to Block Club Emails from your Profile settings in Club Manager 365 (see Set Up & Edit Profile section for full details) The e-mails are being sent to your spam or junk mail folder. The confirmation e-mails will come from this address: notifications@clubmanager365.com so please add this address to your safe senders list and check your junk mail. How many players do I need to select to confirm the booking? A: The minimum requirement is 1 other player. However there is no benefit or advantage gained by not selecting as many players as you know are going to be involved. This prevents unintentionally booking 2 or more courts for the same game of doubles. It also means all the players will get the confirmation e-mails and e-mails if the booking is changed or cancelled for whatever reason. 14
What do I do if playing with a visitor? A: There is a Visitor option in the drop down list. This looks like this: [VISITOR]. This option should ONLY be used if you are playing with a visitor who will be paying the relevant visitor fee. How do I book a court to use the ball machine on? A: There is an option in the drop down list for the ball machine. Simply select Ball Machine from the list. If I have booked a court but can no longer play what should I do? A: If the other players on the court are still using the court there is no need to do anything. If other players in the booking are NOT playing so the court is no longer being used the court should be cancelled as soon as possible to allow others the chance to take it up or be assigned it from the waiting list. If it is more than 24 hours until the slot you can do this online with no fines. Less than 24 hours and you will have to contact reception to cancel and dome fines may apply then in this case. I have another question which isn t covered here..? A: If you need further assistance please contact Chris chris@belfastboatclub.com 15