This area of the system manages the dates/times that your Facilities are to be made available for Letting
along with any applicable fees and other miscellaneous settings.
Please note that this is one of the larger areas of the Administration and to cover everything in detail is
beyond the scope of a single guide. Instead the whole module is broken down into several smaller
This particular guide introduces the module and explains how it all links in with the main Letting process.
Therefore, even if you skip the others, please make sure that you follow this guide before proceeding
with the initial setup.
Before you begin
New SchoolBooking sites only
SchoolBooking includes two separate systems... One for internal staff Bookings, and one for external
Lettings. Both systems involve a similar Plans setup, but the Bookings version has far fewer settings to
If you will be making use of both systems, it is recommended that you begin with the Booking version
first (the module there is named “Bookable Times/Dates”). This will serve as a more gentle introduction
of how SchoolBooking manages availability and, once you are setup there, the Lettings version won’t
seem quite so daunting.
Existing Booking System sites
If you were responsible for setting up the Timeplans in the internal Booking System, you will find many
parts of this module very familiar. The key difference to note is...
In the Booking System, Plans are managed by ‘Item Groups’. This is because most (if not all) rooms and
resources are available on the same dates and times as each other.
However... as Lettings Plans includes additional settings (such as fees), individual Facilities are much
more likely to require a unique setup.
Therefore, Lettings does not use the Item Group method for its Plans – instead each Facility has its own
settings. Should you have Facilities that do require identical settings to each other though, there are
several transfer options available to reduce the amount of repeat inputting needed.
The key term you will see throughout this module is ‘Daily Plan’.
A Daily Plan relates to a single Facility and is the wrapper that records which settings are to apply over a
24 hour period. These settings consist of...
● The times during the day that the Facility is to be made available for Letting.
● How those ????mes are broken down into individual Le????ngs Slots.
● The fees that are to be charged.
● Whether the Facility is available to several different hirers at the same time.
● Which Op????onal Extras should be offered.
Once a Daily Plan has been defined, is it then assigned to the dates where those settings are required.
If all dates (where lettings are possible) require the same settings, then one Daily Plan is all that is
required for the Facility.
Should there be differences though, separate Daily Plans will need to be created for each variance.
On weekdays, your Sports Hall is available for letting in the evenings only.
On weekdays, it is available during the daytime.
To achieve this, two Daily Plans will be required.
In addition to Example 1...
On public holidays, the available times are the same as those used by the weekend plan.
If the fees and other settings are also the same, a separate Daily Plan is not required.
If there are differences though – such as a higher fee rate – this will require a third Daily Plan.
Tip: To allow for the rare scenario where a single Facility needs multiple Daily Plans, up to nine separate
plans can be recorded at once. Should even that limit prove troublesome, please note that Plans are only
required for current and future dates – e.g. if the latest date that a Plan applies on has expired, that Plan
can be safely deleted (thus freeing up space for a new Plan).
Once you have created your first Daily Plan, you will have access to the full module...
The initial page consists of three areas...