Creating Open Times Activities (Cloud)

Creating Open Times Activities (Cloud)

Open Times Activities allow guests to reserve an activity for a specific duration within the activity's operating hours. Instead of selecting a predefined reservation slot, users select a rental period by choosing a start time and an end time. Open Times Activities are commonly used for bike rentals, golf cart rentals, equipment rentals, and other activities where guests reserve an item for a period of time.
Path: Management > Property Settings > Activities Management



Create an Open Times Activity

1. Create the Activity
  1. Select Add New.
  2. Code: Enter a unique identifier for the activity (examples: BIKE, GOLFCART, KAYAK, CABANA, EQUIP).
  3. Description: Enter the activity name displayed throughout the system (examples: Bike Rental, Golf Cart Rental, Kayak Rental, Beach Cabana Rental, Equipment Rental).


2. Configure Availability
  1. Select the Frequency. Select Open Times to allow duration-based reservations.
  2. Select the Accounting Code. Select the account that will receive activity revenue.
  3. Enter the Total number of Items. Define the quantity available for rental (examples: 10 Bikes, 5 Golf Carts, 20 Kayaks).
  4. Enter the Start Date and End Date. Define the activity's booking period.
  5. Check the Days Of Week. Select the days when the activity is available (examples: Monday through Friday, Weekends only, Every day).
  6. Enter the Start Time and End Time (Operating Hours)*. Start Time and End Time. Define the daily operating window for the activity (example: 8:00 AM-6:00 PM).
Notes
*Guests may only reserve the activity during these hours.


3. Configure Rental Rules and Pricing
  1. Enter the Minimum Rental period (example: 1 Hour).
  2. Enter the Charge for the minimum rental period (example: 1 hour $20.00).
  3. Enter the Additional Increments period* (example: 30 minutes).
  4. Enter the Charge for each additional increment (example: 30 minutes $10.00).
Notes
*The Additional Increment should be configured so it works evenly with the Min Rental period. For example, a 6-hour minimum rental can use 2-hour or 3-hour increments, but a 5-hour minimum rental should not use 2-hour increments.

Notes
When Frequency is set to Open Times, activity pricing is configured using the Min Rental, Addl Increments, and associated Charge fields. The standard pricing fields in the Charges section are not used.

4. Configure Reservation Restrictions
  1. Allow Cash Customer. Determines whether activities can be added to reservations using Cash as the payment method.
    1. Checked: Activities can be added to reservations with Cash, Credit Card, or City Ledger payment methods.
    2. Unchecked: Activities can only be added to reservations using Credit Card or City Ledger payment methods.


5. Add Internal Notes and Save
  1. Enter any Internal Comments*, if needed. Use this field to document information that may help staff manage the activity (examples: Operating procedures, Seasonal notes, Inventory information, or Special requirements).
  2. Select Save.
Notes
*Internal Comments are for internal use only and are not displayed to guests.


Reserving an Open Times Activity

Open Times Activities are reserved by selecting a rental period within the activity's operating hours.
Example:
  1. Select the beginning of the rental period.
  2. Click and drag to the desired end time.
  3. Release the mouse button.
On the next screen, Visual Matrix calculates the rental duration and applies the configured pricing rules. You will also be able to change the number of items/persons enrolled in that activity.



How Open Times Activities Work


Notes
When an activity is reserved, the charge is scheduled on the guest's reservation. The charge is automatically posted to the guest folio during Night Audit.

Still Need Help With This Topic?

Ask Yourself:
  1. Is the Frequency set to Open Times?
  2. Does the Min Rental period meet your requirements?
  3. Is the Addl Increment configured correctly?
  4. Are the operating hours configured correctly?
  5. Is sufficient inventory available?
Support May Ask You:
  1. What activity are you creating?
  2. What is the minimum rental period?
  3. How should additional rental time be charged?
  4. Are reservations meeting the minimum rental requirement?
  5. Are charges posting correctly during Night Audit?
  1. ** Understanding Activities (Cloud)
  2. Creating Daily Activities (Cloud)
  3. Creating Set Times Activities (Cloud)
  4. Creating Revolving Activities (Cloud)

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