Creating Set Times Activities (Cloud)

Creating Set Times Activities (Cloud)

Set Times Activities allow guests to choose from predefined reservation sessions. Instead of selecting a custom duration, guests select one of the available activity periods configured by the property. Set Times Activities are commonly used for pool access, guided tours, yoga classes, wine tastings, kids clubs, and other activities that operate during scheduled sessions throughout the day.
Path: Management > Property Settings > Activities Management



Create a Set Time Activity

1. Create the Activity
  1. Select Add New.
  2. Enter a Code. A unique identifier for the activity (example: POOL, YOGA, TOUR).
  3. Enter a Description. The activity name displayed throughout the system (example: Pool Access, Yoga Class, Guided Tour).


2. Configure Availability
  1. Select Set Times in the Frequency field.
  2. Select the Accounting Code that will receive activity revenue.
  3. Enter the Total Items available to define the quantity available for each reservation session.
  4. Enter the Start Date and End Date. This is when the activity can be reserved.
  5. Select the appropriate Days Of Week when the activity is available (examples: Monday through Friday, Weekends only, Every day).
  6. Enter the Start Time and End Time to define the first activity session available for reservation.
  7. Use Additional Times to add more activity sessions without creating a separate activity.

Notes
Each session maintains its own availability. For example, if the Morning Session reaches capacity, guests can still reserve the Afternoon or Evening Session if availability remains.

3. Configure Charges
  1. Select the appropriate Charge Type. The available pricing fields depend on the selected Charge Type.
    1. When Charge Type is set to Guest, the activity is charged per person. Available fields: Cost Per Adult and Cost Per Child (example: Cost Per Adult $25.00; Cost Per Child $10.00).
    2. When Charge Type is set to Item, the activity is charged per item. Available field: Item Charge (example: Item Charge $15.00).
  2. Enter the activity pricing.
  3. Configure Allow Cash Customer, if needed, to determine 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.


4. 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.


How Set Times Activities Work

Notes
Guests select one of the available pool sessions. Each session can accommodate up to 25 guests before becoming unavailable.
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.

Set Times vs Revolving Activities

Both Set Times and Revolving Activities allow guests to reserve specific time periods, but they create those reservation periods differently.

Set Times
Revolving
Reservation periods are created manually.
Reservation periods are generated automatically.
Uses the Additional Times section.
Uses the Revolving Duration field.
Guests choose from predefined sessions.
Guests choose from automatically generated slots.
Best for classes, tours, and scheduled events.
Best for tee times, appointments, and recurring reservations.
Use Set Times When
You want complete control over the available reservation periods.
Example:
  1. 8:00 AM – 10:00 AM.
  2. 1:00 PM – 3:00 PM.
  3. 5:00 PM – 7:00 PM.
Use Revolving When
You want Visual Matrix to automatically generate reservation slots throughout the day.
Example:
  1. Every 10 minutes from 8:00 AM to 12:00 PM.

Still Need Help With This Topic?

Ask Yourself:
  1. Is the Frequency set to Set Times?
  2. Have all required sessions been configured?
  3. Is the availability configured correctly?
  4. Are the charges configured correctly?
  5. Is sufficient inventory available for each session?
Support May Ask You:
  1. What activity are you creating?
  2. How many sessions should be available?
  3. How many guests or items should be allowed per session?
  4. How should the activity be charged?
  5. Are activity charges posting correctly?
  1. ** Understanding Activities (Cloud)
  2. Creating Daily Activities (Cloud)
  3. Creating Open Times Activities (Cloud)
  4. Creating Revolving Activities (Cloud)

    • Related Articles

    • Creating Revolving Activities (Cloud)

      Revolving Activities automatically generate reservation slots throughout the day based on a defined time interval. Instead of manually creating activity sessions, Visual Matrix creates reservation slots between the Start Time and End Time using the ...

    • ** Understanding Activities (Cloud)

      Activities allow properties to offer services, rentals, reservations, and amenities that can be added directly to guest reservations. Before creating an activity, it is important to understand the four available activity frequencies and how each one ...

    • Creating Daily Activities (Cloud)

      Daily Activities are available during a defined operating window each day and do not require additional scheduling options such as Open Times, Revolving Duration, or Additional Times. They are commonly used for services, amenities, or activities that ...

    • 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 ...

    • Add Activity to Group Reservation (Cloud)

      In Visual Matrix, Activities represent hotel services that can be scheduled, tracked, and charged — such as golf rounds, bike rentals, pool access, or shuttle transfers. Once Activities are configured in the system, you can attach them to a Group ...