Resources

Open “Resources” in the admin menu. The tabs you need:

• “Areas” lists every area with its branch, “Hourly rate” (or “Not for rent”), how many bookings it takes at once and its status. Tap an area’s name to change it.
• “Area rental” is the form for recording a rental. Only areas with an hourly rate appear in it.
• “Access” shows doors and the entry log; it is described in the access guide.

Administrators and managers add and change areas and types. Administrators, managers and front desk staff record, cancel and move rentals.

1. 1On the “Areas” tab press “Add area”.
2. 2Enter the “Name” and choose the “Branch”.
3. 3Enter the “Hourly rental rate”. Leave it empty or 0 if the area is not rented out, for example a gym floor people enter with a membership.
4. 4Set “Concurrent bookings”: how many groups can use the area in the same hour.
5. 5Choose the “Status” (“Active”, “Inactive” or “Under maintenance”) and a “Schedule colour”, then press “Create area”.

1. 1On the “Areas” tab tap the area’s name: “Edit area” opens.
2. 2Change the name, “Hourly rental rate”, “Concurrent bookings”, “Status”, colour or description.
3. 3Press “Save changes”.

• An area stays in its branch: the branch is shown but cannot be changed.
• Bookings and classes already on the area stay as they are; the form says how many are ahead. The new rate and capacity apply to new bookings.
• An “Inactive” area or one “Under maintenance” disappears from “Area rental” and from the “Timeline” of the schedule until you make it “Active” again.

Class types live under “Schedule” → “Class types” in the admin menu: a type describes the class, not the room. When a club is created, easygym adds two types, “Group” and “Personal”, in the club’s language. Areas have no types: every area is the same kind.

• Add a type by typing its name and pressing “Add”. Rename it in place and press “Save”.
• A class type has a colour: classes of that type without a colour of their own use it in the schedule. The colour is optional: a new type without one gets a free colour on its own.
• Each class type shows how many classes of it are ahead.
• A type can be deleted only while nothing uses it: no class (past ones too), booking rule, plan, membership, coach pay rate, promotion, form or kiosk. Otherwise it is marked “In use”, and you can still rename it or archive it.
• “Archive” moves a type, used or not, to the “Archive” section under the list. It is no longer offered when you add or change a class, a series, a booking rule, a plan or a coach pay rate. Whatever already has it keeps it, and its form shows the type marked “(archived)”. “Restore” brings the type back.

1. 1Open “Resources” → “Area rental”.
2. 2Pick the “Area” and the “Member” who rents it.
3. 3Set the “Start” in the club’s time and the “Duration” in hours; half an hour is written as 0.5.
4. 4Check the price breakdown under the form and press “Book”.

• If the area is already fully taken at that time, by bookings or by classes held there, easygym answers “The area is taken at that time”.
• An unpaid rental becomes an open charge on the member’s card, and the booking appears in that card under “Upcoming bookings”.
• If the member’s membership covers this area at that time, the rental is marked “Covered by plan” and costs nothing.
• The “Duration” is in hours, from 5 minutes to 24 hours, rounded to the minute: 1.33 is 1 hour 20 minutes, and “How it adds up” shows the length that is booked. If the area was switched off or lost its hourly rate while the form was open, easygym refuses the rental — reload the page.

• Rentals appear in “Schedule” next to classes, in “Day”, “Week” and “Timeline”, with a hatched background, a dashed edge and the label “Rental”.
• In “Timeline” a rental sits in its area’s column at its real time, so you see at once whether a studio is free.
• Tap a rental to open it: area, time, who booked, the price, what is paid and what is still to pay. From the member card, “Upcoming bookings” opens the same page.

1. 1Open the rental from the schedule or the member card.
2. 2To move it, set a new “Date” and “Start”, and another “Area” of the same branch if needed, then press “Move”.
3. 3To cancel it, check “If cancelled now” and press “Cancel rental”.

• A move keeps the length and the price. The new time must be free on the area and allowed by the booking rule; administrators and managers can tick “Move anyway” and give a “Reason”. The area must still be for rent: active and with an hourly rate.
• Only a rental that has not started can be moved. One that is under way can still be cancelled.
• Cancelling follows the booking rule of the area: “If cancelled now” shows what is “Due back” and what “Stays to pay”. An unpaid charge is dropped or reduced to the part the rule keeps.
• Administrators and managers can tick “The club is cancelling — no fee”: nothing is kept and everything paid is due back.
• Money already paid is not returned automatically: the page names the amount, and the club returns it the way the member paid.
• The member gets an email with what changed. The page says if the member could not be messaged, so you can tell them yourself.

• The price is the area’s hourly rate times the hours.
• A membership that covers the rental makes the price zero.
• The price does not depend on the day, the hour or how far ahead the rental is booked.
• The form shows the hourly rate, the duration and the total before you press “Book”.

Rentals follow the booking rules under “Settings” → “Booking rules”. A club starts with rules set up from its club type:

• For rentals this is the general rule for group classes: at least 1 hour before the start and at most 14 days ahead.
• A rental outside the rule is refused with “The booking policy does not allow this booking”.
• An administrator can change these rules or add a rule for area rentals — how long a rental lasts, how far ahead it is booked and what a cancellation refunds. The schedule guide explains the screen.