An activity could be a number of things for different organisations, such as a day ticket, match, work party, fishing event, coaching, social event - the list is endless as it really comes down to what activities you manage at your venue.
We've designed Activities with a powerful and flexible access logic. This ensures you can control who can attend, whether they can book online, whether you want to charge a fee for it and whether they can buy more than one ticket.
Some useful points to consider:
Activities can be restricted to members only, non-members only or both.
For someone to be able to book on to an activity, they must either hold a qualifying membership or purchase a credit via a product. You can control which memberships and products grant access via Membership Plans and/or Products.
The activity can be enabled so that it is bookable online & offline or managed solely offline.
You can set a minimum and maximum number of attendees per activity
Please note: To charge a fee for access to an Activity, we've created a separate dedicated help article Charging a Fee for a Booking.
Setting up Activities ⚙️
Here's some written instructions on setting up Activities.
Click on the Settings icon in top right hand corner of the screen, scroll down and select 'Activities'
Click on the green Add New Activity button
Now add the name of the Activity and choose whether it is a Live activity or an On-demand activity before clicking Add.
A live activity is a physical event (eg, Day Ticket, Match).
An On-demand activity is a virtual activity (eg, Online training course).
You can now provide more detail for the Activity.
Name - You can update the name you previously created for the activity here. Make sure you use an activity name that members will instantly recognise
Duration - Add the number of minutes that this activity lasts for. The length of the activity will then be automatically allocated in your diary accordingly.
All-day setting - if the activity is an all-day activity and doesn't have a fixed start and end time (eg, dawn to dusk) you can check this box so that the start time does not appear in the booking diary.
Default Location - Allocate the default location where this activity takes place (this can always be changed when adding to the diary)
Default Person - Add a default person if a staff member or volunteer will be running the Activity. Leave blank if the Activity does not require anyone to be in attendance.
Colour - We recommend allocating a unique colour per activity. This will help you quickly identify specific activities in your clubs diary. Especially useful if you have multiple activities.
Description - We strongly recommend that you add a relevant description for your activity. This is the last thing that a customer or member sees before confirming their booking so it is a great opportunity to provide them with any last minute information (eg, pricing, restrictions, special conditions etc.).
Member Area Link - If you'd like to share a direct link to this activity type via your website, email or social media just copy the URL and share.
Activity Image
To help promote your activity, you can choose to display a photo above the activity in the booking calendar diary. To upload a photo just click on anywhere in the box. *we recommend trying to keep the images on all activities the same size (300x300) this will help keep the calendar looking it best.
Here's an example of how the activity would look in the Booking Calendar 👇
Booking Tab
Min no. Attendees - enter the minimum number of attendees for that activity to take place (this will be zero in most cases).
Max no. Attendees - enter the maximum number of attendees for the activity. For example, if you have a maximum capacity of 10 swims/pegs, then you would entry max of 10 attendees *This will not restrict staff or volunteers from adding additional attendees that exceed this limit but it will restrict bookings online once the max has been met.
Bookable online - if this box is ticked then the activity will be available for someone to book online. If it is not ticked then only staff or volunteers will be able to add attendees via the diary.
Non member bookings - by ticking this box, you are allowing non-members with the ability to book this activity. If you are offering Day tickets, Event tickets or Match Tickets to non-members, make sure you tick this box. Please also remember to set up an associated product that non-members can buy in order to access this activity. See Charging a Fee for a Booking for more details.
Allow ticket purchasing - If you want to allow customers to book more than one ticket at a time (eg, for a friend or relative as well) make sure this box is ticked. Otherwise, they will only be able to buy 1 x ticket for themselves. This is particularly relevant for Day Tickets and Open Matches.
Bolt-Ons Tab
Lastly, you have the ability to cross-sell additional products with each booking. To do this, just check any products that you'd like to serve up to the attendee when they make a booking.
Please note that this is NOT the product that grants access to the booking. This must be defined in the Products section of Clubmate (see Charging a Fee for a Booking)
Also see: