Consider a scenario in which your shop has a boat that you would like to offer for either a public or private tour, depending on the preference of the customer booking a particular time slot. This can be accomplished in TRYTN's system by creating 2 separate products (1 private and 1 public), and assigning both products to utilize the same asset.
Example Scenario: We'll say that you have 2 boats that each can accommodate 8 participants. You want to offer a public boat tour where all booking customers share the seats on the 2 boats. Each individual seat can be booked for $50 but depending on the sizes of the groups that book there is no guarantee the participants would get to sit together. You also offer a private booking option for when a customer prefers to book the entire boat for a closed party. This guarantees the customer they'll be on the same boat.
To assign this multi-use functionality for your asset, simply follow the instructions below:
STEP 1: Create Separate Products for Each Offering
Start by creating two separate products - one for the public tour and one for the private tour.
For a New Activity
If you need to create new activity, start with this article: Creating Scheduled Activities - Basic Settings. Once the activity's basic settings tab is complete, move to Step 2 below.
For an Existing Activity
To make edits to Schedule Settings for an existing activity, navigate to your scheduled product from the Products link in the TRYTN site navigation. Then click the associated Actions menu and select Schedule Settings for your activity.
STEP 2: Create Schedule Settings for PUBLIC Activity
On the Schedule Settings page, you will see a table listing available time slots for your activity. To create a time slot, click the +Add button on this page. (Or, to edit an existing time slot, find the time you wish to update from the Time Slots table, and then click Edit under the associated Actions menu.)
Next, you will set up your time slot, starting with Section 1: Offered Times.
Here, you will enter the start and end time for your activity, purchase cut off timing, and select any other variables that apply to this particular event. When finished, select Save and Continue. (Note: For more detailed instructions on each section under Scheduled Settings, see our article Scheduled Activities - Schedule Settings.)
Next, under Section 2: Recurrence Settings, you will identify which days of the week your activity will occur, set recurrence patterns, and select any applicable checkboxes. (Note: See Scheduled Activities - Schedule Settings for more instructions on Recurrence settings, if needed.)
Next, under Section 3: Pricing, add the Price Label and Amount for your activity. (Note: For help with Pricing settings, see Scheduled Activities - Schedule Settings.)
Finally, move on to Section 4: Capacity to set your activity's capacity limits and assign an asset needed for this particular scenario. For both products (public and private), you will assign the same asset; however, both will require a different type of asset strategy. See below for detailed instructions.
PUBLIC Activity Setup
Under Capacity settings for the public activity, we want to set the capacity to the number of seats available on the boat, in our scenario, it's 8. After that click on the Asset Management Strategy dropdown menu and select Allow Single Use During set Time.
The section will expand to show fields for Selected Assets and Buffer settings. Click the field under Selected Assets and select the assets that will be shared between both the public and private tour. If you need time to 'reset' the asset in between tours then enter the number of minutes Before and After the activity in which the asset needs to be blocked from use for other activities. As setup below we have 8 seats per boat and 2 boats assigned so the system will offer 16 seats for this time slot.
When complete, click Save and Continue at the bottom of the screen. Note: For help completing the Advanced Settings portion of the product creation process, see Scheduled Activities - Advanced Settings.
STEP 3: Create Schedule Settings for PRIVATE Activity
Next, you will go through the same steps to add a separate product for your private activity. The 'Offered Times' and 'Recurrences Settings' would be exactly the same. The 'Pricing' would need to be set to what you charge for the entire boat.
PRIVATE Activity Setup
Under Capacity settings for the private activity, you will want to set the capacity to 1. After that click on the Asset Management Strategy dropdown menu and select Allow Single Use During Set Time.
The section will expand to show fields for Selected Assets and Buffer settings. Click the field under Selected Assets and select the assets that will be shared between both the public and private tour. If you need time to 'reset' the asset in between tours then enter the number of minutes Before and After the activity in which the asset needs to be blocked from use for other activities. As setup below the system will allow 2 private bookings during this time slot.
When complete, click Save and Continue at the bottom of the screen. Note: For help completing the Advanced Settings portion of the product creation process, see Scheduled Activities - Advanced Settings.
Once you activate these products, customers will see options for booking both the public and private tour. There will be 16 available for the public tour and 2 available for the private tour. When either tour is booked, the other tour's availability will be impacted during that time. For example, if a private tour is booked then only 8 seats will be available for the public tour. If a single public seat is booked then 15 seats will remain for the public tour and 1 private tour will be available. When 9 public seats are booked than the private tour will no longer be available during that time.