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How to set facility available hours and end times (including late night)

The hours customers can book are the facility's availability entries on its Availability tab, each with a Start Time and an End Time for one day or for recurring days. The time list offers only 7:00 AM to 9:30 PM, so type other times into the box; and since an entry can't run past midnight, cover late night with an entry that ends at 11:59 PM plus a next-day entry that starts at 12:00 AM.

Applies to: Admins whose role can edit facilities · Organizations with the Facility module (all plans) · Facilities booked by time

Where: Facility Reservation > Facilities > (facility) > Availability Rules and Availability tabs

Check the Availability Rules first

The facility's Availability Rules tab decides how its hours are cut into reservations. Set it before you enter hours, because changing Use Type or Time Blocks later deletes every availability entry on the facility. You'll be warned: "Note: Changing the Use Type will reset the availability." or "Note: Changing the Time Blocks type will reset the availability." Existing reservations stay.

  • Use Type: Time Use (booked by the hour) or Day Use (booked by the day).
  • Time Blocks (Time Use): Increments within Availability lets customers pick their own start and length; Defined Timeframes offers only the time slots you list on each availability entry.
  • For increments: Start Interval (when a reservation can start, such as on the hour), Increment Interval (the length steps), Minimum Reservation and Maximum Reservation in minutes, and Spacing Between (minutes kept free before and after other bookings at the location).

Click Save. You'll see "Facility updated."

Set or extend the hours

  1. Go to Facility Reservation > Facilities and open the facility customers book (each sub-facility, if it has them).
  2. Open the Availability tab. To change hours, click an entry's pencil (Edit); to add hours, click Set Availability.
  3. Choose Single Day and a date, or Recurring Days with a Start Date, an End Date and the days (or All Week).
  4. Under Time, set the Start Time and End Time. The list offers 7:00 AM to 9:30 PM in half hours; for any other time, type it into the box, for example 10:45 PM.
  5. Choose the Pricing Tier (Default if you don't use tiers) and the Max Reservations, the number of bookings allowed at the same time (usually 1).
  6. Click Add, or Save when editing.

With Defined Timeframes, the entry has up to eight Times rows instead, each a Start Time and End Time that customers book as one slot.

Late-night and overnight hours

  • An entry's End Time must be later than its Start Time on the same day, and 12:00 AM counts as the start of the day. An entry from 10:00 PM to 2:00 AM is refused with "The Start Time cannot be greater or equal to the End Time."
  • Cover the night with two entries: one that ends at 11:59 PM, and one on the following day that starts at 12:00 AM. For a recurring schedule, check the next day in the second entry (for example Friday 10:00 PM to 11:59 PM, then Saturday 12:00 AM to 2:00 AM).
  • A reservation can't run past midnight either. A customer who needs 10:00 PM to 2:00 AM books two reservations, one on each date.
  • A time slot must end by the entry's End Time, so an entry that ends at 11:59 PM doesn't offer the last slot before midnight. With hourly increments, its last bookable hour is 10:00 PM to 11:00 PM.

A facility open 24 hours

Add one Recurring Days entry covering the dates you're open, with All Week checked, a Start Time of 12:00 AM and an End Time of 11:59 PM. Customers can book any slot of each day except the last one before midnight, and no reservation can cross midnight.

What you'll see

Each entry is listed with its Dates, Days, Time, Note, Pricing Tier, Max Reservations and Admin Only. Customers are offered the open times inside these hours, minus times taken by other reservations, games and practices at the location, and minus any Block Times.

If it doesn't work

  • The time list stops at 9:30 PM. Type the time into the Start Time or End Time box instead of picking it.
  • "The Start Time cannot be greater or equal to the End Time." The entry crosses midnight, or ends at 12:00 AM. End it at 11:59 PM and add a next-day entry.
  • "The Start Date cannot be greater or equal to the End Date." A recurring entry needs an End Date after its Start Date. For one date, use Single Day.
  • "Availabilities with the same pricing tier cannot overlap." Another entry with the same tier already covers part of these hours. Edit that entry instead.
  • Customers can't book a short open window. It's shorter than the Minimum Reservation on Availability Rules, so it isn't offered.
  • On a legacy website, customers see "The selected timeframe exceeds the maximum reservation time." or "The selected timeframe does not meet the minimum time requirement." Their times are longer than the Maximum Reservation or shorter than the Minimum Reservation.
  • On a legacy website, customers see "End Time must be within the availability time range." Their end time is after the entry's End Time. Extend the entry if they should be able to stay later.
  • Times you set aren't offered. Something else takes them: another reservation, a game or practice at the location, a Block Time, or Spacing Between. Times on an entry marked Admin Only are offered to admins only.
  • "Parent facilities cannot be reserved. Availability should be setup for each sub-facility." Set the hours on each sub-facility.

Good to know

  • Day Use's Overnight type is for stays of one or more nights, such as a cabin, priced per night. It isn't how you add late-night hours to a facility booked by time.
  • Changing hours doesn't move or cancel reservations already made.
  • Dates outside the reservation window on the Reservation tab (Min Days Prior and Max Days Prior, or Defined Dates) can't be reserved online, whatever hours they have.

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