Admin Product | Adjust Session's Bookable Time

Overview

This guide is intended to help you walk through how to set the time and date range of a session in rezio Admin. 

JUMP TO

• Set Your Product’s Session On or Off-Shelf
• Booking Cut-Off Time: Time when Sessions Are Off-Shelf 
• Available Booking: Bookable Time by Customers

• Set Your Product’s Session On or Off-Shelf

When you set an activity with sessions, the following settings will affect whether customers can purchase the specified session or not:

• Sales Calendar

Make sure to switch on the sales options of the product so that the product is on-shelf and can be sold as needed. 

• Closed Dates (Tour) 

To set a date where your tour is closed, go to the General Settings module and click the Closed Dates (Tour) tab. All the sessions on that specific date will be unavailable for bookings. Please refer to General Settings | Day Off for more information. 

• Booking Cut-Off Time

Depending on your activitity’s settings in Publish Settings, the session which has passed the Booking Cut-Off Time will be unavailable for bookings. 

• Available Booking 

Depending on the activity’s settings in the Publish Settings, date availability may be restricted in certain ways to the customer. If the Available Booking is set to Unlimited, the sessions available for booking will be affected by the settings in the Sales Calendar, Closed Dates (Tour), and Booking Cut-off Time. 

Reminder: For products set to the Ticket (No sessions) category, this product does not have any session, and the sales period can be set in the Product > Ticket Sales Settings tab. This will not affect the date set in the General Settings > Closed Dates (Tours). Please refer to Admin Category | Ticket (No Sessions) for more information. 

• Booking Cut-Off Time: Time when Sessions Are Off-Shelf 

The Booking Cut-Off Time allows you to set a time to stop the sale of a session under Add Product > Publish Settings.

1. Set a Specified Booking Cut-Off Time

To make all the sessions on a given day stop accepting bookings at the same time, set the cut-off time to By Session Start Time and Specified time.

Example: For a session on January 10, the following table displays an example for a Booking Cut-Off Time set to Specified time, with the actual cut-off time shown in yellow:

Note: Day(s) in the Specified option is calculated according to calendar days and the activity’s timezone, so 0 day(s) = the day of the activity, and 1 day(s) = the day before the activity. 

For example, if the activity’s timezone is Taiwan (UTC +08:00), and the Booking Cut-Off Time is set as By Session Start Time 0 day(s) 12:00 AM, all sessions on that day will stop selling at 00:00 Taiwan time. But for customers in Thailand (UTC +07:00), because Thailand is one hour behind Taiwan, the cut-off time will be 23:00 the day before Thailand time.

2. Set a Relative Booking Cut-off Time

You will have the choice to set the cut-off time to either By Session Start Time or By Session End Time. Then below, click Relative. This sets the cut-off time to a specified time relative to the session’s start time or end time.

Example: For a session on January 10, the following table displays an example for a Booking Cut-Off Time set to Relative time, with the actual cut-off time shown in yellow:

Note: The day(s) in the Relative option is calculated as 24 hours, so 1 day = 24 hours, 2 days = 48 hours, etc. If you set it as 1 day and 12 hours, count day(s) as a unit of 24 hours accordingly. Thus, the cut-off team should be calculated as 24+12 = 36 hours before the session. 

Note: If the Session Time Slot is Allday, the By session start time is calculated from 00:00 AM of that day, and the By session end time is calculated at 23:59 of the day. The time calculation will be different from a product with a set Session Time Slot:

1. If the Booking Cut-off Time is set as: By session start time + Specified 0 day(s) 12:00 AM
→ The actual Booking Cut-off Time is at 12:00 AM the day before the activity date.

2. If the Booking Cut-off Time is set as: By session start time + Relative 0 day(s) 0 Hour 5 Minutes
→ The actual Booking Cut-off Time is 23:55 of the day before the activity date. 

3. If the Booking Cut-off Time is set as: By session end time + Relative 0 day(s) 0 Hour 5 Minutes
→ The actual Booking Cut-off Time is 23:55 on the day of the activity. 

• Available Booking: Bookable Time by Customers

When setting up a Sales Calendar, you can set bookable periods long before an actual session date, such as for an entire year before a session, using the Available Booking feature. Similarly, if you don't want customers to buy future sessions too early, you can use this feature to limit the bookable date to an earlier date.

Some important points to keep in mind: 

1. When you set the Available Booking as Only sessions on the day of booking, no matter when the customer enters the booking page, they can only book the session with session time between 0:00 ~ 23:59 on the day of the itinerary timezone.

Example: If the activity’s timezone is Taiwan (UTC +08:00), from 12:00 AM on the itinerary’s day, customers in Taiwan can only see that specific day’s sessions. They can only see the sessions for the next day until 12:00 AM on the next day. But for customers in Thailand (UTC +07:00), because Thailand is one hour behind Taiwan, customers can begin booking their sessions at 11:00 PM Thailand time for the next day’s session. 

2. When you set the Available Booking as Specified X day(s) Y Hours, following the itinerary’s timezone, the itinerary with session time from 00:00 AM on the same day to X day(s) Y Hours will be available to be booked by the customer. 

Example: If the activity’s timezone is Taiwan (UTC +08:00) and the Available Booking is set as Specified, The furthest bookable time to be 1 day(s) 03:00 PM, for customers in Taiwan, the customers can see the activities that is held from 00:00 AM that day to 03:00 PM the next day.

3. When you set the Available Booking as Relative X day(s) Y Hours, Then no matter which timezone the customers are in, they can only book the itinerary with session time that is within X day(s) Y Hours since they go to the booking site. If the Available Booking is set to 1 day(s) 3 Hours, it equals to 27 hours. The itinerary that can be booked by customers will follow the time (not the day) the customers view the booking site. 

Example: If a customer enters the booking site at 4:00 PM, he/she can only book the itinerary that is held from that time up to 7:00 PM the next day. If he/she enters at 5:00 PM, they can see the itinerary that is held from that time up to 8:00 PM the next day. 

4. To stop selling an itinerary, you can use the Booking Cut-off Time. It is important to note that Booking Cut-Off Time should take precedence over Available Booking. So if an itinerary is still within the range of the Available Booking time but is not within the range of the Booking Cut-Off Time, then the customers will not be able to book the session.
   

Therefore, when setting the Available Booking, make sure it is not smaller than the Booking Cut-Off Time.

Example:

• If the Booking Cut-Off Time is set By Session Start Time 0 day(s) 12:00 AM (Specified), all sessions on that day will be off-shelf at 00:00, so the Available Booking must be set to a minimum of 1 day(s) or Unlimited so that the customers can book the sessions. 

• If the Booking Cut-Off Time is set By Session Start Time 0 day(s) 0 Hour 5 Minutes (Relative), and the session's start time is 12:00 AM, then the session will be off-shelf at 11:55 PM the night before. Thus, the Available Booking must also be set to a minimum of 1 day(s) or Unlimited. (It should not be set to Limited to 0 Day(s), or else the customer will not be able to select that date and proceed to the booking page.)

• If the Booking Cut-Off Time is set By Session Start Time 1 day(s) 0 Hour 0 Minute (Relative), and all sessions are set to be off-shelf 24 hours before the start of a given session, then the Available Booking must be set to a minimum of 2 Day(s) or Unlimited. (It should not be set to  Limited to 1 day(s).)