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Days and Dates: Managing Days and Dates across VenueSumo
This guide will walk you through how to efficiently manage days and dates across the entire VenueSumo platform, including operational settings, as well as location and facility, configurations. It also covers managing seasonal hours and operational schedules to ensure smooth operations year-round.
This article provides everything you need to optimize your venue management process seamlessly across all levels.
Setup Order of VenueSumo Days and Dates Inputs:
- Operations > Closed Dates
- Location Days
- Location Dates
- Facility Days
- Facility Dates
Where Should You Enter a Day or Date?
To keep things straightforward, follow these guidelines when entering a day or date:
- Does this date affect the whole company?
- Enter under Operations > Closed Dates
- Does this date affect one or some locations?
- Enter under Location Dates
- Does this date affect one or some facilities?
- Enter under Facility Dates
Heriachy of VenueSumo Days and Date inputs
- Operations> Closed Dates
- Facility Dates
- Location Dates
- Facility Days
- Location Days
Troubleshooting: Applied Day or Date Is Not Working?
If your applied day or date is not working, it may be because an existing days or date setting is overriding the one you have just entered. To resolve this, please refer to the Hierarchy of VenueSumo Days and Dates Inputs to ensure the days or date is applied at the correct level.
Common Example Incorrect Heirachy and Solution:
- (H5) Location Days = 9am-6pm.
- 'Full Venue Hire' (H4) Facility Days = 9am-9pm.
- Problem: The venue does not show the 'Full Venue Hire' available 9am-9pm for Monday of that week.
- This might be because there is a (H3) Location Date closure on the Monday of that week that overlaps with the (H4) Facility's Days, which has overridden the set time.
- In this case, the venue should apply a (H2) Facility Date opening to override the (H3) Location Date.
Operations > Closed Dates
In the Closed Dates section, you can set company wide closed dates that override all other dates in the system. This applies across all locations if you're managing multiple venues, ensuring consistency throughout your operation.
Use case: All locations are closed on specific holidays, like Christmas or Good Friday.
Settings > Locations > Days
In the Locations > Days section, you can set your business's operating hours.
If you have shorter or longer seasonal hours when your business operates differently throughout the year, enter your maximum operating hours, and yoru restrictions in Locations> Dates.
Seasonal Hours Use Case: If your normal operating hours are Friday to Sunday but you’re open 7 days a week during the summer, select all 7 days in the Location Days configuration.
| Closed | Closed everywhere |
| Closed for the Public | Closed for public site but bookable through the back office and POS. |
Settings > Locations > Dates
In the Locations > Dates section, you can configure special operating hours for your business. This includes location-specific closed dates, adjusting standard operating hours for certain dates, or adding closures for events like school term breaks. This section allows you to fine-tune your schedule for exceptions to regular operating hours.
Use Cases:
- Adjusting hours from 9am-9pm to 10am-4pm on a public holiday.
- Closing for maintenance during a specific week.
Seasonal Hours Use Cases:
- Closing Monday-Friday during the school term.
- Closing for months during the off-season.
| Name | Name of date adjustment, make sure its meaningful so other employees can decipher the reasoning for the adjustment. |
| From | The start of date range in which the date adjustment will take place. |
| To | The end of date range in which the date adjustment will take place. |
| Days | If the date range (FROM/TO) only applies to specific days, select the applicable days within this range here. |
| Closed | If the date adjustment is for a complete closure, toggle this icon to indicate the closure. |
| Override Other Dates | Overrides other overlapping dates in the location> dates section. NOTE: This variable is not availble if you indicated the date adjustment as 'Closed'. |
| Hourly Resources Start On The Hour | If your location’s pool resources are set to a 1-hour intervals and you adjust the hours to start on the half-hour, this setting ensures that the resources will align with the closest applicable hour. |
| Opening Time | Set the updated starting hour of the location for the adjustment. NOTE: This variable is not avaible if you have indicated the date adjustment is 'Closed'. |
| Closing Time | Set the updated closing hour of the location for the adjustment. NOTE: This variable is not avaible if you have indicated the date adjustment is 'Closed'. |
Facility 'Days' and 'Dates' Management
The Facility Days and Facility Dates features in VenueSumo offer greater flexibility for scheduling. These settings allow you to adjust the availability of specific facilities within your venue, especially useful for opening facilities outside standard operating hours.
Important: Facility Days and Dates override the location's default operating hours.
Use Cases:
- Extended Availability: Enable Full Venue Hires to be booked after regular location operating hours.
- Seasonal Hours Example: Close Monday to Friday during the school term but remain open Monday to Friday during the summer holidays.
Facility 'Days' Settings
By default, Facility Days will automatically match the venue’s operating hours. However, you can modify these settings in two ways:
- Set Operating Hours:
- Completely overrides the standard operating hours for a specific facility.
- Changes to the venue’s operating hours will not affect custom set hours for the facility.
- Set Adjustments:
- Add or subtract minutes from a facility’s hours.
- For example, a Birthday Party Facility with a +60-minute adjustment stays open for an additional hour after the venue’s regular closing time.
- These adjustments are independent of changes to venue hours and will always apply the specified extension.
- Revert to Location Operating Hours:
- Clears all custom Facility Day adjustments and restores the facility's schedule to match the venue's default operating hours.
By following these structured steps, you can easily configure days and dates across all levels of your venue, ensuring a smooth and flexible scheduling experience.