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The package is the key to the registration package. The Vantora system has an incredible amount of customization that can be done at the package level, and this page will walk through each of the fields, what they mean, and give examples of how to set your packages up the way they fit your business model.
This is the name of the package. In this example, you can see it is Discount paintball package up to 6
Try to use something descriptive, but not overly lengthy. It will show up at the top of the package when someone is looking at the options.
Mandatory field which will determine when the package will show up. For example, if set for a minimum of 5, and the person puts in 3 people for their quantity, they will not see this package. Now, the number does not have to match, and you can do up to type packages. In our example above, we are showing a minimum of 5 for the Discount paintball package up to 6.
Much like minimum, this will determine if the package will be shown based on the number of players they put in for their search.
This is the maximum number of groups of this package that will be allowed to occur simultaneously. So for example, let’s assume it’s a package you have set for a duration of 3 hours and one group books in at noon, and two groups book in at 1. If you have this set for a maximum of 3 groups, no one else would be able to book that group until the noon group’s time is over at 3pm. Then two more groups could book in at 4pm. Note: In the above example, it would also mean no one could book it at 11am, as then they would not finish until 2pm with a 3 hour duration, which then would exceed the 3 person maximum at 1pm. It would allow 2 groups to book in at 10 however, as then there would be 2 groups at 10, 3 groups at noon, then the 10am groups would leave, and the 2 groups at 1pm could start.
Besides limiting the number of groups, you can limit the number of people total that can be in that particular group at any given time. For example, perhaps you have an area that can only comfortably hold 40 people. We will assume that you will have a package that uses that area, and that package has a minimum of 10 people and a maximum of 40 people. We will also assume that each group will have an employee helping them, and you have 3 employees assigned to this area. You could have 3 groups of 10 book in. Or a group of 20 and 2 groups of 10, but you would not want 3 groups of 20, as that would be too many people to comfortably fit in the area. So, if 1 group of 15 books in and one group of 16 books in, you would have 31 people in the area. It would not allow another group of 10 to book in, as that would run you past the 40 maximum. Even through the number of groups would allow it, the limitation would now be the number of players.
This is like the “Max Players Soft Setting” in the general registration settings, except it only applies to this particular package. Lets continue with the above scenario – max of 40 players, and 3 groups that can each be up to 20. Although you can have 40 people at a time, you would prefer to not have them all start at once. You could set this setting to 10, knowing that a minimum size group will be 10 players. That means if someone books 10 people into this package for 10am, no one else would be able to book at 10, as it has reached the Max Players at Startup which was set to 10. So then, based on the package booking interval, the next group would have to book in at 10:30, assuming a 30 minute booking interval, then another group could book at 11:00. Or if you set this number for 20, then one group of 10 books in, another group of 15 book in for the same time – it will allow that as it’s a “soft setting” not a hard ceiling like the number of groups. So now that 25 are booked in, we exceeded our 20 person Max Players, so the 10am time slot goes away.
This is not a mandatory field, and can be left blank unless you need to limit the number of individuals starting this package at any given time to spread out their start times for a given package.
This is not mandatory, but may be a useful setting if multiple packages all use the same equipment. Let’s look at an example of a Squirt Gun War Package. Let’s assume everyone participating has to have one of the squirt guns, and you only have 50 of them. If you only had one Squire Gun War Package, you could limit the Max Number of Players to 50 and you would not need the Rental Equipment option. However, if you have multiple packages all that use squirt guns, that would not work.
Let’s assume you have a one hour Bronze Squirt Gun Package, and a 2 hour Gold Squirt gun package. To not allow more bookings that squirt guns, you would set up Equipment from the Settings –> Registration-> Equipment menu choice. Create a new Item called Squirt Gun, and make the quantity 50. Then for both the bronze and gold package, you can click the Rental Equipment drop down and choose Squirt Gun. This will only allow 50 people to be booked for both packages combined at any given time.
There are multiple ways to accept payments for your booking, one of the easiest at the package level. It is also possible to monetize your packages with Custom Fields. (Both methods are explained in the video called Setting Up Payments 1 on the Registration Video Page)
If you want to receive money for a particular package, you can monetize it through custom fields, or you can charge for the package itself. If charging by the package, the Payment Type is changed from None, to “By Player” or “By Event”. For example, if you want to charge a $100 fee to book a particular package, you would choose “By Event”. Then whether 6 or 600 people are in the group (if your min and max players allows that) it will charge $100 independent of the number of players.
If you set the Payment type to “By Player” and set the Payment amount to $10, then it will simply multiply the number of players booked times the $10 to come up with the payment required.
As explained above, this is the amount that will be applied total to the package, or to each person based on what the “Payment Type” option is set for. There are two important notes concerning “Payment Amount”. 1) if there is a value in this field, it will not charge unless the Payment Type is set to something besides “none”. 2) Sales Tax if applicable is not added to this amount. If you need to charge Sales Tax, you simple include it in the price. As an example, let’s assume a 5% sale tax rate and a package is $20 per person. You set Payment Type to By Player, and set the payment amount to $21. Then notate it in the Cart Description.
This is not a mandatory field – it can be left blank. It’s purpose is to change what the shopping cart will say at the bottom of the page, if there is a payment set in the package details. In the example below, you will see the shopping cart says “Registration Deposit”. That is the default that will appear if the Cart Description: is left blank.
If, however, you wanted to say that was payment in full for the package, you could put Payment in Full in the cart description. Try not to make this field too long, as it also has to show up as a parameter that is passed to the payment processor you are using and if too long, it will get truncated (cut off).
Continuing with the example in the Payment Amount, we assume a 5$ sales tax, we charge $21 per person to include that on a $20 package. We might have a Cart Description of: Full Payment $20ea +Tax
If you are not requiring a payment on the package, or monetizing the payments by the use of custom fields, than this will not show up anyway, and again, can be left blank.
This determines what times show up for people to book. For example, if you are open starting at 10am, and you have a 30 minute booking interval, the times shown will be 10:00, 10:30, 11:00, 11:30 etc. If you are set for a 90 minute booking interval, the times would be 10:00, 11:30, 1:00 etc.
This is the setting for how long a package lasts. For some businesses, this is a hard and fast rule. For others, it’s a general average. For example, we have a package for a private party that takes a room for 2 hours. So, the duration is 120 minutes, and the booking interval is 120 minutes. People can book that package at 10am, noon, 2pm, etc.
We also have non-private packages, and we do not put a time limit on them. But from experimentation, we have learned the average group at our field stays about 2.5 hours, so we set the duration to 150 minutes for that package. Some may stay longer, some may leave earlier, but we have learned this is a good average. Much like restaurant reservations, they ask when you want to start, but they don’t kick you out after a set time. They know how long the average groups stays at one of their tables, and they plan their reservations around that. Perhaps a group will stay longer, and have after dinner drinks, desserts, coffee, etc, but that will be balanced by the group that wants to eat fast, and hurry out as they are heading to a movie after dinner.
This setting works is basically an over ride of duration above. For example, if you set a duration of 2.5 hours (150 minutes) and you close at 10pm, the last available booking will be allowed at 7:30. But there is a chance some customers might be ok with just playing for 2 hours, so you can set the Last Available Booking (in munutes) to 120. Then even though the average booking is 2.5 hours, you are allowing someone to book in 2 hours before you close, and 8pm would show on your selections.
This setting determines how far in advance someone needs to make their reservation. It is important to note that each “Day” starts at midnight. So, if you have a package that has the Minimum Days Out set for 1, then someone could book in at 11:59 on the day before the event. If you set it to 0 they can book on the day of the event. It is common to set something like open play to 0, while private events that you need to know about and staff for may be set for 3 or 4 days out.
This setting will show the time of the package above the time selections. For example, if you are set for a package that is available from 10am – 6pm, it will show that, even through the last booking might be a 4pm based on the Last Available Booking. Click on the thumbnail for a sample.
If this setting is set to No, then that line will not appear. There may be times, like a scenario game, or a clinic, etc, where you don’t want to show a specific ending time, in which case, you can toggle this setting to No.
When filling out the package details, the customer will be asked to input their party name; such as “Billy’s Birthday Party” or “Tigers Football End of Year Party” or “Bob’s Bachelor Party”. There may however be packages where a Party Name is not applicable. For example, if you are holding a clinic or a large scenario game, they would not necessarily have a “Party Name”. For packages that do not have a party name, the customer name will be copied into the party name field.
Besides just the Max Groups for a particular package listed above, you can set a Facility Max Groups. That is set under Settings –> Registration –> General. You can then opt any individual package out of that count with this setting. For example, lets assume that you you have multiple packages people can choose from. We will say a Nerf Party, a Low Impact Paintball Party, a Standard Impact Paintball Party, and Walk On Play. Let also assume that you run everything except the walk on as private events, and you only want to run 3 at a time, but you don’t care if it’s 3 Low Impact or 3 Standard, or 1 Nerf and 2 Low Impact. But you don’t want any more than 1 Nerf Running at a time, to leave room for either 2 Standard, 2 Low Impact, or one of each. But also, at the same time, you can book in as many walk on groups that want to come, as you run them on a different field.
To do this, in our General Registration settings, we set the max facility groups to 3. (Refer to the image below) Then on the Nerf Package, we set the max groups to 1. We make sure that all three of these package are set to Bypass: Facility Max Groups – N. That would then allow the above scenario.
For our walk on however, we do not want that to affect the number of groups, as that is happening on a different field anyway, so for Bypass Facility Max Groups on the walk on package, we would set it to YES We want to bypass.
This setting not only bypasses the Facility Max Groups, it will additionally bypass the other two limiting factors in the General Registration Settings of Max People Allowed Per Time Slot (soft setting): and Total Max Players at Facility:. Bypass all is often used if doing a large scenario type game. Maybe normally your facility has a max of 30 people booking in any given half hour and 150 max at the facility, but on a particular day for a large scenario game, you want 500 people all to book in to a 1 hour window – then you make a package and choose Bypass All – Yes.
Each package can be set up so every time there is a booking, it writes to your Google calendar. This can be very useful for things like private events during the week. As the setup, while easy, takes a bit of explanation, we have an entire page dedicated to it. To learn more, Click to our Google Calendar Page.
There is a limit of 150 characters. If you have content in the short description field, then the package will default to the short description view – if not, it will default to the large description. It is very highly recommended that you use short descriptions – as it gives things a cleaner, more compact look.
This is a link that pops up a box that will let you choose some preset images in different categories, or by choosing External you an add a URL to the image you want on the short description, such as https://www.mydomain.com/images/smallpackage1.jpg
Images will be constrained to 266 pixels wide, so it makes sense to have your images that size to begin with to speed download time.
This is an area in case you need a longer description. If there is no Short Description, it will show this description instead. If you have a short description, it will show that with a Show more… that will then pop up this description. Using the editor, you can use html if you wish, or you can use the WYSIWYG editor.
If you want to have Terms and Conditions for a package you type that info in here. If it is left blank, it will not prompt the customer to agree to the terms and conditions, but if you do put something in this box, then there will be a check box they have to click that states they agree to your terms and conditions.
The words Terms and conditions are the link that will pop up the terms and conditions. It is suggested to have things like your cancellation or refund policy listed here if you are collecting money for the reservation.
There is an over all email blurb you can set in your email settings, and you can determine if you want that to be at the top or the bottom of the confirmation email the customer gets. This Confirmation Email Blurb is package specific so you can add to the general email blurb. For example, maybe you have an over all email blurb that says, “You can order Pizza from Uncle Bob’s Pizza across the street” and that goes on every email.
Maybe you have a nerf package, then you can add a package specific email blurb such as: “Feel free to bring your own Nerf Gun to this party!” Then maybe you have a Tournament Paintball Package and want to add: “Teams must be ready at 9am, and late show teams will be scratched from the rotation.”
This is exactly the same as the Confirmation Email Blurb, except it will be in the Reminder Email that goes out 3 days (or whatever you set in registration settings) before the event. You may want to edit it with something like, Your Event is Coming Soon!
By default a package is visible. That means if the parameters match up, it will display to the customer. If however you want a package to not show up, you can uncheck this box. Reasons for doing that might be a special “By Invitation Only” package, and you are going to send an email to the customers with a direct link to the package.
And after any changes, make sure you hit the Update button to save them.