All the FAQs

A customer will place a booking request, however no order, or request for payment is generated until the booking is confirmed. This is where the Bookings Administrator starts their part of the process:

Step # Details
1 Log into the Dashboard
2 Down the left hand side you will see a number of options, click Bookings:

3 If you are logging in for the first time you will need to set the columns you wish to see, as you will initially only see the following:

4 Click Screen Options which can be found top right, underneath your username
5 Select the columns you need to have visible to manage your bookings, I recommend the following:

However you can configure and adjust as you need to as the settings can easily be changed depending on your immediate requirements.

6 You will see a list of bookings in various stages of processing, in this case to preserve privacy you are only seeing my demonstration booking for a climbing session:

7 Click on the Booking Reference number:

8 Review the booking, and check for reasons to deny the booking, such as:

  • inappropriate numbers of people for the timeslot booked
  • Whether they have multi-ticked Quarries Instructor and Self Supplied Instructor

 

9 If the booking is to be rejected, then select Cancelled from the Booking Status, and click Save Booking.

You must then add a Note To Customer in the Booking Notes explaining why the booking was cancelled, to allow them to understand, and re-book if they wish to. A Sample note is below:

10 If the booking is accepted, and an instructor is confirmed, add the instructor from the Booking Services box on the right hand side:

All the instructions are suffixed in brackets:

  • AR – Archery
  • CL – Climbing
  • SH – Shooting

Where an instructor has multiple permits, they will have more than one suffix i.e (AR-CL) or (CL-SH).

Once you have added an instructor, or multiple instructors if necessary, by ticking their box, click Save Booking

11 Change the status of the Booking to Confirmed, and click Save Booking. The booking is now confirmed, an order is created, and opens up for payment.

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In order to administer bookings on The Quarries online booking system you need to have an account with the appropriate permissions.

There are a number of roles within the Bookings Software:

Role Description Bookings Text
Customer A person who purchases products and services from The Quarries  
Vendor Shop Owner The accountable person for the products and services. User to which the shop has been associated. He/she can manage all products in the vendor shop and payment data of the vendor.
Vendor Shop Admins People who can administer products and services Name of the user(s) that will be given the role of administrator of this vendor shop. Each vendor shop admin can manage all products of this vendor shop and information displayed in vendor shop page; you can give this role to any user of your shop that you will enter here and select among the results of an ajax search. Vendor shop admin or admins can be chosen also by the vendor shop owner.
Shop Manager The accountable role for managing the shop across all vendors, products and services  
Administrator Quarries Website Administrator who manages settings outsside the remit of the Shop manager.  
Global Administrator MKScouts Network Administrator who manages the MKScouts site network.  

 

Within The Quarries store there are two vendors, or shops, they are:

  • Camping and Accommodation – Which manages camping, building bookings, visitors and some of the free activities such as Pioneering
  • Activities – Which manages the activity bookings that require the activity buildings or instructors.

To into the Front End Manager Dashboard, to go https://mkscouts.org/quarries/frontend-manager/

To log into the Bookings Dashboard, which the front end Manager Dashboard cannot do, go to https://mkscouts.org/quarries/wp-admin/

Documentation for Vendors can be found: Here

Documentation for managing Products can be found: Here

Category: Administration

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Please note this process does exclusively covers the Climbing Wall.

  • Our climbing instructors are currently unable to provide Climbing for:
    • Girl Guides
  • There is a minimum of 60 minutes booking, please check the description to understand the recommended durations for the number of climbers.
Step # Description
1 Customer selects their preferred dates, and time.
2 Customer advises approximate numbers of climbers
3 Customer selects if they require Quarries Instructors or if they will supply their own
4 Customer clicks Request Booking.
5 The Climbing Administrator will then consider the booking, and ensure the Wall is available for your booking, they will then confirm your booking. Please check your Booking on your My Account page frequently to ensure you are kept aware of any changes to your booking.
6 Due to instructor availability, bookings are not confirmed until 3-4 weeks in advance of the booking. This may lead to double bookings requests.
7 Bookings are considered in a first come/first served basis, Climbing Administrator is the ultimate arbiter of the Climbing Wall.
8 Once your booking is confirmed payment becomes due.
9 If you have selected Self Supplied Instructor the Climbing Administrator will add the Gate Code, and Rope Store combinations as “services” to your booking. So please check your your booking online prior to arrival for the codes.
10 If you selected Self Supplied Instructor you will need to upload evidence of your Permit as part of your check out process. Failure to upload your permit evidence will result in the cancellation of your booking, and your payment refunded.
11 Arrive in good time for your slot, about 15-20 minutes before is a good time to advise Parents to ensure your time on the wall is maximised.

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Please note this process does NOT apply for whole site bookings, which have slightly different process and Terms.

  • A Whole Site Booking is for accommodation only, and includes all camp sites, The Lodge and the Oswald Hamilton Building.
  • It is not an Exclusive Use booking, other customers may access the site to use activities such as the Archery Range, Shooting Range, and Climbing Wall.
  • Geocaching, Orienteering, Pioneering will not be available to off-site customers during a Whole Site Booking
  • It does not include activities, which are booked separately.
  • If you would like an Exclusive Use booking, please Request a Quote.
Step # Description
1 Customer selects their preferred dates, and adds 150 people of the appropriate category of person
2 Please tick the Whole Site Booking option, as this helps us quickly identify and respond to Whole Site Bookings.
3 Customer selects if they require any non-site based options i.e Nights Away Assessor, Wifi access
4 Customer clicks “Request Booking”, which sends the booking off to the Bookings Administrator for consideration.

For Buildings:

Please check the buildings are available prior to booking a Whole Site Booking, as your booking may be rejected if there is already customer bookings for that period.

For Camping:

If you are unable to complete a booking with 150 people , then we already have people camping with us that weekend, so we are unable to fulfill your request for a Whole Site Booking, please try different dates.

5 The Bookings Administrator will then consider the booking, and ensure the buildings are available for your booking, the Bookings Administrator will then add the Buildings to your booking, and set the price to 0, as the camping is where the Whole Site Booking is charged from. Pplease check your Booking on your My Account page frequently to ensure you are kept aware of any changes to your site allocation.
6 The Bookings Administrator will then confirm your Accommodation Booking, which then open up for deposit payment.
7 The Customer pays the deposit and continues planning their event. Whole Site Booking Deposits are non-refundable.
8 You pay your outstanding Balance 30 days prior to your event.
9 Upon arrival our Meet & Greet Team, will assist with any queries you might have

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Please note this process does NOT apply for whole site bookings, which have slightly different process and Terms

Step # Description
1 Customer selects their preferred dates, and number of people camping per type of person
2 Customer selects any appropriate discounting options (buildings) or preferred site options. Site requests will be considered, however if you have a small number of people we may move you to a smaller site to accommodate a larger booking when considering Sites 1 & 10
3 Customer selects if they require any non-site based options i.e Nights Away Assessor, Wifi access
4 Customer clicks “Request Booking”, which sends the booking off to the Bookings Administrator for consideration.

For Buildings:

At this point it is possible for people to request the same time slot, as availability removed once the booking is confirmed, and not before. Bookings for the same or overlapping dates/times will be considered primarily on a first come/first served basis, and are at the sole discretion of the Bookings Administrator.
Bookings that are unsuccessful will be cancelled and the customer informed so they can pick an alternate date/time combination

For Camping:

Until an booking is confirmed it is possible to request over the 150 campers The Quarries can support, any bookings for a weekend that take the tally over that number will be rejected. Bookings will be considered primarily on a first come/first served basis, and are at the sole discretion of the Bookings Administrator.

5 The Bookings Administrator will then consider the booking, and provisionally assign a site, for camping, this is not confirmed until you arrive on site, as The Quarries reserves the right to re-allocate sites prior to arrival, where possible we will communicate this, please check your Booking on your My Account page frequently to ensure you are kept aware of any changes to your site allocation.
6 The Bookings Administrator will then confirm your Accommodation Booking, which then open up for deposit payment.
7 The Customer pays the deposit and continues planning their camp.
8 Upon arrival our Meet & Greet Team, where appropriate,
9 During the visit we’ll confirm your final camping numbers, if appropriate, and amend your final balance accordingly.
10 You pay your outstanding Balance

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