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

3If 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:

4Click Screen Options which can be found top right, underneath your username
5Select 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.

6You 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:

7Click on the Booking Reference number:

8Review 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

 

9If 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:

10If 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

11Change 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.
  • I requested an archery booking weeks ago for First Stony Stratford Cubs on 20 June but it is still pending.
    How can I get this booking either moving or rejected as no staff available to show the cubs how to shoot a bow?
    There is no contact details anywhere.
    It is not a user friendly site if you don’t know what you are doing cos its a first visit!
    Cheers
    Katie Kitchen (Kitchenkatie4@gmail.com)

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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:

    RoleDescriptionBookings Text
    CustomerA person who purchases products and services from The Quarries 
    Vendor Shop OwnerThe 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 AdminsPeople who can administer products and servicesName 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 ManagerThe accountable role for managing the shop across all vendors, products and services 
    AdministratorQuarries Website Administrator who manages settings outsside the remit of the Shop manager. 
    Global AdministratorMKScouts 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
    1Customer selects their preferred dates, and time.
    2Customer advises approximate numbers of climbers
    3Customer selects if they require Quarries Instructors or if they will supply their own
    4Customer clicks Request Booking.
    5The 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.
    6Due to instructor availability, bookings are not confirmed until 3-4 weeks in advance of the booking. This may lead to double bookings requests.
    7Bookings are considered in a first come/first served basis, Climbing Administrator is the ultimate arbiter of the Climbing Wall.
    8Once your booking is confirmed payment becomes due.
    9If 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.
    10If 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.
    11Arrive 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.
    Category: Climbing Wall

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    Please note this process does NOT apply for individual 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
    1Customer selects their preferred dates, and adds 150 people of the appropriate category of person
    2Please tick the Whole Site Booking option, as this helps us quickly identify and respond to Whole Site Bookings.
    3Customer selects if they require any non-site based options i.e Nights Away Assessor, Wifi access
    4Customer 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.

    5The 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.
    6The Bookings Administrator will then confirm your Accommodation Booking, which then open up for deposit payment.
    7The Customer pays the deposit and continues planning their event. Whole Site Booking Deposits are non-refundable.
    8You pay your outstanding Balance 30 days prior to your event.
    9Upon arrival our Meet & Greet Team, will assist with any queries you might have

    Leave a comment

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

    Step #Description
    1Customer selects their preferred dates, and number of people camping per type of person
    2Customer 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
    3Customer selects if they require any non-site based options i.e Nights Away Assessor, Wifi access
    4Customer 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.

    5The 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.
    6The Bookings Administrator will then confirm your Accommodation Booking, which then open up for deposit payment.
    7The Customer pays the deposit and continues planning their camp.
    8Upon arrival our Meet & Greet Team, where appropriate,
    9During the visit we’ll confirm your final camping numbers, if appropriate, and amend your final balance accordingly.
    10You pay your outstanding Balance
  • Hi Rosie,

    Your contact page is still in error 404 so, booking ref #6521 is for Scout Troop, Weedon Scout Group, Davnetry District, Northamptonshire. Also we are 10 Scouts, 2 Leaders, hope pitch is suitable.

    Also, how we doing re Rifle Target Shooting #6583.

    Regards

    MIke

    • Hi Mike

      Apologies for the 404 error. I will mention it to our IT man.

      Yes your booking on site 3 is fine and I will contact Ian Walker who arranges the activities and ask him to contact you.

      Look forward to seeing you next weekend

      Rosie

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