The Activities module makes it easy for employees to reserve spaces and resources designed to promote their physical and emotional health and foster individual and team well-being. For example:
Resources in leisure areas: table tennis or pool tables, board games, video game consoles, chillout and reading nooks.
Guided group activities: yoga or meditation sessions, fitness routines, workshops or training courses, team-building activities, etc.
Individual activities: massage sessions, psychotherapy sessions, coaching sessions.
Sports facilities, for individuals or groups: weight machines, treadmills, paddle tennis courts, etc.
At the same time, it makes it easy for administrators to manage these resources to optimize their use. In this article, we'll cover both aspects: configuration in the admin panel and the booking experience in the user application.
Configuration in the Admin Panel
Booking Policies
The Activities module can be activated and configured independently for each office. These settings are similar to those of other modules, including options such as:
Office configuration
Fortnight opening configuration
Push notification configuration (coming soon)
Full Week Opening
Opening day: The day of the week from which bookings for the following week are allowed.
Max. number of bookings per week: The maximum number of bookings a user can make per week. For example:
Example:
Opening day: Thursday, and
Max. number of bookings per week: 3.
Result: Starting Thursday, users can begin booking for the following week, accumulating up to 3 reservations between that Monday and the following Sunday.
Vouchers
In this section, you can:
Enable vouchers for activities.
Set the number of sessions per voucher and the voucher price.
Activate automatic monthly voucher reports, selecting the sending date and recipient emails.
Participants for Group Bookings
Enable the Enable activity participants toggle if you want to allow user to add other participants to their bookings, e.g., to book a padel court.
Only other Hybo users from the company can be added this way.
Zone and Space Management
In the Masters section, you'll find the Zones and Spaces options.
Zones
Create activity zones and load the corresponding map.
Access the Map Generator, where you design spaces within the created zone.
Spaces
Create specific spaces within a previously configured zone.
Configure Shifts for each space:
Select the Days of the week it will be available.
Set the Start Time and End Time for bookings.
Prevent overlapping shift times.
Data Section
Under DATA LIST â Activities menu, you'll find:
Bookings: A list of reservations made by users.
Vouchers:Users who have requested vouchers and their status.
Reports: Statistics related to reservations.
To find out how many sessions a user has left, go to DATA LIST â Users â List â (search and select the user) â Basic Information tab â Number of sessions in voucher field:
Booking in the User App
Before booking activities, you need to:
Manage your activity vouchers, which determine how many sessions you can book and how many you've already used.
Complete profile information, if required by the booking policies.
Request vouchers
To manage your vouchers:
Go to the Profile section.
Under Expenses â Activity Vouchers, check:
The total number of vouchers requested per month.
The number of sessions still available.
If you haven't requested any vouchers before or you have no sessions left, tap Request.
Complete Personal Information
If Hybo requests additional information to book an activity, go to Profile, tap your name to access Account Details, and fill in the required fields.
Booking Process
You can book activities from:
Home section â Need any more bookings?
Bookings section â Add (+) icon.
On mobile: Bottom navigation menu â Hybo icon.
Next, complete the booking form with the following information:
Date
Building and Floor (depending on your office configuration)
Zone
Shift
Space
Participants (optional, if the office allows it)
When finished, tap Book to confirm the reservation.
Inviting Participants to the Activity
If your office settings allow internal participants, you can add them during the booking process:
In the Activity form, tap Participants.
Start entering the name or email of a Hybo user you want to invite.
Select the appropriate user to add them to the list.
Repeat the process to add more participants.
When you have finished selecting, tap Back.
Finally, tap Book on the main form.
Your booking and the bookings of the other participants will be linked. However, each participant will see their own booking in the app, receive email confirmation, and have their QR code to check in if needed.
Using Vouchers for Activities with Multiple Participants
Hybo will use one session from each participant's voucher or notify you if any participants have no sessions remaining. In that case, if you agree, Hybo will use one additional session from your own vouchers for each participant without sessions.
Managing Bookings with Multiple Participants
From the booking details, you can add or remove participants when this option is enabled.
Only the booking owner can save changes to their participants.
Each participant can check in using their own QR code.
If you delete the main booking with participants, Hybo will notify everyone, cancel the associated individual bookings, and return the sessions to the respective vouchers.
Benefits of the Activities Module
Flexibility: Allows you to configure zones, spaces, and shifts adapted to the needs of each office and its activity offerings.
Voucher management: Facilitates session management and tracking for both administrators and users.
Optimization: Improves the user experience by centralizing the management of activities in one place.
The Activities module not only streamlines reservations but also enhances the organization and control of activities within the company. Start enjoying all its advantages!