Create and manage HQ schedules

With HQ schedules, you can create and manage product schedules for your venues directly from your HQ account, where they automatically adjust to each managed venue's operating hours.

For example, you may have two venues using the same HQ schedule, but Austin’s Sunday hours close at 10 PM while Phoenix closes at 8 PM, so the session times available for guests to book at these locations adjust accordingly.

This centralizes schedule management to HQ, enabling you to make changes and push updates to all venues or a group of venues, saving you time. And if some HQ products require unique scheduling, you can still manage their schedules at the venue level.

This guide shows you how to create and manage your HQ schedules.

Who does what

How it works

1. Choose schedule type: In each HQ product, set whether schedules are HQ-managed (centralized) or venue-managed (local).

2. Group venues (optional): Create schedule groups if some venues need different availability patterns.

3. Create schedules in HQ: Build schedules for session passes or party packages. They automatically adapt to each venue’s local operating hours.

4. Add HQ products to venues: Managed venues must set up operating hours and add the HQ products before the schedules can apply.

5. Publish updates: Publish HQ schedules to apply changes across all venues or groups at once.

6. Local adjustments: Venues manage their operating hours, resources, and can create venue-managed schedules if HQ allows.

Watch the video for a quick overview of how it works and if you're a customer with existing venue-managed schedules, some quick tips for transitioning to HQ-managed schedules.

Set HQ-managed or venue-managed schedules

1. In your HQ account, from Venue Manager, go to Products > All products.

2. Select a product, then scroll to Schedules.

3. Choose HQ-managed or Venue-managed.

4. Save.

• Default: All new HQ products use HQ-managed schedules.
• When transitioning to HQ schedules: Venue schedules become Venue-managed by default. Switch them to HQ-managed if you want to centralize, then create and publish new HQ schedules to relevant venues to replace existing venue-managed schedules.

(Optional) Group venues

Use schedule groups if some venues need different schedule patterns (eg by brand, location, or holiday periods). Each venue can only belong to one group.

• If some or all venues use different schedules, choose Group venues.
• If all your venues use the same schedules, choose Select product.
• If you're not sure, you can always group your venues for managing schedules later. Choose Select product.

To create groups the first time you access HQ schedules:

1. From your HQ account, from Venue Manager, go to Products > Schedules.
2. Select Group venues.
3. Enter a name > press Enter.
4. Repeat for more groups.
5. Assign venues to a group (each venue can only be in one).
6. Save.

The groups for managing schedules appear on the left of the schedules calendar and any products set to be HQ-managed schedules in the HQ product settings appear on the right. 
 

Managing groups later:

To create groups after you've started creating HQ product schedules, select Create groups at the top right, then follow the steps above. 

• Add, edit, or delete groups anytime.

• New venues appear as Unassigned until assigned.

When you group venues for the first time, existing HQ schedules are copied into each group as unpublished. Review and publish them for the groups to take effect.

Manage schedule groups

Use groups when some venues need different availability patterns (eg region, brand, holiday periods). Each venue can be in one group only.

Add or rename a group

1. In your HQ account, from Venue Manager, go to Products > Schedules > Create groups

2. When creating the new group, you can copy the product schedules from an existing group or start with a blank slate.

3. If copying from an existing group, all schedules will be copied to the group and become unpublished.
4. You can then make any required schedule changes and publish the schedules to all venues in the group. 

Assign or reassign venues

1. In your HQ account, from Venue Manager, go to Products > Schedules > Assign venues

2. Choose a group for each venue > Save

3. The new group's product schedules will permanently replace the venue’s existing HQ product schedules.

Delete a group

You can delete a group that doesn't have any assigned venues.

Create HQ product schedules

Before creating schedules:

• Venues must set their operating hours.

• Venues must add the HQ product (session pass or party package).

To create a schedule:

1. Go to Products > Schedules.

2. Select a schedule group (left-side), then the product (right-side). If you're not using schedule groups, select the product set for HQ-managed schedules (right-side).

3. Select Create schedule.

4. Configure the product schedule. Refer to the guide Creating product schedules using operating hours for help.

5. Save.

Notes:

• Only session passes and party packages support HQ schedules.

• Venue resources (eg party rooms) are pulled in automatically from those set up by managed venues when adding products to their product list; venues can edit resources available in the product's HQ schedule.

• HQ can set the number of single-booking resources available to book; venues can adjust if permitted.

• For customized schedules for irregular times, venues must use venue-managed schedules. Learn how to create a fully customized schedule

Publish schedules

A purple banner appears at the top of the Schedules page notifying you of any unpublished schedules. An unpublished icon () also appears next to the schedule name.

To update unpublished schedules for all venues (no schedules groups):

1. Select Publish schedules in the top right of the page.
2. Select I understand to confirm that you want to publish all unpublished schedules to all your venues including removing any that have been deleted.
3. Select Yes, publish schedules. 

To update unpublished schedules for a specific group of venues:

1. Select a group in the left-side panel.
2. Select Publish schedules in the top right of the page.
3. Select the venue group in Publish schedules pop-up.
4. Select I understand to confirm that all changes will be published to the relevant venues including removing any that have been deleted.   
5. Select Yes, publish schedules. 

View assigned groups for schedules

1. From your HQ Venue Manager, go to Venues > All venues.
2. A list of all your venues appear.
3. If groups have been created for schedules, you can see the group the venue has been assigned to in a Schedules column. 

Unlink schedules from HQ

Unlinking schedules from being HQ-managed means HQ will no longer control the schedules for a product. A copy of the each of the product schedules will be left behind at the venues and can be edited at the venue level. 

1. In your HQ account, from Venue Manager, go to Products > All products.
2. Select the product you want to update.
3. Scroll down to Schedules.
4. Select Venue-managed.
5. Confirm you want to make the change in the pop-up.
6. Select Yes, unlink schedules.

FAQs

Learn more

• Set up and manage operating hours
• Create your product schedules using operating hours
• Create and share HQ master products
• Add HQ-managed products to venues