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.

How it works

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

Set HQ products to have HQ-managed schedules

You can set whether you want an HQ product to have HQ-managed or Venue-managed schedules. You do this at the HQ level in the individual HQ product settings for each session pass or party package.

The default for all new HQ products you create is HQ-managed schedules. 

To set HQ-managed or Venue-managed schedules:

1. From your HQ Venue Manager, go to Products > All products.
2. Select the HQ product you want to change from the HQ product catalog.
3. Scroll down to Schedules.
4. Select HQ-managed or Venue-managed.
5. Save your changes.

Go to HQ schedules

To access HQ schedules, from your HQ Venue Manager, go to Products > Schedules.

Decide if you need to group venues

If you've already connected venues to your HQ account, the first time you access schedules in HQ, you're asked to decide whether or not you need to group your venues.

Consider how schedules are set up for HQ products across the different types of venues you manage (eg location, holiday periods, brand, attractions):

• 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.

Group your venues

Group venues the first time you access HQ schedules

If you already have venues connected to your HQ account, follow these steps if you want to group venues the first time you access HQ schedules:

1. From Venue Manager, go to Products > Schedules.
2. Select Group venues. 
3. Enter a name for a group, then hit Enter on your keyboard to create the group. 
4. Continue to enter any other group names, selecting Enter on your keyboard after each. 
5. Select Next: assign venues.
6. Select the group name from the drop-down for each venue to assign the venue. Each venue can only be assigned to one group. 
7. Select 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. 

Group venues at a later time

To create groups after you've started creating HQ product schedules, select Create groups at the top right, then follow steps 3 to 7 above.

• Once groups are saved, all existing HQ schedules will be copied into each group and become unpublished.
• Select each group on the left of the schedules calendar, then select an HQ product schedule on the right to make any changes for the venue(s) in the selected group.
• Once updates are complete, you can publish schedule updates to each group individually or all updates to all venues at the same time. Read on to learn more.

Manage schedule groups

You have several options to manage schedule groups in your HQ account. 

Create HQ product schedules

You can create HQ schedules for products that have regular session intervals at times across the day for a group of venues or all your venues, then publish the schedules to the relevant venues. 

For managed venues to view and use any HQ product schedules:

• They must set up their operating hours first and will be prompted to do so. Setting up operating hours can only be done at the venue level. Learn more
• They must add the HQ-managed product to their venue. Learn more

Whether you're creating a schedule for a group of venues or all your venues, the key steps for creating a schedule are the same.

1. From your HQ Venue Manager, go to Products > Schedules.
2. If you've set up venue groups for schedules:
   
   
   • Select the group you want to create a schedule for in the left-side panel.
   • Then select the product you want in the right-side panel. The schedule you create will be for all venues in the group. 
     
     
3. If you haven't set up venue groups for schedules, directly select the product that you want to create a schedule for from the right-side panel.
4. Select Create schedule.
5. Then configure the schedule from the options available. Refer to the guide Creating product schedules using operating hours for help.

Schedule resources will be autofilled from those set up by your managed venues for the HQ session pass or party package product at the venue level. Your venues can also edit resources available to use in the product's HQ schedule.

You can, however, set how many single booking resources are available to book (eg party rooms) at the HQ level. Managed venues can also edit this setting. 

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.

When you publish schedules, all unpublished changes will be updated in selected venues and any schedules you have deleted will be removed. This cannot be reversed. Depending on the number of unpublished schedules you have, this may take a few minutes to complete.

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. From your HQ 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