Manage the entry flow with appointment times defined for the public

Effective management of the entry flow with meeting times for the public is essential in business parks, making it possible to control the number of visitors present at any given time and to organize arrivals with briefing sessions . Here is how to use Yoplanning.pro to optimize this management.

What is this feature for?

This functionality allows you to schedule activity sessions (for example, from 8 a.m. to 6 p.m.) with a maximum number of participants, register visitors online, and manage the number of people present in the park in real time. It also offers the possibility of configuring briefing sessions at fixed times to stagger customer arrivals.

How ​​to use it?

1. Creation of the activity session

   • Access the Yoplanning.pro dashboard.

   • Go to the "Sessions" section and click "Add session".

   • Define the session details: give it a name (for example, "Park Session 8am-6pm"), set the start time (8am) and end time (6pm), and set the maximum number of participants (500 ).

2. Online registration

   • Make sure the session is visible and accessible for online registration via your reservation module.

   • Customers can register by selecting the session and filling in the required information.

3. Output management

   • When a participant leaves the park, open the relevant session from the "Sessions" section.

   • Find the participant in the list and remove them (click on the trash can) from the session to update the number of participants present. Important: answer NO when Yoplanning asks if you want to modify the order.

4. Configuration of the briefing option

   • Still in the session, configure a mandatory option named "Briefing".

   • Associate this option with a resource with multiplied features representing briefing times (9 a.m., 10 a.m., 11 a.m.).

   • Set the maximum number of participants for each briefing slot to control arrivals.

Tips for use and best practices

• Regularly updated: Make sure to update the number of participants in real time for accurate flow management.

• Clear communication: Inform clients of the importance of choosing the briefing time during registration. To minimize waiting

Common problems and solutions

• Overcapacity: If overcapacity occurs, consider adding additional briefing slots or increasing the maximum number of participants per session, if space allows.

• Cancellations: If a participant cancels, update the session promptly to free up a spot for a new participant.

• Delays: Encourage participants to arrive on time for their briefing by clearly communicating the meeting time and location.

By following these steps and tips, you will be able to effectively manage the flow of entry into your business park, ensuring a pleasant and safe experience for all participants.