Updating customer type visibility
Last updated: February 3, 2023
A customer type’s visibility determines whether or not it can be viewed and booked by certain users, and can be changed from several different places in your Dashboard.
For example, if you have a “Private Party” customer type that you want to hide from online customers by default, you can set its visibility to Hidden for online users directly from its customer type settings. Then, if you decide you want to make Private Parties bookable online for only a specific item, you can change its visibility in the item’s settings. Here we’ll show you how to update customer type visibility at various levels of your Dashboard.
Note: If you need help making these changes, you can always get in touch with us and our Support team will be glad to assist!
Updating overall customer type visibility
Changes made to a customer type’s overall settings will take effect everywhere that the customer type is used, including already-created availabilities.
- Go to Settings > Customer Types.
- Find the customer type you want to update, and click Edit.
From the toolbar at the top of the page, select which price sheet to update (For example, the Online sheet applies to only online customers, the Direct sheet applies to only logged-in Dashboard users. Learn more here.)
- Locate the Visibility column and click on the current visibility status (choose from Inherit, Visible, or Hidden).
- Choose the new visibility status from the dropdown menu.
- Click the Save button.
Updating customer type visibility on an item
Changing the visibility from an item’s settings will update the customer type on all availabilities for the item, including already-created availabilities.
Go to the Items section of your Dashboard and select the item you want to update.
Go to Availability > Options & Prices.
From the toolbar at the top of the page, select which price sheet to update (For example, the Online sheet applies to only online customers, the Direct sheet applies to only logged-in Dashboard users. Learn more here.)
Optional: Quickly find your customer type using the Filter pricing menu.
Find the customer type and click on its visibility status (this will either say Inherit, Visible, or Hidden).
Choose the new visibility status from the dropdown menu.
Click the Save button.
Updating customer type visibility for multiple availabilities
If you want to update customer type visibility for multiple availabilities at a time, you can use the availability updater.
Go to the Items section of your Dashboard and select the item you want to update.
Go to Availability > Calendar.
Click Update availabilities from the toolbar above the calendar.
In the first section of the updater (under the Setup category), select Customer types.
In the second section, select which availabilities to update by adjusting the date range. If needed, you can narrow down availabilities using the available filters. Read more about these options.
At the top of the third section, select Price.
From the first dropdown, select your customer type.
From the second dropdown, select which price sheet to update (For example, the Online sheet applies to only online customers, the Direct sheet applies to only logged-in Dashboard users. Learn more here.)
In the Visibility column, select the desired visibility status.
Click Preview changes to confirm the number of availabilities that will be changed.
Click Complete update.
Notes
During the Preview changes step, you’ll see a message telling you how many availabilities will be changed. If no availabilities will be affected, double check that you’ve selected the correct options, make any needed adjustments, then click the Preview button again.
Updating customer type visibility for a single availability
In some cases, you may only need to adjust visibility for a specific availability. This can be done through the availability itself.
- Find and open the desired availability.
- Select Prices from the availability options.
- Click on the link that says Change just for this availability.
From the toolbar, select which price sheet to update (For example, the Online sheet applies to only online customers, the Direct sheet applies to only logged-in Dashboard users. Learn more here.)
Optional: Quickly find your customer type using the Filter pricing menu.
- Find the customer type and click on its visibility status (this will either say Inherit, Visible, or Hidden).
- Choose the new visibility status from the dropdown menu.
Click the Save button.
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Updating customer type visibility (resources, visibility and bookability)
If a customer type has the following configuration:
- Set to “hidden” on the online sheet
- Is visible on the direct sheet
- The max uses attached to the availability’s resources are fully utilized
The availability will not appear as completely closed. To avoid this problem, the best practice is to keep the customer type’s visibility consistent across direct/online sheets when possible.
How does this show up in the Dashboard?
On the front end, the availability will appear to be bookable, but there will be no customer types available to select to complete the booking.
On the back end, the availability will also appear as open. However, when an attempt for a booking is made, the Dashboard will display that the availability is full.
See an example
On the availability below the customer type is set to “hidden” on the online sheet, and is visible on the direct:
After a booking for 10 adults (which equals the max uses of the resource), the direct availability is still displaying green (bookable):
However, when attempting to book, the availability displays that the capacity is reached and that the resource will be overused:
On the back end calendar the availability appears to be open, but no bookable spaces are available:
Online, the availability is still showing as bookable. Once opened, the Dashboard displays an error message, “Sorry, there are no available options at this time”:
Once the customer type is made visible on the online sheet, the availability closes as expected.
Therefore, best practice is to keep the customer type’s visibility consistent across direct/online sheets when possible.