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How to create and schedule activities with the assistance of the Support team

Overview

Configuring an activities calendar can be performed manually through the CMS or with the assistance of the Support team. This option is particularly useful for hotels with a high volume of activities.

This article explains the specific material and information required by the Support team to set up the calendar, create activities, and schedule them.

Before getting started

Before getting started, please note the following:

  • Ensure you have the activities information, including names, start times, and end times.
  • Each activity can only have one assigned location. If an activity (e.g., Bingo) occurs in different places depending on the day, they must be created as separate activities (e.g., "Bingo - Terrace" and "Bingo - Restaurant").
  • Instructions for mandatory columns must be strictly followed (Step 2). Otherwise, the STAY team will request corrections before proceeding with the upload.
  • It is important to notify the STAY team of the duration for the shared scheduling. For example, please indicate if the shared activities and their scheduling will be valid for one week, two weeks, one month, etc.
  • Use the exact same name for repeating activities (we recommend using copy/paste to avoid errors). Any change in the name will result in the creation of a new and separate activity in the CMS.
  • Each activity can only have one assigned location. If an activity (e.g., Bingo) occurs in different places depending on the day, they must be treated as separate activities (e.g., "Bingo - Terrace" and "Bingo - Restaurant").

Step-by-step guide

Step 1: Contact the Support team

Reach out to the Support team via a support ticket or through your assigned Account Manager. Specify that the request is for the creation and scheduling of activities using a spreadsheet, which allows for the creation of multiple activities at once, making the process faster.

Step 2: Fill the activity spreadsheet

The Support team will provide an spreadsheet to be filled with the activity information. The document contains dos types of columns:

1. Mandatory columns

These columns are mandatory and must remain in the same order, and the headers must not be modified:

  • Column A: Day. This is the day the activity occurs. The day/month/year format must be followed. For example, to indicate July 22, 2027, the entry must be 22/07/2027. If an activity happens seven times a week, the activity must appear seven times, each in a separate row.
  • Column B: Start Time. This is the start time of the activity for the day indicated in Column A. This allows the same activity to be held seven days a week, but with potentially different schedules each day. The format must be 00:00 using a 24-hour clock (e.g., 13:30, 17:30, or 22:30).
  • Column C: End Time. This is the end time of the activity for the day indicated in Column A. This allows the same activity to be held seven days a week, but with potentially different schedules each day. The format must be 00:00 using a 24-hour clock (e.g., 13:30, 17:30, or 22:30).
  • Column D: Activity (en). The name of the activity in English. Even if the guest app is not available in English, this column must be filled in and cannot be left empty. If the guest app is not set up in English, fill in this field using the app's primary language. For example, if the primary language is Spanish, the activity name must be entered in Spanish in this column.
  • Columns E to I (es, it, de, pt, fr): The name of the activity in the respective languages. If the guest app is not available in any of these languages, the corresponding column must remain empty. Do not enter any characters (such as "-") to indicate missing information. Do not delete the column or change the order.

2. Optional information columns

These columns are not mandatory. Their purpose is to provide guests with additional helpful information beyond the basic details. Unlike the mandatory columns, these can be reordered. These optional columns can include the following information:

  • Location. The facility where the activity takes place.
  • Descriptions: Use headers such as "Description (en)" or "Description (es)" to provide activity descriptions.
  • Booking system: Specify the type of booking system for each activity (Quota-based or External).
  • Quota: If using the quota-based system, specify the maximum capacity.
  • Price: If using the quota-based system, specify the price of the activity. If the activity is free of charge, this can also be indicated in this column.
  • External Link: If using the external system, provide the URL for the reservation site.

Note: If you have images for the activities, you can send them to the STAY team in a single folder. Please ensure that the file names match the activity names exactly.

Next steps

Once the Support team confirms the upload is complete, it is recommended to:

  • Verify the calendar: Review the Calendar tab in the CMS to ensure all activities appear on the correct days and times.
  • Check the guest app: Open the guest app to confirm that descriptions, images, and booking systems are functioning as intended.

Need further assistance?

If there are additional questions or if further assistance is required:

  • Contact us via live chat.
  • Send a ticket to the Support team.
  • Visit STAY Academy, our training platform.