Detailed information
Timeslot ticketing: Configure timeslot capacity based on employee availability
You can now configure exhibition timeslot capacity based on the availability of suitable employees. This functionality ensures that a timeslot is only offered if at least one employee is available to be assigned to it.
This logic is especially useful for instructor-led activities, such as private lessons, where employee availability is a critical factor in planning and scheduling.
Key principles
A timeslot becomes available only if there are still employees who can be assigned to it.
When a timeslot is booked:
A task is automatically created
The employee is automatically assigned
The task is marked as confirmed
The availability of employees across all timeslots is recalculated immediately after each booking. As employees are assigned, remaining timeslot capacities are updated to reflect the new situation.
How employee availability is determined
Employee availability is based on a combination of existing settings and new configuration options. These can be combined to match the specific requirements of your exhibition setup and organisational needs.
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Configuration
This section outlines the key configuration steps (both existing and new) needed to set up exhibitions that use employee-based timeslot availability correctly.
Exhibition-level settings
The following configuration is essential on the exhibition level.
General settings
Under the tab General, enable the setting Capacity based on available employees (1).
Important
This setting must be enabled before adding any periods. Once periods are created, the setting becomes read-only and can no longer be changed.
Enabling this setting automatically impacts the following settings and functions:
The Guides needed setting is enabled and locked (2)
The following potentially conflicting settings are disabled (3):
Max. per period
Visitors per period / Groups per period
Max. visitors per group
Max. visitors per guide
The setting Allow overbooking (4) is deselected and disabled (4)
The Update capacity function is disabled (5)
Work type
Under the tab Various, go to the Tasks section and select the Work type.
Desired skills
Under the tab Desired skills, select all relevant skills the instructor needs for this assignment (e.g. language, skill level, etc.).
Periods
Under the tab Periods, create all relevant time slots for this exhibition. (1)
The timeslot capacity settings, Maximum and Maximum Website, are disabled when creating periods individually (2) or in batch (3).
Each timeslot detail includes a new tab, Available employees, that shows all employees currently available during that period.
Prices
At the ticket level, you can set the minimum and maximum number of tickets that can be purchased per order. This helps ensure that the number of participants per lesson remains manageable for one instructor.
Employee-specific settings
The following existing settings are relevant at the employee level.
Work types
Under the tab Possible work types, select all relevant work types for the current employee.
Skills
Under the tab Skills, specify all relevant skills of the current employee.
Availability
You can take into account days and hours when an employee is available.
Activate the setting Work with availability per day under the tab Company data, and configure the available days/hours under the tab Availability.
Leave
You can take into account the days when an employee is not available.
Under the tab Leave select the leave days in the calendar.
Maximum number of planning tasks per day
Define how many planning tasks each employee can take on per day. This setting can be configured on 2 levels. Go to General > Basic data > Employees > Settings:
Work types: Open the relevant work type and enter a number in the Max. planning items per day field.
Working group: Open the relevant working group and enter a number in the Max. plannings per day field.
Now go to General > Parameters > tab Employees and in the section Automatic planner, specify the Type of counting. Depending on what your work types and working groups represent in your organisation, you can choose to count the employee planning tasks:
per work type (e.g. climbing or skiing)
per working group (e.g. location)
Depending on your selection, the automatic planner will apply the setting value from either the work type or the working group.
New settings and parameters affecting availability logic
Maximum hours per day
At the working group level, you can define the maximum number of hours the employees assigned to this work group can work.
Go to General > Basic data > Employees > Settings > Working groups. Open the relevant working group and enter the number of hours in the field Max. hours per day.
Link the working group to the relevant work type.
Minimum break after consecutive working hours
At the working group level, you can define rules to ensure employees receive a break after working a set number of consecutive hours. This helps avoid long, uninterrupted work periods and supports more balanced, compact schedules.
Once the maximum number of consecutive working hours is reached, the system automatically includes a break of the configured duration and only allows tasks that start after this break.
Go to General > Basic data > Employees > Settings > Working groups. Open the relevant working group and in the section Per consecutive period of x hours, x minutes break configure the following settings:
Max. consecutive work period (hours): Enter the number of hours an employee may be scheduled continuously without a break.
Min. break duration (minutes): The minimum break time that must follow the maximum consecutive work period.
Default value: Both fields are disabled (set to 0).
Link the working group to the relevant work type.
An instructor can work a maximum of 2 consecutive hours.
After reaching this limit, a minimum break of 30 minutes is required before starting a new task.
The instructor is currently scheduled for two 1-hour tasks at 13:00–14:00 and 14:00–15:00.
Cannot be scheduled before 13:00
This would exceed the 2-hour consecutive work limit if combined with the 2 already scheduled tasks.
Cannot be scheduled at 15:00–16:00
A 30-minute break is required after two hours of work before any new task can be scheduled.
Can be scheduled for a timeslot starting at 16:00
The required 30-minute break (15:00–15:30) is respected before a new task.
Only allow tasks of a single work type per day
At the general employee level, you can choose to allow employees to perform only one type of task per day, for example, only ski lessons or only climbing lessons, rather than a combination of both.
Go to General > Parameters > tab Employees and in the section Automatic planner, enable the setting Only tasks of 1 worktype per day.
Default value: disabled
Restrict additional tasks to a time window before and after scheduled tasks
The following settings at the general employee level allow you to control when additional tasks can be assigned to an employee, relative to their first and last scheduled task of the day. It helps keep work schedules compact and avoids large idle gaps, while still respecting other planning rules (e.g. maximum hours per day or facility opening hours).
Go to General > Parameters > tab Employees and in the section Automatic planner, configure the following fields:
Available before first task (hours): defines how many hours before the first scheduled task additional tasks can be assigned
Available after last task (hours): defines how many hours after the last scheduled task additional tasks can be assigned
Default value: Both fields are disabled (set to 0).
An instructor has availability set to: 2 hours before the first scheduled task / 3 hours after the last scheduled task
When a lesson is booked at 13:00 and the instructor has availability set to 2 hours before and 3 hours after, timeslots between 11:00 and 16:00 become available for additional tasks.
If another customer then books a lesson at 11:00, the available timeslot range shifts accordingly, in this case from 9:00 to 14:00, provided other set conditions are still met (e.g. maximum working hours, breaks, facility opening hours).
This helps keep schedules compact and avoids large gaps in the instructor’s planning.
New elements in the exhibition visit booking flow
Backoffice
When booking an exhibition visit, two new columns (1) are now visible when selecting a timeslot under the Visits tab.
Capacity based on available employees: Indicates that the number of available employees determines the capacity of the timeslot.
Remaining employees: Shows how many employees are still available for each timeslot.
When the exhibition visit is saved, a message is shown to confirm that the relevant tasks have been created automatically (2).
The created task is automatically assigned to a suitable employee (1) and marked as confirmed (2).
When attempting to book a timeslot with no available employees, the system displays a blocking message.
When booking multiple timeslots, a separate task is created per timeslot.
Removing a timeslot from an exhibition visit triggers a warning message indicating that there are more tasks than required. The redundant tasks, however, must be removed manually.
When moving an exhibition visit, only available timeslots (1) are shown in the calendar. The unavailable timeslots are hidden (2).
A new task is automatically created for the newly selected timeslot.
If the originally assigned employee is available for the new timeslot, they will be assigned to the new task (existing functionality).
If the originally assigned employee is not available, the new task will be created without an assigned employee (existing functionality).
When an exhibition visit is credited, the related tasks are automatically cancelled if this option is configured.
When an exhibition visit is deleted, the related tasks are cancelled automatically.
In the exhibition calendar, all timeslots are visualised (1). Timeslots that are no longer available are marked in a different colour (2), defined in the exhibition parameters (3).
Timeslot ticketing > Visualisations > Exhibition calendar
POS (cash register)
When booking an exhibition visit, only the timeslots with available employees are displayed in the calendar (1). The unavailable timeslots are hidden (2).
Layout POS menu: Modern
Layout POS menu: Exhibition
Customers can book multiple tickets for one or more timeslots (1). After the payment, a task is created for each booked timeslot (2), an employee is assigned (3), and the tasks are automatically confirmed (4).
When moving an exhibition visit at the POS, only available timeslots are shown in the calendar. The unavailable timeslots are hidden.
A new task is automatically created for the newly selected timeslot.
If the originally assigned employee is available for the new timeslot, they will be assigned to the new task (existing functionality).
If the originally assigned employee is not available, the new task will be created without an assigned employee (existing functionality).
When cancelling an exhibition visit sale at the POS, the related employee task is cancelled as well.
Limitations
The following functionalities in Recreatex currently do not support timeslot capacity based on employee availability.
Combi exhibitions: When attempting to add an exhibition that uses employee-based capacity to a combi exhibition, an error message is displayed.
Move exhibition availability: Exhibitions with the capacity based on employee availability enabled, cannot be selected as either the source or the destination.
Allow overbooking: This option is automatically disabled when the Capacity based on available employees is enabled in the exhibition configuration.
Check if the exhibition period is available (at the level of access group setting): Exhibitions with capacity based on employee availability enabled cannot be used for this check.
Selected and remaining visitors visualisation on the Select exhibition visitors price group screen (POS): This visualisation is not available when booking visits for exhibitions configured with capacity based on employee availability.
Webshop: Improved handling of national register numbers when mandatory
The national register number field now supports country-based validation. National register numbers are currently only validated when the login customer's country is set to Belgium. For all other countries, any input is accepted without validation, allowing customers with non-Belgian register numbers to complete the facility booking or activity registration flow without being blocked.
This improvement allows future implementations of validation rules for other countries, if requested.
The national register number validation applies to the following modules:
Facility bookings (web module Bookings)
Activities (web module Activities)
Configuration
Ensure the following configuration is set in Recreatex backoffice:
Configure national register number validation on the country level (Belgium only).
Navigate to General > Settings > Countries, open the detail of the selected country, and in the Modify country window, configure the validation settings under the tab Various.
Leave the fields empty for all other countries.
Activate the setting Ask national register number:
On the place level: Facility bookings > Settings > Places, open the detail of the selected place, and activate the setting under the tab Web.
On the activity level: Actvities > Activities > Activities, open the detail of the selected activity, and activate the setting under the tab Web.
How it works
Once activated, the national register number is always requested in the facility booking or activity registration flow.
When the customer's country is set to Belgium (BE) in their Recreatex account, validation of the Belgian national register number is triggered upon clicking Next. If the number is valid, the customer can proceed and the register number is saved in their Recreatex account.
Customers whose country is set to anything other than Belgium (1) can enter any value (2) and continue without validation. The entered value is saved in the customer’s Recreatex account (3).
Webshop: Enable two-factor authentication (2FA)
To guarantee secure access to the Recreatex Webshop, we have implemented the possibility to enable two-factor authentication when logging in to the application. Two-factor authentication remains optional but is recommended for the webshop customers.
Configuration
In the Webshop Manager, go to General > Settings and in the section Log in enable the setting Activate 2 Factor Authentication.
When two-factor authentication is enabled, the 2FA section on the customer address card remains inactive until the customer completes the setup.
After the setup is completed, the customer's address card indicates that two-factor authentication is active for this customer.
2FA Active: checkbox is enabled (read-only)
Reset 2FA Key: function is activated
First-time login
Once two-factor authentication is activated, Webshop customers will see a notification after logging in, prompting them to complete the setup via their user profile.
In the Webshop, go to My profile > My data and in the Login data section, click the Activate 2 Factor Authentication button.
Set up the two-factor authentication (2FA) for the Webshop on a mobile or desktop device.
Install the authentication application (mobile or desktop) of your choice, following the instructions on the right side of the screen (1).
In the following example, we use the Google Authenticator application on a mobile device: Install the application from the app store on your device, open it (2) and click the "+" icon in the bottom-right corner (3). Scan the QR code on your screen or enter the code manually (4).
The application will generate a code (5) and start the expiration timer (6).
Return to the Webshop screen, enter the generated code (7) and click Confirm (8) to log in.
After completing the setup, a confirmation message appears at the top of the screen.
Logging in with two-factor authentication
After setting up two-factor authentication, customers will be prompted to enter a verification code from their authentication app after submitting their credentials.
Resetting two-factor authentication
Two-factor authentication can be reset in two ways:
By an employee via the Backoffice
Click the Reset 2FA Key button on the customer's address card (1) and confirm the reset (2). The 2FA functionality is reset for the current customer (3).
By the customer via the Webshop
Click the Reset 2 Factor Authentication button under My profile > My data > Login data section. A confirmation will appear at the top of the screen, and the Activate 2 Factor Authentication button will become active again.
Resetting the functionality will remove the existing 2FA setup and trigger the first-time login flow for the relevant user.
Order processing for temporary digital wallet transactions
The F&B kiosk previously supported order processing only for digital wallet payments with immediate sales registration. This release introduces support for wallets using the temporary sales registration mode, where the sale is not recorded at the time of purchase but during wallet settlement.
With this enhancement, the system can now process and manage orders based on digital wallet transactions, even when no sale has been registered yet.
Prerequisites
On the point of sale level, activate the setting Enable order functionality under the tab Various
On the digital wallet article under the tab Types, set the Sales mode to Temporary in the section Digital wallet.
Processing order from temporary digital wallet transaction
When a purchase is made using a temporary digital wallet, an order number (token) is now linked to the digital wallet transaction. This allows the order to enter the order processing flow, even though the sale has not yet been registered.
Sales admin > Visualisations > Process open order
The order has been assigned a token (1) but does not yet include a sales number or price details (2), as it has not been paid. This type of order can be further processed in the same way as paid orders (3).
After the digital wallet has been settled, the order remains visible in the order processing tool.
The order number (token) enables tracking of temporary digital wallet transactions in the Process open orders tool (backoffice) and on the ODS/KDS (order and kitchen displays).
Order numbers (tokens) can also be printed on the temporary sales tickets, as well as on bar and kitchen tickets.
F&B Kiosk: Temporary digital wallet as a payment method
Customers can now scan their temporary digital wallets to register all purchases during their stay and only pay all at once when settling the digital wallet at the end of their stay.
The customer selects their items and proceeds to checkout (1), where they choose Digital Wallet as the payment method (2).
The total amount is displayed (3), and the customer is prompted to scan their digital wallet. If a discount group is configured on the wallet, it is automatically applied (4), and the payment is processed.
An order number (token) is shown on the screen (5), allowing the customer to track and collect their order when it’s ready. A receipt is printed with the order number and the transaction details.
In the background:
The system processes the selected items and payment using the temporary basket checkout flow.
It generates an order number (token) and a digital wallet transaction ID, which are used to track and process the order in the backoffice.
The system uses the transaction ID to fetch the receipt details and sends them to the printer.