This video will take you through the process of adding a facility to your facility list.

Allow Facility Rentals

Settings to allow for facility reservations and availability can be found on the facility's Rental Info tab.

1. Open the Facilities menu on the leftside menu of the mangement screen
2. Click View/Search Facilities and search for the correct facility
3. Select the facility
4. Navigate to the Facility Info tab
5. Check the Allow Rental box to enable the reservation ability
6. If you have system settings enabled for Public Reservation or Reservation Requests, these can be activated after the Allow Rental box has been checked

7. Set up the facility for reservations or requests by checking the applicable boxes

• Allow Public Reservations allows your members to make reservations for facility rentals on the public side. 
• Allow Public Requests will make this facility/area available to the public to place a reservation request that the managment side then can review.
  • Does not create a reservation.
• Allow Staff Requests makes this function for this facility/area available for the management side to place a reservation request for the customer.

8. Complete the following option setting to custom the facility

• Use Max Head Count to optionally set the maximum head count allowed for a reservation or request. 
  • Leave blank to not use setting.
• Email Address of Facility Contact: Email address listed here will show up on the customer side when hovering mouse over the facility availability chart. 
  • This sends an email to the contact with a request or reservation as well.
• Request Info Pop Up Notes: The text listed here will show up on the customer side during a facility request or reservation.

9. Set Budget Groups for disbursement reporting on reservations

• Budget Groups are required when Allow Public Reservations is turned on
• Remember to set public budget groups in Administration > Settings > Reservation Settings

Rental Availability

1. Set the Facility Availability by entering the earliest time facility can be rented and the latest time

• If you fill in the start or end times at the top and click Apply All, it will fill in that time for all the days or you can do so manually to set different availabilities for different days of the week

2. Rental Restrictions (Optional) choices are None, Flexible Blocks, or Set Blocks

• These determine if users have to schedule a block of time when creating reservations or requests, with Flexible blocks the start and stop times can be variable, and with set blocks, the start and stop times cannot be changed and the blocks will be checked off to reserve them
  • For Flexible Blocks, a text box will come up to enter the number of minutes for the block
    • There is also a checkbox to apply blocks to reservations as an option
  • Selecting Set Blocks will lead to Facility Set Blocks Rental Times page
    • Enter start times and end times for set blocks, Fee Type (per hour or per day), Resident / Non-Resident Fee and check the applicable days of the week
    • Click Update to set blocks of time

      Set Block Minimum Hours

      If more hours are required for a rental than within a Set Block, the reservation will automatically required that more than one block is reserved.

      If less hours are required for a rental than within a Set Block, the reservation will still required a full block for reservation if set up with Set Blocks.

       

3. Set Public Reservation/Reservation Request Date Restrictions by selecting the radial button for the correct option
   • Default uses settings from Administration > Settings > Reservation Settings tab
     • In order to override the default date restrictions for reservations or requests you will first have to make sure your department has the Allow Public Reservations setting enabled
       • If your department does not currently allow Public Reservations, Client Services representative can turn that on temporarily
         • The setting only needs to be turned on initially to allow the facility specific date restriction information to be added and can be turned off after
       • If your department already allows for Public Reservations, then you can follow the steps below and simply keep the setting on:
         1. Go into the facility that needs date restrictions
         2. Go to the Rental Info tab and click Edit Rental Info
         3. Turn on the Allow Public Reservation setting
         4. Scroll down to the Public Reservation Date Restrictions section 
         5. Select either Relative or Exact Dates
            • Relative dates means the reservation can start and end a certain number of days relative to the date it is being created
            • Exact dates means the reservation must start and end on or between the given dates
         6. Put in the date restrictions for the facility
         7. Turn off the Apply to Public Requests setting
         8. Scroll down and click Submit

If you allow Public Reservations, then you can keep those settings turned on. If you are only allowing Public Requests, then you would go back into the facility and turn those off in the Rental Tab. 

Notes and Additional Info

• Invoice Notes data will appear on the printed/email invoice for this facility's reservations
• Permit Notes data will appear on the printed/emailed permit for reservations at this facility
• Fee Schedule data will appear when setting up a rental, allowing quick access to the rates
• Disclaimer data here is specific to this facility, while your global disclaimer has already been entered at the system level
  • The disclaimer on a parent facility will also carry over to all facility areas within in automatically, in addition to any facility area disclaimer you add to that area
    • These will appear on the public side in the same disclaimer box with a single checkbox to indicate acceptance of the disclaimer
• You can check the Update checkbox to carry the settings from a parent facility over to the facility areas within it