All examples are on the Demo Training Site (please call Client Services if you need access) and the recording will be available in the Knowledge Base, so enjoy your lunch as we talk about organizing your facilities by type for both management and public use.

October Lunch and Learn Recording

Facility Types

Facility types allow categorization and organization of facilities and areas into function, usage, or other groups. Once created, facility types are assigned to a facility or the area(s) defined within a facility. A few facility type examples are: pavilions, fields, picnic areas, meeting rooms, and assembly areas. You can find more information, suggestions, and screenshots about facility types in our KB article.

Public Side Appearance

When using the reservation button, the public has to sort through all the locations listed in the dropdown menu to find the one they want to book. If they don’t know the specific facility name, or if your department doesn’t specify the facility function in its title, the public user may not be able to select the correct facility without clicking through a lot of options or calling your office. Using Facility Types helps with this confusion.

In the event that I want to reserve a pavilion, but I don’t care which one, using Types makes it so much easier as a public user to see the correct facilities and find those that are eligible for booking. Once you have created the type, added it to the facility, and set the facility up for rental, the facility will then show up when the type is selected.

1. Refer to the Demo Site
2. Navigate to the Facility Menu
3. Click Reservations
4. Start Online Reservation
5. Select Location Type Campsite or Pavilion - narrows the results in the Location dropdown

Public Display 

1. Refer to the Demo Site Public Side
2. Navigate to the Facility Menu
3. Select Facility List
4. Display Full List (default) and Display by Type options are at the top
5. Switch views to see Types
   1. This will show all types of facilities regardless of rental setting
      1. If you use the Type dropdown within the rental pages, those results will only show facilities within the type that are set for public reservation/request

To change the default to Display by Type:

1. Refer to the Demo Site Management side
2. Open the Administration menu
3. Click Settings
4. Select Department Info Tab
5. Find the checkbox under the Manage Tax Rates link to turn change the default
   1. The public calendar can also be toggled to View by Type 

Management Side Appearance

Staff users will find many occasions when the Facility Type tool will save time or provide more specific results. Show the example of each of the following:

1. When you’re creating a schedule for an activity or even advanced rentals from the management side, you can use the facility type to view all the field availabilities for that day 
2. On a related note, if you’re making a reservation on the management side, say for a sports organization or long-term renter, you can use the Facility Type dropdown to filter only the fields or courts that apply 
3. A client favorite is that the Maintenance Report can be filtered by Facility Location Type as well, so the Parks staff can receive a report tailored to their facilities and the Rec Center staff can receive a report for their facilities in the center 
4. The Facility Schedule Report can be filtered by type 

Create a Facility Type

1. Navigate to the Facilities tab
2. Click Facility Type  
3. Click Add New Facility Type at the top of this page
4. Enter the facility type name (Ice Rink, for this example)
5. Click Submit

Apply the Facility Type to the Facility or Area

A facility or facility area can be assigned to more than one type. For instance, a Recreation Center can be a center, but also have basketball courts, pickleball courts, classrooms, gyms, and kitchens added as types, based on the areas inside of the building.

1. Navigate to the Facilities tab
2. Click View/Search Facilities
3. Click the facility
4. Click Edit Location
5. Click View/Edit Facility Types
6. Select the Facility Type that was just created
7. Click Submit

You can also create a new Facility Type during the process of creating or editing a new facility and facility area on this screen.

View the Facilities by Type

1. Navigate to the Home Screen 
2. Click the Calendar icon at the top of the page
3. Change the Search by: radio dial to Location Types
4. Select the Location Type you would like to view 
5. Click Search
   1. Now, all the bookings for those facilities with that type assigned can be viewed at the same time

Limitations

• Similar to using program categories, know that a facility or area will be listed twice on the facility by type list if it has been assigned to more than one Facility Type
  • Using the example from earlier, a Recreation Center with courts, gyms, kitchens, and classrooms will be listed in each of those groupings since you wanted it to be listed as a facility that offers that “type” of space
• You cannot double sort for two types at the same time
  • You can search for a kitchen or a pavilion Facility Type but cannot currently search for a pavilion that also has a kitchen.
    • In this instance, your dept could certainly title your facilities for this purpose i.e. East Pavilion (kitchen), and the user could filter your facility list for pavilions, then use the Ctrl F keyboard shortcut to find any matches to the work “kitchen”
      • Mac users have a similar keyboard shortcut using the Command button

Overall, Facility Types are extremely useful when you have large facility lists or when you want to save time for staff or customers as they look through available facilities for the one that best meets their needs. If you need additional assistance with this topic, we do have a helpful article on Facility Type steps in the Knowledge Base, and this recording will also be available in Knowledge Base for your reference.