Overview

The show on site date feature for Facility Requests and Facility Reservations is used when your department wants to set a window for the public to have the ability to book reservations or requests. This date range does not apply to the availability of rentals for location, just to the public's ability to create a reservation or request. This is compatible and used with Public Reservation Date Restrictions.

For instance, if your department does not allow the public to submit requests or reservations on pavilions until March 1, but the pavilions are not actually available until May 1 to September 1, you would use the Show on Site date to restrict when the Reserve/Request button appears on the public side (March 1, ####) and use the Public Reservation Date Restrictions feature to set the dates to May 1, #### to September 1, ####. This setup would result in the public user waiting until March to request or reserve the pavilion and their rental date would be on June 16, let's say. Once September 1st arrives, the button to reserve/request the pavilions would again be removed from the public site.

Setup

Public Reservations and Reservation Requests

New Facility/Facility Area

1. Follow the steps to Add a Facility/Facility Area

2. On the Rental Info setup screen, activate the Allow Rental setting
3. Activate Allow Public Reservation for facilities that can have direct public reservations
4. Set the date range for when your department will accept reservation bookings (not the dates of the actual rentals)
   1. In this scenario, I want the button to appear on the public site beginning March 1 and to disappear from the public side on August 31 because my last rental date is September 1
5. Activate Allow Public Requests for facilities that allow public reservation requests
   1. Note that both Reservations and Requests do not have to be checked
6. Set the date range for when your department will accept reservation requests (not the dates of the actual rentals)
7. If the facility is only available to rent for events during a certain window, you can set up Public Reservation Date Restrictions
8. Check the box to apply these settings to Public Requests
9. In the scenario we are using, rentals can only happen May 1 to September 1, so that is how I have set my Exact Date restrictions

10. If you want these settings to apply to all Facility Areas within this parent facility, check this box
11. Click Submit

Editing an Existing Facility/Facility Area

1. Navigate to the Facilities menu in the leftside navigation bar
2. Click View/Search Facilities
3. Select the Facility/Facility Area to edit
4. Choose the Rental Info tab
5. Click Edit Rental Info

6. Activate the Allow Rental setting if not checked
7. Activate Allow Public Reservation for facilities that can have direct public reservations
8. Set the date range for when your department will accept reservation bookings (not the dates of the actual rentals)
   1. In this scenario, I want the button to appear on the public site beginning March 1 and to disappear from the public side on August 31 because my last rental date is September 1
9. Activate Allow Public Requests for facilities that allow public reservation requests
   1. Note that both Reservations and Requests do not have to be checked
10. Set the date range for when your department will accept reservation requests (not the dates of the actual rentals)
11. If the facility is only available to rent for events during a certain window, you can set up Public Reservation Date Restrictions
12. Check the box to apply these settings to Public Requests
13. In the scenario we are using, rentals can only happen May 1 to September 1, so that is how I have set my Exact Date restrictions

14. If you want these settings to apply to all Facility Areas within this parent facility, check this box
15. Click Submit

Updating Show on Site Dates

Once the rental season for the facility has ended you can update the show on site dates for the next rental period, or if your department wants to address all Show on Site dates for reservations/requests at the same time this could happen at year-end, go into the facility list to be able to Edit All Show On Site Dates. Your department will need to update this date range for the current rental year or the facilities will remain unavailable for public booking. The Edit All Show on Site Dates is a useful feature in saving time to update your display-to-public facility dates.

Edit All Show on Site Dates

1. Navigate to the Facilities menu in the leftside navigation bar
2. Click View/Search Facilities
3. Click the Edit All Show on Site Dates link at the top of the screen

4. Enter your search filter
5. Click Update
6. The first column allows you to edit Public Reservation Show on Site Dates
7. The second column allows you to edit Public Reservation Request Show on Site Dates
8. You have the ability to Apply to All facilities in your list
9. You also have the ability to Apply to All Areas just within a specific parent facility
10. Scroll down and click Update