To Enable Public Reservation Requests
A MyRec.com staff member must turn a setting on in the advanced settings for facility options. Please ask a MyRec.com representative to turn this feature on for you if it is not already.
In order for public reservation requests to occur:
- The Management side Allow Facility Request setting must be activated by a MyRec.com staff member
- The facility or facility area must be set to allow public reservation
- This can be done in a new facility or existing facility by accessing the Facilities menu on the left side of the management screen and searching for the facility
- Check the Allow Public Requests box
- Allow Rental must be checked for Allow Public Requests to become active
- Neither Allow Public Reservations nor Allow Staff Requests is required to be checked
- Check the Allow Public Requests box
- This can be done in a new facility or existing facility by accessing the Facilities menu on the left side of the management screen and searching for the facility
- The facility's Rental Availability must be set as well as its Rental Fees
- Knowledge Base article for Adding/Editing Facility Rental Information
Public Reservation Request Instructions
- In your public site, log in with a household or organizational account
- After logging in, go to Facilities navigation and select either the Reservation link (then Start Online Reservation Request if your department also allows the choice of public reservations) or the Facility List (from which you can select Request button next to eligible facility)
- Next, select the location for the reservation request from the dropdown (If the user started the request from the Facilities List, then the location will be populated)
- To see availability of the facility, you can click View Calendar or View Availability if necessary
- Any facilities that are available for public reservations request will be listed in the dropdown
- After selecting the location, you will select the dates and times
- The scheduling for the reservation request is determined in settings for the facility
- Enter the Start Date
- If the reservation is for recurring dates, check Recurring and enter the end date and day/days of the week for the recurring reservation request
- Click Save Dates button
- For block scheduling: If the facility is set for block scheduling, the blocks will appear after selecting your location
- Check off the desired block or blocks
- Click Save Dates button or Next
- Enter the Start Date
- Enter the required Contact Information
- Enter the Purpose for the reservation, such as the name of the event
- Enter the head count, if required
- Click Submit
- The next screen will thank the user for the request and display information for the request
- The user can Print Request at the bottom of the screen
What Does Management Do With a Reservation Request?
Processing Reservation Requests
How to View Reservation Requests
You can view all current Facility Requests from the Management homepage. On the right side of the screen, in the Needs Attention box, there is a shortcut to the Facility Requests page.
- Click Facility Requests
- The number to the right of the Facility Requests shortcut indicates how many current Facility Requests are waiting for management processing
- If there is no number to the right of the link, there are no requests to be processed
You can also access Facility Requests by expanding the Facilities menu on the leftside navigation menu and clicking Reservation Requests.
If your department is using Facility Requests, your staff should be checking the Needs Attention area regularly.
Processing Reservation Requests
On the Facility Reservation Requests page, all of the pending requests will be displayed. You can change the display by selecting from the Status dropdown. You can also sort results by selecting from the Location dropdown. The checkbox on the right side of the screen will add facility details to the results displayed.
- Select the location from the dropdown, if necessary
- Select the status from the dropdown, if necessary
- Click Submit
- Results show the Account, Contact, Date, Start and End Times, Head Count when provided/required, the date the request was made, whether the dates are being held, and any questions or disclaimers required on the request
- If a result is italicized, that means the date of the request has passed and the request is still pending staff processing
- Click View Q&A or the Disclaimer icon to view that information, when present
- Click View/Hold for the request you want to process
- Check Show Buffers if you have buffers applied in facilities
- View the requested reservation information
- In the example above, you can see the request is for two different locations at the same date and time
- Click Hold Date(s) if you would like to disallow others from using the date, time, and location for this request until you can properly process it
- This may apply if you have a board that must approve facility use prior to your staff booking or declining the request
- If you need to edit or print, you can link on the links provided
- If there are any notes you need to add for the staff, you can click Add/Edit Staff Notes
- Click Book Now or Decline to process the request
- Once a request has been processed, it will no longer be in the Reservation Request list nor appear on any request reports
- It can now be found as a reservation and in reservation reports
- Click View List to return to the request list without processing this request
- Once a request has been processed, it will no longer be in the Reservation Request list nor appear on any request reports
Declining a Reservation Request
When you click Decline while processing a request, you have the option to include a message to the user.
- Verify the email address in the Email To field
- Type the content of your email
- This might be a reason for the decline like the facility is closed for cleaning, the headcount is too large, etc…
- Be sure Send Email Notification is checked below the message box
- Uncheck this box if you do not wish to send an email when you decline the request
- Click Decline Request or Return to List to go back to the request list without processing the request
