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.

1. 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.

1. Select the location from the dropdown, if necessary
2. Select the status from the dropdown, if necessary
3. Click Submit
4. 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
5. Click View Q&A or the Disclaimer icon to view that information, when present
6. Click View/Hold for the request you want to process

7. Check Show Buffers if you have buffers applied in facilities
8. 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
9. 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
10. If you need to edit or print, you can link on the links provided
11. If there are any notes you need to add for the staff, you can click Add/Edit Staff Notes 
12. 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

Booking a Reservation Request 

You will now go through the process of making the reservation from the management side. For more information and a helpful video on management reservations, please review our Creating a Reservation article.

1.  After clicking Book Now, you will assign the fee type from the dropdown
   1. If there is a fee matrix in place for the facility, the fee will be automatically calculated when you select the per hour or per day option and a message will appear below the line
2. If you select Flat Fee, you will enter the Rental Fee in the blank field to the right
3. Click Next
4. The next screen will give you the opportunity add, edit, or remove dates/times/locations from the reservation request
5. Click Continue after making changes or if no changes are necessary
6. Please see the next part of the process in Completing the Reservation (scroll down in the article)
7. Continue to Checkout to apply payment or click Continue with No Payment to process and create a balance due

Declining a Reservation Request

When you click Decline while processing a request, you have the option to include a message to the user.

1. Verify the email address in the Email To field
2. 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…
3. 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
4. Click Decline Request or Return to List to go back to the request list without processing the request

Viewing Required Documents

If a facility has a required document, like a certificate of insurance or alcohol permit, you can view those documents in the Reports menu>Facility Reports>Requirement section>Required Documents by Request.

You can view, approve, or modify a document on the member page at the bottom of the screen.