Creating a Reservation

Last Update: September 15th, 2021

Facility Reservation Video


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There are 3 ways to begin a reservation from the management side.

Accounts Tab

  1. Click Accounts in the lefthand navigation bar. 
  2. Click either Search Accounts or Search Members to search for the account that is making the reservation
  3. Click the account name. 
  4. Click Add Reservation / Request from the account navigation list.
  5. Select Start a Reservation if choice appears.
  6. Confirm the Rental Contact selection and Renter Type, then click Next.
  7. Select a Location from the dropdown or choose View Calendar to input dates.
  8. Once Location has been chosen date can be selected from the Facility Availability Chart by clicking the View Availability link. Choose date and click available time will fill in the schedule below.

View Calendar

  1. Click View Calendar Icon. 
  2. Choose a location or location type (type is a group of locations) using the top radio button and dropdown. 
  3. Click the arrows to find the month of reserving. Select a date in that month to begin your reservation
  4. Click on the start time and drag down to the end time (booked times are un-clickable).
  5. Select the option to Reserve a Facility
  6. Now Search Members for the account member that is making the reservation. Click the name. 
  7. Confirm the Rental Contact selection and Renter Type, then click Next.
  8. Now the date and time has been added to the schedule.

Reserve Quick Icon

  1. Click the Reserve Facility Icon from your top navigation bar. 
  2. Now Search Members for the account member that is making the reservation
  3. Click the name. 
  4. Confirm the Rental Contact selection and Renter Type, then click Next.
  5. Select a Location from the dropdown or choose View Calendar to input dates.
  6. Once Location has been chosen date can be selected from the Facility Availability Chart by clicking the View Availability link. Choose date and click available time will fill in the schedule below.

Entering Reservation Dates

  1. If needed, enter Start Date, Start Time and End Time. 
  2. If needed, enter a number in the start buffer and end buffer fields to denote minutes needed for setup or breakdown outside of the times entered. 
  3. If entering more than one date, click the Recurring checkbox and enter the End Date (lower right). Select the days of the week included between start date and end date. 
  4. If some of these days are excluded, click the Show Exclusion Dates checkbox. Enter a single date or range of date and click Add to exclude given dates. 
  5. Select Rental Fee Type (Flat, Hourly, or Daily rate) from drop down and enter Rental Fee if matrix not populated (if no fee, enter 0).
  6. When ready to commit reservation dates, click Add New Dates (or Add More). 
  7. If any dates/times are in conflict with another reservation or an activity, a message will appear. Click the conflict message to view and resolve conflicting dates via date editing or removal. Conflicts that are not resolved will be entered as is. 
  8. Repeat steps 1-7 for any additional locations or date patterns.

 Completing the Reservation

  1. Enter the Event Name (public display name is the event name for the public, defaults to event name).
  2. If applicable, enter reservation Purpose and Head Count (rental url is for a calendar link).
  3. Select a Budget Group where money would disburse if differs from default. 
  4. If a deposit is needed, click Require Refundable Deposit and enter fee/budget group for deposit.
  5. If applicable, enter any Staff/Maintenance Notes (will display in the Maintenance Report). 
  6. If applicable, enter Invoice Notes (will appear on invoice emailed to customer).
  7. If applicable, enter Permit Notes (will appear on auto-generated permit). 
  8.  Checking the Hide Permit From Public Until Paid checkbox will hide the link to the permit on the customer account (public) until balance on permit has been paid.
  9. If there is no fee or you are not collecting payment at this time, check the Continue with No Payment checkbox (this will skip the checkout process). 
  10. Click Update Reservation and then Continue to Checkout as normal.