Bookings

If your organization would like your end users to have the availability to reserve time in a facility you can turn on “Pending Bookings”.

 

• As an admin, navigate to Manage–>Organization–>Facility Settings

 

• Scroll down to the pending bookings section.

 

• Check the box for “End user can only make pending facility bookings.

 

• If this is checked, an end-user can only make pending bookings, upon which an email is sent to the specified address for confirmation. An admin can then confirm and generate an invoice for the user to pay, within a given time limit. If the invoice is not paid in that time frame, then the booking is cancelled. Specify the email addresses you wish to send the notifications to below. Multiple emails should be separated by a comma.

 

• Once this is setup, navigate to the facility that you wish to make available for pending bookings and click to edit the facility.  Confirm that there is a base price and security fee setup (if necessary).

 

• Scroll down to the bottom of the edit facility page to ensure that this facility is available to be booked by an end user

 

Your users can now book this facility online and will now see an option to book any facilities that are published and have been enabled for online booking. Once your user clicks the Book button, they will begin the booking process.

 

The end user will be notified that their request has been submitted. If any emails for pending bookings have been setup in the Facility Settings, they will receive an email notification. Any admin will also see a notification of the pending booking on the admin dashboard.

 

The admin can navigate to the Facility Details page to edit the booking, generate an invoice for the booking or to cancel a booking.

 

EDITING A BOOKING

 

1. To edit a booking click the yellow wrench icon.
2. Review the booking for any details that a user entered. Make any changes as necessary.
3. Be sure to click Save to store your changes.

 

 

• To generate an invoice for this booking, click the blue +  icon.  The system will ask you to provide a number of hours for which you would like the invoice to be active.  If the end user does not pay this amount in this amount of time, the pending booking will expire.

 

• The facility details page will now indicate how much time is left in the booking.

 

• The end user will now receive an email to let them know that the booking has been accepted and how much time they have to make a payment in order to secure a booking.  Depending on the settings in Manage–>Organization–>Facility Settings–>Pending Bookings, a user can pay online or only an admin can process the payment. 

 

• Any questions, waivers, etc. will be completed during the payment process.  Once the payment has been made, the booking is complete.

 

• As an admin, in order book a facility for a program rental you must impersonate the instructor to book the room.

 

1. Impersonate the user.

 

2. Use the search bar to locate the room.

 

3. Click Book

 

4. Select the first date of the occurrence on the calendar.

 

5. In the booking, enter the name of the booking (ex. Dance) and the rental type.  If this is a weekly occurrence, select the date of the first occurrence as the start date and end date. Then set the Occurrence type to Weekly.

For example, if the dance class runs every Monday, the start and end date will be the first date of the occurrence (which should fall on a Monday).

The indicate the last date of the occurrence in the Recur Until box. 

 

6. If the program runs on multiple days of the week, add these separately to the cart as new re-occurrence dates.  For example, you may have a class re-occurring on Mondays such as the above and again on Wednesdays at the same or a difference time.

 

7. If there is a week off, enter the Recur Until date for the last week before the week off and then enter a new booking in the cart for the remaining weeks.  The example below shows a class that runs for a few weeks without the week of Halloween.