This article explains how to create and adjust a facility reservation for a customer using the Facility Schedule. Customer reservations are completed by selecting Add to Cart & Checkout at the end of the reservation process.
Create a Customer Reservation
Log in to Recreation Management
Navigate to the Facilities tab, and then Facilities Schedule
Use the Location drop down menu to populate the Facility Schedule with location options for your reservation
Select the date range you would like to make the reservation in by updating the From and To date filters
Double-click an available time slot to create a reservation
Complete the Create New Reservation fields:
Assigned User: Select the Customer you creating a booking for. Customer reservations always default to the primary account holder.
Send Confirmation Email: Select this if you want to send the assigned user a confirmation email of their reservation. This only applies to when selecting save (no checkout).
Facility: This auto populates based on the window you chose in the schedule, however you can manually change it here.
Add facility: Click Add facility to add additional facilities to this reservation.
Rate Type: Choose the appropriate rate type for the reservation you are creating.
Date: This auto populates based on the window you chose in the schedule, however you can manually change it here.
Add date: Click Add date to add additional reservation dates to this reservation.
Start Time: This auto populates based on the window you chose in the schedule, however you can manually change it here.
End Time: This auto populates based on the window you chose in the schedule, however you can manually change it here.
Recurrence: Use this option to automatically create multiple reservations on a set schedule.
Recurrence Type: Choose how often the reservation should repeat. Options include None, Daily, Weekly, Monthly, or Yearly.
Example: An interval of 2 with a Weekly recurrence means the reservation will occur every other week.
Intervals: Determines how frequently the reservation repeats within the selected recurrence type.
Days of the Week (Weekly only): Select one or more days for the reservation to occur.
Example: Selecting Monday and Wednesday will create reservations on both days within the recurrence pattern.
Recurrence End Date: Set the date when the recurring reservations should stop. Reservations will be created up to and including this date.
Example
If you select Weekly, set the interval to 2, and choose Monday and Wednesday, the reservation will occur every other week on both Monday and Wednesday until the selected end date.
Notes: (optional) Include any relevant notes for your internal reservation.
Color: Green by default. Change reservation color here if desired.
Status: This field will only be visible if your organization utilizes Reservation Status Types. If applicable, choose the status type that applies to this reservation. To learn more review the Create Reservation Status Types article.
Conflicting Reservations: Select how you would like to manage conflicting reservations for this booking.
Don’t allow: If a conflict exists, the reservation will not be created.
Skip conflicting reservations: The system will skip any conflicting dates/times and create reservations only for those that do not have conflicts.
Override conflicting reservations: The system will create the reservation even if conflicts exist, resulting in double bookings.
Select the Add to Cart & Checkout button
Click the Confirm button on the confirmation pop up
Note
If there are any scheduling issues with the reservation there will be an error here instead. For example: if you are attempting to book a reservation outside of the configured rate type settings you will have to adjust the reservation or the rate type.
From here you will be taken directly to the cart
Complete Checkout as usual
Adjust Reservation Instructions
Option 1 - Double Click the Reservation
Double click the reservation you want to adjust/edit
On the Customer reservation click the Adjust reservation button
Update the reservation details in the pop-up window:
Facility: Changes your facility
Note:
Fees may change based on the facility's configuration. If you see Invalid on this screen, it indicates there is an issue with your selections. This could be caused by booking outside of the rate type’s configuration or a reservation conflict.
Rate Type: Select the appropriate rate type for this reservation
Adjustment Notes: Enter any notes related to changes and adjustments
New Date: Change the rental date
Note:
Check the facility and rate type to make sure they match.
New Times: Adjust rental time and change rate type, if needed
Fee Override: Enter in additional fees that would override the standard fee amount
Add-Ons: Select additional add-ons
Note:
Be sure that if you are changing facilities, the correct rate type is selected as well.
Discount: Select a discount, if applicable
Click Perform Rental Adjustment button
The time block on the Facility Schedule will adjust accordingly
Option 2 - Drag and Drop
Hover over the reservation on the Facility Schedule.
Drag either edge to adjust the time, or drag the entire reservation to a new time or facility.
Review the Adjustment Changes window.
Select Apply to Form.
Make any additional adjustments if needed.
Select Perform Rental Adjustment.
Any fee changes will apply after performing the rental adjustment.