Create a Facility Permit

The Facility Permit Editor lets you create permits quickly. You can add large permits all at once, bill them out, and show your customers a finished invoice.

Important Notes:

• You cannot add existing reservations to a permit when you use the Facility Permit Editor. Instead, you must generate permits via the calendar.

• If you create and save a permit with 200 or more reservations, the Permit Editor will automatically run Background Jobs. This means the permit will not be saved right away. Instead, the system will process it in the background and notify you when the job is finished.

Instructions

1. Click Facilities:
   

2. Click Permits:
   

3. Click the drop-down menu:
   

4. Select a Template:
   

5. Select Locations and Facilities to add to the permit:
   

6. Configure the Dates and Times:
   

   • From/To: Set a time frame for the reservations

   • Recurring: Select this option to create a recurring reservation

     • Recurring Booking
       

       • Start Date / End Date: Create a start and end date for the recurring reservation

       • Days: Select which days to apply the reservation to

       • Apply: Click Apply to confirm the recurring reservation settings

7. Configure the View settings:
   

   • Bookings: View existing reservations; cannot add existing reservations to the permit

   • Conflicts: View conflicts

   • Availability: View availability

   • Price Estimates: View price estimates

   • Consolidated List: Select to view reservations all on one line in the Permit

     Note:

     An unconsolidated list shows each reservation on a separate line by date. This can make the permit very long. A consolidated list combines the reservations into a shorter summary, usually fitting on one or two pages.

8. Click on a date to add the reservation:
   

   Notes:

   • The reservation will automatically be added using the Dates and Times you set earlier.

   • The permit editor will add a reservation for each facility within the location. You can Remove an undesired Facility reservation on the right-hand Preview.
     

9. Preview Reservations on the right-hand side:
   

   Note:

   When a new reservation conflicts with an existing one, and the Conflict view option is turned on, Recreation Management will highlight the conflict in red in the Preview.
   

10. Add an Account at the top of the page:
    

11. (Optional) Configure additional Options for the Permit:
    

    • Event Title: Create a permit title

    • Status: Choose On-Hold, Pending, Reserved, or Tentative

    • Setup/Teardown Time (Minutes): If applicable, indicate how long the setup or teardown of the event will take

    • Reservation Notes: Enter any relevant notes

    • Alternative Reservation Description: Add an alternative description

12. Choose a Save option:
    

    • Save Permit: Saves the permit

    • Save As Estimate: Save as a price estimate

      Note:

      After you save, the Permit # will appear on the left-hand side

13. You can also choose a View option:
    

    • View Permit: View the permit

    • Background Jobs: View any current background jobs

14. If needed, click Bill Out to pay for the reservations:
    

Resources

• Create a Permit Template

• Create a New Internal Facility Reservation

  • For Staff (more Options)

• Reserve a Facility

  • Primarily for Public Users (more Restrictive)

• Permit Editor Walkthrough