This article explains how to create and manage internal facility reservations from the Facility Schedule. Internal reservations allow staff to book facilities without going through the checkout process.
Create Internal Reservation Instructions
Log in to Recreation Management
Navigate to the Facilities tab, then select Facility Schedule
Use the Select a Location drop down menu to populate the Facility Schedule to display locations to book at
Adjust the From and To date filters to select your desired date range for viewing facility availability
Double-click an open time slot on the schedule to create a reservation.
Complete the Create New Reservation fields:
Assigned User: The person the reservation is being created for.
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: There is no need for rate type on a Admin/internal reservation. Rate Types only apply to reservations with fees associated.
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 Save (no checkout) button
The Reservation will then populate on your schedule.
Note
If permits are enabled and the facility is configured to create them, a permit will be generated and displayed in a new window after saving
Adjust Internal Reservation Instructions
There are two ways to adjust a reservation on the Facility Schedule.
Option 1 - Adjust by Double Clicking the Reservation
Locate and double click the Reservation you want to edit or adjust on the Facility Schedule
Update the Edit Reservation Fields
Note
If you are editing a reservation that is apart of a recurrence it will be removed from the recurrence. The rest of the recurrence will remain unchanged.
Click the Update Reservation button
Option 2 - Adjust by Dragging and Dropping
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 updated details in the pop-up window.
Click the Update Reservation button
Delete Internal Reservation Instructions
Log in to Recreation Management
Navigate to the Facilities tab, and then Facilities Schedule
Locate and double click the Reservation you want to edit or adjust on the Facility Schedule
Click the Delete reservation button at the bottom of the edit reservation screen
There will be a Delete Registration Confirmation pop up, click the Delete reservation button
The Reservation will be removed from the Facility Calendar