Permit Editor Walkthrough

The Facility Permit Editor is a powerful tool. It lets you create and adjust reservations, bill out permits, and more. This article will guide you through how to use this module in your Recreation Management system.

The Facility Permit Editor can create over 100 reservations and bill out more than 200. If you reach these limits, Background Jobs will start automatically. This lets you continue working while the Recreation Management system creates or bills out the permit.

Walkthrough

1. Create the Permit

2. Edit the Permit with numerous tools

   • Add Additional Dates to an Existing Permit

   • Adjust Unbilled Reservations

   • Manage Prompt Responses with the Permit Editor

   • Manage Rates for Reservations in the Permit Editor

   • Remove a Reservation from a Permit

3. Bill Out the Permit

   • Bill Out a Facility Permit

   • Adjust a Billed-Out Reservation

   • Refund a Reservation from the Permit Editor

4. Delete a Permit, if needed

Tools & Functions on the Permit Editor

1. Template: Select a Permit Template when you create the template

2. Facilities: Select facilities to add to the reservation dates

3. Dates & Times: Configure the date and time of the reservation

   • Recurring: Configure the reservations as recurring

   • Time Adjustment: Use the Bulk Time Adjustment Wizard to edit the Date and Time of existing reservations on the Permit

4. View Options

   • Bookings: View existing reservations (you cannot add existing reservations to the permit)

   • Conflicts: View conflicts when you create your reservation(s)

   • Availability: View availability for the date/time/facility

   • Price Estimates: View price estimates

   • Consolidated List: Create the permit as a consolidated list, which adds the reservations as a single line item, instead of multiple line items on the receipt

5. Calendar: Use the calendar to select the day(s) of your reservation(s)

6. Preview: View events that will be on your permit

   • Focus Calendar: View on calendar

   • Prompt Responses: Apply prompt responses to dates

   • Manage Rates: Apply rates/discounts/addons to dates

   • Remove: Remove a reservation date from the permit

7. Permit #: View or adjust the permit number

8. New Permit: Create a new permit

9. Permit Lookup: Lookup an existing permit

10. Account/User Lookup: Choose an account/user to own the permit

11. Options

    • Event Title: Create a permit title

    • Status: Choose a reservation status. For example, On Hold or Reserved.

      Note:

      You must create your own Reservation Status Types in the Organization.

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

      Note:

      This does add additional time to the reservation, but you will not be charged for this extra setup/teardown time.

    • Reservation Notes: Enter any relevant notes. Notes will display on the permit and will be visible to the renter.

    • Alternative Reservation Description: You can add an optional alternative description. This will replace the Reservation field on the permit.

      Note:

      • If this field is left blank, the permit will show all rented facilities along with their dates and times as line items. You can use an Alternate Reservation Description to replace this detailed list. For example, if a permit includes over 100 rentals, you might use a description like: "Every Monday, Wednesday, and Thursday at 5–6 pm from April 1 – October 31."

      • These Alternative Notes do not display on the Calendar or in Reports.

12. Save

    • Save Permit: Saves the permit

    • Save as Estimate: Save as a price estimate

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

13. View

    • View Permit: View a preview of the permit

    • Background Jobs: View ongoing background jobs

14. Bill Out: Process a transaction for the permit

Additional Resources

• Permit Editors FAQs

• Background Jobs in the Permit Editor

• Create Reservation Status Types