This article explains three ways to move your current facility reservations from your old system into Recreation Management. You can use these methods to block off facilities in Recreation Management during setup. This helps prevent double-booking when your system goes live.
Decide Which Method Will Work Best for Your Organization
Do you need to collect money from the reservations?
Is there a possibility that the reservation(s) will need to be refunded?
Is there a possibility that the reservation will need to be adjusted and incur an additional fee?
Option 1: Import Future Facility Reservations
Importing facility reservations takes the least amount of manual work. The Future Facility Reservations Import is a paid service included with Recreation Management implementation. It works best when your data is clean, meaning it’s up to date and well-organized. Clean data can be copied easily into the import spreadsheet provided by Recreation Management. If you want to use this service, contact your Recreation Management representative to purchase the import.
Option 2: Entering Reservations as Internal Reservations (Calendar)
This option lets you create internal reservations. It blocks off dates and times in Recreation Management and shows accurate availability on the calendar.
Notes:
When you create an internal reservation in Recreation Management, it doesn’t count as a transaction. This is because it doesn’t include any payment or exchange of money.
Internal reservations are used to hold space for staff, like for meetings or training. These reservations are made by staff or employees of the organization using Recreation Management. They are different from customer reservations. Customer reservations are made by people booking a facility or resource and include a payment. Internal reservations don’t include any payment. Therefore, they don’t count as transactions in the system.
Internal reservations in Recreation Management can’t be refunded or changed without a fee. This is because they don’t involve any payment. Since no money is collected, there’s nothing to refund or adjust.
Navigate to Facilities and select Calendar
Apply filters, as needed
Click Refresh
Click on a date for a new reservation
Fill in the reservation details
Facility: Select which facilities are to be reserved. The Rate Type does not matter since the fee will be bypassed.
Date & Times: Select the dates and times of the reservation(s)
Recurrence: Select the desired recurrence option from the drop-down
None/One time only: No recurrence and/or just a single event
Daily: Occurs every day, occurs once a week
Weekly: Occurs once a week
Note:
The Date and Time section shows the first date of the reservation. The series will end on the date entered in the Until field.
Monthly: Occurs once a month
Relative Date: Select Relative Date to indicate that the session will be based on the week of the month, versus the day of the month.
Assigned User: Select and assign a user account for the reservation
Notes:
If the customer doesn’t have an account, you can create one first. After that, you can connect it as the Assigned User.
If you don’t need to link the reservation to an account, you can leave the Assigned User field blank. Instead, enter the customer’s name in the Notes section.
Notes: Additional Comments
Enter any details about the reservation. This could include the event title or a receipt number from your old system.
Default Color: Select a color to represent the reservation
Status: Select a Reservation Status Type
You can create a reservation status called “Transferred from Old System.” This makes it easier to filter and find these reservations in reports.
Conflicting Reservations: Select an option for handling conflicting reservations on the calendar.
Don't allow: Choose whether to block the reservation if it conflicts with an existing one.
Skip conflicting reservations: Dates with conflicts will not be booked. However, any dates without conflicts will still be reserved.
Override conflicting reservations: Select this option if you want to reserve the dates even when there is a conflict with another reservation.
Save (No Checkout) will create an Admin/internal block off
Option 3: Enter Reservations as Customer Reservations (Catalog)
You can create customer reservations through the Catalog. This method takes the most time because it requires manual entry. However, these reservations can include balances in Recreation Management. You can refund or adjust those balances when needed.
Important Notes:
When you make a reservation through the Catalog in Recreation Management, the system creates a transaction. This transaction includes a receipt number.
Customer reservations are made through the Catalog. A customer or staff member selects a facility or resource to reserve. They also make a payment. This payment adds a balance to the customer’s account.
Customer reservations in Recreation Management can be refunded or adjusted. This is possible because each reservation creates a transaction. Payments can be made during checkout. You can also choose to add a Pay Later balance to the customer’s account.
Create an account for the renter
Note:
If you bought a User Import, make sure it’s finished before you start moving facility reservations.