Create an Amenity Space

Create a reservable amenity space:

1. Navigate to the Reservations module.
2. Click on Reservation Setup.
3. Click on Amenity Setup.
4. Click on the name of an Amenity Category (in blue).
5. Click on New Amenity.
6. Fill out the form

7. Click Save.

   

Amenity Space Key Details

• Amenity Category: choose a category from the dropdown menu
• Space Title: Name your reservable space
  • Note: If you are creating a series of spaces in one category, be sure to identify them clearly by name (eg- Phone Booth #1 or Conference Room A)
• Space Description: Describe the space (this will be visible to users).
• Image: Upload an image of the space
• Amenities (optional): Add a bullet list of amenities (e.g. projector, etc.)
  • Click Add to add more bulleted items
• Policies/Important Information (optional): Add a bullet list policies and/or important information
  • Click Add to add more bulleted items
• Seating Arrangement Options (optional): Add the type of set-up options below and users can choose from one of the following when a reservation is made.
  • Create Seating Arrangement Options

Amenity Space Work Flows

• Reservation Approval Requirements: Require reservations for this amenity to be approved prior to confirmation?
  • If you choose Require Approval prior to reservation reservations will not be confirmed until you have approved them in the Requested page.
• Send Confirmation Email: Turn Reservation Confirmation Emails on / off
  • If selected, add emails to the Notify Reservation emails field below. When a reservation is made for this space by any user, these emails will receive a notification. Separate each with a comma.
  • Notes:
    • If Send Confirmation Email is selected and no names are added under Notify Reservations Email, the email addresses listed in your dashboard’s Property Setup will still receive the confirmation emails.
      • To apply the same confirmation email settings across all amenities, add the desired email addresses in the Property Setup page and leave this section empty.
      • To customize confirmation emails for each amenity individually, leave the Property Setup section blank and enter the appropriate notification contacts for each space here.

• Custom Questionnaires: 
  Create questionnaires to present users with questions before submitting the reservation.
  • Create questionnaires first and then select from the dropdown menu.
• Consent Forms: 
  Create consent forms that users will have to accept before submitting the reservation.
  • Create consent forms first and then select from the dropdown menu.
• Work Order Triggers:
  Set up a trigger so that a work order will be created when a reservation for this space is Confirmed. The work order will have the issue type selected and will be due at the start time of the reservation.
  • Create an Issue Type first
  • Click +Add Work Order Trigger
  • Create an Issue Type first, and then select it from the dropdown menu.
  • Add a limitless number of work order triggers
  • Note: Once a Work Order Trigger is set up and linked to an Issue Type, a work order will automatically generate each time the space is reserved (confirmed, not requested). If the reservation is cancelled, the work order will automatically update to Completed.

Amenity Space Hours and Availability

Choose whether this amenity follows the property’s default operating hours or has its own custom booking schedule. Custom hours allow you to define exactly when the space can be reserved.

• Use Property Hours (Default)
  The amenity follows the building hours set in the Property Setup module.

• Select Custom Hours
  When selected, a calendar will appear and you can configure specific booking availability for this amenity. Within Custom Hours, you can:

  • Add one or multiple bookable time windows per day. Click + Another Time Window to create additional availability windows. This allows for flexible schedules such as split-day, early-morning, evening, or overnight access. Delete custom time windows by clicking on the red x.

    

  • Select 24 hrs to make the amenity reservable 24 hours per day.

    

  • Select Offline to make the amenity unavailable for booking.

Amenity Space Booking Constraints

• 

  Buffer Time: The amount of time that a space is unavailable before the reservation starts and after a reservation finishes (max 8 hours).

  • available in hours and 30 minute increments
• Booking Limits: How many hours of bookings each user can make over a time period (days, weeks, months, years).
  • None: there is no limit on the number of hours a user can book this space.
• Max Upcoming:Number of upcoming bookings a user can have at a time. If left at zero, there is no restriction.
• Max Consecutive Days: Number of days in a row anyone at the same tenant can book this amenity. If left at zero, there is no restriction.
• Overlapping Spaces: When two amenities overlap, they cannot be booked at the same time. Reserving this amenity will automatically block off the following amenities during that reservation period.
  • To restrict booking on another space when this space is reserved, select the pre-created amenity spaces from the dropdown menu.

• Conflicting Spaces: A single tenant cannot book this amenity and the following amenities at the same time. Other tenants may still book these amenities.
  • Choose tenants from the dropdown menu.
  • Leaving this blank will not restrict any tenants from booking this and another space at the same time.

Amenity Space Billing

• General Billing Settings: If tenants should be billed an hourly rate to book this amenity, choose from the following options:
  • This amenity is free to book (default)
  • Billable - During all of amenity's open hours: This space is billable during all of the amenity's open hours
    • If this option is selected, Hourly Rates options will open below where you can choose the the dollar or credit rate per hour, or a flat rate.
    • Note: Credit calculations reset according to the billing cycle set at the property level. For example, if billing is monthly, credits reset each month.

• Billable - During custom hours only: This space is billable during specific hours only
  • If this option is selected, a calendar option will open below where you can choose the hours a space is reservable
  • If this option is selected, Hourly Rates options will open below where you can choose the the dollar or credit rate per hour, or a flat rate.

Amenity Space Visibility

User Tag Visibility

• Visible To All Users (Default)
• Only Visible To Specified User Tags
  • When this is selected, a user tag dropdown menu will appear. Select as many user tags as needed.