Reserving Amenities: Property Teams

Create a Reservation on the Mobile App

1. Click on the Reserve Amenities quick action button, click on the Reserve tab, or navigate to an amenity space via a Highlight. 
2. Select the date, start time, and duration. If the amenity space supports overnight reservations, next-day times appear automatically.
3. Review the options for availability (available or unavailable). Click into the space that you'd like to reserve and answer any individual questions required by your building.
   • To reserve multiple dates at once, click Edit Dates or Add Dates after selecting your initial date and time. 
   • Each new date will default to the same time and duration as your original selection. Edit the date and time as needed. 
   • Add a limitless number of dates on mobile (there is a limit of 10 on the dashboard). 
4. Review the details of each reservation date and time and click to submit.
   • If the space requires approval, it will be sent to your building team and will show up as Requested. You will receive a push notification and an email with their decision.
   • If the space does not require approval, it will show up as Confirmed. 
   • Each reservation created will be managed individually. This means each date will appear as its own reservation, trigger its own notifications, generate any associated work orders (if applicable), and must be edited or canceled separately if changes are needed.

Create a Reservation from the Dashboard

1. Navigate to the Reservations module, and click on any page.
2. Click + New Amenity Reservation. A drawer will open on the right with the Create Reservation form. Fill out the following:
   • Tenant(optional): Selecting a tenant is not required but helps narrow down the Reserved For list so you don't have to sort through all users in the directory. 
   • Reserved For: Search for and select the user the reservation is for (yourself, a member of your organization, or any tenant depending on permissions).
   • Amenity Category: Select the amenity category
   • Amenity: Select the specific amenity
   • Start Date: Choose a reservation date 
   • Start Time: Choose a reservation start time
     • Note: If you are reserving a space with slots (eg: 9:00am - 10:00am), you will not be prompted to choose a Start Time. 
   • End Time: Choose a reservation end time
     • Note: If you are reserving a space with slots (eg: 9:00am - 10:00am), you will not be prompted to choose an End Time. 
   • Additional Information: Depending on the amenity space, you might be prompted to answer additional custom questions about seating arrangements, catering needs, AV/IT needs, etc. 
3. Click Submit. 

If you want to make this a multi-date reservation:

1. After selecting the first date and time, click Add Another Date (or + Add Date).

   

2. Choose the next date, then confirm the start and end time for that day.
3. Repeat steps 1 & 2 to add up to 10 individual reservations (add a limitless number of dates on mobile). 
4. Each date will appear in a list so you can review them before submitting.

Each date becomes its own reservation, but they can be created together for convenience.

Editing Reservations

Reservations with No Cost

• Tenants and property team members can edit their own no-cost reservations directly from the mobile app (not the dashboard). 
• Tenant Admins can edit their own no-cost reservations from the mobile app or the dashboard.
• Building Admins can edit any reservation from the dashboard.

Reservations With Costs

• If a reservation has an associated fee, deposit, or charge, Tenants and Tenant Admins cannot edit it themselves. To update a paid reservation, they must contact the property team, who can make the edits on their behalf from the dashboard.
• Building Admins can edit reservations with a cost from the dashboard only (not the mobile app).

How to Edit (When Allowed)

1. Open Reservations (app) or Amenity Reservations (dashboard).
   • Note: Tenants cannot edit reservations on the dashboard. 
2. Select the reservation you want to update.
3. Choose Edit Reservation.
4. Update the date, time, or questionnaire responses as needed. If the space is unavailable at the new time, you will be notified before saving.
5. Save your changes.

Notes: 

• If a Tenant or Tenant Admin edits a reservation which requires approval, the reservation will be sent back to the property team to re-approve. The reservation will show as Requested until the edited reservation is approved or denied. 
• Slot reservations cannot be edited by any role.
• For information on how to manage billing and charges on a reservation, see Amenity Reservation Billing.

Reservations That Require Approval

Some amenities are configured so that reservations must be approved by the property team before they are confirmed. Building team members can bypass approval requirements when creating a reservation on behalf of a tenant.

When a tenant or tenant admin submits a reservation that requires approval:

• It will appear in the Requested page with a Requested status.
• From here you can review and approve or deny the request.
• The tenant will receive a notification with your decision.
• Approved reservations will move to Confirmed and appear on the calendar normally.
• If a tenant or tenant admin edits a reservation that requires approval, it will be sent back for re-approval and will show as Requested until a decision is made.

Notes & Troubleshooting

No available time slots:
The amenity may be closed, already booked, or restricted by capacity rules.

Times look different after booking:
Your device time zone may differ from the property's time zone. All reservations follow the property's local time.

Can't select next-day times:
The amenity may not support overnight reservations.

Cannot add extra dates:
Multi-date reservations are only available for amenities that support them.

Cannot edit a reservation:
Editing may be restricted for that amenity. You may need to cancel and rebook.

A tenant can't make their own reservation:
They may not have permission. Tenant Admins or building staff can book on their behalf.