Reserving Amenities: Tenant Admins

Amenity reservations allow tenant admins to book shared spaces for themselves and members of their organization, such as conference rooms, gyms, lounges, or rooftop decks, according to the amenity's configured operating hours. When booking from a different time zone, the system uses the user's device time during reservation entry, and the reservation is stored in the property's local time.

Tenant admins can create reservations from both the dashboard and the mobile app. Editing is available on both platforms with one distinction: no-cost reservations can be edited from the app or the dashboard, but reservations with an associated fee or charge cannot be edited directly. To update a paid reservation, contact your property team and they can make the changes on your behalf from the dashboard.

• Create a Reservation on the Mobile App
• Create a Reservation from the Dashboard
• Editing Reservations
• Reservations That Require Approval
• Notes & Troubleshooting

Create a Reservation on the Mobile App

1. Click on the Reserve Amenities quick action button 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:
   • Reserved For: Search for and select the user the reservation is for — yourself or a member of your organization.
   • 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 (e.g. 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, 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:

After selecting the first date and time, click Add Another Date/Time.

• Choose the next date, then confirm the start and end time for that day.
• Repeat steps 1 & 2 to add up to 10 individual reservations (add a limitless number of dates on mobile).
• 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

Tenant Admins can edit their own no-cost reservations from the mobile app or the dashboard.

Reservations With Costs

If a reservation has an associated fee, deposit, or charge, Tenant Admins cannot edit it themselves. To update a paid reservation, contact your property team and they can make the changes on your behalf from the dashboard.

How to Edit (When Allowed)

1. Open Reservations (app) or Amenity Reservations (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 you edit a reservation that requires approval, it will be sent back to the property team to re-approve. The reservation will show as Requested until a decision is made.
• Slot reservations cannot be edited by any role.

Reservations That Require Approval

Some amenities are configured so that reservations must be approved by the property team before they are confirmed. Here's what to expect:

• After you submit the reservation, its status will show as Requested.
• The property team reviews the request and either approves or denies it. You will receive a notification when the reservation is Approved or Denied.
• Approved reservations appear on the calendar normally.
• If you edit a reservation that requires approval, it will be sent back to the property team to re-approve 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, or contact your property team.
• Can't make a reservation: You may not have permission at your property. Contact your property team for assistance.