The Scheduling Calendar shows a list of resources within a single category. For resources available by the hour, each resource is a separate column and

each screen shows a single day, with the rows representing time.

For resources available by the day, each resource is a separate column and each screen shows a single month.

Different categories can be selected by clicking the drop-down list above the grid. Click the arrows to the right and left of the date to move forward or backward by one day at a time. You can also click the calendar icon to select any date in the future, or the Today button to jump back to today.

The calendar will only show times when the resources in that category are available (each resource can be defined with an earliest start and latest finish dates.

When you hover over a cell in the grid a small green icon will appear.

For categories that are reserved on a daily or overnight basis, each screen shows a single month, with the rows representing days, and starting from today:

Click the arrows to the right and left of the date to move forward or backward by one month at a time. You can also click This Month button to jump back to the current month.

In either mode, when you hover over a cell in the grid a small icon will appear and that cell is highlighted.

Click this icon to begin the reservation process for that resource. For an hourly reservation, you will see a screen similar to the following:

At the top of the dialog, click the clock icon to confirm your reservation start time. The cell where you initially clicked is highlighted but you can select any available start time that day. Each resource can be configured for reservations in 15 min, 30 min or 60 min durations and the available start times will reflect these settings.

Once you select a start time, the popup changes to allow you to select an end time for your reservation. Each resource can be configured with minimum and maximum reservation times and the End Time dialog will reflect these available lengths.

In the above example, the resource is configured for a minimum reservation time of 1 hour (10:00 to 11:00) and a maximum reservation time of 3 hours (10:00 to 1:00) in 1-hour increments.

Once start and end times have been selected, the system will calculate and show a reservation fee if one applies. You can then optionally enter a short description of what you’re planning to do with the resource and any special instructions (for example, how you want a meeting room to be set up.)

Click the Next button to move to the next step of the reservations process, or Cancel to cancel your reservation and return to the scheduling calendar.

Once start and end times or days have been selected, the system will calculate and show a reservation fee if one applies. You can then optionally enter a short description of what you’re planning to do with the resource and any special instructions (for example, how you want a meeting room to be set up.)

To associate the reservation with a future event, check the box and select the event from the drop down list.

Click the Next button to move to the next step of the reservations process, or Cancel to cancel your reservation and return to the scheduling calendar.

For a daily reservation, you will see a screen similar to the following:

Select the number of nights you wish to reserve the resource using the drop down menu. Selecting more than one night will update the Reservation Ending date on this screen.

Once start and end times or days have been selected, the system will calculate and show a reservation fee if one applies. You can then optionally enter a short description of what you’re planning to do with the resource and any special instructions (for example, how you want a meeting room to be set up.)

To associate the reservation with a future event, check the box and select the event from the drop down list.

Click the Next button to move to the next step of the reservations process, or Cancel to cancel your reservation and return to the scheduling calendar.

Resource categories can be configured with a user agreement that you must “sign” before the reservation can be completed. This agreement can include waiver of liability language, or information on permitted and banned activities.

If this screen appears, you must click I Agree before you can complete the reservation.

In ClubExpress, a reservation can include one or more items, even items from different categories.

• Click Save and Checkout to be taken to your Reservation Cart, where you can review the items in your cart and begin the checkout process.
• Click Save and Add Another to add this item to your Reservation Cart but continue looking at available resources and time slots.
• Click Cancel to cancel this reservation.

The reservation cart will look something like this:

Each item in the cart is shown with its reservation name, the date, start time, and duration of the reservation, and the fee. Click the Remove icon to remove that item from the reservation. You can also specify a title for this reservation, to be used on the Transaction History screen and in confirmation emails.

Click the Add to Calendar icon to add this reservation to your calendar. This option supports Contact Managers such as Outlook and Google Calendar, as well as the calendars on your smartphone or tablet.

Click the Remove icon to remove that item from the reservation. You can also specify a title for this reservation, to be used on the Transaction History screen and in confirmation emails.

Click the Empty Cart button to cancel this pending reservation completely.

Click the Reserve Another button to continue adding items to the cart.

Click the Check Out button to finalize the reservation.

ClubExpress optionally allows you to notify others about a reservation.

Example: If you reserve a tennis court for a weekly foursome, you might want to tell the other three players which court has been reserved and the date and time. Click I want to notify others about my reservation. You will see the following screen:

Specify the Subject of the email, any custom message text, and up to five other club members, using the standard ClubExpress Member Selector. When you click Save Notifications, this information will be saved with the reservation, and once it has been finalized and paid, the notifications will be sent out.

The checkout process will vary slightly depending on who is doing the reservation and whether a fee is due for any part of the reservation:

• When members check out, the system already knows who they are. If no fee is due, clicking the Check Out button completes the reservation. If a fee is due, clicking the Check Out button takes the user directly to the Pending Payment page to complete payment.
• If your club makes selected resources available to non-members, when they check out, the system will first prompt for their contact information (which is then stored in the Non-Member Database under the “Reservation Requests” category.) If no fee is due, clicking Complete Reservation will do just that. If a fee is due, the user is taken directly to the Pending Payment page to complete payment.
• If the current user is an administrator or module coordinator, the system will display three radio buttons asking if the reservation is for “yourself”, another member, or a non-member. From that point forward, it behaves like one of the options above.

Resources may be defined with required setup and cleanup times.

Example: Staff may need time to set up a meeting room for your event and then to clean up once the event is over. These times will be added to your reservation as “Unavailable”, If a fee is due, it is only charged for the actual duration of your reservation, not including the setup and cleanup times.

Once a reservation is confirmed, the system will send a confirmation email to the member or non-member making the reservation. You can also optionally notify an administrator or module coordinator that a reservation has been made. And if users select the “Notify Others…” option, those emails are also sent.