The Resource Scheduler function has two main admin screens, one for Resources and the other for Reservations. You can specify which should initially be displayed on the Configure – Options page.
Select Configure - Categories. Categories allow you to group similar resources (for example, tennis courts) and separate dissimilar resources that have different properties (for example, meeting rooms.)
Click the Add Category button to create a new category.
Many of these properties can be overridden at the individual resource level.
Basic Settings
- Category Name
- Reservation Type for resources in this category can be hourly or daily. These instructions will cover the Hourly setting.
- Reservation Unit for resources in this category can be by quarter hour, half hour, or hourly. This setting also controls when reservations can start. For example, quarter hour reservations can start on any quarter hour boundary but hourly reservations can only start on the hour.
- Category Status allows you to activate, temporarily deactivate, or fully decommission whole categories of resources.
- Reservation Access allows you to control who can see and make reservations for resources in this category. For example, tennis courts might be available to members only while meeting rooms are available to anyone. Note that if you want to make some resources of a specific type available to members only while others are available to anyone, just use two categories (for example, tennis courts 1-4 can be reserved by anyone while courts 5-12 are for members only.)
- Requires Approval determines whether reservations in this category must be approved by an administrator. This setting may apply to non-members only or to everyone.
- Specify the Financial Account into which reservation fees will be accumulated (for reservations that incur a fee!)
Financial Accounts can only be used to direct payments to multiple bank accounts if you are a ClubExpress Premium Payments user.
Contact Information
Select a member to act as the contact for the resources in this category. This is optional and you may define a contact at the resource level.
Reservation Length
- Check Fixed Schedule if all reservations in this category are for the same length of time (for example, tennis courts can only be reserved for 1 hour.) Specify the number of “Units”. Note that if reservation “Units” is defined above as “Quarter Hour”, one hour would be 4 units.
- Uncheck Fixed Schedule if reservations can have different durations (for example, a meeting room could be reserved for 1 hour or 4 hours or all day!) Specify the default, minimum, and maximum number of units.
- Check Allow Partial Units to allow users to make reservations in smaller increments than the base units. For example, if “Units” is defined as “Hourly”, reservations can be in ½ or ¼ hour increments.
- Define how many units constitutes a reservation, as well as a minimum and maximum number of units allowed in each reservation.
- Define how much time must be blocked for prep/cleanup for a reservation.
Fees and Times
- Specify fees that are charged to members and optionally, to non-members for reserving a resource in this category. Fees are based on the specified units. For example, if the fee is $10/hour, a 4-hour reservation costs $40.
- Specify fees that are charged to members and optionally, to non-members for setting up a resource for a reservation in this category.
- Click the Clock icon to specify the range of times when resources in this category are available. You will see a popup panel to specify the earliest reservation time, followed by a second popup panel to specify the latest reservation time. For example, an unlighted tennis court might only be available from 8:00 AM to 5:00 PM but a meeting room could be available until 10:00 PM.
- Select the number of days in advance a reservation can be made.
Resource Usage Description
- Usage Description Entry determines whether a description is shown on the resource grid for reservations. If “None” is specified, then reservation blocks are shown as unavailable without any further information.
- Reserved Item Display determines what is shown for reservation blocks.
Additional Settings
- Allow User Notifications specifies whether the person making the reservation can generate a short email to a list of other people to confirm the reservation. For example, he or she might want to notify the other three people in a tennis foursome about the reserved date, time, and court.
- Check Notify Admins/Contact on Reservation if the system should send a notification email whenever a reservation is made.
- Check Prompt for setup instructions if this category of resources might be setup in different ways. For example, a tennis court does not require setup but a reservation for a meeting room might have very specific setup requests from the reservation holder.
- Reservation Rules allow you to specify the club’s rules for reserving a resource in this category.
- QuickBooks®Item Name will only appear if QB has been enabled. When transactions are exported to QB, it allows you to specify the item used for reservations that impose a fee.