Amenity Bookings - Creating an Amenity Video Guide


Tip: You can navigate to specific sections in the video by selecting the Chapters icon.




Learning Objectives:

1. Recall what fields are mandatory in the Description section.

2. Describe the different start and end time types in the Rules section.

3. Explain the difference between Agree Online and Signature Required in the Terms section.

4. Summarize the different payment fee types in the Payments section.



Video Script

Welcome to the Amenity Bookings: Creating an Amenity overview. In this video we will demonstrate how to create a new amenity.  

To get started, select Setup from the welcome menu. Then, select Amenities from the main menu. You will now see the amenity settings and if applicable, a list of the building amenities.

To create a new amenity, select the Amenities tab followed by New Amenity. Then, fill out the Description, Rules, Terms and Payments section of the new amenity form. 

For the description section, enter the amenity name, group, and description. Only the name and group field are required to move forward. The rest of the fields can be added or revised later as needed. Then, assign a colour for the amenity calendar and upload pictures of the amenity. You can upload multiple pictures at a time.

Next, select the amenity banner and determine if requester comments are required during the booking process. Then, decide if the amenity should be listed as an amenity sub-section on the main menu and if it should display on the homepage when the amenity widget is enabled. Once completed, click Next to move to the Rules section. 

In the Rules section, start by selecting the amenity approval type and if applicable, the specific administrative group responsible for approving the amenity bookings. In this example, the security team has full authority to approve and manage the bookings for the Service Elevator.

Then, select the maximum booking length for the amenity. If the amenity requires time slots, select No Maximum. The time slots will determine the maximum booking length.

Next, enter any booking restrictions, like a unit or user cap per day, week, month, or year for this amenity. Select No Restrictions if there are no limits for the amenity.

From the Booking Start & End Time list, select the appropriate option. Each option has additional fields that will appear upon selection. 

If the amenity can be booked on any day at any time, select No Restrictions. You will then have the option to block the amenity on certain days at certain times. 

If the amenity requires a specific check-in and check-out time, like a guest suite, select Hotel Style. You can then input the check-in time and the check-out time the following day.

If the amenity can only be booked once per day, select Daily. Then, enter the start time and end time for the day.

If the amenity can be booked multiple times throughout the day, select Time Slots. Next, enter the number of people that can book the amenity during each time slot. 

Then, input the timeslot options. Select the days of the week, start and end time and time slot duration. Once completed, Click Save. If there are specific times when the amenity is unavailable, for example it is being cleaned, remove those time slots from the list by selecting the checkbox beside the timeslots and clicking Delete. 

If the amenity requires cleaning after each usage, enter the amount of time in the Add Cleaning Hours section. This will prevent the amenity from being booked during that time. The minimum amount of time you can enter is 1 hour. 

Next, enter the minimum and maximum booking lead time. The minimum lead time is how much advance notice is required to book the amenity and the maximum booking lead time is how far in advance the amenity can be booked. 

Then, decide if there is a guest limit for the amenity and if applicable, enter that number in the Maximum Number of Guests field.  If you want to know more information about the guests, click Yes beside Enable More Questions About Guests and then check the applicable questions. Next, determine if there is a total capacity limit for the amenity. If so, enter the maximum amount of people. Guests will be counted towards the total capacity limit.

Then, enter if the amenity requires inspection and pick the appropriate inspection document from the pre and post inspection list. Once completed, click Next to move to the Terms section.

In the Terms section, you can add any terms and conditions for booking the amenity by selecting either Agree Online or Signature Required. 

For terms that can be agreed to online, select Agree Online and then enter the terms and conditions. This might include usage rules, guest rules, or healthy and safety statements. Ensure the terms and conditions are phrased as statements versus questions to comply with governing authorities. Then, select if an online signature is required. If you select no, the resident will just type out their name.

If you require paper signatures on the terms and conditions, select Signature Required and attach the terms and conditions document for residents to print, sign, and return. With either option you can also add payment details which will display on the booking form. Once completed, click Next to move to the Payments section.

Under the Payments section, select the payment fee type from the drop-down menu. Select No Fee if the amenity is free of charge, Flat Rate if there is one standard amount, Hourly Rate if there is a specific amount per hour, Daily Rate is there is a specific amount per day, or Pricing Matrix if there are different fees on different days.

After selecting the fee type, enter the payment method. Online Payment and Online Payment or Cheque can only be selected if your building has enabled online payments from the payment setup page.

Next, determine the cancellation window for the amenity. Once this time frame has passed, residents will not be able to cancel the amenity booking and will forfeit their deposit.  

If you selected Online Payment, there will then be a fee calculation field. By selecting, Fee Can be Adjusted by Management, building management will be able to change the amenity fees during the approval process.

If the amenity fees increase or decrease after a certain date, select Yes beside Enable Future Pricing, and enter fee amount and date and deposit amount and date. If there is no future pricing, enter the standard fee amount and deposit amount.

If applicable, enter any amenity options and designated fees. For example, the service elevator can be booked for move-ins, move-outs, or deliveries and each has its own fee and deposit amount.

Once completed, click Next to move to the Review section. Review the amenity details you just entered and click Finish. You will now see the new amenity in the amenity list.

This concludes the Amenity Bookings: Creating an Amenity overview. For more information on the amenity booking feature, please refer to our user guide.

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