Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Summarize how to book an amenity on behalf of a resident.
2. Explain how to approve or decline booking requests.
3. Recall how to update, revise, reassign, or cancel amenity booking.
Video Script
Welcome to the Amenity Bookings: Booking & Approving Amenities overview. In this video we will demonstrate how to book an amenity on behalf of a resident and approve, revise, or cancel booking requests.
To get started, select Amenity Booking from the main menu. This will open the amenities page, where you can search, view, and book your building’s amenities.
The amenities page is divided into three sections: Calendar View, where you can view, revise, and approve amenity bookings, Create Booking, where you can search and book your building’s amenities, and All Bookings, which display a list of all the amenity requests and approval status. For residents, the All Bookings tab is called My Bookings and display all of their amenity requests and approval status.
To book an amenity on behalf of a resident, return to the Create Booking tab. Then, find the desired amenity by either scrolling through the amenity list or typing the amenity name in the search bar. Once you find the amenity, select Book Now.
Alternatively, you can choose the amenity group from the drop-down menu at the top of the page, pick the desired date, select the specific amenity, and click Book Now.
Both options will take you to the booking page for the selected amenity. This page outlines all the amenity details including, photos, terms and conditions for using the amenity, pricing and deposit amounts, payment methods, and hours of operation.
To book the amenity, select or confirm the booking date and if applicable, select a specific time slot. If there are restrictions on how often the amenity can be booked, they will display in this section. Once completed, click Book Now.
Next, complete the booking form. Begin, by select the appropriate payment method. This field will only display for bookings that require security deposits or booking fees. If you select online payment, you will need the resident’s credit card information to complete the booking.
Next, enter any specific notes about the booking in the Event Description / Notes section. Then, determine if you want to send a reminder email to the resident about the booking.
If the resident is not in the system yet, check the box beside New Resident Not Yet in the System. Then, enter the resident’s unit number, name, phone type, phone number and email address. Doing so will not add the resident to the system. That must be done through the Unit File which is covered in-depth in subsequent training videos.
If the resident is already in the system, enter their name or unit number in the On Behalf Of section and select their name from the drop-down menu. You will then see the phone numbers on file for the resident.
For amenities that require deposits or booking fees, you then have the option to designate a booking status. For example, if the resident is paying by cheque but you have not received it yet, you would select pending approval. Once you receive payment you can change the status to approved.
If the amenity allows guests, you will then see a Number of Guests field. If applicable, enter the number of guests. You may then be asked to provide additional details about the guests. If there are no guests, select I have no guests. Once completed, click Next.
Residents will then be asked to agree and sign-off on the terms and conditions for using the amenity. This does not apply if you are booking the amenity on their behalf.
Next, review the booking details and if applicable, the payment details. Select Go Back to make revisions or Save to finalize the booking. If you selected online payment, click Pay and Save Your Booking and enter the credit card information. Once completed click Pay to finalize the booking. You will now see a summary of the booking. To return to the amenities page, select Return to Calendar.
To view existing amenity bookings, select the Calendar View tab. Pending bookings will display at the top of the page followed by the amenity calendar.
To review the details of a pending booking request, select View, to approve the booking request, select Approve, and to approve multiple booking requests, check the box beside the applicable requests and click Approve Selected.
If you need to decline the request, select View and then Update Booking. Click Approval Declined and provide an explanation for declining the booking. Once completed, click Save. An email notification will then be sent to the resident informing them the booking was declined. To return to the amenities page, select Return to Calendar.
In the amenity calendar you will see both pending and approved amenity requests. To filter the calendar, select Legend (Click to toggle). Then, filter by specific amenities or amenity status. Once completed, click Update Calendar, and reselect Legend (Click to toggle) to close the filter menu.
To view the details of an amenity booking, select the booking from the calendar. You will then see a summary of the booking details followed by a series of actions and history records.
If you want to add comments, update payment details, or view the signed terms and conditions, select Update Booking. Add any applicable information and click Save.
To update the date or time of the booking, select Revise Booking. Then, enter the new date or time and select Check Availability. If the amenity is available at the new date or time, select Save to finalize the revisions. If enabled, you can also adjust the amenity fee from the Revise Bookings page.
To transfer the booking to another resident, select Reassign Booking. Then enter the unit number or name of the resident, select their name from the drop-down menu, and click Save. The amenity will now be under the new resident’s name.
If you need to cancel the amenity booking, select Cancel Booking. Then, enter the reason for cancelling and click Save. You will then see a summary of the cancelled booking and the resident will be sent a cancellation email. Follow the same process if you want to cancel a Take Out of Service order.
This concludes the Amenity Bookings: Bookings & Approving Amenities overview. For more information on the amenity booking feature, please refer to our user guide.