In order for the public to reserve rooms or assets, they have to have an account created and the room or asset must have a Public Reservation workflow. Either the guest or a staff member can create the public user account. Once the reservation is approved, an invoice can be created by using a fee schedule, and the invoice can also be customized. This article covers the public reservation process.
In order to manage public reservations, the staff member should have the Public Use Manager role.
Terms and Conditions
When a guest logs in for the first time, the guest must agree to the terms and conditions the district has set up.
You create the terms and conditions within the Manage tab.
Step 1: Under Facility Setup, select General Options.
Step 2: Either copy/paste or type the district’s terms and conditions in the text box provided.
Step 3: Click Save.
Creating Fee Schedules
You can create multiple fee schedules and assign different fee amounts to each room or asset. Creating fee schedules takes place within the Manage tab.
Step 1: Under Reservation Management, select Fee Schedules.
Step 2: Select Create Fee Schedule under Fee Schedule Options.
Step 3: Enter the name of the fee schedule and click Save.
Creating Guest Accounts
A staff member can create a guest account from the Manage tab, or the guest can create an account from the guest login page. In the latter case, a Facilities&Events administrator must approve the account.
Staff Member Creation
Follow these steps to create a guest account as a staff member.
Step 1: Select the Manage tab.
Step 2: Under Users and Guests, select Manage Guests.
Step 3: Under Guest Options, select Add a Guest.
Step 4: Enter the guest information under both the General and Contact Information tabs, and click Save.
Once you’ve added the guest, they can log in with the email address and guest password to make a reservation. Select General Options under Facility Setup to locate the guest URL under Guests Reservations.
Guest Creation
The guest must go to your district's guest login page to create their account and make a reservation. Once created, an administrator must approve the account.
Step 1: Select the Manage tab and then General Options to access your district's guest URL.
Step 2: Copy and paste this URL to your district website, or email the URL to guests so guests can click on the URL to access the Guest Login page.
Step 3: Select Create New Account.
Step 4: Fill out the information requested and click Next.
Step 5: Place a checkmark next to I agree to the terms and conditions listed above.
Step 6: Click Next.
Step 7: Make a reservation.
Note: The approver isn’t notified of the reservation request until the Public Use Manager approves the guest account.
Approving Guest Accounts
Approving guest accounts takes place within the Manage tab.
Step 1: Under Users and Guests, select Manage Guests.
Step 2: Under Guest Options, select Guest Needing Approval.
Step 3: Choose the guest from the list.
Step 4: View account information and click Approve or Deny.
Managing Guest Accounts
Managing guest accounts takes place within the Manage tab.
Step 1: To view or edit guest accounts, select Manage Guests under Users and Guests.
Step 2: Either search for the guest or click the magnifying glass to search for all guest accounts.
Guest accounts are grouped by organization. To view the invoices for a particular organization, click on the organization and select the Invoices tab.
Invoicing
Once a guest has made the reservation and it has been approved, you can create an invoice within the Manage tab.
Step 1: Under Reservation Management, select Invoicing.
Step 2: Under Invoicing Options, select Add New Invoice.
Step 3: Select the guest organization and fee schedule, and click Next.
Step 4: Select the reservations to be invoiced.
Step 5: Choose Combine Items if the reservations should be merged into one invoice.
Step 6: Click Next and Finish.
Invoices will appear within one of the three status categories: Draft, Pending, or Received. When you initially create an invoice, it appears in Draft status.
You can explore the following additional invoice options:
To associate a person with an invoice, select a person from the drop-down list under the Attention: heading.
To change the fee associated with the reservation, double click on the item and make the change.
To add any additional fees to the invoice, click Add new item.
Once the invoice is complete and ready to send to the guest, click Save.
Note: In order for the organization’s address to be printed on the invoice, the contact information must be filled out for the organization. To fill out contact information, select Manage Guests and search for the organization. Click on the organization’s name and fill out contact information under the Contact Information tab.
Sending an Invoice to the Guest
To send an invoice to a guest, click Send. The invoice will move to Pending status. The guest user receives an email and can log into the site to view and print the invoice.
Note: The invoice can also be emailed as an attachment or printed and mailed to the guest by clicking the Print icon.
Marking Invoice as Received
Once you’ve received payment, mark the invoice as received by clicking Mark as Received on the top toolbar.