--- title: "Public Reservation Management" slug: "public-reservation-management" updated: 2025-04-24T21:00:17Z published: 2025-04-24T21:00:17Z --- > ## Documentation Index > Fetch the complete documentation index at: https://support.eduphoria.net/llms.txt > Use this file to discover all available pages before exploring further. # Public Reservation Management 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](/docs/setting-up-reservation-properties-workflows#reservation-workflows). 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](/v1/docs/make-a-reservation). > [!NOTE] > **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] > **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] > **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.