Example: How to setup a pavilion reservation

Example: How to setup a pavilion reservation

Overview

Situation: A Swim Club has a single pavilion amenity.  They allow members to reserve the pavilion for a fee. 
Policy:
  1. Members can reserve the pavilion in 1 hour slots. 
  2. Members can reserve the pavilion for up to 3 consecutive hours.
  3. Members must pay a $20 reservation fee and $50 per hour.
  4. A reservation needs to allow 15 minutes prior to the reservation and 15 minutes after the reservation for setup/cleanup and transition in-between reservations.  
  5. Members can reserve only during the summer.  May, 23rd to Sept. 6th
  6. The pavilion can not be rented July 4th. 
  7. The member must agree to the Terms & Conditions.      
  8. The member must be given rules, setup procedure, and cleanup procedure.   

What booking portal features are we going to use?  

  1. Since the reservation is a time that will be requested by the member, we are going to build a Service.  
  2. Since the reservation requires a payment, the Fees features will be used to collect payment.   
  3. Since there are no reservations July 4th, the Block feature will block this date.   

Step 1) Create a new service

Use a name and description to help your members choose the service.  The category is optional.  
To learn how, CLICK HERE (part 1).  

Step 2) Edit the service settings

This is the second part of our general help article.  We'll recommend your settings below. 


  1. First Available Booking: May 23rd because this is the 1st day a pool party is allowed. 
  2. Last Booking Before: Sept. 6th because this is the last day and time a party is allowed.  

  1. Service Hours of Operation: Check Sun- Sat and add the hours, 12 to 8pm.  These are the times a party can occur.  You create the 2 party slots in the next section.    

  1. Interval Length: 60 minutes because members can reserve in 1 hour slots.  
  2. Max Intervals: 3 because members can only reserve 3 hours max.  
  3. Pre & Post Buffer: 15 minutes each to allow for setup/cleanup and transition in-between reservations. 
  4. Required Lead Time before Booking:  None because this will allow a member to make a last minute reservation as long as the pavilion is still free.     
  5. Align Bookings: On the quarter.  This will allow for maximum reservations per day.  Reservations will not need to start at the top of the hour.     

  1. Base Cost: $20 because this is the reservation fee.  
  2. Cost per Interval: $50.00 because the fee is $50 per hour.  
  3. Cost per Patron: NA/$0.00 - This feature is not used in this scenario.
  4. Add Cost Item: This feature is not used in this scenario.   
  5. Service Fee % & Fixed: This is where you would add your community's service fee.  (not matching AGS fees).  In this case, we are not adding these fees.  
  6. Add Matching AGS Service Fee: Check this if you wish to match AGS's service fee.  If a payment is collected via AGS, the patron will pay AGS's fees.  
  7. Allow Other Payment: Un-Checked because you want your member to pay online at the time of booking.  Especially since you allow last minute bookings in this scenario.    

  1. Allow Cancellation: This will allow your member to cancel the reservation online without your help.  
  2. Allow Rescheduling: This will allow your member to reschedule the reservation online without your help. 
  3. Auto Refund Fee on Cancellation: If the party is canceled, AGS will auto-refund the patron. 
  4. Minimum Time for Patron to Reschedule/Cancel: Zero in this scenario.  But you can change this to prevent last minute cancelations (and refunds).    
  5. Email Service Owner on Booking Activity: NA because we elected not to have Service Owner in this scenario.  

  1. Terms & Conditions: In this case, add your reservation T&C's, rules, setup procedure, and cleanup procedure.  Not only do they need to agree to them, they will be added to all confirmation screens and notifications.    

Step 3) Save & Test


  1. Don't forget to Save.  Any changes will not be visible on the live booking calendar until you click SAVE.  
  2. Click Go to Patron Booking Page to view and test your service.  

Step 4) Add a block to block July 4th

To learn how, CLICK HERE (part 1) to read our specific blocking article.  Below is a screen shot for this scenario's block. 


Step 5) Test Again


You should no longer be able to reserve the pavilion July 4th.  

Notes

We did not need or use the following features & settings.  
  1. Resources: Resources are not required for services.  In this case, we did not add the "Pavilion" as a resource.  If your pavilion is only used for this service, there is no need to create a resource.  If your single pavilion is also used for "reservations", "parties", "swim meets", "special events", etc., then you can add a resource to prevent double bookings.      
  2. Availability: We did not need to add any special dates/time for parties.  If the Swim Club had bonus days in September when a party could happen, we could add availability.
  3. Service Owner: Since this service does not need an employee to oversee it, a service owner was not needed.  
  4. Booking Instructions: Since the signup form and policy was simple, we did not need to give our member's any "Special Instructions".
  5. Additional Questions: No additional information was needed from our members.  We did not need to custom build any questions.