2.6.1 Introduction – What is amenity booking?
Your site may have shared facilities for the resident community to enjoy e.g. BBQs, meeting rooms etc. Generally, these facilities have to be booked in advance and there may also be payment involved. MYBOS allows you to do the same in an easier way. With this module, you can configure shared amenities each according to their own time table. You can not only create bookings or behalf of residents but also let me put in online requests for approval. The system also allows you to manage payments through PayPal. You can also use the same module for scheduling move-ins and move-outs.
2.6.2 How to set up a new amenity?
1. Click the (red and round) community button at the top menu bar. The community dashboard will open.
2. Click the ‘Amenity Bookings’ tab to view the list of bookings.
3. Click the ‘Settings’ (gear) icon just above the list adjacent to the ‘New’ button. Booking options will open.
4. Enter the booking email (the email address used for sending out notifications).
5. Click the red ‘+’ button just below the email address text field. A pop up form will open.
6. Enter the new amenity name and press the save (disk) button. The form will close and the new amenity will be displayed in the list below the ‘+’ button.
7. Click on the new amenity name. More controls will appear on the right side of the list.
8. Using these controls, you can:
a. Change/update the amenity name
b. Add booking terms & conditions specific to the amenity
c. Add manual/instructions (e.g. for shared equipment such as projector)
d. Enable multi time slots (for non-exclusive bookings)
e. Enable payments and specify booking fee and the respective PayPal account
9. Moving further right to the scheduler, you can specify the exact days of the week and the exact time slots for booking the amenity.
10. For each day of the week, specify the time slots by entering or selecting:
a. Availability start time (From)
b. Availability end time (To)
c. Time per slot (you can specify time in minutes or hours)
d. Block slots (selecting these slots would make them unavailable to the community)
e. Day off (checking this will make the amenity unavailable for the entire day)
11. Press the Save button to add the amenity.
2.6.3 How to edit an amenity or change an amenity time table?
1. Click the (red and round) community button at the top menu bar. The community dashboard will open.
2. Click the ‘Amenity Bookings’ tab to view the list of bookings.
3. Click the ‘Settings’ (gear) icon just above the list adjacent to the ‘New’ button. Booking options will open.
4. Just the booking email text field, click the amenity name to view its current details and settings on the right side of the list.
5. Using these controls, you can:
a. Change/update the amenity name
b. Remove/change booking terms & conditions specific to the amenity
c. Add/remove manual/instructions (e.g. for shared equipment such as projector)
d. Enable or disable multi time slots for non-exclusive and exclusive bookings respectively
e. Enable/disable payments, change booking fee and the respective PayPal account details
6. Moving further right to the scheduler, you can specify the exact days of the week and the exact time slots for booking the amenity.
7. For each day of the week, specify the time slots by entering or selecting:
a. Availability start time (From)
b. Availability end time (To)
c. Time per slot (you can specify time in minutes or hours)
d. Block slots (selecting these slots would make them unavailable to the community)
e. Day off (checking this will make the amenity unavailable for the entire day)
8. Press the Save button to confirm all changes.
2.6.4 How to delete or remove an amenity?
1. Click the (red and round) community button at the top menu bar. The community dashboard will open.
2. Click the ‘Amenity Bookings’ tab to view the list of bookings.
3. Click the ‘Settings’ (gear) icon just above the list adjacent to the ‘New’ button. Booking options will open.
4. Just the booking email text field, click the amenity name to view its current details and settings on the right side of the list.
5. Click the ‘Delete This Amenity Type’ button.
6. A confirmation dialog will appear. Press OK to finish.
2.6.5 How to create a new amenity booking?
1. Click the (red and round) community button at the top menu bar. The community dashboard will open.
2. Click the ‘Amenity Bookings’ tab to view the list of bookings.
3. Click the ‘New’ button in the top right corner of the bookings section.
4. ‘Add a New Booking’ form will open:
a. Select amenity name
b. Select apartment
c. Select resident within the apartment (on whose behalf you are making the booking)
d. Select booking date
e. Select time slot
f. Enter any additional details in the comment box
Press ‘Save’.
5. The form will close and you will be able to see the new booking in the list. Because you are creating the booking yourself, it is already ‘Approved’ as the status shows.
2.6.6 How to approve or reject an amenity booking request from community members?
1. Click the (red and round) community button at the top menu bar. The community dashboard will open.
2. Click the ‘Amenity Bookings’ tab. The most recent booking requests will be displayed in a list format by default. You can filter between pending, approved, rejected or deleted bookings using the filter button on the left, just above the table header. You can also filter your view by amenity types using the ‘Filter Amenity By’ drop down menu.
3. You can switch to calendar view by clicking the ‘Calendar View’ button on the right side, just above the table header.
4. To respond to a booking request:
a. Using the list view, find the booking request you are looking to respond to. Pending bookings status is light grey, while the same for approved is green and for reject is red. Click Status drop down of a pending booking and select ‘Confirm’ or ‘Reject’.
b. Using the calendar view, click on a request tile (pending requests are shown in orange background). The request details will appear on the right side of the calendar. Just below the details in the greyed-out response section, select either Approve or Reject radio button. Add any additional comments (if needed) and press Save.