Reservation Units

6. RESERVATION UNITS

The Reservation Units page should list all spaces in your facility that can be:

• Rented via the Reservation Calendar
• Occupied full time by a member

Open, shared areas of seating – anywhere in which seating is first come/first serve – can be left out of the Reservation Units.

To create a new Reservation Unit, click Add+ at the bottom of the Reservation Unit page (for those centers with multiple locations – be sure you’re Current Center is set to the center you need! The Reservation Units page is center-specific!). Enter the name, select the Reservation Category the unit should go into, and add a description if you wish (visible via the Book It Now/Simple Reservation calendars).

There is a checkbox marked “Sync with Calendar” – this and the Calendar ID fields are used for Calendar Integration. See Google Calendar Sync section of the Knowledgebase.

Reservation Unit Calendar Rules 

Once you’ve saved a Reservation Unit, if you set the "Who Can Reserve?" field shown in the screenshot above to “Anyone”, “Members” or “Non-members” you will see the full Reservation Calendar Rules area, as also shown in the screenshot above. You can control when members and non-members can and cannot reserve the space via these settings:

1. Who Can Reserve? This can be set to Anyone (any member can reserve for themselves, and non-members can reserve via the Book It Now or Simple Reservation calendars IF they pay upfront), Members (only Active Members and Co-members can reserve the unit), Non-members (Only non-members can reserve the unit, and only via the Book It Now or Simple Reservation calendars by paying upfront), Staff Only (the unit will still be visible on your calendar but anyone trying to book it will be referred to contact your staff), and Not Available (the unit will be hidden from the calendar).
2. Full Time Product/Price: This can be set if a unit can be taken full-time by a member. Select from the drop-down the Membership Product that coincides with the space (e.g. Flex Desk 4 is available on the calendar now, but if someone took it full time they would be a Dedicated Desk member for $300/month, therefore select “Dedicated Desk $300.00” from the Full Time Product/Price menu)
3. Minimum Reservable Time: Set the least amount of time you want a Member or Non-member to be able to book the unit – you can have different rules for members or non-members.
4. Maximum Hours/Day/Person: This is “Maximum Hours per Day per Person”. This setting is most commonly “Unlimited”. If there is a particular room that you do not want anyone to be able to book for more than a set number of hours per day, though, you can define that here.
5. Days In Advance Reservation Permitted: Set how many days in advance a reservation can be made. (e.g. if you do not want anyone to book your conference room more than 30 days in advance, you would set this to 30 Days)
6. Member Rules: In the Daily Rules section (Sun, Mon, Tues., etc.) you can also set different availability times for Members or Non-members. In the screenshot above you can see that Members are set to Available. When availability is set this way, it means that members can book on that day at any time from 12 AM to 11:59PM. For information on limiting availability, see #7 and #8 below.
7. Add Hour Restrictions: The “+” button allows you to add one level of time restriction to the rules for a particular day. If you refer to #8 below, you’ll see that non-member rules for Monday are limited to 9AM to 5PM – click the + button to open the fields where “9AM” and “5PM” appear. You can add multiple levels of restrictions – for example, if you wanted a unit to be available from 9AM to 12PM, then unavailable for one hour, but available again from 1PM to 5PM, you would click + once to open fields for 9AM and 12PM, then click + again to open fields to enter 1PM and 5PM. You can add as many levels of restriction as you wish.
8. Non-Member Rules: This is the Non-Member row for setting calendar rules. By default non-members are restricted to having access to units only Monday-Friday, between 9AM and 5PM, but you can reset these restrictions however you wish. To reset rules consistently for each day, set the rules you want as described above in #7, then click the menu in that day reading “Available”. You’ll see options to “Copy From Mon”, “Copy from Tues”, etc. – if you select “Copy from Tues.” in the Wed. column, the Wednesday time restrictions will re-format to be identical to Tuesday.
9. Use Default Facility Rules: The Use Default Facility Rules button allows you to create a set of rules once, then immediately apply those rules to any new Unit you create. If you go to Setup>Facilities, edit your facility, and scroll to the bottom of the page that comes up you’ll find the area where you can set these Default Rules. Set them on that page, then when you create any new Reservation Unit if you want it’s rules to match the Default Rules, just click the button!

 Any changes made to the Active Reservation Calendar Rules or the Default Calendar Rules areas will auto-save immediately.