Create a New Amenity Listing

Establish the rules and limits that apply to an organizational amenity and its availability.

Click on the “Features” tab on the vertical Dashboard menu at the left side of the screen.
Click on the “Amenities” tab.
In the “AMENITIES” window that opens, click on the “+ New Amenity” button.
In the “AMENITY SETUP” window that opens, type an identifying name for the amenity in the “Amenity Name” box.
Click on the “Limited to” dropdown menu to limit the availability of this amenity to one or more organization roles or committees. Activate the checkbox in front of each role for which you want this amenity to be available. Note that this dropdown menu only appears if you have created member tags or added community committees.
Type a description of the amenity in the “Amenity Description” box. Make your description definitive, especially if your organization offers more than one of this type of amenity.
To upload an image of or about your amenity, click on the “Browse” button in the “Amenity Image” section of the “AMENITY SETUP” window. In the “ADD IMAGE” window that opens, click on the “Browse” button and locate the image file on your computer. You can upload a GIF, JPG, or PNG file up to 15 MB in size.

Click and drag inside the blue selection-area box to position it over the portion of the image that you want to display as the logo. Click and drag any of the blue dots on the corners and edges of the blue box to enlarge or reduce the selected area. On a laptop trackpad or scroll-wheel mouse, zoom in or out to change the display size of the image. You also can click and drag outside the default blue box to draw a new selection area.
When you are happy with your selection, click on the “Save Image” button. To abandon your changes, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the “ADD IMAGE” window.

Set the “Automatically approve new reservations?” radio buttons to “No” if you want to review and approve/reject each reservation request, or to “Yes” if the amenity does not require reservation approval.
Set the “Will members be charged to use this amenity?” radio buttons to “No” for a fee-free amenity, or to “Yes” if the amenity requires a fee payment.

If you set the “Will members be charged to use this amenity?” radio buttons to “Yes,” the “Will the charge be per event or per person?” radio buttons appear. Set “Will the charge be per event or per person?” radio buttons to “Per Event” for a flat fee that covers any attendance level, or to “Per Person” to charge by the individual.

Click on the “Registration Duration” dropdown menu to select the length of an individual registration.
If you set the “Will members be charged to use this amenity?” radio buttons to “Yes,” type the registration fee amount into the “Price Per Duration” box.
Set the “Enable Service Fee” radio buttons to “No” if you do not want to add transaction fees to the reservation charge, or to “Yes” to add the fee and pass it on to your members.

The service fee includes two components: A percentage and a flat-fee dollar amount.

Set the “Enable Damage Fee” radio buttons to “No” if you do not want to be able to add a post-reservation charge to cover the costs of damage repair, or to “Yes” to make it possible to add the fee.

If you set the “Enable Damage Fee” radio buttons to “Yes,” the “Maximum Damage Fee” and “Damage Fee Description” boxes appear. Type the maximum value of the fee into the “Maximum Damage Fee” box. You can charge a fee lower than but no higher than this dollar amount. Enter the purpose/nature of the fee into the “Damage Fee Description” box.

If you have synced your account with your QuickBooks account, click on the “Quickbooks Account” dropdown menu to open it and designate a QuickBooks Account Name—other than the default you set up on the Account > Settings page—to receive payment data from this amenity. If you do not want to override the default setting, do not change this dropdown menu. Note that not all customers have access to QuickBooks integration. (For instructions on how to use QuickBooks integration, see the “QuickBooks® Integration” section of these instructions.)
Click on the “Reminder” dropdown menu to select how long before a reservation date/time to send an automatic reminder to each member who makes a reservation. To skip this feature, set the “Reminder” dropdown menu to “No Reminder.”

If you add an automatic reminder via the “Reminder” dropdown menu, the “Reminder 2” dropdown menu appears. Click on the “Reminder 2” dropdown menu to select how long before a reservation date/time to send a second automatic reminder to each member who makes a reservation.

Enter a number into the “Max Capacity (optional)” box to limit event attendance for this amenity.
Type a number into the “Age Limit (optional)” box to set a minimum age for members who use this amenity.
To use an optional form for amenity sign-up, click on the “Application (optional)” dropdown menu and select the name of the custom form.

To open the “CUSTOM FORMS” window so you can create a form for your amenity application, click on the “Forms” link next to the name of the “Application (optional)” dropdown menu.
To refresh the list of custom forms in the “Application (optional)” dropdown menu after you create a new form and return to the “AMENITY SETUP” window, click on the “Refresh” icon (two arrows forming a circle) next to the name of the “Application (optional)” dropdown menu. The list of forms refreshes to display any new forms you have created. (For instructions on how to create custom forms, see the “Custom Forms” section of these instructions.)

To provide a document for members to download during the registration process for this amenity, click on the “Browse” button in the “Amenity Document (optional)” section of the “AMENITY SETUP” window. In the “UPLOAD DOCUMENT” window that opens, click on the “Browse” button and locate the file you want to upload. Click on the name of the file to select it and click on the “Open” button to continue.

To complete the process of uploading your file, click on the “Save” button in the “UPLOAD DOCUMENT” window. In the “AMENITY SETUP” window, the “Require member to acknowledge file upload?” radio buttons appear. Set these radio buttons to “Yes” to require members to agree to the terms and conditions in your file, or “No” if no such response is required.
To remove a selected file before you actually upload it, click on the “Remove File” link that appears next to the file name in the “UPLOAD DOCUMENT” window. To exit the process without uploading a file, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.
To remove or replace a document after you upload it, click on the “Browse” button in the “Amenity Document (optional)” section of the “AMENITY SETUP” window. In the “UPLOAD DOCUMENT” window that opens, click on the “Remove File” link and click on the “Save” button. To exit the process without deleting or replacing a file, click on the “Cancel” button, press the “Esc” key, or click on the “X” in the top right corner of the window.

Set the “Require digital signature for reservation?” radio buttons to “No” to skip this feature, or to “Yes” to require a member to type a digital signature to make a reservation for this amenity.
Click on the “Save & Next” button to advance to the next portion of the amenity-setup process. To exit the process without setting up an amenity, click on the “Cancel” button.
In the “Days & Times Available” section of the “AMENITY SETUP” window, if the amenity’s availability varies during the week, set the “Will this amenity be available the same time(s) every day?” radio buttons to “No.” Set the “Will this amenity be available the same time(s) every day?” radio buttons to “Yes” if the times remain the same every day.

If you set the “Will this amenity be available the same time(s) every day?” radio buttons to “Yes,” use the “Daily Availability” area to set access times that will apply for all seven days of the week.
If you set the “Will this amenity be available the same time(s) every day?” radio buttons to “No,” daily tabs appear for each day of the week.

Click on the “+ Add” link to the right of the headers for “Daily Availability,” or click on a single-day tab and click on the “+ Add” link. This opens a time picker window and adds an availability period. Click on the start time box to reveal a time picker. By default, the time picker displays “12:00 AM.” Click and drag the hour, minute, and AM/PM selectors up or down to choose the start time of the availability period.
Click on the “End” tab at the top of the calendar window to set the end of the availability period. Click and drag the hour, minute, and AM/PM selectors up or down to chose the end time. Click on the “Set” link at the top of the calendar window to confirm your time-period selection.

Click on the “+ Add” link again to add another available time period for the amenity and repeat the time-picker steps.

Click on the “Save & Next” button to advance to the next portion of the amenity-setup process. To return to the previous screen of the “AMENITY SETUP” window, click on the “Back” button.
In the “Amenity Constraints and Limitations” section of the “AMENITY SETUP” window, set limits on how often and how far in advance a member can or must reserve this amenity, and whether/how long after a reservation the amenity must remain inactive to allow for setup or maintenance. Note that you can activate any, all, or none of these constraints.
Activate the checkbox for “Number of reservations per timeframe” to limit the number of reservations any individual member can make for this amenity within a specific amount of time. Type a number into the first box to set the interval length. Click on the interval dropdown menu to select day, week, month, quarter, or year as the interval. Set the “Rolling/Static” radio buttons to “Rolling” to make the beginning of the interval coincide with the member’s most-recent reservation of this amenity. Set the “Rolling/Static” radio buttons to “Static” to make the interval match up with the calendar itself.
Activate the checkbox for “Limits on advance reservations” to specify how far in advance any individual member can reserve this amenity. Type a number into the first box to set the length of the time period. Click on the interval dropdown menu to select day, week, month, quarter, or year as the time measurement.
Activate the checkbox for “Amount of advance notice required for reservations” to specify how far in advance any individual member must reserve this amenity. Type a number into the first box to set the length of the time period. Click on the interval dropdown menu to select day, week, month, quarter, or year as the time measurement.
Activate the checkbox for “Post-reservation lockout time” to specify how long after a reservation the amenity must remain inactive before any member can place another reservation for it. Type a number into the first box to set the length of the time period. Click on the interval dropdown menu to select active time slots, days, or weeks as the time measurement.
Activate the checkbox for “Member can reserve consecutive time slots” to enable members to reserve more than one time slot in a row.
Click on the “Save & Next” button to advance to the next portion of the amenity-setup process. To return to the previous screen of the “AMENITY SETUP” window, click on the “Back” button.
In the “Date Exclusions” section of the “AMENITY SETUP” window, click on the “+ Add” link to set up blackout dates and times during which this amenity will be unavailable for registrations.
Click on the “+ Add” link to add an exclusion.
To create a registration exclusion period that lasts all 24 hours of every day of the exclusion period, click on the “All Day” dropdown menu and choose “Yes.”

To exclude a specific time range during each day of the registration exclusion, set the “All Day” dropdown menu to “No” and set start and end times for the exclusion period.

Click in the “Start Date” box to reveal a calendar from which to select the starting date of the registration exclusion. By default, the calendar displays the current month.

To change the month, click on the arrows to the right of the month and year displayed in the calendar. Click on a start date to select it, and then an end date to select the conclusion of the exclusion period. To confirm the settings, click on the “Set” link at the top of the calendar window.

To set the daily exclusion time period for the amenity, click on the “Start Time” box to reveal a time picker. By default, the time picker displays “12:00 AM.” Click and drag the hour, minute, and AM/PM selectors up or down to choose the start time of the exclusion period.
Click on the “End” area at the top of the calendar window to set the end of the exclusion period. Click and drag the hour, minute, and AM/PM selectors up or down to chose the end time. Click on the “Set” link at the top of the calendar window to confirm your time-period selection.

Click on the “+ Add” link again to add another exclusion time period for the amenity and repeat the date- and time-picker steps.

To delete a date exclusion from the “Date Exclusions” screen of the “AMENITY SETUP” window, click on the Remove This Exclusion icon (red trash can) at the end of the date-exclusion entry.

To edit an existing date exclusion from the “Date Exclusions” screen of the “AMENITY SETUP” window, click on the Edit This Exclusion icon (green checkmark) at the end of the date-exclusion entry.

Click on the “Save & Next” button to complete the amenity-setup process.
View a summary of your amenity settings on the “Final” window.

To go back to a previous amenity-setup section and make changes, click on the name of the section in the set of links immediately below the name of the “AMENITY SETUP” window.
Click on the “Access Management” button to access the “SUB-ADMIN ACCESS MANAGEMENT” window and select Sub-Admins who should have administrative access to this amenity.
Click on the “Manage Amenity Emails” button to designate which Admins and/or Sub-Admins receive e-mail messaging associated with reservations for this amenity.
To return to the “AMENITIES” window, click on the “Back to Amenities” button.