Review, Approve, Reject, and Cancel Amenity Reservations

Some amenity reservations may not comply with your organization’s guidelines. You can set up an amenity to require administrative review and approval of individual reservations. Review pending reservations and decide whether to approve or reject them.

1. Click on the “Features” tab on the vertical Dashboard menu at the left side of the screen.
2. Click on the “Amenities” tab.
3. Locate the desired amenity item in the list. In the “Actions” column, open the three-dots menu and choose “View Amenity.”
4. In the window that opens, the “Pending” tab below the name of the window lists applications for amenity reservations, including the name and e-mail address of the member who made the request and the reservation date that the member requested. If you are certain that a pending amenity reservation should be approved, go to the “Actions” column and click on the “Approve” button. The “Actions” column also provides a “Reject” button to dismiss a reservation that does not qualify for amenity use.
5. To review a pending reservation before you decide whether to accept or reject it, go to the “Actions” column and click on the “View” button to see complete details.
• In the “VIEW RESERVATION REQUEST” window that opens, you can review the member’s name and contact information, along with the requested reservation date and time. If your amenity-reservation process requires the requester to state the reason for use, that information also appears in the “VIEW RESERVATION REQUEST” window. Click on the “Approve” or “Reject” button at the bottom of the “VIEW RESERVATION REQUEST” window to process the pending reservation.
• When you click on the “Approve” button in the “VIEW RESERVATION REQUEST” window, the “APPROVE REGISTRATION” window opens, and provides space for notes about the approval and/or the event. When you click on the “Reject” button, the “REJECT REGISTRATION” window opens, with equivalent space for notes about the rejection.
• To exit the “VIEW RESERVATION REQUEST” window and return to the amenity window without accepting or rejecting the reservation, click on the “Close” button or the “X” in the top right corner of the window, or press the “Esc” key.
6. To cancel a reservation, first approve the reservation. Then click on the “Approved” tab below the name of the window.
• In the “Approved” tab, the “Actions” column includes a “Cancel” button. Click on this button to open the “CANCEL RESERVATION” window.
• In the “CANCEL RESERVATION” window, enter any notes about the cancellation. Click on the “Cancel Reservation” button to complete the process.
• To exit the “CANCEL RESERVATION” window and return to the amenity window without cancelling the reservation, click on the “Cancel” button or the “X” in the top right corner of the window, or press the “Esc” key.
7. To review past reservation approvals from within the amenity window, click on the “Approved” tab below the name of the window. The reservation information list provides the name of the member who requested the reservation, the date and time of the reservation, and the date of approval. The “Actions” column includes “View” and “Cancel” buttons through which to review the registration details or cancel an upcoming event despite its previous approval.
8. To review past reservation rejections from within the amenity window, click on the “Rejected” tab below the name of the window. The reservation information list provides the name of the member who requested the reservation, the date and time of the reservation, and the date of rejection. The “Actions” column includes a “View” button through which to review the registration details, including the reason for rejection.
9. To review cancellations from within the amenity window, click on the “Canceled” tab below the name of the window. The reservation information list provides the name of the member who requested the reservation, the date requested, the date and time of the reservation, and the date of cancellation. The “Actions” column includes a “View” button through which to review the registration details, including the reason for rejection.
10. To review damage fees from within the amenity window, click on the “Damage Fees” tab below the name of the window. The reservation information list provides the name of the member who requested the reservation, the date and time of the reservation, the date of damage-fee resolution, and the amount of the damage fee. The “Actions” column includes a “Resolve Damage Fee” to charge or waive a damage fee if it has not been evaluated yet, and a “View” button through which to review the registration details.