Changing and Managing Block Reservations

 

This document will help you edit/change/delete block reservations that have been created.  If you want to change reservations associated with League, you will need to do that via changes to league schedules and not using the following method.  

 

You can easily change block reservations to add additional individual reservations to them and you can change facilities assigned or day and time.  You can also delete individual reservations or delete the entire block and issue refunds or credits. You can add additional fees such as set up or equipment use fees.

 

Prerequisites:  Sportsman user permissions to create block reservations

 

Additional Resources:

Creating Block Reservations

 

This document will cover:

ü Navigating to the Facility/Park Block Reservations Screen

o  Option 1

o  Option 2

o  Option 3

ü Modifying, Deleting and Transferring Block Reservations

o  Adding additional reservations to the block

o  Changing the day, time, facility, notes or price of an individual reservation

o  Deleting individual reservations or the entire block

§  Deleting one or all individual reservations

§  Deleting the block and issuing refunds or credit

o  Transferring the reservation day/time/facility to another block

ü Fees & Billing

ü Changing Add-On fees and Billing Notes

ü Notes on Block and Individual Reservations

 

Navigating to the ‘Facility/Park Block Reservations’ Screen to Modify or Delete a Block Reservation.

 

There are three ways to search for an existing reservation in order to edit or delete it.  All 3 pathways will take you to the all important ‘Facility/Park Block Reservations’ screen to make your changes.

 

Option 1:  You can choose to locate the reservation thru a customer’s account. Block reservations that are  ‘No Fee’ type may or may not be associated with an account.  All others require it.   

 

Option 2: Alternatively, you can search for the reservation by searching on a facility, calendar view or list of block reservations. Start by accessing the [Facility Reservations] button on the main Sportsman screen.  

 

Option 3: In the Add/Edit Program Definitions menu you can click on the [Reserve Facility] button to bring up any linked block reservations.

 

Option 1.

Most block reservations will be associated with a customer’s account for billing purposes. In these cases you can use the Look Up feature to access the customers account and then bring up the reservation from the account ‘Reservation’ tab.  Notice that block reservations are indicated with the title beginning with the word “Block:” 

Highlight the block reservation and double-click your mouse to bring up the “Facility/Park Block Reservations” screen.

 

 

This will bring you to the ‘Facility/Park Block Reservations’ screen. 

 

 

 

Option 2.

Alternatively, if you know about the time frame and/or the facility reserved you can navigate to the  ‘Facility/Park Block Reservation’ screen by selecting the  [Facility Reservation] button on the main Sportsman screen (or Action>Park/Facility Reservation). 

 

 

This will bring up the ‘Park/Facility Reservation’ screen, from here you can search from any of the ‘Reserve Park’, calendar tabs or the “Block” tab to find the reservation. 

 

 

If using the ‘Block’ tab screen, you may need to adjust the dates or other filters to bring up a list with the reservation you are looking for.  There is also a Reservation [Search] button on the lower right.   Any block reservation can be found as long as the date range set in the upper area of the screen covers the FIRST date of the block reservation.   

 

There are several things to notice on the ‘Park/Facility Reservation’ / ‘Block’ tab screen:

·       Block reservations linked to an activity are shown in Orange font and are preceded with the work “Linked”.  

·       The full range of the Block Reservation will be seen in the First Resv and Last Resv columns.

·       The count of specific reservations included in the Block are indicated in the # column. 

·       Reservations associated with a customer account will have that indicated in the Account column.

·       To the right (you can drag to expand this window if desired) you will also see a fees Due column, Application Received column and Insured Thru column which can provide additional information about the reservation.  

 

 

If you highlight any line, you can then select the [Print] button to print the reservation to a report that can be saved or emailed. 

If a line is highlighted you can also choose the [Modify] or [Delete] buttons in the lower left to take additional actions. 

 

 

Double clicking the highlighted line will have the same result as clicking the [Modify] button.

If you want to delete the entire block reservation and issue credit or refund you can do that by using the [Delete] button on this screen. 

 

NOTE:  In most cases where some of the specific reservation dates have already passed you will want to make deletions only to the remaining individual reservations which you can do by following steps in the next section.

 

 

Option 3:

From Define>Activities choose your activity or program from the Hierarchy and click [Edit].

 

 

From the ‘Add/Edit Program Definition’ screen you can click on the [Reserve Facility] button to bring up a list of existing reservations or make new one.  This will take you to the ‘Facility/Park Block Reservations’ screen.

 

 

 

Modifying or Deleting a Block Reservation

 

All modifications and most deletions should be done from the ‘Facility/Park Block Reservation’ screen which shows all details for a block reservation. Options 1, 2 or 3 above can get you there. 

 

Notice that there is a lot of information on this screen including several tabs to navigate to, the full list of dates and facilities reserved, the date range of the reservation, the count of specific reservations and potentially receipt numbers and dates the reservations were made. 

Tabs include: ‘Reservation’ tab, ‘Fees & Billing’ tab, ‘Add On Fees/ Billing Notes’ tab, ‘Calendar’ tab, ‘Notes’ tab.

 

Starting with a view of the ‘Reservation’ tab you will see the name of the block, a list of previously made individual reservations with detail including the date, time and facility. Also notice the action buttons located at the bottom of the screen:

[Add] – to add additional individual reservation times and facilities to the block

[Modify] – to change times, fees, facilities

[Delete] – to delete individual reservations from the list

[Delete All] – removes all individual reservations and the block but leaves the block

[Xfer] - for Transferring the time and facility to another reservation

[Add Multiple Days] – if you need to add many additional reservations to the block

[Print] – to print this block reservation.

 

 

 

 

 

Adding additional reservations to the block

 

Note that if you are adding additional individual reservations to a block reservation with ‘Simple Single Fee’ that is ALREADY paid, you will not have the opportunity to charge additional fees for the new dates/times.   In that case we suggest you create a new block reservation so that you can charge a new ‘Simple Single Fee’. 

 

If you are using ‘Facility Billing’ and add one or more reservations to the block, after they are added you will need to highlight and [Modify] each new individual reservation to add the fee to be billed.

 

Start by clicking the [Add] button if you only want to add a single reservation at a time to the block. 

This will bring up the reservation box where you can add additional individual reservations.  Select the facility from the drop down and enter the date and time.  If you have a lot of facilities to choose from you can filter on the facility Class and Department if you have set up those for categorizing your facilities.   Notice that you can also add notes specific to this individual reservation in this area.   Click [OK] to save the reservation to the list.

 

 

 

Alternatively, you can click [Add Multiple Days] and set up a one or more series of additional reservations that will occur on the same days of the week, times and use the same facilities.   This will work the same as demonstrated in the Creating Block Reservations document, please see that document for more details.

 

You will start by choosing the facility from the drop-down selector and enter in the date range and time of reservations that is requested.

 

 

 

Once you add your parameters on the left of the panel you must click [Generate Preview] to generate the list of specific reservations and facilities on the right side.

 

If there are any conflicts with existing reservations you will see a pop up warning.

 

 

 

 

Next click [Add These Reservations] to complete all the successful reservations that were generated.

 

 

 

Once all individual times/days/facilities needed for the block are created click [Close].  This will return you to the ‘Facility/Park Block Reservations’ screen.  

 

 

Changing the day, time, facility, notes or price of an individual reservation

 

To edit an individual reservation, start by double clicking one of the individual reservation lines or highlighting one and clicking [Modify].  This will bring up the same screen as the [Add] button and allow you to change the date, time, facility and more. 

 

 

Click [OK] to save your changes.

 

 

 

 

Deleting individual reservations or the entire block

 

There are 3 ways to delete:  You can delete blocks one at a time, you can delete all individual reservations in a block en masse (but leave the block still defined) or you can delete the entire block and all individual reservations.

 

To delete only individual reservations but leave the block.

Note that even reservation dates that have passed will be deleted using this feature and because the ‘block’ still exists, there is no opportunity as you delete individual reservations to process refunds and credits – that is only provided at the point where the Block is deleted.    

 

 

 

To delete a single reservation just highlight the individual reservation line and click the [Delete] button,  this will bring up a confirmation popup box.  Click [Yes] to delete the reservation.

 

To delete all individual reservations in the block simply click [Delete All] and click [Yes] on the confirmation popup box. 

Note that even reservation dates that have passed will be deleted using this feature and because the ‘block’ still exists, there is no opportunity her to process refunds and credits.  

 

 

 

Deleting the entire Block and issuing refunds or credits

To delete the entire block and issue a full or partial refund click on [OK] or close the prior screen to return to the ‘Park/Facility Reservation’ list screen.  From here highlight the block name and click [Delete].

 

 

This will bring up the ‘Delete Item’ screen where you must at least enter a Reason for Deleting.  Notice that you can also charge a cancellation fee, see details of discounts and adjustments.  Clicking [OK] from this screen will take you to the cash register to complete processing the refund.

 

Note that this will delete and refund even reservations that have already passed.

 

 

 

 

Transferring the reservation day/time/facility to another block

 

In rare cases you may want to move an individual facility reservation day and time from one block reservation to another.  In this case you will want to start by highlighting the individual reservation from the block it is currently reserved under. Once highlighted, click the [Xfer] button. 

 

 

This will bring up the ‘Select Block Reservations’ screen where you can search and select another block reservation to move the activity to.  Click [OK] once you have highlighted the new block. 

 

 

A ‘Sportsman Decision’ popup will appear for confirmation. Click [Yes] to confirm and complete the transfer to that new block. 

 

 

 

Fees & Billing

 

Click on the ‘Fees & Billing’ tab.

 

 

Facility Billing

If you are using Facility Billing you may need to use this screen to add a PO number, generate and invoice, set payment method, pay or print an invoice or other items.

 

To create an invoice from the ‘Fees & Billing’ tab and click on the [Generate Invoice] button. 

 

 

Be sure to enter the date you would like to bill reservations thru on the upper right of the screen and confirm information such as the number of reservations that are being invoiced.  You can [Expand (show fees)] to see and Add-On fees that may have been included.   You can also [Preview Invoice].   If you are satisfied, click [OK] to generate the invoice, this will give you the option to print or email the invoice.

 

 

 

To pay an invoice, from the ‘Fees & Billing’ tab, highlight the open invoice and select [Pay Invoice]. This will display all the reservations that were included on the invoice and provide you with payment options from the ‘Make Payment’ screen.

 

 

On the ‘Make Payment’ screen you can select to show all accounts in the family or only the individual account.  You can also choose to pay only specific line items by selecting the ‘Specific’ ratio button and then editing the payment to post in each line item in the Amt to Apply column to the right.  Once you have made selections click [OK] to move to the cash register and process a payment.

 

 

 

 

Simple Single Fee billing

This screen allows you to set the single fee, generate the fee, and associate the reservation with an account.

If a ‘Simple Single Fee’ has already been paid you can review the details and view a receipt on this page. You will not be able to bill additional simple fees, so if you want to add additional individual reservations and charge a new fee you will need to set up a new Block Reservation.

 

Click [Select Account] to use the Look Up feature to locate a patron account to connect to this block reservation. 

Once associated with a patron account, you can enter the fee amount and click [Generate Fee]. 

 

 

This will ask if you want to Proceed to Cash Register.  Click [Yes] and complete the payment. 

 

 

 

 

Changing Add-On Fees and Billing Notes

 

Clicking on the ‘Add On Fees / Billing Notes’ tab will bring you to a screen where you can add or edit additional fees such as room set up fees, cleaning fees, field line service fees etc.

Billing notes can only be changed or added if the block reservation has not been invoiced.

Note that these fees can ONLY be added to block reservation with Facility Billing. 

 

 

 If Facility Billing has been set up the parameters will show and any charges for occurred reservations that are part of the block will be available.  You can [Add], [Modify], or [Delete] fees from this screen. 

 

 

The [Add] or [Edit] buttons will bring up the same screen and allow you to select or change the fee name, add or edit the description and add or change the quantity and pricing.  Notice that you can also ‘Automatically Add This Fee to Each New Reservation’.    You cannot add these fees to reservations already established. 

 

Note that you can also associate fees to individual reservations (with Facility Billing) that have not yet been invoiced via the Add/Edit Individual Block Reservation Item screen.  See the above section on Changing the day, time, facility, notes or price of an individual reservation.

 

Once you set your parameters for the fee, click [OK] to save your changes.

 

 

 

 

Notes on Block and Individual Reservations

 

If a block reservation is not yet invoiced you can add or edit Block level  notes from the ‘Notes’ tab on the ‘Facility /Park Block Reservation’ screen.

 

 

 Click [OK] to save your changes.

 

You can always add notes to individual reservations in the block.  From the ‘Reservations’ tab of the ‘Facility/Park Block Reservations’ screen highlight an individual reservation and click [Modify].   Add the notes on the ‘Add/Edit Individual Block Reservation Item’ screen and click [OK] to save.

 

 

 

 

SM:DFR:M:Oct20