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

 

This document will cover:

ü Navigating to the Facility/Park Block Reservations Screen

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 through 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 [Block Reservations] button on your Sportsman Web Dashboard.

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 Lookup Individual feature to access the customer’s account and then bring up the reservation from the account Reservations tab.  Notice that block reservations are indicated with the title beginning with the word “Block:” 

Highlight the block reservation and double-click your mouse or select edit to bring up the Block Reservations screen.

 

This will bring you to the Block Reservations screen. 

 

Option 2:

Alternatively, if you know the time frame and/or the facility reserved you can navigate to the Block Reservations screen by selecting the [Block Reservations] button from your quick links on your dashboard, or from your dashboard select Action>Block Reservations. 

   

This will bring up the Block Reservations screen. From here you can filter by date, independent or league, department, classes, or by members to find your block reservation.

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

·       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 will also see a fees Due column, Application Received column and Insured Thru column which can provide additional information about the reservation.  

 

By highlighting a reservation and selecting the [Print Block Reservation] button, you can generate a detailed report of the reservation details that can be printed, saved or emailed. 

Double clicking the highlighted reservation will have the same result as clicking the [Edit] 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 For Registration, 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 Block Reservations screen.

 

 

Modifying or Deleting a Block Reservation

All modifications and most deletions should be done from the Block Reservations screen, which shows all details for a block reservation. Options 1, 2 or 3 above will 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: Fees & Billing, Reservations, Add On Fees/ Notes, and Calendar.

 

Starting with a view of the Reservations tab you will see the name of the block, a list of previously made individual reservations with details 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

[Edit] – 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

[Transfer] - 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’. 

 

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 hierarchy, 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 hierarchy, then enter in the date range and time of the reservations that have been requested.

 Once you add your parameters on the left of the panel you must click [Generate Slots] to generate the list of 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 Generated Slots] to complete all the successful reservations that were generated.

Once all individual times/days/facilities needed for the block are created click [OK].  This will return you to the 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 [Edit].  This will open the reservation in the add screen 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 here 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, navigate to the Block Reservations screen from your dashboard.  From here highlight the block reservation and click [Delete].

This will bring up a confirmation screen. Select [Yes] to proceed to the Delete Item screen.

Here you will enter a reason for deleting, choose whether to charge a cancellation fee, and can see details of any non-refunded 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 navigate to the Block Reservations screen, then select the [Transfer] button.

This will bring up the Pick Reservations to Transfer screen where you can select one or multiple reservations to be transferred. Once you have selected the reservation(s) click [OK].

You will then be brought to the Select Block Reservation To Transfer Slots To screen. Select the Block Reservation you wish to transfer the reservation slots to, then click [OK].

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

 

Fees & Billing

To manage financial information for a block reservation, 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 Remaining Billing section, click the [Generate Invoice] button. 

Enter the date you would like to bill reservations thru on the upper left of the screen and select the reservations you want to include in the invoice. You can pre-view your invoice by clicking the [Preview Invoice] button. 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 will enter the amount of the payment, and you can select to show all accounts in the family or only the individual account.  You can also choose to apply payment automatically from first to last, or to only specific line items. If you select Specific from the Apply drop-down, you will enter an amount to apply next to each item you wish to pay. Once you have made your selections click [OK] to move to the cash register and process a payment.

 

Simple Single Fee billing

Simple Single Fee type reservations will not allow you complete the reservation without first attaching a member to the reservation and proceeding to the cash register for payment.

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.

 

Changing Add-On Fees and Billing Notes

Selecting on the Add-On Fees /Notes tab will bring you to a screen where you can add or edit notes, and enter additional fees such as room set up fees, cleaning fees, field line service fees etc.

Note that Add-On Fees can ONLY be added to Facility Billing type block reservations.

For a Facility Billing type block reservation, the Default Add On Fees section will list and all charges (if any) that have been added to the block.  You can [Add], [Modify], or [Delete] fees from this screen. 

The [Add] or [Edit] buttons will bring up the Add/Edit Block Reservation Fee screen and allow you to select or change the fee, 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. Selecting this checkbox will not add these fees to reservations that have already been established.  Once you set your parameters for the fee, click [OK] to save your changes.

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.

 

 

Notes on Block and Individual Reservations

You can add or edit Block level notes from the Add On Fees/Notes tab on the Block Reservation screen. Enter or complete your desired changes, then click [OK] to save your changes.

 

You can also add notes to individual reservations in the block.  From the Reservations tab of the Block Reservations screen highlight an individual reservation and click [Edit].   Add the notes on the Add Reservation For screen and click [OK] to save.

 

 

 

SM:DFR:M:Nov21