Creating Block Reservations

 

Using the Block Reservations function, multiple facilities, days and times may be reserved as a ‘block’.  This can be handy for seasonal or long-standing regular use of a facility by the same person, group or activity.   Block reservations can be ‘linked’ which means they are associated with an activity (for example Monday night Volleyball league).   Block reservations are efficient to use when you have the same reservation week after week, such as a social club or weight management meeting that is held in the same room at the same time and day (or days) each week.   You can even use block reservations to block out regularly scheduled maintenance times (such as ice rink resurfacing, grass mowing, pool maintenance etc.). 

 If you want to create reservations associated with League, you will need to do that via league scheduling and not using the following methods.   If the reservation is for a team sport, there is a place to reserve the field when creating the game schedule, so that is accomplished when defining the activity.     

 

Before getting started, consider how you would like the fee to be structured for the Block as there are several choices including no fee, a single block fee, or a per-use charge that is posted to a patron’s account (facility billing).   

 

Prerequisites:  Sportsman user permissions to create block reservations

 

This document will cover:

ü Creating a Block Reservation

o  Establishing the Reservation Name and Fee Type

o  Add-On Fees / Notes

o  Viewing from the Calendar

o  Blocking the Days, Times and Facilities Required

ü Invoicing Facility Billing Fee Type Block Reservations

 

Creating a Block Reservation

Establishing the Reservation Name and Fee Type

To begin, select [Block Reservations] from your Sportsman Web dashboard.

Here you will see a list of any existing block reservations. This list can be filtered by date, independent or linked reservations, department, facility class, by patron, or by reservations with outstanding fees. 

Click the [Add] button at the bottom of the Block Reservations screen.

In the Fees & Billing tab, select the Fee Type (No Fee, Simple Single Fee, or Facility Billing) and select the member, if any, that is associated with this reservation (member selection is required unless it is a No Fee structure). Enter the date that the block reservation application was received, and if applicable update the insurance information in the associated account. If you select Simple Single Fee for the fee type, you will enter the One Time Fee from this tab as well

 A Fee Type is required before adding reservation times. There are four fee types to choose from:

ü No Fee: This does not charge any money, but the reservation can still can be attached to a patron’s account.  Note that this DOES NOT have to be attached to a specific patron’s account and if it is not, then you will only be able to modify the reservation by searching for it under the Block Reservations screen. 

ü Simple Single Fee: This charges one fee for the entire reservation.

ü Facility Billing: This charges a per-use reservation fee and allows an invoice to be generated. Please note that this fee type allows you to create and charge associated add-on fees.  These add-ons could be for room set up, cleaning, etc. Note if you do not select this option prior to generating the specific reservations you will need to edit each reservation to enter your per-use fee price. 

ü League/Program: if this reservation is for a team sport you can reserve the field when creating the game schedule.  This selection will be unavailable for standard block reservations made in this way.  Facilities can be defined when setting up team or league activity schedules. 

 

Add-On Fees / Notes

In the Add On Fees / Notes tab you can add fees to each individual reservation in the block.  For example, you may have a room set up fee to add to each new reservation added to the Block.  You will gain efficiency if you establish Add On Fees before you generate reservations.  Click on the tab and then click the [Add] button at the bottom of the screen.  From the Add/Edit Block Reservation Fee screen, select your fee, quantity, and price.  You may also select to Automatically Add This Fee to Each New Reservation.   Click [OK] to save the fee. 

   

In the Add On Fees/Notes tab, you can also enter reservation notes. Notes in the Info Only section will not appear on any reporting. Notes in the Schedule Notes section will appear on Facility reporting. You can add these notes at any time, before or after the reservations are created. You can also add individual reservation notes (such as a reminder to hang holiday decorations) as needed.  You can access these from the Reservations tab, in the Add Reservations screen. 

 

Viewing from the Calendar

The Calendar tab will allow you to review the reservations created for the block in a calendar view. It will also allow you to use the [Print] button to print or email a calendar view of the reservation block.   You can return to the Calendar tab to review your completed block reservation.

 

Blocking the Days, Times and Facilities Required

Once the Fee & Billing type is selected, select the Reservations tab and click the [Add Multiple Days] button.

 On the Add Reservations for Block Reservation screen you will set the parameters for your reservations. Choose the facility, fee for each reservation, start and end dates, and days of the week. Using the [Recurring Options] button, you can select specific weeks of the month for your reservations, or choose to skip every other week. Once you have selected your parameters, click [Generate Slots]. A list of the reservations will appear in the Preview Generated Blocks section. If there are any conflicts with existing reservations (the facility is not available at one or more of the day/time requested) you will see a pop up warning, and upon clicking [Close] those slots will appear in red. You can delete individual reservations from the list or change the parameters as needed, then select [Generate Slots] again to re-generate. Once you are satisfied with the list of reservations, select [Add Generated Slots] to add them to the reservation. You may now generate and add reservations for additional dates or facilities, or select [OK] to return to the Block Reservation screen.

  

There are several important things to notice on the Add Reservations for Block Reservation screen:

·       There is a [See Availability] button if you need to see a calendar view of facility reservations already made or times available.

·       If you will be using Facility Billing you should enter the “Fee for Each:” on this screen.  This will save you from going back and editing each individual reservation to add the fee later.

·       Notice the option to change beginning and ending times by a certain number of minutes to help with adding more reservations.

·       There is also an option, [Copy From Existing] to copy dates from an existing reservation at another facility.

·       [Days Excluded] can be defined to accommodate for holidays or facility closures.

Be sure to take a few moments to review the complete list for the block reservation.   You can [Add], [Edit] and other tasks using the buttons at the bottom of the screen if you need to adjust anything.  You can also [Print] the reservation report and email it if needed. 

 

Invoicing Facility Billing Fee Type Block Reservations

When you are ready to invoice the customer for a Facility Billing type block reservation, select that reservation from the Block Reservations screen, and click [Edit]. On the Fees & Billing tab, you will see a list of previously generated invoices. From this screen you can select [Print] to print a copy of this invoice, you can select [Pay Invoice] to accept a payment on the account, or select [Delete Invoice]. On the right side of the screen the Remaining Billing section will show any reservations yet to be invoiced. Select [Generate Invoice] to proceed to the Generate Facility Billing screen.

 

There, you can select the reservations you want to include in the invoice, preview the invoice, and then select [OK] to generate the invoice, then print or email it to the customer.

More information about invoicing and accepting payment on a block reservation is available in the Changing and Managing Block Reservations document.

 

SM:DFR:B:Oct21