Public Facing Room Reservation (Administrators) – Getting Started

Posted: May 28, 2020 In: Popular

USER GUIDE – PFRR ADMINS

P U B L I C -F A C I N G  R O O M  R E S E R V A T I O N ( A D M I N I S T R A T O R S )

ROOM MANAGEMENT (LEFT COLUMN)

ROOMS

Select the room you would like to open up for public reservations and select the green EDIT button. These settings are all set by individual room, settings here will not affect other rooms. Select the YES button under “Allow Public Room Requests.”

Note: Rooms available only for internal staff booking can be excluded from the public bookings/reservations by selecting NO.

The room management settings are specific to each room created. These settings can be modified by administrators as needed.

REQUIRE APPROVAL FOR ROOM REQUESTS
Does your organization want to require staff approval before patrons are able to book this space.

ALLOW AFTER HOURS
Will your organization allow patrons to request this room outside of its regular available time.

USE SIMPLIFIED INTAKE
Avoid having patrons fill out extensive information for study rooms and other small spaces. A simplified intake form will only collect first name, last name, phone number, and email address for your patron to secure the space.

REQUIRE DEPOSIT
If your organization requires a deposit to secure a space, select YES to store your future internal notes regarding deposits. LocalHop does not collect/track deposits in the dashboard.

DEPOSIT AMOUNT
How much is the deposit to book this room (if applicable)?

MAXIMUM BLOCK TIME
What is the maximum amount of time a patron is allowed to book the room for at a time? Set time between 30 minutes and 12 hours.

PRIOR CREATE TIME
This is the amount of time a patron is required to have between when a they can go online to book a space to the actual start time of the reservation they are booking. Set the create time by number, followed by the TIME INCREMENT of hours, days, weeks, or months. (E.G. setting a create time of 12 and a time increment of hours will mean that a patron’s reservation must be at least 12 hours after the time they are registering online for that room. They will not be allowed to book that particular room without a 12-hour buffer from the time they make their request).

PRIOR EDIT TIME
This is the amount of time you will allow a patron to make edits to their reservation prior to the scheduled start time of their reservation. Set the prior edit time by number, followed by the TIME INCREMENT of hours, days, weeks, or months. (E.G. setting a prior edit time of 6 and a time increment of days will mean that a patron will not be able to make edits to their
reservation in the 5 days leading up to the start time of their reservation for that room).

PRIOR CANCEL TIME
This is the amount of time a patron has (or is allowed for various reasons) to cancel their reservation prior to the scheduled start time of their room reservation. Set the prior cancel time by number, followed by the TIME INCREMENT of hours, days, weeks, or months. (E.G. setting a prior cancel time of 3 and a time increment of days will mean that a patron cannot cancel their booking two days prior to the event without having to contact your organization).

ROOM MANAGEMENT – ROOM RESERVATION SETTINGS (LEFT COLUMN)

These are settings that apply to ALL of your created rooms and spaces, administrators can override these settings at any time if needed.

MAXIMUM NUMBER OF ACTIVE RESERVATIONS
This setting allows your organization to limit the number of active room reservations that each patron account is able to have booked at any given time for your organization.

NUMBER OF RESERVATIONS PER PERIOD
This is the allowed number of room reservations a patron can be limited to over a period of time. Set the number of reservations period by number, followed by the TIME INCREMENT of hours, days, weeks, or months. (E.G. setting a maximum limit of 2 and a time period of weeks will mean that a patron is limited to 2 upcoming room bookings in the period of a week).

REMINDER 1 TIME
This is the first of two reminder notifications you are able to set for approvals if a request remains in pending approval status. The reminder only applies to public-facing rooms that require approvals and remain in pending status after initial notification has already been sent. A reminder notification to review/approve/deny a request will be emailed to administrators in the time
period selected in the dropdown.”

Note: Administrators will be notified immediately after a room booking request is submitted. Reminder emails only will trigger if the first notification remains pending.

REMINDER 2 TIME
This is the second of two reminder notifications you are able to set for approvals if a request remains in pending approval status after both the initial notification and first reminder have been ignored and room still remains pending.

FACILITIES REMINDER FREQUENCY
The email frequency at which your facilities staff will receive an email with information about upcoming reservations/bookings/setup times/breakdown times. (E.G. if email frequency is set to 1 day, your facilities staff will get an email once a day providing them with the booking information for the next (1) day.

Note: In the event a reservation is made after the facilities notification has already been sent out, administrators can manually send out a notification to their facilities staff.

SHARE LINK
Copy and share a direct link to your patron room booking page on the LocalHop website.

ROOM MANAGEMENT – FACILITIES NOTIFICATION (LEFT COLUMN)

Facilities notifications can be used for janitorial and other staff responsible for the set-up and breakdown of reserved rooms. The facilities notification emails will include key information needed to get your rooms ready for each reservation in a selected time period.

  • Unique Reservation Number
  • Contact Name
  • Date/Time Room
  • Requested Layout
  • Number of Expected Guests
  • Description
  • Portable Equipment

Any staff member assigned as a user of any kind can also be assigned as a facilities staff member. To add this designation, under the ORGANIZATION tab (left column) select the USERS tab. In the selected user’s row, select the green EDIT ROLES button. Select the FACILITIES STAFF checkbox and SAVE your changes.

FACILITIES NOTIFICATION
Manually send a facility notification email for a selected range of time to those who have been designated FACILITIES STAFF administrators. Select a START DATE and END DATE and select the green SEND button.

Note: These notifications will not interfere with the previously set FACILITIES EMAIL FREQUENCY in the ROOM RESERVATION SETTINGS.

ROOM RESERVATIONS – RESERVATION CALENDAR (LEFT COLUMN)

The room reservation calendar allows you to view all of your organization’s reservations/requests in a day or month view. Toggle between the two views by using the orange SWITCH TO… button located above the calendar. Use the ROOMS checkboxes to add and remove certain rooms/spaces you wish to view in your calendar.

KEY

The room status can be viewed at a glance by using the color-coded boxing for each time/room cell (day view) or date (month view).

LIGHT GRAY (day view only) – Room is not available/open for reservations
DARK GRAY – Room is pending approval from staff
WHITE – Room is open and available for bookings during this day & time
ORANGE (Unpaid) – Room has been approved, payment is still needed from the patron
BLUE – Room has been approved and payment has been received OR payment is not required

ADD A NEW RESERVATION (day view only)
To add a new reservation, click on an available start time (white box). The RESERVATION OPTIONS popup will already pre-populate the start date and time you previously selected, you can change this information from this window if needed. Select an END TIME using the dropdown menu. If the reservation is for an internal meeting or staff use, check the MARK AS INTERNAL checkbox to remove any fees associated with this booking.

CHOOSE LAYOUT – select your layout based on the capacity and best setup for the event. If set-up and breakdown time are needed, use the dropdowns to select the time increments needed. Enter the number of guests expected for the booking.

Note: setup and breakdown times will be limited to room availability when validated against other reservations and hours of operation.

EQUIPMENT ADD-ON – This pop-up will include a list of stationary equipment that is already included in the selected room. Portable equipment can also be added to the reservation when and if available. A checkbox will allow you to select available items and display their associated cost (when applicable).

CONTACT INFO and RESERVE ROOM – Review the reservation details and fill out the requested contact information for the patron reserving the space or your own information if the reservation is internal. You must agree to the terms of use to complete the reservation. Select the YES, THE ROOM RESERVATION TERMS OF USE HAVE BEEN ACCEPTED checkbox. Add any notes about the reservation if needed. If the facilities staff needs to be notified about the booking, select the NOTIFY FACILITIES checkbox to send out an immediate email.

DISCOUNTS – If a price discount needs to be applied for this booking, select the APPLY DISCOUNT link in blue.

Custom price – Use the custom price dropdown to apply a PERCENTAGE OFF discount to this reservation. OR…
Manual amount – Enter a dollar amount you would like to REMOVE from the original cost of the room.

Select the green RESERVE button to complete the booking.

PAYMENT DETAILS – Select PAY NOW or PAY LATER option.

SAVING & PRINTING ROOM RESERVATION CALENDAR
Download and save your room reservations by day, week, or month, by selecting the corresponding orange button at the top of the page. Reservations will download into an Excel spreadsheet that can be printed and saved.

APPROVING/DENYING/CANCELING A RESERVATION
Select a reservation in the day or month view of your reservations calendar. For requests that require approval, select the reservation in dark gray. You will have the option to approve, deny, or cancel the reservation.

APPROVE
Your patron will be notified by email that their request has been approved and that payment is needed (if applicable).
DENY
You have the option to include a reason for the denial, which will be included in the email to the patron. The reservation will then be removed from the reservation calendar.
CANCEL
The reservation will be canceled and removed from the reservation calendar. The patron will receive an email notification that the room booking has been canceled.

The reservation list will sort reservations by STATUS, START DATE, END DATE, and ROOM. Room reservations can also be edited in this section. The status will default to show all reservation types (denied, pending, approved, canceled).

ROOM RESERVATIONS – RESERVATION LIST (LEFT COLUMN)

The reservation list offers a quick look at the following items and options:

DATE CREATED – The date the reservation was submitted by staff or the patron RESERVATION DATE/TIME – The date and time of the actual reservation

ROOM NAME – Name of the reserved room or space

CONTACT DETAILS – Name, email, and phone number of reservation contact STATUS – Denied, pending, approved, canceled, show all, and payment status ACTION – VIEW all of the reservation details or EDIT the reservation

EDITING A RESERVATION (Action)
This section is where staff are able to make changes to reservations that have been APPROVED or are PENDING. Room and time changes will be validated, and only available spaces will be displayed in the ROOM SEARCH pop-up. Save all changes before continuing. The reservation contact will receive an email notification with the updated reservation information. If the NOTIFY FACILITIES box was checked, facilities staff will also receive an email with the reservation changes.