Allowing Community Members to Request a Reservation that Requires Approval

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  Overview

If your department requires reservations to be approved prior to becoming official, this can be accomplished by setting up separate facilities for this purpose. Here is a workflow that will allow your Community members to request a reservation.

Workflow

  1. Create an artificial Request Facility that is used only for reservation requests. You can choose to have a different one for each facility, or have one for global reservation requests. See * in Notes here.
  2. Optionally sign up to get an email alert when an online reservation is made.  See How do I Sign Up for Email Alerts for Users?
  3. Create a FlexForm to gather all the information needed to "approve" the reservation. See How do I Create or Edit a FlexForm? Add it under the Forms tab of the Request Facility and choose requirement option of New Form Each Time.
  4. Create an Online Availability Schedule for the Request Facility with a $0 fee (see How do I Enable Facility Online Reservations?). This should be based off your needs. Here are some options: 
    • For multiple requests per day, you can call the availability schedule Select First Available Time Slot. Then you would set up short timeslots for as many requests you will accept for that day. Here's an example of how to set up the timeslots:
      • 8:00 AM - 8:05 AM
      • 8:10 AM - 8:15 AM
      • 8:20 AM - 8:25 AM
      • etc.
    • If you'd like the real timeslot chosen by the community member, set them up as you would for reservations that don't require approval.
    • If you just want to know the start time of the reservation, you can name the availability schedule Pick Start Time and enter timeslots like this (only one request per hour will be allowed with this option):
      • 8:00 AM - 8:00 AM
      • 9:00 AM - 9:00 AM
      • 10:00 AM - 10:00 AM
      • etc.
  5. Once the reservation comes in, view the information gathered from the FlexForm to determine whether or not to approve the reservation. See How do I Manage FlexForms on a Facility Reservation?
    • If the reservation request is APPROVED, do the following:
      • EDIT the Reservation Request and Add New Timeslot(s) for the real facility reservationDO NOT REMOVE the original request timeslot, or the FlexForm will be no longer be available.
      • If you apply a fee, once you save the reservation, be sure to go through the checkout process and create the invoice. You can optionally set up a payment plan if you wish the deposit to be collected first (see Can I set up a Recurring Payment, make Payment Plan arrangements, for an Invoice?), or you can edit the invoice and change the DueDate. You can then send the invoice to the customer notifying them that their reservation has been approved and to request payment. See How do I Send a Client their Invoice for Payment?  
    • If the reservation request is DENIED, EDIT the Reservation Request, Cancel it, and email the customer that their request has beed denied.

  Notes:

We can add a menu option called "Resevation Requests" or similar on your RecDesk Community site to enable members of your community to easily find where to make these requests. If you have multiple request facilities, it's best to create a Facility Type called Reservation Request. Contact your RecDesk Customer Success Manager if you'd like us to add this.

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