| Overview Settings for the Amenity Reservations module are controlled by the Amenity Reservations section in the Settings tab. (Only Management and Security Officer users have access to Amenity Reservations settings.) Amenities can be added and customized based on the items/rooms/services available for residents to reserve at your property, and the restrictions that apply. This section will show you the options for adding and customizing amenities at your property. For information on the reservations module and approval process, please see our Reservations help section. |
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Common Amenity Types
Many buildings will use the Amenity Reservations section to keep track of any item or service that can be reserved at the property. Some common uses include:
- Move Ins/Outs (Service Elevator)
- Large Deliveries (Service Elevator)
- Club Room or Lounge
- Roof Terrace (or other common area)
- Barbecue
- Tennis Courts, Basketball Courts (or other recreational area)
- Guest Suites
- Pool or Gym area
- Cabana
- Theater Room
- Community Room
- Chairs/Tables
- Guest Parking Spaces
Adding a New Amenity
Any Manager or Security Officer can add a new amenity in BuildingLink by clicking on the Settings tab and selecting Amenity Reservations.
In the top right corner, click the green Add New Amenity button.
Next, fill out the options from top to bottom. After entering the amenity name and icon, you can add up to two photos of the specific amenity. You can also upload a document associated with the amenity - for example, a reservation policy form - for your residents to easily access upon requesting the amenity. If you have created Amenity Groups, you can also select the appropriate group.
Next, choose who can place a reservation for the amenity, as well as which reservations should be displayed to other residents. We recommend allowing residents to see all approved and requested reservations, so they'll know which time-slots are available.
By default, the unit # will always be hidden, so residents will not know WHO has requested the reservation; they'll just see whether or not the amenity is available during their preferred time-slot. You can, however, choose to display the unit # if you wish.
Next, decide whether you want to allow overlapping reservation requests--if someone requests the room from 10-2, can someone else request it from 1-3? Be sure to select "No" if you wish to prohibit residents from entering requests that overlap in this manner.
In the instructions section, feel free to enter any instructions regarding this amenity. (Ex. "A certificate of insurance is required." or "A $500 deposit fee applies.") If you have a reservation policy form, you can upload it via the Amenity Document option in the Basic info section.
Also, choose if reservation requests will require approval, or if you'd like them to be automatically approved as soon as they are submitted. Keep in mind that only Managers, Security Officers, or staff given a Special Permission can approve reservations. For more about the approval process, see our Reservations help section.
You'll also see the option to send email notifications about this request to an email other than the default amenity email saved to your building settings. For example, your Maintenance Manager might approve Move Ins/Outs whereas your Leasing Office might approve all other reservation types.
Set the available days and times based on your building policy (for example, Move Ins/Outs may only be allowed Monday-Friday, 10am-4pm). You can also choose to set additional restrictions, as shown below:
Next, choose whether a resident is allowed to submit a multi-day reservation request (Ex. "I want the Community Room Monday through Tuesday")
You'll then be able to specify which increment of time you would like to use for displaying available start and end times. The next setting (default duration) does not limit the amenity to a maximum or minimum number of hours; it only sets a default time period. So if the default time period is 4 hours, when a resident enters a start time of noon, the end time will default to 4pm. Next, you can specify whether the amenity may be reserved longer than the default time.
Don't forget to save!
Editing or Removing an Amenity
To edit the settings for a specific amenity, click on the Settings tab and select Amenity Reservations.
Then, click the Edit button next to the amenity you’d like to change. After making any changes, be sure to click the green Save button.
To remove the amenity, set the status to Inactive. Be sure to click Save.
Amenity Groups
The Amenity Groups functionality allows you to group certain types of amenities together - ex. if you have several different numbered parking spaces available to be reserved, you can group them by creating a Parking Group. Groups also allow you to use the same frequency limit for each amenity in that specified group - ex. you can only reserve a guest parking space twice per month or you can only reserve gym equipment once per week. To add a new Amenity Group, click on the Settings tab, select Amenity Reservations, and then select Amenity Groups. Click the green Add New Group button, and enter the group name as well as any frequency limits for that group. Click the green Save button.
