Amenity Reservations

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Table of Contents

• General Amenity Settings
• Approving/Declining/Canceling or Editing Amenity Reservations
• Viewing Amenity Reservations

General Amenity Settings

To add or edit the amenities available for your property and their constraints, please see our Amenity Reservations Settings Help Topic.

For other general amenity settings, click on the Settings tab and select General Building Set-Up Options.
Use the “Jump To” function at the top of the screen to select Reservations (Amenities).

In the Reservations (Amenities) section, you can decide if non-management employees should be able to enter amenity reservations for residents. If you select No, only Management or Security Officer level BuildingLink users will be able to submit reservation requests on behalf of a resident. As long as your Reservations module is not set to Internal Only, residents will also be able to submit reservation requests from their own computers or Resident App. You can check whether your Reservations module is set to Internal Only by using the Jump To dropdown to navigate to the Active Modules section.

If your Reservations module is set to Internal Only, residents cannot request amenity reservations or view the amenity calendar. To make your Reservations module Internal Only, or allow residents to submit their own Reservation requests, please contact BuildingLink Support.

In the section, you can specify who should receive notifications when new requests are submitted or reservations are changed.

You’ll also see a field titled Notify residents on the following events with a checkbox next to Reservation status is changed. If this box is checked, residents will receive automatic notifications whenever their amenity reservations are approved or declined. Residents will not receive automatic notifications when reservations are cancelled.

Adding a New Reservation Request

Unless you’ve set your reservations module to be Internal Only, or changed your settings to prohibit non-management employees from adding reservation requests, residents and employees with any level of authority will be able to enter a reservation request. Only Management and Security Officer level users will be able to approve/decline these requests. To enter a new request on behalf of a resident, click on the Manage tab and select Reservations. Next, click on the green Make a New Reservation button in the top right corner.

You can also add a new reservation request by clicking on the Calendar View icon at the top of the reservations page. You can either click on the Date on which you wish to input the reservation request, or click on the green Make a New Reservation button in the top right corner.

You’ll be taken to a form where you can input all the relevant information for the reservation. If you are a non-management level BuildingLink user, the Status will automatically be set to Requested, and you will not see the Approve or Decline options. If you are a management-level BuildingLink user, and you want to automatically approve the reservation request you are inputting, you can change the Status from Requested to Approved.

Next, select which amenity is being reserved. If you notice an amenity is missing from your amenities list, please refer to our Amenity Reservations Settings section for information about adding or changing amenity types.

After selecting the amenity, you’ll input who is requesting the reservation. If there is more than one occupant in the corresponding unit, you will be prompted to also select a contact person for the reservation.

Next, set the reservation date and time. You can also choose to enter All Day reservations -- you might enter an AllDay reservation for the Mgmt unit, for example, if a particular amenity will be closed for an entire day.

Lastly, enter any relevant reservation details and click Save Reservation.

To enter a Recurring Reservation, click the checkbox next to Create a Recurring Reservation. A pop-up will allow you to schedule the reservation on a recurring basis. The recurring reservation tool can be used to reserve the Club Room for a book group every Monday, for example, or for Board meetings that require Board Room reservations every second Tuesday of the month.

Approving/Declining/Canceling or Editing Amenity Reservations

To change the status of a reservation, you must be a Management or Security Officer BuildingLink user. If you have a reservation type that should not require approval, please see our Amenity Reservations Settings section for information about setting a specific amenity type to approve automatically.

To change the status of a reservation, click on the Manage tab and select Reservations. By default, you’ll see all Requested and Approved reservations. If you’d only like to view requested reservations, check the box next to Requested at the top of the screen and click the blue Search button.

Click View/Edit next to the reservation you’d like to approve, decline or cancel.

If you’re changing the status of a Recurring Reservation, you’ll have the ability to edit the specific occurrence you clicked on, or to edit the entire series. To view Recurring Reservations, you must select Yes to Include Recurring Reservations. 

On the right side of the screen, change the status of the reservation by clicking on the appropriate option. Depending on the settings for your property, this may automatically email the resident that their reservation has been changed.

You can also click the Add Note to Log button if you’d like to add a note about the reservation (ex. “Payment Received” or, for an elevator reservation, “Certificate of Insurance Received.”) When adding notes, make sure to check the box next to Make this a private note if you do not want the resident to be able to view it. Click Save Note.

You can also communicate with the resident about the reservation by clicking the Send Email to Resident button. This tool can be used to send email reminders if, for example, the resident still needs to turn in paperwork or payment before the reservation is approved. The email you send will be saved in your Reservation History and Notes field as a permanent record.

If you need to edit any information regarding the reservation -- including the date or time -- click the blue Edit button next to Reservation Details.

Viewing Amenity Reservations

To view existing amenity reservations, go to the Manage tab and select Reservations. By default, you’ll see a list of all your reservations. At the top of the screen, you can sort your reservations by amenity type, status, or date range. After selecting your desired search parameters, click the blue Search button.

To view the details for a specific reservation, click the View/Edit button next to that reservation.

You can also view reservations in a calendar format. To do so, click the Calendar View tab at the top of the screen. Set any other search parameters at the top of the screen, then you can view the details for a reservation by clicking on it within the calendar.

The Calendar View is a great way to check the availability of a specific amenity before putting in a new request. Note: Regarding amenity availability, you can also set your amenities to prohibit overlapping reservations, meaning you will get an error message if you try to put in a request for a time that has already been requested. To do so, please visit our Amenity Reservations Settings section.

Please keep in mind that the reservations calendar is separate from your Building Calendar. To view your Building Calendar, you’ll see a shortcut in the top right corner.

 Staff can also view upcoming reservations for a unit by using the QuickSearch box.