Our Facility Bookings feature provides a simple and convenient way for organizations to create and take bookings online.
Quick and easy setup with automated scheduling across your facilities;
A seamless online booking experience for your participants;
Advanced options to support your organization's unique scheduling needs;
Real-time availability ensures that no bookings overlap.
How it Works
1. Configure your Online Facility Booking
In the Facilities tab, click New Facility or on an existing facility to configure as usual.
Scroll down to Enable online bookings for this facility in your store at any time. Saved configurations in this section are kept for later even if you uncheck the box.
Visible means clients can book your facility online. Hidden means they can't see the facility in the store. Admins can perform online facility bookings at any time.
The Store description and image are visible in the store.
Choose whether Hourly, Overnight or Block bookings occur at this facility.
Choose a Category that best describes the facility to optimize your clients browsing experience.
If you assign an Adult Form, it must be completed at checkout if the facility is reserved for an adult. If no Form is selected, the account owner simply confirms their contact information.
Show availability and allow clients to book in increments (of 15m to 1 hour) or set check-in/check-out times for Overnight bookings.
Buffers can be added if cleanup (or a break) is required between bookings. The buffer isn't included in the client's reservation. Ex: A client books from 3:00 PM - 4:00 PM. The next available time to book will be 4:15 PM as the admin has configured a 15 minute buffer after the booking.
Choose to specify a minimum amount of notice required before booking a facility. Ex: If the minimum amount of notice is 60 minutes, clients can only book slots that start no sooner than an hour before they make the reservation.
Choose how far in advance participants can book a facility. Ex: If you specify 3 months, then clients can book slots happening no later than 3 months from the date they reserve.
Online bookings - Facility details
You can assign one or more staff members to the booking (which then appears in their schedule and can be viewed in the Amilia app for staff).
Add your facility rules as required (if any). Rules are displayed after clients select the facility they wish to book.
Online bookings - Price and payment
Assign 1 price schedule (per hour, per day or flat fee) to show how much your facility costs based on the booking. Keep in mind your price schedule should match the type of bookings (hourly, overnight or block) that occur at your facility.
✏️ Customize your Facility Bookings Section
When at least one facility is visible and available to book online, the 'Facility Bookings' section appears in your store. In the Store>Customize subtab, you can:
Change the section's name (label) in French and/or in English;
Change the position of the section in your store;
Make the section visible or invisible (regardless if facilities are visible or not).
2. What your Clients can Expect
In your store, clients must click on the 'Facility Bookings' section to view the list of all visible facilities available for online booking.
If a facility has no available spots, it's still visible in your store, but clients are unable to access the facility's schedule to book. SmartRec automatically takes into consideration activities, private lessons, other facility bookings, facility opening hours and holidays when displaying available spots.
💻 Booking Online
In the Facility Bookings section, clients must click a facility to load its availability calendar. The reservation will be made under the name of the account owner.
Clients must choose the duration of their reservation (options are based on the time increments as well as the minimum and maximum duration for a booking).
Pick a date in the calendar. Clients can only choose one time slot per booking.
Book Now to finalize the facility booking and add it to the shopping cart.
If the time slot is in a shopping cart or the booking is finalized, that time slot is no longer visible/available and cannot be booked online by another client.
Checkout when finished. Clients may need to answer applicable form questions.
Clients can view their facility booking(s) from their personal account in the Billing tab by clicking view on the invoice. They can also view in the Purchases tab by scrolling down to the Facility Bookings section.
Admins can get notified when clients book an online facility. Learn more.
💸 Discounts on Facility Bookings
All discount types (except Multi-person discounts) can be applied to a facility booking. For example, the Community Segment discount is a great way to offer incentives to customers in your community!
If your discount is configured to display in your store, clients can see it by clicking on the Discounts icon.
👉 Rebate Code, Coupon Code and Question type discounts are not visible before purchase, regardless if they are configured to display in your store. These discount types only become visible to the client at checkout.
3. View & Manage your Online Facility Bookings
You can access a facility's calendar in several ways :
In the Facilities subtab, click the calendar icon next to the facility; or
Click the facility name and then the Calendar button to the right; or
In the Calendar subtab, click the facility from the drop-down menu.
Keep in mind you can't edit an online facility booking. If changes need to be made, the booking must be canceled.
❌ Cancel an Online Booking
From the Calendar subtab, click the booking to open the Event details window. It provides options to view the facility's configuration, the client's account or the invoice status (PAID or UNPAID).
You may quick cancel the booking by clicking Cancel. This cancels and credits the invoice and removes the booking from the calendar. The slot becomes available online. If you need to perform a refund, you must access the client's billing.
Clients can't cancel facility bookings. They must contact your organization.
Sales from online facility bookings share the same ledger code assigned to the facility.
Online facility bookings mustn't be confused with facility contracts bookings.
🧪 We need testers to link Merchandise to Online Bookings
We’ve been working on a new tool to allow admins to link one or more merchandise items to an online facility booking. After a client selects their online facility booking, your item(s) will be offered to add to their cart before they proceed to checkout. Contact us at email@example.com and give it a try - we’d love to hear your feedback!
After activating the option, access the facility's configuration and scroll to the Online bookings - Facility details section.
Select Suggested and/or Required items to add to your online booking. These items appear to the client after they select their facility booking. Make sure they're in stock in the Store>Merchandise subtab.
If items are Required with every booking, this means that the item must be purchased at the same time, regardless if the client bought the item in the past. This is useful for organizations who require security deposits. Admins can't bypass this requirement at checkout.
1. Is merchandise suggested or required if the participant already has the item?
If the online facility booking is made for a participant that already has a required item, it won’t appear to them when the reservation is added to their cart.
However, if the booking is made for a participant that doesn't have the required item, it appears for selection when the reservation is added to their cart.
Suggested items are always offered whether the participant already has the item or not. If the participant doesn’t want to add it to their cart, they may click No thanks!
If the item is required with every booking, then you must select it for purchase when it appears. It doesn't matter if the client already purchased the item in the past.
2. What if linked merchandise is out of stock?
If no stock remains of your linked items (suggested or required), participants can book the online facility and proceed through checkout without being prompted to add merchandise to their cart. Keep an eye on your remaining stock!
3. Can clients add more than 1 item of merchandise if they want?
Yes, if the remaining stock of the item permits it.
4. Can linked merchandise support discounts?
Yes! Discounts on linked merchandise works the same as discounts on any item in your store.
* Last updated in March 2022