Useful information
You may wish to first set up Facility Groups to make bookings easier. In particular, grouping allows you to do the following:
Organise facilities so that they appear together regardless of their name
Book any available facility in the group without having to check to see which one is free
For example you might use a Facility Group if you had several squash courts that you hire out and want to check their availability.
Alternatively if you had a number of classrooms with varying names, setting up a group called Classrooms would ensure that they all appeared together in the facilities list.
Add a Facility
Click on the Lettings tab
Click on Facilities
Click on Add facility
Refer to the table below and enter the details of the Facility
When finished click on Save
Option | Function |
|---|---|
Name | Enter a meaningful name to identify the facility (e.g. Squash Court 1 or MUGA Pitch Whole) |
Part of group | Select the appropriate facility group or select All Facilities |
Availability | This section is optional and is used to calculate percentage utilisation on the Booking Analysis by Facility report Enter an approximate number of hours that this facility is available per year |
Cost centre | The default cost centre for facility income is the Lettings cost centre. Select an alternative cost centre from the list if appropriate or Add new |
Account codes | If you are using account codes for income, assign the appropriate codes for your facility from the drop down lists |
Price group | Select the appropriate Price group to use when calculating the cost of a booking for this facility |
Charge insurance | Insurance is charged when adding a booking if the Hirer’s Insurance Cover indicates that they should be invoiced for insurance. When unchecked, no insurance is charged. The amount to be charged is set up in Lettings System Options - see Insurance charge amount |
VAT rate | Select the correct rate of VAT applied when charging for this facility. This is usually set to Standard and can be amended at the time of taking a booking if a particularly booking is VAT exempt. If VAT is never charged for this particular facility, then you can set the facility VAT rate to Exempt, however in this case you will not have an option to add VAT at a later stage in the booking process. |
Limit concurrent bookings | When unticked, double bookings will be allowed, the system will not warn you of a clash. You might wish to use this option for Facilities such as Projectors or Refreshments. When ticked this option allows you to set a maximum limit for concurrent bookings. The default setting is to allow only 1 concurrent booking of each facility (i.e. only one booking for Classroom 1 will be allowed at any given time). |
Notes | Use the Add button to display a new Notes form to enter any notes you wish to record for this facility. You can enter as many notes as you need for a facility by clicking the Add button again after saving a note. Reminders can be set against saved notes should you need a user to be notified either on a given date or when making a booking for this facility. |
To set up a facility to hire out either as a whole or as two or more separate zones:
You may have a large space that could be used as a number of smaller spaces and where a booking for one of the smaller spaces would mean a booking for the large space would not be possible at the same time.
Create a facility for the large space (eg the Sports Hall) in the usual way.
Add additional facilities for each smaller space (eg Badminton court) using the Part of group option to select the large space heading (eg Badminton court 1 and Badminton court 2 would both be set up to be part of the Sport Hall).
Edit a Facility
Click on the Lettings tab
Click Facilities
Click on an existing facility
Select View facility
Make any changes to the facility
Click Save
For further help see: