A facility is a reservable entity that is linked to a specific center. In most cases the center corresponds to a building or property with a specific street address, while the facility corresponds to a room, physical space, or other reservable area within that building or property. For example, if your organization is responsible for a recreation complex, then in ACTIVE Net you could have a center that corresponds to the recreation complex itself, plus facilities to correspond to the parts of the complex that your customers can reserve, such as Tennis Court A, Softball Field, Pool, and Multi-Purpose Room 1.
Before you can create a new facility in ACTIVE Net, you will first need to make sure that several other elements are set up properly so that your facility can use them. Click the links below to learn more about how to create an activity and enroll customers into it.
Ask yourself the following questions to make sure you are ready to create your new facility:
A facility can only be linked to a single center. A facility's center usually corresponds to the physical address of the facility. Learn how to view your existing centers or create a new one, if necessary.
A facility's type is a category that makes it easier to find the facility when doing a search or when running reports. Use facility types to group similar kinds of facilities together, even if they are in different centers. For example, you can have a facility type called Classroom and assign it to all of your classroom facilities across all centers. Then when a customer wants to reserve a classroom and they don't care which center it's in, you can do a search for the Classroom facility type and all of your classrooms will appear in the search results.
If it's not obvious which facility type your new facility should use, learn how to view the details of your existing facility types or make a new facility type, if necessary.
If most reservations at your new facility will require some setup and/or takedown time before or after the reservation, then specify a default preparation code. A preparation code determines the amount of setup and takedown time that is booked by default for each reservation in your facility (you can override these times for individual permits). Learn how to view your existing preparation codes or create a new one, if necessary.
If customers who want to reserve your facility must agree to a statement of liability or some other legal agreement, then you can specify a default disclaimer for all reservations that involve your facility. Learn how to view your existing disclaimers or create a new one, if necessary.
If your new facility is very similar to a facility that already exists, then the quickest way to get started is to make a copy of the facility that already exists and then make whatever minor changes you need to make to turn that copy into your new facility. Learn how to copy a facility.
Otherwise, create your new facility at Administration > Facility Settings > Facilities > Add New. Learn how to create a new facility.
While you are creating your facility you will have the opportunity to specify all the information described in the section above, plus the following:
The facility's number.
The facility's description.
The capacity of the facility.
The maximum attendance for the facility.
Whether a notification email should be sent out whenever this facility is reserved.
The facility's hours of operation.
After setting up the facility itself, specify the charges that customers who want to reserve your facility will need to pay. Learn how to set up a charge matrix.
Once you have created your facility, you can do more facility configuration from the Facility Functions page (Administration > Facility Settings > Facilities). Ask yourself the following questions after creating your facility to see if you need to do any further setup before allowing customers to reserve it:
Learn how to set up facility event capacities.
Learn how to set up facility hours.
Learn how to set up facility rental blocks.
Learn how to set up facility prerequisites.
For example, if you have many classroom facilities but only some of them are equipped with projectors, then you can specify Projector as an amenity and link it to those facilities. If a customer needs to book a classroom with a projector, you can quickly include the Projector amenity in your search so that only those classrooms appear in your search results.
Learn how to specify an amenity for a facility.
Learn how to set up facility interest lists.
Learn how to specify which staff users are authorized to reserve this facility.
Learn how to specify a facility's final approver.
When you've finished setting up your facility, you can start creating permits that include facility reservations. Learn about creating and managing permits.
If there is a specific time or date when your facility will be closed (for a holiday or other reason), create a skip date for it and specify that it applies to your facility. Learn how to view your existing skip dates or create a new one, if necessary.
Sometimes you may need to close your facility during a time when it would usually be open. You may choose to close your facility due to construction or repairs, or for regularly-scheduled maintenance. Do one of the following to block off your facility so that customers can't book it during these times:
For short periods (less than a day), create an internal maintenance booking. Learn how to create an internal booking.
For long periods (a full day or more), change your facility's hours of operation for a specific date range. Learn how to set facility hours.
Use reports to see schedules, charges, and utilization information for your facility.
To see daily, weekly, or monthly schedules for your facility, go to Reports > Reservation Reports and select one of the Calendars:
To see the charges that apply to your facility in different situations, go to Reports > Reservation Reports and run the Charge Matrix report.
To see usage totals for your facility over a specific date range, go to Reports > Reservation Reports and run the Resource Utilization report.
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