Configuring facility or equipment settings

General

All sites share same permit numbering system?

Checkbox

Option to have all sites share the same series of sequential numbers.

If this option is not selected, the numbers are duplicated between sites.

This option is selected by default.

Turn off permit change log?

Checkbox

Option to prevent ACTIVE Net from creating a log for each change to the permit. 

If this option is not selected, then every change made to a permit is tracked and can be retrieved from the Amendment Log on the Permit Functions page.

In most cases, keep this option selected.

Count days as 24-hour periods?

Checkbox

Option to have per-day fees count as a 24-hour period.

If this option is not selected, a per-day fee counts from midnight to midnight.

This option is selected by default.

Require payment this many days before event starts

Numeric

The number of days before each event starts that a payment is required. 

If left at the default of 0, then the payment is at the time of the event.

The number entered here affects the date that shows up in the Payment Plan for Balance section when attaching fees to a permit.

Require amendment reason?

Checkbox

If this setting is enabled, then after modifying a reservation permit, staff users must enter an amendment reason.

If this setting is disabled, then after modifying a reservation permit, staff users can optionally enter an amendment reason.

Require customer for rental?

Checkbox

Option to rent out lockers only to customers that are listed in the database.

If this option is selected and drop-in customers want to rent lockers, then staff need to first add them to the database.

Maximum # of dates * resources to search for without warning

Numeric

Option to warn before initiating very large resource searches in order to prevent performance issues.

If the number of dates to search for multiplied by the number of resources to search for exceeds this number, then the system displays a warning message to the user and allows them to further refine the search.

Apply Charge at Resource Level?

Checkbox

In the Facility Management module, when creating a new reservation:

• If this setting is unselected, then charges in the Per Hour unit of measure are applied at the booking level (same as in previous releases).
• If this setting is selected, then charges in the Per Hour unit of measure are applied at the resource level.

Quick Reserve Default Settings

Quick Reserve Default Event Type

Dropdown list

The event type.

Note that you can override this setting at the site level on the Change Site Detail page.

Quick Reserve Default Schedule Type

Dropdown list

The schedule type. 

The schedule type determines if reservations made in this group are charged (depending also on the customer type and the Charge Matrix).

Note that you can override this setting at the site level on the Change Site Detail page.

Quick Reserve Default Customer Type

Dropdown list

The default customer type that is used for drop-in customers.  

The customer type determines the fees that are charged.

Note that you can override this setting at the site level on the Change Site Detail page.

Facility Waitlisting

Note: In order to select the options in this section, first select Enable Facility Waitlisting?

Enable Facility Waitlisting?

Checkbox

Option to enable facility waitlisting features.

Enable Facility Waitlist Alerts?

Checkbox

Option to alert Front Desk staff when they free up available timeslots that are of interest to waitlisted customers.

Maximum Results to Return

Numeric

Enter the maximum number of waitlisted customers to display in the facility waitlist alert.

Note: Enter 0 to set no limit on the number of customers to display.

Warn if Reserving a Waitlisted Timeslot?

Checkbox

Option to warn Front Desk staff if they attempt to create a new permit booking in a timeslot that has a waitlist.

All Sites Share Same Waitlist Confirmation Numbering System?

Checkbox

Specify how to assign numbers to facility waitlist confirmations:

• To specify that all sites share the same numbering sequence (i.e. if #1 is generated at one site, then the next number at any site will be #2), select this option.

• To use independent numbering sequences for each site (i.e. if #1 is generated at one site, then the next confirmation at the same site will be #2, but the next confirmation at a different site will still start at #1), disable this option.

Permit Approval Tracking

Prompt for stage sequence if none specified in charge matrix?

Checkbox

Select this option to display a confirmation message when staff users submit permit fees.

The message asks if staff are sure they do not want to select a stage sequence.

Automatically approve permits that do not have approval stages?

Checkbox

Option to automatically switch status from tentative to approved for permits that do not have any stages.

Show stages on permit?

Checkbox

Option to display stages on the permit that is given to the customer.  

This is most relvant when the stage is something the customer needs to complete (for example: provide a photocopy of the insurance permit).

Internet Reservation Process

Dropdown list

The facility reservation process for the customer (public access) site.

If you select Permit, then reservation permits are issued right away.

If you select Reservation Request, then online customers can request reservations but staff must still approve all permits.

Facility Availability

Default Starting Time

Time

Default start time that is used for facility availability.

Default Ending Time

Time

Default end time that is used for facility availability.

Default Months to Show

Numeric

Default months to display for facility availability on both the staff and customer (public access) sites.

Tentative Permits

Requests expire this many days

Numeric

The number of days after a tentative permit is created that the request expires.

When a permit expires it cannot be seen in the default search anymore. It cannot be approved and all reservations are removed.  

Any balance due continues to be due, so made sure that you approve or deny tentative permits to clean up unwanted balances.

Default of 0: the permit will expire on the same day when the permit is created.

Expiration Alert Email

Email

The email address where the alert email is sent to remind the user of expiring permits.  

Use this alert as an internal reminder to approve or decline permits before they expire.

Send alert this many days before expiration

Numeric

The number of days prior to the expiration date that the email reminder is sent.

0 means that the email alert is not sent.

Returning Renter Settings

Enable Returning Renter Features?

Checkbox

Enables features for returning renters, such as a separate Front Desk link for creating returning renter reservations based on a returning renter's previous permit history.

Enable Returning Renter Features Online?

Checkbox

Enables online features for returning renters on the public site.

Facilities

Previously reserved

Dropdown list

Select the type of previous permit that qualifies a customer as a returning renter for a given facility.

within

Dropdown list

Select when a previous permit must have taken place in order to qualify a customer as a returning renter for facilities.

Lockers

Previously reserved

Dropdown list

Select the type of previous permit that qualifies a customer as a returning renter for a given locker.

within

Dropdown list

Select when a previous permit must have taken place in order to qualify a customer as a returning renter for lockers.

Advanced Reservations

Staff Side Reservation Must be Made __ Days in Advance

Numeric

Set the minimum number of days in advance staff can make reservations on the staff site (Front Desk).

(Returning renters)

Numeric

Set the minimum number of days in advance staff can make reservations on the staff site (Front Desk).

Staff Side Reservation Not More Than __ Days in Advance

Numeric

Set the maximum number of days in advance staff can make reservations on the staff site (Front Desk).

(Returning renters)

Numeric

Set the maximum number of days in advance staff can make reservations on the staff site (Front Desk).

Online Reservation must be made at least _ Days in advance

Numeric

Set the minimum number of days in advance customers can make reservations on the customer (public access) site.

(Non-residents)

Numeric

Set the minimum number of days in advance Non-resident customers can make reservations on the customer (public access) site.

(Returning renters)

Numeric

Set the minimum number of days in advance that returning renters can make reservations on the customer (public access) site.

Online Reservation not more than _ Days in advance

Numeric

Set the maximum number of days/hours in advance customers can make reservations on the customer (public access) site.

extend _ Days

Numeric

Set the maximum number of days/hours that customers can extend their reservations on the customer (public access) site.

(Non-residents)

Numeric

Set the maximum number of days in advance Non-resident customers can make reservations on the customer (public access) site.

extend _ Days

Numeric

Set the maximum number of days/hours that Non-resident customers can extend their reservations on the customer (public access) site.

(Returning renters)

Numeric

Set the maximum number of days in advance that returning renters can make reservations on the customer (public access) site.

Online Reservations Open at ____ on first accepted advance day

Numeric

Set the specific time on the earliest advance reservation day when customers may make reservations on the public site.

For example: If an event is on May 11, and reservations can be accepted 2 days in advance, then May 9 is the earliest reservation date. If you set this field to 8:00 am, then customers cannot register before 8:00 am on May 9.

Resource Calendar Settings

Reservation color

Radio button

Option to color reservations in the Faciliy Mangement module.

Select the:

• By status radio button to color reservation blocks by status in the pre-defined colors.
• By event type radio button and click the View or edit color link to select the required color for the required event types. When this setting is enabled, on the Administration Home > Facility > Event Types page, staff users can also select the required color for the required event types.

Alternate Permit Names

Alternate Equipment Only Permit Name

Text

Name that appears on the Alternate Equipment permit.

Alternate Instructor Booking Permit Name

Text

Name that appears on the Alternate Instructor permit.

Customize Permit (New Module only)

Display organization signature line

Checkbox

Option to include signature lines on permit contacts for organization .

Display customer signature line

Checkbox

Option to include signature lines on permit contacts for permit holders.

Display customer signature line (additional)

Checkbox

Option to include signature lines on permit contacts for additional customers who need to countersign on the permit contract.

Attach permit PDF file to automatic confirmation emails

Checkbox and dropdown

Select this checkbox to attach a PDF copy of the permit to confirmation emails for reservations made in (select from the dropdown):

• Both AUI and CUI
• Only AUI
• Only CUI

Allow display booking by month

Checkbox

Select this checkbox to make available the option to:

• Group bookings by month when printing, emailing or saving (as PDF) permits.

• View permits with bookings grouped by month in Front Desk > Facility Management – NEW > Create or Modify Reservations > View reservations button >Reservations page > View Bookings by Month link.

Print/Save as PDF Font Size

Radio button

Select either the Regular Font or Larger Font radio butto.

Regular Font is the previous font size and is selected by default and Larger Font meets AODA (Accessibility for Ontarians with Disabilities Act) requirements.

Permit Header Text

Text

Text that will be displayed as the permit header for reservations created in the Facility management module. .

This text along with the footer text normally describes additional information or supplementary agreements,  allows customers who made the reservation acknowledge this information and make the permit contracts more informative.

Permit Footer Text

Text

Text that will be displayed as the permit header for reservations created in the Facility management module. .

This text along with the header text normally describes additional information or supplementary agreements,  allows customers who made the reservation acknowledge this information and make the permit contracts more informative.