Facilities/equipment

Facilities and equipment are the spaces or agency resources that customers can book or reserve. You can divide facilities into sub-facilities, and can book either the entire facility or individual sub-facilities.

 

For example: If a room can be split into two with a divider, then there are actually three bookable spaces within the room: the whole room, one half of the room, and the other half of the room. You can identify these facilities in Facility Overlap to ensure that the overlapping components can't be reserved at the same time.

 

You can create lendable equipment in the same way that you create bookable equipment.

Go to section

Facilities

General Information

Properties

Reservation Notification Email Settings

Hours of Availability

Default Times

Equipment

General Information

Properties (bookable equipment)

Properties (lendable equipment)

Reservation Notification Email Settings

Hours of Availability

Default Times

Prerequisite Components

Prior to setting up facilities or equipment, configure the following:

Facility/Equipment Types            Event Types

Centers                                      Extra Details

Disclaimers                                 Interest Lists

Prep Codes                                 Users

Amenities

Locations

Go to Administration > Facility Settings > Facilities.

OR

Go to Administration > Equipment Settings > Equipment.

 

To add

From the Facility/Equipment List page, click Add New to go to the Change Facility/Equipment Detail page, where you can create a new facility record.

 

To modify

From the Facility/Equipment List page, click an underlined facility/equipment Name to display the Facility/Equipment Functions page. This page includes links to pages that allow you to address specific areas of facility information:

 

Name and Details - Facility Functions

Attached Lists

Actions

Name and Details - Equipment Functions

Attached Lists

Actions

 

Click Change Facility Details to display the Change Facility Detail page. The following options are included on this page:

Name of Field Type Description

General Information

Name

Text

The name of the equipment or facility as it appears during reservation and reporting.

Required.

Number

Text

A 10-character ID number or abbreviation of the facility. 

 

This is used instead of the facility name on the Multi Facility Monthly Calendar report.

Type

Dropdown list

The facility type of this facility. 

 

Although a facility type is not required, it can be used during the reservation process to search for a facility.

Center

Dropdown list

The center where this facility is located. 

 

Although the center is not required, it can be used during the reservation process to search for a facility.

Override Center Address

Checkbox

Option to override the center's address with a facility-specific address.

 

If this checkbox is selected, the center address is overridden by the facility's address on both the staff and customer (public access) site.

Street

Text

Street address of the facility.

Country

Dropdown list

Country of the facility.

 

The country entered in this field overrides the existing center's address on both the staff and customer (public access) site.

City

Text

City address of the facility.

 

The city entered in this field overrides the existing center's city on both the staff and customer (public access) site.

State

Dropdown list/Text

State or province of the customer's address.

 

The state or province entered in this field overrides the existing center's state or province on both the staff and customer (public access) site.

Zip Code

Numeric

Zip or postal code of the facility's address.

 

This zip or postal code overrides the existing center's zip or postal code on both the staff and customer (public access) site.  

Prevent Further Use?

Checkbox

Option to retire the facility record so that it does not show up when reserving or searching for a facility.

Show on Member Experience App checkbox (Show on ACTIVE Net Captivate App)

Checkbox

Setting to display this facility in the ACTIVE Captivate mobile app.

Note that this setting is displayed only if your organization has an ACTIVE Captivate license. To learn more about ACTIVE Captivate, refer here.

Image on Member Experience App (Image on ACTIVE Net Captivate App)

Checkbox

Image for this facility to be displayed in the ACTIVE Captivate mobile app.

Properties

Total Quantity

Numeric

Total amount of equipment to be reserved.

Minimum capacity

Numeric

The minimum attendance required before this facility can be rented.

 

Default of 0 means that there is no minimum.

Maximum capacity

Numeric

The maximum attendance allowed for rentals in this facility.

 

Default of 0 means that there is no maximum (i.e. unlimited capacity).

 

Note: If you set the minimum capacity to a value other than 0, then you must set the maximum capacity to either 0 (unlimited) or a value greater than the minimum capacity.

Allow double booking

Checkbox

Select this checkbox to allow the facility to accept double bookings for facility permit bookings, activity enrollments and FlexReg program session enrollments.

Maximum Attendance at Any One Time

Numeric

Only applicable if the Allow double booking checkbox is selected.

 

If this facility allows double bookings, then configure this to set the maximum attendance at this facility.

 

Note: This field defaults to the same number as the above Maximum Capacity field, unless the Maximum Capacity is set to 0 (unlimited capacity), in which case this field defaults to 999999999.

Double Booking Restrictions

Checkbox

Only applicable if the Allow double booking checkbox is selected.

 

Select this checkbox to allow only activities and FlexReg program sessions but NOT permits to double book the facility. If the facility is:

  • Booked for a permit, then NO other permits, activities or FlexReg program sessions can double-book the facility.
  • Booked for an activity or FlexReg program session, then it can be double-booked for other activities or FlexReg program sessions but NOT for a permit.

Minimum Reservation Time

Numeric

The minimum time in minutes required for a reservation.

 

Default of 0 means that there is no minimum reservation time.

Maximum Reservation Time

Numeric

The maximum time in minutes required for a reservation.

 

Default of 0 means that there is no maximum reservation time.

Reserve by

Dropdown list

Select the time increments for reserving the facility (Minute, Hour, Day, Week, Month, or Rental Block).

Allow Overlapped Rental Blocks?

Checkbox

Option to allow this facility type to use rental blocks with overlapping times.

 

This checkbox is visible only if Rental Block is selected in the Reserve by dropdown list.

Internet Reservation Type

Dropdown list

The reservation type determines how the blocks of time are reserved for a permit.

 

This option specifies the type of reservation when booked over the customer site:

  • Use Site Reservation Type - Use the reservation type attached to the site of the center associated with this facility (if this facility is not associated with a center, the default is regular reservations).

  • Regular Reservation - Individual days are booked as separate time blocks in the permit.

  • Continuous Reservation - Individual days are booked as a continuous time block in the permit with a single check-in and check-out time.

 

Reservations booked through the admin site have the choice between regular and continuous reservations, with the default set from the site record.

Internet Reservation Process

Dropdown list

Option to override the internet reservation process set in higher level settings (Facility Settings - Configuration, Change Site Detail, Change Facility Type Detail).

 

The possible settings are:

  • No Override (default): Does not override any higher level setting.

  • Reservation Request: A user can only request to reserve a facility on the customer site. Agency staff contacts the user to finalize the permit and accept payment.

  • Permit: A permit is created immediately and payment may be made when reserving a facility on the customer site.

 

The internet reservation process setting in Facility Settings - Configuration is applied to all facilities.

 

The setting in Change Site Detail is applied to all facilities of a specific site and overrides the Facility Settings - Configuration setting.

 

The setting in Change Facility Type Detail is applied to all facilities with that specific facility type and overrides the Facility Settings - Configuration and Change Site Detail settings.

 

The setting in Change Facility Detail is applied only to the specific facility and overrides all other settings.

Disclaimer

Dropdown list

The default disclaimer to be used by this facility.

 

Other disclaimers can be added at the time of the reservation.

Preparation

Dropdown list

The prep code to be used by this facility.

Include setup in event time

Checkbox

This checkbox is only visible if a non-blank Preparation has been selected.

 

Select this checkbox to include the setup time as part of the event time (if unchecked, then the setup time is before the event time).

Include cleanup in event time

Checkbox

This checkbox is only visible if a non-blank Preparation has been selected.

 

Select this checkbox to include the cleanup time as part of the event time (if unchecked, then the cleanup time is after the event time).

Hide on Internet?

Checkbox

Option to hide this facility so that it cannot be searched on the customer site.

Prohibit Internet permits?

Checkbox

Option to disable reservation from the customer site.

Exclude from league scheduling?

Checkbox

Option to exclude this facility from the league facility search so that it cannot be reserved for league games.

Conflict allowed

Checkbox

Option to allow bookings with conflicts to proceed.

Display 'Full day booking' switch on Internet

Checkbox

Option to allow consumers in the CUI to select to book this facility by consecutive full days.

Maximum Reservations per Customer per Day_per Facility

Numeric

Enter the maximum number of reservations each customer can make for any one facility per day.

 

Note: The number entered in this setting overrides the same setting on the Change Facility Type Detail page.

Facility Lighting ID

Text

Note: This box applies only to organizations that export information to a Musco lighting system.

 

Enter the CLC Facility ID from the Musco system.

Override Center Lighting ID

Text

Enter a value here if you want to include a different center lighting ID in the SkyLogix export for this facility than the default lighting ID for this facility's center.

Notes

Text

Notes to include on the customer's permit contract for reservations of this facility. Up to 20000 characters.

Reservation Notification Email Settings

Send to Supervisor?

Dropdown list

Choose one of the following:

  • To send an notification email to this facility's supervisor whenever the facility is reserved, select Yes.

  • To prevent notification emails to this facility's supervisor whenever the facility is reserved, select No.

  • To use this facility's supervisor's individual email notification setting to decide whether or not to send a notification email, select Use Default (see the Supervisors page to set email notification settings for specific supervisors).

Send to Additional Recipients

Text

Enter email addresses to receive notification emails whenever this facility is reserved, regardless of the value of the Send to Supervisor? option above.

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).

 

Note: This setting overrides the advance reservation setting made at the facility level.

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).

 

Note: This setting overrides the advance reservation setting made at the facility level.

Online Reservation must be made at least _ Days in advance

Numeric

Set the minimum number of days in advance required for reservations made on the customer (public access) site.

 

The default value of 0 means that there is no minimum days required.

 

Note: This setting overrides the advance reservation setting made at the facility level.

(Non-residents)

Numeric

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

Online Reservation Not More Than __ Days in Advance

Numeric

Set the maximum number of days in advance customers can reserve the facility.

 

Note: This setting overrides the advance reservation setting made at the facility level.

extend _ Days

Numeric

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

 

Note: This setting overrides the advance reservation setting made at the facility level.

(Non-residents)

Numeric

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

 

Note: This setting overrides the advance reservation setting made at the facility level.

extend _ Days

Numeric

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

 

Note: This setting overrides the advance reservation setting made at the facility level.

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.

Advanced Online Settings

Show availability starting from the day after the reservable dates

Checkbox

This checkbox allows consumers to view facility availability beyond the reservable dates in the CUI/online.

Until Date

Date

This date field allows consumers to view facility availability starting from the day after the reservable dates until this specified date.  

It is an optioanl setting and enabled only when Show availability starting from the day after the reservable dates is selected.

Hours of Availability

(overriding center's hours)

Open 24 Hours?

Checkbox

Option to skip entering open and close times because the facility is open 24 hours.

Opens

Time

The time of day that the facility opens on this day of the week.

 

If both the open and closing times are blank, the facility follows the operating hours of the center where the facility is located.

 

If the default time is filled in, this is the opening time for all the days if they are left blank.

 

The default open time can be overridden by entering another time for a particular day.

 

Note: Facilities can also have spit hours of operation. For days with split hours of operation, the operating hours may not overlap. For example: Mon from 8:00am - 12:00am and 11:00am - 5:00pm. If staff attempts to save a day with overlapping hours of operation, they are presented with an error message.

Closes

Time

The time of day that the facility closes on this day of the week.

Closed All Day?

Checkbox

Option to close the facility for the entire day.

Default Times

Checkin Time

Time

The default check-in time for the facility.

Fixed checkin time for online reservations?

Checkbox

To prevent modifying the check-in time by online customers, select this option.

Checkout Time

Time

The default check-out time for the facility.

Fixed checkout time for online reservations?

Checkbox

To prevent modifying the check-out time by online customers, select this option.

Hide on Internet?

Checkbox

Option to hide the check-in and check-out times for this facility on the customer site.

Notes

Text

Notes about the check-in/check-out time for staff use only.

* The capacities determine what facilities are returned during the reservation process.

 

Note that you can also enter the capacity at the facility type and facility event type levels. During the reservation process, ACTIVE Net first checks the capacity levels at the facility event type, then at the facility level. If the minimum or maximum fields are 0 for the facility event type and facility, ACTIVE Net checks the corresponding field in the facility type. Only if all of the facility event type, the facility, and facility type have both minimums and maximums of 0 is the capacity unlimited.

 

For Equipment

Click Change Equipment Details to display the Change Equipment Detail page. The following options are included on this page:

Name of Field Type Description

General Information

Name

Text

The name of the facility as it appears during reservation and reporting.

Required.

Number

Text

An ID number or equipment abbreviation. 

Status

Dropdown list

The status of the equipment.

 

The options are: Available, Damaged, Lost, Out, Pending, or Retired.

Type

Dropdown list

The equipment type of this equipment. 

 

Although an equipment type is not required, you can use the equipment type during the reservation process to search for a piece of equipment.

Center

Dropdown list

The center where this equipment is located. 

 

Although the center is not required, you can use the center during the reservation process to search for a piece of equipment.

Show on Member Experience App checkbox (Show on ACTIVE Net Captivate App)

Checkbox

Setting to display a specific equipment item in the ACTIVE Captivate mobile app.

Note that this setting is displayed only if your organization has an ACTIVE Captivate license. To learn more about ACTIVE Captivate, refer here.

Properties

(bookable equipment only)

Total Quantity

Numeric

Total quantity of equipment required for the reservation.

Minimum Reservation Time

Numeric

The minimum time in minutes required for a reservation.

 

Default of 0 means that there is no minimum reservation time.

Maximum Reservation Time

Numeric

The maximum time in minutes required for a reservation.

 

Default of 0 means that there is no maximum reservation time.

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).

 

Note: This setting overrides the advance reservation setting made at the equipment level.

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).

 

Note: This setting overrides the advance reservation setting made at the equipment level.

Online Reservation Must be Made __ Days in Advance

Numeric

Set the minimum number of days in advance required for reservations made on the customer (public access) site.

 

Default of 0 means that there is no minimum number of days required.

 

Note: This setting overrides the advance reservation setting made at the equipment level.

Online Reservation Not More Than __ Days in Advance

Numeric

Set the maximum number of days in advance customers can reserve the facility.

 

Note: This setting overrides the advance reservation setting made at the equipment level.

Internet Reservation Type

Dropdown list

The reservation type determines how the blocks of time are reserved for a permit.

 

This option specifies the type of reservation when booked over the customer site:

  • Use Site Reservation Type - Use the reservation type attached to the site of the center associated with this facility (if this facility is not associated with a center, the default is regular reservations).

  • Regular Reservation - Individual days are booked as separate time blocks in the permit.

  • Continuous Reservation - Individual days are booked as a continuous time block in the permit with a single check-in and check-out time.

 

Reservations booked through the staff site have the choice between regular and continuous reservations, with the default set from the site record.

Internet Reservation Process

Dropdown list

Option to override the internet reservation process set in higher level settings (Facility Settings - Configuration, Change Site Detail, Change Facility Type Detail).

 

The possible settings are:

  • No Override (default): Does not override any higher level setting.

  • Reservation Request: You can only request to reserve a facility on the customer site. Staff users contact the user to finalize the permit and accept payment.

  • Permit: A permit is created immediately and payment is made when reserving a facility on the customer site.

 

The internet reservation process setting in Facility Settings - Configuration is applied to all facilities and equipment.

 

The setting in Change Site Detail is applied to all facilities or equipment for a specific site and overrides the Facility Settings - Configuration setting.

 

The setting in Change Facility Type Detail is applied to all facilities and equipment with that specific facility type and overrides the Facility Settings - Configuration and Change Site Detail settings.

 

The setting in Change Facility Detail is applied only to the specific facility and equipment and overrides all other settings.

Disclaimer

Dropdown list

The default disclaimer to be used by this equipment.

 

Other disclaimers can be added at the time of the reservation.

Preparation

Dropdown list

The prep code to be used by this equipment.

Hide on Internet?

Checkbox

Option to hide this equipment so that it cannot be searched on the customer site.

Prohibit Internet permits?

Checkbox

Option to disable reservation from the customer site.

Notes

Text

Notes to include on the customer's permit contract for reservations of this equipment.

Properties

(lendable equipment only)

Total Quantity

Numeric

The total quantity of equipment available to lend.

Default Quantity to Lend

Numeric

The default quantity of equipment to lend during the sign-out process.

Limit per Customer

Numeric

The maximum number of pieces a customer can have on loan at any one time.

Default Sign-in Status

Dropdown list

The default status of this equipment after it has been signed in.

 

The possible settings are:

  • Available: The equipment is ready to be signed out again immediately after sign-in.

  • Pending: The equipment needs further processing before it can be signed out again.

Notes

Text

Notes about this equipment.

Reservation Notification Email Settings

Send to Supervisor?

Dropdown list

Choose one of the following:

  • To send an notification email to this equipment's supervisor whenever the equipment is reserved, select Yes.

  • To prevent notification emails to this equipment's supervisor whenever the equipment is reserved, select No.

  • To use this equipment's supervisor's individual email notification setting to decide whether or not to send a notification email, select Use Default (see the Supervisors page to set email notification settings for specific supervisors).

Send to Additional Recipients

Text

Enter email addresses to receive notification emails whenever this equipment is reserved, regardless of the value of the Send to Supervisor? option above.

Hours of Availability

(overriding center's hours)

Open 24 Hours?

Checkbox

Option to skip entering open and close times because the facility is open 24 hours.

Opens

Time

The time of day that the facility opens on this day of the week.

 

If both the open and closing times are blank, the facility follows the operating hours of the center where the facility is located.

 

If the default time is filled in, this is the opening time for all the days if they are left blank.

 

The default open time can be overridden by entering another time for a particular day.

 

Note: Facilities can also have spit hours of operation. For days with split hours of operation, the operating hours may not overlap. For example: Mon from 8:00am - 12:00am and 11:00am - 5:00pm. If the staff attempts to save a day with overlapping hours of operation, they are presented with an error message.

Closes

Time

The time of day that the facility closes on this day of the week.

Closed All Day?

Checkbox

Option to close the facility for the entire day.

Default Times

Checkin Time

Time

The default check-in time for the facility.

Fixed checkin time for online reservations?

Checkbox

To prevent modification of the check-in time by online customers, select this option.

Checkout Time

Time

The default check-out time for the facility.

Fixed checkout time for online reservations?

Checkbox

To prevent modification of the checkout time by online customers, select this option.

Hide on Internet?

Checkbox

Option to hide the check-in and check-out times for this facility on the customer site.

Notes

Text

Notes about the checki-n/check-out time for staff use only.