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Court, room or equipment reservation system

Provide a scheduling/reservation widget that makes it possible for "members" of our website (and based on their membership level) to reserve "resources" on a first-come, first-served basis.
* A resource is anything (such as a conference room, laptop, iPad, projector, etc.) that you would like to schedule on a first-come, first-served basis.

* Leverage current “membership level” feature to allow members to reserve a resource listed in their “membership level”. For instance, some members will have the rights to reserve a laptop but not an iPad.

* Only administrators can add a resource to a “membership level”.

* Leverage current “user profile” log-in feature to authenticate “members”.

Within the above, establish the following reservation permission rights:
* Administrator - can view, create, edit and delete any reservation
* Member - can view all reservations. Can create a reservation based on "membership level" but can only delete his/her own reservation.

Display a calendar for each resource to display all current reservations. Better yet, combine all resources into a master calendar – separate by color or other..

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    Luis RLuis R shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →
    Tree MartschinkTree Martschink shared a merged idea: Asset reservation for events (e.g., room reservation)  ·   · 

    19 comments

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      • David NashDavid Nash commented  ·   ·  Flag as inappropriate

        Definitely needed for club aircraft and bunkhouse room booking/reservation/payment.

      • Tree MartschinkTree Martschink commented  ·   ·  Flag as inappropriate

        You know how room reservation works. Once a room is taken for a given event, another event cannot be scheduled for that room during the same time period.

        We need the same thing, but for boats. I imagine other organizations have assets that must be shared too.

        In its simplest implementation, an asset would be a data object that can be assigned a name when created, and attached to events, but cannot be attached to multiple events with overlapping schedules.

        In the alternative, the ability to attach rules to tags. Or an option to prevent a member from signing up for more than one event at a time.

      • john penrosejohn penrose commented  ·   ·  Flag as inappropriate

        Court, room or equipment reservation system

        Provide a scheduling/reservation widget that makes it possible for "members" of our website (and based on their membership level) to reserve "resources" on a first-come, first-served basis.
        * A resource is anything (such as a conference room, laptop, iPad, projector, etc.) that you would like to schedule on a first-come, first-served basis.

        * Leverage current “membership level” feature to allow members to reserve a resource listed in their “membership level”. For instance, some members will have the rights to reserve a laptop but not an iPad.

        * Only administrators can add a resource to a “membership level”.

        * Leverage current “user profile” log-in feature to authenticate “members”.

        Within the above, establish the following reservation permission rights:
        * Administrator - can view, create, edit and delete any reservation
        * Member - can view all reservations. Can create a reservation based on "membership level" but can only delete his/her own reservation.

        Display a calendar for each resource to display all current reservations. Better yet, combine all resources into a master calendar – separate by color or other..

      • Barry PetersBarry Peters commented  ·   ·  Flag as inappropriate

        Our organization is an Enterprise licensed user of Wild Apricot. Our administrative users of Wild Apricot, by widespread consensus, believe that the lack of this feature is the single biggest frustration to them in their use of Wild Apricot. We're an arts and crafts membership organization that will be moving into a 25,000 square foot arts center with about two dozen rooms that need to be reserved for various activities each day.

        It's vital for us to have better control over room bookings AND to have an automatic notice feature that alerts an admin user in the midst of an attempt to book a room or other resource on a day and time that duplicates a prior booking.

      • Henri WalhoutHenri Walhout commented  ·   ·  Flag as inappropriate

        Our organization has a definite need for this. Our only currently viable on-line way is to manually enter resources on a calendar grid and then place a static screen shot on the website so everyone can see where the resources are allocated. A reservation database would be a huge step forward!

      • David SnellDavid Snell commented  ·   ·  Flag as inappropriate

        This is an absolute necessity. I am retired and look after the bookings so I now live on my email which is not acceptable. If this can not be done, I am going to move that we go back to pencil and paper for some facilities. All homeowners dislike the present system and would gladly go back to pencil and paper. This is a retrograde step and undermines what we wanted to achieve with this system.

      • Rohde WakefieldRohde Wakefield commented  ·   ·  Flag as inappropriate

        Our membership site has a sister site to allow scheduling of coach's time. It would make more sense to have this ability directly in our membership site and sharing the same member account and payment information.

      • Phil CaplePhil Caple commented  ·   ·  Flag as inappropriate

        Here is an update on how we implemented our hall rental / BBQ reservation system:

        For BBQ rentals, we created a WooFoo form to collect data related to the rental. We then ask the member to create a donation using a form setup to default the donation category. If the member pays for a rental when there is no slot available, we refund using a manual credit memo. The woofoo form emails our groundkeeper who validates the payment and then enters an event on our BBQ rental calendar.

        This is clunky but it works. problems do occur on popular days with multiple members requesting & paying for rentals.

        For Hall Rentals we have another woofoo form. it also emails our groundkeeper. He validates the event, obtains signoff on a contract and payment. Then he setups an event and manually logs the payment.

        This is a manual process. Fortunately, with the vetting that has to occur with a Hall rental we don't receive payments unless an agreement has been made.

      • Phil CaplePhil Caple commented  ·   ·  Flag as inappropriate

        i'm a new member just getting started with Wild Apricot. We are a local civic club, with paid membership. For a fee, we allow members to reserve space for a BBQ and a picnic table. (we have a undercover cooking area, 4 grills and several picnic tables nearby). We also allow both members & non-members to rent our main hall, for various fee levels. (which can support events for ~100 people, like weddings or other parties). We have added on "extras" for additional things like a bridal room (with facilities to get the bride ready), sound systems, lighting systems, etc.

        Our desire is to have a way to reserve/pay for the facilities we rent out, along with calendars to see what is scheduled. We would need some sort of workflow approval process to vet / approve rental requests (more so for the hall rentals).

        We are going to use events with a single registration limit for this. We'll have events setup for each level of service we provide that we can copy from.

        That said, it would be very nice to have a registration type process that would allow members and non-members to request a rent-able facility, followed by an approval process, invoice generation, payment receipt and then visibility on a calendar.

        thanks!

        phil

      • TangentRWTangentRW commented  ·   ·  Flag as inappropriate

        I would suggest extending this concept to a "resource reservation module" so that any fixed resource could reserved. Then the administrator could define the resource as a room, an overhead projector, whatever. For resources with capacity usage limits, such as the number of people, that capacity could be listed in a user defined field.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Christian, we would really appreciate a detailed example of how this would ideally work in your situation.

      • Bunyip3Bunyip3 commented  ·   ·  Flag as inappropriate

        Hi there,

        Ski Clubs would be very interested in this module.

        Tying in existing WA software with a Room reservation module that could be used to book Members/Guests into Rooms at Ski Lodges would provide an end to end solution, which NO ONE in the Market current does to a Commercial standard.

        The only things available are hybrid versions of software which are extremely clunky and do not work well at all.

        Regards,

        Christian

      • Bunyip3Bunyip3 commented  ·   ·  Flag as inappropriate

        Hi,We require a solution that includes a Reservation module to book rooms in one of our 3x Lodges. Can you confirm if Wild Apricot offers this, or if you know of any of your clients who are using Wild Apricot + a 3rd Party option in tandem? Any Ski Clubs, Accommodation clients?

        Bunyip3

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Thanks Dietmar, this example is very useful!

        I would love to get examples from other users so that we can analyze a more generic solution.

      • dietmardietmar commented  ·   ·  Flag as inappropriate

        Hi Chief_Apricot,

        If I may, please let me join this discussion and tell you what our requirements are:

        We are running a park and have a picnic grove. Our office accepts reservations for picnic tables and grills ($5 each). Reservations are popular for Friday afternoons and weekends/holidays when we are often fully booked. We also charge a guest fee for all the non-member guests at the party.

        Billing and payment tracking right now is possibly the least messy part of this: Our staff issues an invoice via Wild Apricot and tracks there whether payment has been made or not. In theory, this part of the picnic grove business should be tight. However, we enter the same data in two more systems: the "reservations book" - a simple calendar book where our park directors make notes about reservations (party, early or late afternoon shift, date, which and how many tables, grill yes or no) and a separate payment tracking system via excel, for each reservation day a worksheet to track invoiced and paid amounts. And all this is very removed from our quickbooks file, where we used to enter only bulk deposits of moneys into our checking accounts as "picnic grove" receipts...

        What we would need would be a reservation system where (customizable) "resources" (our tables, grills, or other WA users' tennis courts or swimming lanes) would be paired with (customizable) time slots and could be reserved (and billed) to a member (creating an invoice and an "event" at the same time). We could then also take this "event" and add, to the same invoice, the guest fees.

        It would be all really nice if we could have the reservations visualized on a map and jump on a calendar control to a day and flip to different time slots (in our case only two) to see availability.

        Sure, customization of such a map might not be very easy but I can imagine that your programmers would love the challenge! Everything else should be very easy and would put our entire picnic grove business into one well-organized system.

        Yours,

        Dietmar

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Andrew - thanks for posting. I would appreciate more details - as detailed an example as possible to illustrate how this would ideally be used.

      • Andrew LiklyAndrew Likly commented  ·   ·  Flag as inappropriate

        we would love it if the event calendar can be modified to be a reservation system. We are an athletic club with tennis courts squash courts paddle courts and meeting rooms.

        it would be very helpful if we could reserve these items using wild apricot

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