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..
Phil Caple commented
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.
Scot McConnachie commented
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.
Christian, we would really appreciate a detailed example of how this would ideally work in your situation.
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.
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?
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.
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.
Andrew - thanks for posting. I would appreciate more details - as detailed an example as possible to illustrate how this would ideally be used.
Andrew Likly commented
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