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User Guide - Facilities & Spaces Management

Easily create and manage facilities and their bookable spaces within the system.

Step 1: Create a Facility

Facilities are the main locations where spaces exist (e.g., parks, clubhouses, courts). You will manage your facilites in the website (you will need to be logged into Smartwebs.)

  1. Click “Add New Facility”

  2. Enter Facility Details

    1. Name: Facility name

    2. Address: Full location

    3. Description: Overview of the facility

    4. Add Amenities

    5. List available features such as Wi-Fi, Secured access, Shade trees, Restrooms, Parking

  3. Set Operating Hours: Define the days and hours the facility is open.

  4. Upload Images

    1. Facility Icon: Small representative image

    2. Map Image: Layout or directional map

    3. Gallery Images: Additional photos

  5. Upload Documents: Attach relevant files such as Waivers, Rules and regulations, Rental agreements

  6. Click “Save”

Step 2: Add a Space

Spaces are the individual areas within a facility that can be booked (e.g., tennis courts, rooms, fields).

  1. Click “Add New Space”

    1. Select the facility, then choose to add a space.

  2. Enter Space Details

    1. Name

    2. Type (court, room, field, etc.)

    3. Capacity

    4. Status (active/inactive)

    5. Description

    6. Instructions

    7. Rules

  3. Configure Hours

    1. If the space follows facility hours, leave this disabled. Otherwise, define custom availability hours.

  4. Booking Rules

    1. Minimum/Maximum Duration: Set how long a space can be reserved.

    2. Buffer Time Between Bookings: Allow time for cleaning or setup.

    3. Cancellation Restrictions: Define how far in advance bookings can be canceled.

    4. Start Time Flexibility: Control booking start times (e.g., only on the hour).

  5. Allow Open Play: Enable if reservations are not required.

  6. Set Sign-Up Limits

    1. Per Usage Period: Limit booking frequency.

    2. Per Sign-Up Period: Restrict number of bookings within a timeframe.

    3. Minimum Booking Lead Time: Example: Must book at least 24 hours in advance.

    4. Maximum Booking Lead Time: Example: Can only book up to 48 hours in advance.

  7. Pricing Options

    1. No Pricing: Free to book

    2. Basic Pricing: Flat rate per hour or per booking

  8. Booking Requirements: Specify what users must bring or complete.

  9. Required Documents: Upload required documents such as waivers.

  10. Upload Space Images

  11. Click “Save”