Reservations - Bookable Amenties

The Reservations module lets community staff configure shared spaces and resources as bookable amenities. Residents can then request time slots directly from the Concierge, while staff get a single calendar view of all bookings across the community.

Table of Contents

1. Understanding the reservations calendar
2. Creating a bookable amenity item in Concierge
3. Configuring reservation settings
4. Setting booking rules and availability
5. How residents make a reservation
6. Managing incoming reservation requests

1. Understanding the reservations calendar

Navigate to Reservations → Calendar in the left-hand menu.

The calendar gives a real-time overview of all bookable amenities and their current reservations.

Key controls:

Each row in the calendar represents one bookable space (e.g. Picasso room, Rembrandt room, Court 1). Confirmed bookings appear as labelled colour blocks showing the resident's name.

Clicking an empty slot on the calendar opens a quick-request form, allowing staff to create a reservation on behalf of a resident directly from the calendar.

Note: If you attempt to book a slot that is already taken, the system will display an error: "The amenity has already been reserved for the selected moment." Choose a different time or amenity.

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2. Creating a bookable amenity item in Concierge

Bookable amenities are configured as items inside the Concierge module. Each item represents one reservable space or resource and controls what residents see and how they can book it.

Steps:

1. Go to Concierge → Items in the left-hand menu.
2. Click Add (top right of the items list).
3. Fill in the item details:
   • Image – Upload a photo of the space (optional but recommended).
   • Status – Set to Published to make it visible to residents, or Draft to configure it first.
   • Category – Select the Concierge category this item belongs to (e.g. Services).
   • Title – The name residents will see (e.g. Monet Room).
   • Description – Optional context about the space.
4. Check Link item to amenity to connect this Concierge item to a physical amenity in the Reservations module.
5. In the Amenities section that appears, use the Select amenity field to choose the amenity this item maps to (e.g. Monet room). You can link one item to multiple amenities if needed.

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3. Configuring reservation settings

Once an amenity is linked, a Reservation settings section appears below. These settings control how time slots are structured.

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4. Setting booking rules and availability

Booking rules control the notice period and booking horizon.

These rules are shown to residents at the time of booking so they know what is and isn't allowed.

Booking availability lets you define which days and times the amenity is open for bookings.

• Toggle each day on or off using the toggle switch.
• Days that are toggled on default to Full day available. Click Set service hours to restrict bookings to specific times (e.g. Monday 08:00 – 11:00).
• Use + Add availability to add a second time window on the same day if needed.
• Days toggled off show as Not available and cannot be booked.

Additional settings at the bottom of the form:

Click Save when done. The item is now live and bookable (if status is Published).

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5. How residents make a reservation

Residents book through the Concierge on their app or the web front office. Here is what they experience:

1. They open the Concierge and find the bookable item (e.g. Monet Room, showing the price if applicable).
2. They tap the item and a booking modal opens.
3. The modal displays:
   • The booking rules (e.g. Must be booked at least 3 hours in advance / Cannot be booked more than 7 days in advance).
   • A date picker for the desired day.
   • The amenity name (pre-filled based on the item).
   • A start time dropdown showing only available slots.
   • A Special requests text field (if enabled).
4. They click Add to proceed to the order summary.
5. The order summary shows the item, date, and total cost. They click Confirm order to submit.

The request then appears in the Concierge Requests list with status Requested / In preparation for staff to action.

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6. Managing incoming reservation requests

All reservation requests — whether submitted by residents or created by staff — are visible in two places:

• Concierge → Requests – Full list view with columns for client, item, category, date, price, and status. Use filters and the date range picker to narrow results. Click Add request (top right) to create a request manually on behalf of a resident.
• Reservations → Requests – A dedicated reservations-focused view for managing the booking queue.

Request statuses:

Staff can update the status, add comments, or remove a request from either view.

Related articles
- Setting up amenity categories in Reservations
- Managing Concierge items and categories
- Viewing and exporting Concierge metrics

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