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Amenity Management

Set up and manage bookable community amenities. Control availability, booking rules, and approval workflows for pools, clubhouses, tennis courts, and other shared spaces.

Creating an Amenity​

  1. Go to Amenities in your board portal
  2. Click New Amenity
  3. Fill in the details:
    • Name: Clear identifier (e.g., "Community Pool", "Clubhouse")
    • Category: Group similar amenities (e.g., "Recreation", "Common Areas")
    • Description: What's included, rules, and features
    • Capacity: Maximum number of people allowed
    • Timezone: Set the amenity's timezone (defaults to property timezone)
  4. Configure booking rules (see below)
  5. Click Create

Booking Configuration​

Lead Time​

Set how far in advance residents must book:

  • Minimum Lead Time: Earliest booking (e.g., 24 hours before)
  • This prevents last-minute bookings that can't be prepared for

Example: A 48-hour lead time means residents must book at least 2 days ahead.

Cancellation Window​

Define the deadline for cancellations:

  • Cancellation Window: Hours before the booking that cancellations are allowed
  • After this window, cancellations may not be permitted

Example: A 24-hour window means residents can cancel up to 1 day before their reservation.

Capacity Limits​

Set the maximum occupancy:

  • Helps manage safety and comfort
  • Residents may need to specify guest count when booking
  • Prevents overbooking during peak times

Approval Workflow​

For amenities requiring management approval:

  1. Enable Requires Approval when creating the amenity
  2. When residents book, requests go to a pending queue
  3. Review pending requests in your Amenities dashboard
  4. For each request, you can:
    • Approve: Click approve to confirm the booking
    • Reject: Add a required note explaining the reason, then reject

Resident Notifications​

Residents automatically receive email notifications when their booking is:

  • Approved: Confirmation email with booking details
  • Rejected: Notification with your rejection note explaining why
tip

Always provide a clear, helpful rejection note so residents understand the reason and can rebook if appropriate.

Use approval workflows for:

  • High-demand amenities with limited availability
  • Spaces with special requirements or deposits
  • Events that need staff coordination

Blackout Periods​

Block times when amenities are unavailable:

  1. Go to the amenity settings
  2. Click Add Blackout Period
  3. Set the start and end dates/times
  4. Add a reason (optional, visible to residents)
  5. Save the blackout

Common uses:

  • Scheduled Maintenance: Pool cleaning, facility repairs
  • Private Events: Board-reserved times, community events
  • Seasonal Closures: Winter pool shutdown, holiday closures
  • Inspections: Safety checks, permit requirements

Blackout periods prevent bookings during those times and show on the calendar.

Activating and Deactivating Amenities​

Deactivate an Amenity​

Temporarily remove an amenity from booking:

  1. Go to amenity settings
  2. Toggle Active to off
  3. The amenity won't appear for new bookings

Existing bookings remain intact. Use deactivation for:

  • Long-term maintenance
  • Seasonal closures
  • Permanent removal (before deleting)

Reactivate an Amenity​

Toggle Active back on to allow bookings again.

Managing Bookings​

View and manage all reservations:

View Upcoming Bookings​

  • See all reservations for each amenity
  • Filter by date range
  • Identify peak usage times

Cancel a Booking​

If needed, you can cancel resident bookings:

  1. Find the booking in the list
  2. Select Cancel
  3. Optionally notify the resident

Consider the reason and communication when canceling resident bookings.

Timezone Settings​

Booking times display in your community's configured timezone. Ensure your community timezone is set correctly in Settings to avoid confusion for residents.

Best Practices​

  • Set realistic lead times: Balance preparation needs with resident convenience
  • Communicate rules clearly: Include usage guidelines in the description
  • Plan blackouts ahead: Schedule maintenance during low-demand periods
  • Monitor usage patterns: Adjust capacity and rules based on actual demand
  • Respond to approval requests promptly: Don't leave residents waiting
  • Keep descriptions updated: Reflect any changes to amenities or rules