Adding or Editing Amenities
Adding or Editing Amenities
NOTE: To duplicate an existing amenity, either for the currently selected association or to copy to another association, see Duplicating Amenities.
Adding a New Amenity or Editing an Amenity
Select Manage Content > Amenities.
Note: If Amenities is not an available option under Manage Content, make sure the correct security permissions are applied to the admin account attempting to access this feature. If you are using universal navigation, click Associations > Amenities > Amenity Management.
On the Amenities screen, select an Association.
To add a new amenity, click Add New. To edit an existing amenity, click the Edit button next to the amenity you wish to update.
Complete or edit the following information on each section of the screen. When finished, click Add for a new amenity or Update when editing an already created amenity.
General
Amenity Name: Name of the amenity that is displayed on the homeowner’s website.
Time Zone: Select the time zone so that all time-based settings and functions display correctly.
Selecting a time zone allows users to see all times in the local time zone of the amenity, regardless of where the user is accessing the amenity from.
Changing the time zone on an existing amenity will have no effect on current reservation times.
Link to Common Area: If the amenity is listed as a common area in CINC Accounting, you can link the contact information for that amenity by selecting the checkbox and then selecting an amenity from the drop-down menu.
Address/City/Sate/Phone/Zip: Enter any contact/location information for the amenity here. If linking to a common area, any information will be brought into these fields automatically.
Description: Enter the desired description for the amenity, which will be displayed on the association's Homeowner and Board Port under the amenity name.
Add Photo Gallery: Link to an existing association’s photo gallery to display photos of the amenity to Admin Portal users making reservations.
Shared Between Homeowners: Select to allow the amenity to be reserved by multiple homeowners for the same time period (e.g., the community pool).
Require Homeowner Note: Select if a note is required when a homeowner books an amenity.
Note Instructions: If Required Homeowner Note is selected, enter a prompt as to what type of information is needed when a homeowner books the reservation.
Enabled: If selected, the amenity will show up on the homeowner’s reservation screen as an available amenity that can be reserved. Unchecking it will hide the amenity from the homeowner’s view.
Visibility:
Private: Reservations appear on the community calendar, but the information of the homeowner who made the reservation is not displayed.
Public: Reservations and information of the homeowner who made the reservation are displayed on the community calendar.
Optional: Allows the homeowner to decide whether to make their reservation public or private
Amenity Manager Email Notifications: Select the person or committee who should receive all email notifications about this amenity, if desired. You can also enter any email into the Email field.
Reservation Window
This section covers when the amenity will be open for reservations.
Select the checkboxes for each day the amenity will be available.
Select the desired time for availability. If the amenity is open 24 hours for any day, select the All Day checkbox.
Days in Advance Amenity Can be Reserved: Enter the number of days prior to the reservation start date that an amenity can be reserved. If this number is set to 30, a reservation cannot be made if the start time is more than 30 days away.
How many Days Prior Amenity Can be Reserved: Enter the number of days between the current date and the start date that a reservation can be made. If this value is set to 2, a reservation cannot be made if the start date is less than 2 days away.
Capacity/Time/Spaces
Max Capacity: Set the maximum guest count allowed for each space designated in the amenity.
If not defining spaces, the max capacity set here will apply to the entire amenity.
This value applies to the guest count selected by the reserving WebAxis user.
If the amenity is shared among homeowners, multiple reservations will be allowed by multiple WebAxis users for the same window until the capacity is met.
Minimum Reservation Time: The duration defined here will be the maximum duration a homeowner can reserve an amenity in a single reservation.
Max Number of Consecutive Reservation Times: The number of consecutive timeslots an owner can reserve at one time.
Max Weekly Hours: This is the total number of hours for which a homeowner can reserve an amenity on a weekly basis. Once the homeowner has reached this limit, they will be unable to reserve the amenity again for that week (hours are reset on Sundays at 12:00 am).
Spaces: Admin users will have the ability to define multiple spaces for any amenity, if checked. These spaces can be reserved by the homeowner within the amenity. An example would be defining individual courts as spaces for a tennis court amenity. Spaces can also be deleted from this screen.
Space: This value is the number of spaces that can be set up by the admin user. The maximum number of spaces that can be defined for an amenity is 10.
Space (Names): The admin user will have the ability to name each space with a custom name. If no custom name is set, the default name will be Space 1, Space 2, etc.
Max Spaces: This value is the number of spaces a homeowner can reserve for a single reservation. For example, if the same tennis court is set to three and the amenity has five courts, the homeowner can reserve three courts in a single reservation.
Approval Options
Auto/Manual Approval:
Choosing Auto will enable the homeowner to automatically make a reservation without having to be confirmed by their association/management company first.
Choosing Manual will allow the association/management company to approve the reservation before it is moved to a confirmed status.
Email Notifications: Each available email notification, when checked, will send an email either to the homeowner or amenity set in the General section under Amenity Manager Email Notifications.
Reservation Request Email: Available only with manual approval. Email will go to homeowner stating that the reservation has been submitted.
Amenity Manager Request Email: Available only with manual approval. Email will go to Amenity Manager stating that the reservation has been submitted.
Reservation Confirmation Email: Email will go to homeowner stating that the reservation has been confirmed.
Amenity Manager Confirmation Email: Email will go to Amenity Manager stating that the reservation has been confirmed.
Reservation Cancellation Email: Email will go to homeowner stating that the reservation has been cancelled.
Amenity Manager Cancellation Email: Email will go to Amenity Manager stating that the reservation has been cancelled.
Reservation Refund Processed Email: Email will go to homeowner stating that the reservation payment refund has been completed.
Reservation Refund Processed to Manager Email: Email will go to Amenity Manager stating that the reservation payment refund has been processed.
Security Deposit Refund Processed Email: Email will go to homeowner stating that the security deposit payment refund has been completed.
Security Deposit Refund Processed to Manager Email: Email will go to Amenity Manager stating that the security deposit payment refund has been processed.
Minutes to Complete Reservation: This value is the amount of time a homeowner has to complete their reservation.
When a homeowner begins the reservation process for an amenity, the amenity will be “held” for this duration so no other homeowner can reserve it during that time.
If the time expires before the homeowner completes their reservation, they will be forced to restart the reservation process, and the amenity will open back up for all homeowners to be reserved
Payment: Select the Payment checkbox and select a payment option from the Select Payment Type drop down to allow user to set up the way the reservation is billed.
By Time: The reservation will be billed based on the amount of time made in the reservation and will automatically calculate the total amount to charge for the reservation.
By Space: The reservation will be billed the same amount, regardless of the amount of time the reserving user is allowed to book in one reservation.
Payment Amount (per Space): Choose the amount to charge based on above selection, if using By Space option.
Payment Amount (per min time slot): Choose the amount to charge per Minimum Reservation Time. (e.g., If minimum reservation time is 30 minutes and it is $50.00 for 30 minutes, set to $50.00.)
Security Deposit: Choose amount to charge for security deposit, if requiring this type of charge for the amenity.
Payment Method Option:
Pay Now: Pay via credit card during the booking process. This must be tied to a GL account in CINC Accounting.
Pay Later: Pay online or with a check later. Payment must be created as a manual charge in CINC Accounting.
Reservation Hold Time Before Auto-Cancelled if Unpaid: Set the number of hours the reservation will be held for the homeowner with an unpaid status.
Once this time has passed, the reservation will be automatically canceled if the homeowner has not made their payment.
If left at zero, this parameter will be ignored.
Reservation Cancellation Window: Number of hours prior to the reservation start time when the homeowner will be unable to cancel their reservation.
Admin users will still be able to cancel the reservation from the Admin Portal.
If left at zero, this parameter will be ignored.
Disclosure Agreement: Enable and enter a disclosure agreement for the amenity. With this option enabled, a homeowner must agree to the terms entered here before making a reservation for the amenity.
Link a Document Folder: Links a folder from Documents if there are documents the booking party needs to review when booking a reservation.
Duplicating Amenities
To duplicate an existing amenity either for the currently selected association or to copy to another association:
On the Amenities screen, select the radio button next to the amenity to be duplicated and click Duplicate.
On the Duplicate screen, select the checkbox next to each association where the amenity will be copied to.
Click the Submit button to complete the process.