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How to set up facility reservations (setup checklist)

  • Updated

To let customers reserve a facility online, set your organization's facility settings, add the facility from one of your locations, give it availability and a fee, turn on online reservations, show it with its eye icon, and put a Facilities page on your website. Work through the steps below in order; each one names the article with the details.

Applies to: Admins whose role can edit facilities · Organizations with the Facility module (all plans) · Legacy and Editor 2.0 (CMS) websites

Where: Facility Reservation > Configurations; Facility Reservation > Facilities; Schedules > Locations > Manage Locations; Content > Configurations > Site Pages (legacy website) or Content > Site Editor (Editor 2.0)

Step 1: Add the places as locations

Add each field, court, gym or room customers will book on Schedules > Locations > Manage Locations first. A facility made from a location is linked to it, so its reservations show on your location calendars and your games and practices there block those times. See How to add or edit a location (field, court or gym).

Step 2: Set your facility settings

Go to Facility Reservation > Configurations:

Page What to set
General How customers pay (Enable Credit Cards?, Enable Checks?, Enable Other?), Apply Credit, Balance Block and Enable Pay Balance, which are the same settings as on Programs > Configurations > General (a change on either page changes both), and Order Copy To (addresses that get a copy of every facility order). Show T&Cs lets an admin accept terms when booking for a customer. Internal Calendars and External Calendars set how a reservation is labeled on admin and public calendars, for example Reserved or the customer's last name.
Master Lists The Facility Types (for example Field, Building or Camp Site) and Facility Amenities (for example restrooms or a kitchen) you choose on each facility.
Pricing Tiers Optional: different rates by time, by residency or for a customer category. See How to set up pricing tiers for facility reservations (Standard, Resident/Non-Resident and Custom).
Terms and Conditions Terms customers accept at checkout. See How do I add Terms & Conditions to my Facility?
Reservation Fields Questions customers answer when they reserve. See How do I add a new Reservation Field to my Facility?
Buy Items/Add-Ons Extras such as tables and chairs. See How do I add a Add-On/Buy Item to my Facility?
Facility Groups and Facility Reservation Rules Optional: how many reservations a customer can make in a day, week or month. See How to set the Maximum Number of Facility Reservations.

Step 3: Add the facility

  1. Go to Facility Reservation > Facilities and click Add Facility.
  2. Under Facility, choose the place in Select Location. The list shows your locations that aren't facilities yet.
  3. To make it part of a larger facility, choose the parent in Facility of. For example, add the park first, then add each field with the park in Facility of.
  4. Click Add.

You can type a new name in the box above Select Location instead, but that facility isn't linked to one of your locations, so its reservations don't show on your location calendars until TeamSideline Support links it. A facility with sub-facilities is a parent: it can't be reserved, so set up each sub-facility in Step 4.

Step 4: Set up each facility customers book

On Facility Reservation > Facilities, click the facility's pencil, or its More Options menu to go straight to a tab:

  1. General: choose the Facility Type, enter a Description, add any Amenities and the Capacity (0/0 means no limit), and click Save.
  2. Availability Rules: choose the Use Type (Time Use or Day Use) and Time Blocks before you add hours, because changing them later deletes the facility's availability. For Increments within Availability, set the Start Interval, Increment Interval, Minimum Reservation and Maximum Reservation (in minutes; the minimum can't be more than the maximum). Click Save.
  3. Availability: click Set Availability and add the days and hours customers can book, each with its Pricing Tier (Default if you don't use tiers). See How to set facility available hours and end times (including late night).
  4. Reservation: under Online Reservation, set Enable to Yes, choose the Registration Period (Continuous, with Min Days Prior and Max Days Prior, or Defined Dates) and the Workflow Type (None, or Pending/Approval if an admin approves each reservation), and click Save.
  5. Reservation, Fee Schedule: click Add Pricing Tier, choose a tier your availability uses, click Add, enter the Cost and any Security Deposit, and click the Save under the Fee Schedule. Every tier the availability uses needs a fee here. See How security deposits work on facility reservations (and a deposit-first workaround).
  6. Checkout (optional): add Order Text for the confirmation email, Reservation Fields, Terms and Conditions, Add-Ons and Coupons.
  7. Photos: add a picture customers see on the facility's page.

Step 5: Show the facility on your website

On Facility Reservation > Facilities, click the facility's eye icon (Toggle Visibility) so it turns green. New facilities start hidden, and each sub-facility has its own eye. Then make sure your website has a Facilities page:

Legacy website

  1. Go to Content > Configurations > Site Pages.
  2. Right-click Menu Pages and choose Add Standard Page > Facilities. If Facilities isn't listed, your site already has the page.
  3. Drag the new page to its place in your menu, and click Save. You'll see "The changes to your menus have been saved."

Editor 2.0 website

  1. Go to Content > Site Editor. Your site may already have a Facilities page that TeamSideline set up.
  2. If not, add a page (see CMS: Add, rename, hide or delete pages) and add TeamSideline's Facilities widget to it.
  3. Click Republish.

Not sure which editor you have? See CMS: Which website editor do I have? Legacy Content vs. Editor 2.0.

What you'll see

Your Facilities page lists the visible facilities. Customers open one, pick a date and a time (or a day), reserve it and check out. Facilities with a Pending/Approval Workflow Type show the reservation as pending approval until an admin approves it. To show customers how, see How to reserve a Facility: Customer Instructions.

If it doesn't work

  • The facility isn't on your Facilities page. Its eye is red, or your website has no Facilities page (Step 5).
  • Customers see Contact Us instead of a way to reserve, sometimes with a note such as "Reservations taken only 30 days prior." Enable is No on the Reservation tab, or the date is outside the Registration Period (Min Days Prior and Max Days Prior, or Defined Dates).
  • No times are offered. The date has no availability, the availability's pricing tier has no fee in the Fee Schedule, the open time is shorter than the Minimum Reservation, the entry is Admin Only, or games, practices, other reservations or Block Times take the time.
  • The reservation is removed from the cart with "(your organization) requires approval for (the reservation), please contact them for more info." The time uses a Custom pricing tier the customer doesn't qualify for. See How to set up pricing tiers for facility reservations (Standard, Resident/Non-Resident and Custom).
  • "Parent facilities cannot be reserved. Reservation configurations should be setup for each sub-facility." Set up the sub-facilities instead.
  • "Facility Type selection is required" or "Description field is required" on the General tab. Both are required before the facility saves.

Good to know

  • With Workflow Type Pending/Approval, a reservation waits for an admin. It doesn't hold its time, and it isn't on the facility's Calendar or the Master Calendar until it's approved. See How to approve or reject a pending facility reservation.
  • Order Copy To on a facility's Reservation tab copies that facility's order emails to the addresses you enter, separated by commas. The one on Configurations > General copies every facility order.
  • A security deposit is charged once for each reservation, with the rental fee, and isn't returned automatically. See How security deposits work on facility reservations (and a deposit-first workaround).
  • To book for a customer yourself, see How do I reserve a Facility for a customer as an Admin?

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