This article covers common Facility Reservation setup questions, including:

• Creating Pricing Tiers and custom pricing based on customer categories.
• Adding Pricing Tiers to a facility and setting the appropriate fees.
• Adjusting facility available hours and end times, including late-night availability.
• Understanding how the Security Deposit field works.
• A recommended workaround when you need to collect a rental fee and refundable deposit separately.

Part 1: Creating Custom Pricing Tiers

Facility Reservation Pricing Tiers allow you to offer different pricing based on customer categories, such as For Profit/Non Profit or Employee/Non-Employee.

Step 1: Create the Custom Categories

1. Go to Facility Reservation > Configurations > Pricing Tiers.
2. Click Add Custom Category.
3. Enter the Custom Category Name (for example, For Profit or Non Profit).
4. Click Add.

Step 2: Create the Pricing Tier

1. On the Pricing Tiers page, click Add Pricing Tier.
2. Enter the Pricing Tier Name.
3. Select Custom from the Pricing Tier Type dropdown.
4. Click Add.
5. You will be taken to the Edit Pricing Tier page.
6. Click Add Custom Category.
7. Select the Custom Category items you want to make available for this Pricing Tier.
8. Select Available For All? if you want this Custom Category to be available to all customers.

Note: Do not select Available For All? if you only want the Custom Category available to customers who have been specifically assigned that category. You can assign Custom Categories to individual customers from Customers > Account Management > Account Overview.

Step 3: Add the Pricing Tier to a Facility

1. Go to Facility Reservation > Facilities and select the desired facility.
2. Open the Availability tab.
3. Click Set Availability.
4. Select the appropriate date(s) and time.
5. Select the Pricing Tier you created from the dropdown.
6. Click Add.
7. Open the Reservation tab.
8. Scroll to the Fee Schedule section and click Add Pricing Tier.
9. Select the Pricing Tier from the dropdown.
10. Select the appropriate Calculation.
11. Click Add.
12. Enter the Security Deposit and Cost amounts.
13. Click Save.

Step 4: Assign a Pricing Tier Category to a Customer

1. Go to Customers > Account Management > Search.
2. Open the customer's Account Overview page.
3. Scroll to the Reservation Pricing Accommodations section.
4. Click Add.
5. Select the appropriate Pricing Tier Custom Category from the dropdown.
6. Click Add.

When this customer places a facility reservation, the applicable custom pricing will be used instead of the standard pricing.

Part 2: Adjusting Facility Hours and End Times

Facility available hours are configured on the facility's Availability tab. If customers cannot select a reservation time after a certain point—for example, 9:30 PM—the facility's configured End Time may be limiting the available reservation times.

To extend the available hours:

1. Go to Facility Reservation > Facilities and select the facility.
2. Open the Availability tab.
3. Click Set Availability, or edit an existing availability schedule.
4. Choose Single Day or Recurring dates and select the applicable day(s).
5. Under Time, set the desired Start Time and End Time.
6. If the time picker does not allow you to scroll to the desired time, type the time manually.
7. Select the appropriate Pricing Tier. Use Default if no Pricing Tiers are defined.
8. Click Add.

Note: The reservation times customers can select also depend on the facility's Availability Rules. Check the Use Type = Time Use settings and whether Time Blocks are configured as Increments within Availability or Defined Timeframes. These settings determine the available increments and reservation lengths.

Overnight or Past-Midnight Availability

For facilities that need to be available late at night or during early-morning hours, adjust the Start Time and End Time on the Availability tab as needed. If necessary, type the times manually.

Note: Confirm with the Facility team whether a single availability schedule can span midnight (for example, 10:00 PM–2:00 AM) or whether overnight availability must be configured as separate schedules. Also confirm the recommended configuration for a facility that is available 24/7.

Part 3: Facility Rental Deposits

How the Security Deposit Works

A security deposit can be added to a facility through a Pricing Tier.

1. Go to Facility Reservation > Facilities and select the facility.
2. Open the Reservation tab.
3. In the Fee Schedule section, click Add Pricing Tier if a Pricing Tier has not already been added.
4. Enter the deposit amount in the Security Deposit field.
5. Enter the rental amount in the Cost field.
6. Click Save.

Important Deposit Limitations

The Security Deposit field has the following behavior:

• The security deposit is collected at checkout together with the rental fee.
• The deposit is not charged as a separate transaction from the rental fee.
• The system does not automatically collect a rental fee and refundable deposit as separate transactions.
• The reservation workflow does not automatically return the deposit after the rental.
• The deposit applies to each facility rental/reservation, rather than one deposit per order.

Workaround: Collect the Deposit First and the Rental Balance Separately

If you need the customer to pay a deposit first, pay the rental balance later, and receive the deposit back after the rental, use the following manual process:

1. Set the reservation fee to the deposit amount so the customer pays only the deposit at checkout.
2. Require reservations to be approved by an admin so the reservation is not finalized automatically.
3. After approving the reservation, manually add a Misc Debit to the customer's account for the remaining rental balance.
4. The customer logs in and pays the remaining balance separately.
5. After the rental, manually process a partial refund for the deposit amount.

Tip: Because the Security Deposit applies per reservation rather than per order, this workaround is also useful when a customer reserves multiple days but you only want to collect one deposit for the entire order.

Note: Confirm the exact navigation for enabling Require Admin Approval, adding a Misc Debit, and processing a partial refund before publishing detailed instructions for those processes.