The details below provide a step-by step guide on how to get your HOA’s Amenities set up to accept Resident Reservations automatically using HOA Messenger’s HOA Amenity Scheduling Software.
Below ⬇️ is a video walkthrough of how to use the Amenity Feature.
As a Manager, how do I set set up one of my HOA’s Amenity’s to accept Resident Reservations?
After logging in to your Manager Profile via the Manager Web Dashboard/Portal, navigate to the Amenities section by clicking on “Amenities” in the top menu, then confirm the HOA you want to create an Amenity for, then select “Create Amenity.
…after clicking on “Create Amenity”, a pop-up will appear where you’ll first want to give your HOA’s Amenity an easily recognizable name.
…after giving your Amenity an easily recognizable name you’ll need to confirm the Amenity’s days and hours of operation. If your amenity is open 24 hours then you can just click the box next to “Open 24 Hours”
…after confirming your HOA Amenity’s days & hours of operations, confirm the Amenity’s maximum number of people (capacity) permitted to use the amenity at any given time. The number of guests scheduled by residents will never be allowed to exceed this number.
…after confirming the Amenity’s maximum number of people (capacity) permitted to use the amenity at any given time, confirm the maximum amount of time that Residents will be able to reserve the amenity during a 24 hour period. Residents can only reserve the amenity in one 1 hour blocks, so if you select a Reservation Time Limit of “2 hours” then a resident will be permitted to schedule two (2) separate one (1) hour reservations per day. If your amenity does not have a reservation time limit then click the box next to “No Reservation Time Limit”. If the “No Reservation Time Limit” box is selected, then Residents will be permitted to make up to twenty-four (24) separate one (1) hour reservations on each day the amenity is open.
…after confirming the maximum amount of time that Residents will be able to reserve the amenity during a given 24 hour period, you’ll need to confirm the maximum number of guests that residents are allowed to bring with them during their scheduled reservation. This parameter is useful if you want to prevent any one Resident from taking up the entire capacity of an amenity.
…after confirming the maximum number of guests that residents are allowed to bring with them during their scheduled reservation, you can include any General Notes about the Amenity such as the need to submit a deposit or cleaning fee, or any important rules associated with the amenity. Once this form is complete, click “Submit” to publish your Amenity for Scheduling.
For a step-by-step guide on how Residents schedule a reservation once the amenity has been set up, CLICK HERE.
Amenity Feature FAQs
Q: How does the Amenity Reservation Software work?
A: You can set up amenities such as a gym or tennis court, specify their hours of operation, capacity, and reservation restrictions. For instance, if you have a gym that is open from 6 AM to 10 PM, has a capacity of 10 people, and allows reservations for up to 2 hours per day with a guest limit of 2 people, you can input these details. You can also add notes regarding specific rules for the amenity so if a clubhouse reservation needs to be approved or if a desist is required you can clarify those details in the Amenity Notes. After setup, residents can make reservations via the app by selecting the amenity, choosing an available time, and specifying the number of guests they will be bringing with them. The app shows the amenity info and confirms the reservation, and the time slot becomes unavailable for others if the amenity's programed capacity is fully booked. Additionally, as a Manager you can manually input reservations on your end if a resident prefers to call in and make a booking.
Q: Can a Resident make a Reservation for a time period longer than one (1) hour?
A: Reservation time limits are established by the manager when an Amenity is created. Therefore, if a manager establishes a reservation time limit that is longer than one (1) hour, then yes a Resident can reserve an amenity for a time period of longer than one (1) hour, up to the reservation time limit. Keep in mind that reservations are booked in one (1) hour increments, so if a Resident wants to make a Reservation for a time period longer than one (1) hour, then they will need to create multiple one (1) hour reservations.