Facility Management Module Overview

This module is used to manage the facilities belonging to the municipality. A facility can belong to a venue and one venue can have more than one facility.

The Facility Management module enables online facility reservations and optimizes facility occupancy through the following sales channels.

• Individual citizens booking online
• By a call center
• By a booking office
• Through a POS terminal

Each facility booking corresponds to a private event.

Main Features of the Facility Management Module:

The main features of the Facility Management module are explained below.

CUSTOMER Facility PORTAL

1. Perform Facility Bookings

   The Perform Facility Bookings feature enables the user to:

   • Search facilities using given criteria
   • Bookmark facilities
   • Select a facility for reservation

   A facility can be reserved on full day or hourly basis. It’s possible to reserve for a single day or multiple days.

   In addition, extra items can be added to the same booking.

   The membership benefits will be automatically applied and any other discount can also be applied by the administrator.

   The following booking types are possible.

   • Direct facility booking

   • Submit for approvals, and upon approval, perform the booking

   • Save as a quotation booking, generate contracts, then send to the customer
     • upon contract approval, generate invoices and accept payment
     • quotation bookings are subject to expire on a given period
   • Generate internal bookings for staff
     • The internal booking value is zero and no invoices are generated. However, the facility is reserved for the internal activity by the staff
   • Wait list booking

   The system allows the customer to be on a wait list if the facility is occupied by another customer. In the existing booking is cancelled, the corresponding wait list customers will be notified and their transaction will automatically be converted to an active transaction. Furthermore, administrators can manually convert a wait list booking.

2. Display existing bookings

   Customers can view their existing bookings, make payments, copy reservations, send a refund request, etc.

3. Display existing waitlist

   The customer can view their own wait list bookings and status at a glance.

4. Each facility will have an indicator to show whether it is a sub facility.

ADMINISTRATION Facility PORTAL

1. Dashboard

   The dashboard provides an overall view of the Facility module in terms of the sales and occupancy information.

2. Manage Facility

   The Manage Facility section is used to create, edit, and delete facilities in the system.

   The following facility information is recorded in this section.

   • General information
   • Advanced settings
   • Layout Configuration setup
   • Extra items/services
   • Non-operational days
   • Attachments
   • Link with membership benefits

3. Manage Venues

   This functionality is used to create, edit, and delete venues in the system.

4. Manage Bookings

   This section is used for the following operations performed by the administrator/staff.

   • Open and view existing booking information
   • Generate and email contracts, generate and email invoices for quotation bookings
   • Change booking – Add new extra items, remove existing extra items, add a new facility, remove an existing facility, add change fee, discount amounts
   • Cancel a booking – cancellation policy will be applied
   • Copy over booking – helps to clone an old booking for a future year

5. Manage Approvals

   The Manage Approvals feature helps staff manage the pending approvals submitted by customers. An approval request can either be approved or rejected.

6. Manage Wait lists

   The Manage Waitlists functionality is used to monitor and manage wait list bookings.

7. Manage Refunds

   The Manage Refunds functionality is used to refund for a cancelled booking.

8. Manage User Privilege Classes

   This is used to define access to privilege groups for certain facilities for a given period

9. Manage Prime Fees - This supports setting up different daily/ hourly rates for a selected facility for a given period. Prime fees will override the default facility rates.

10. Facility Schedule

    This feature displays existing reservation schedules in a calendar view for selected facilities. It is also possible to initiate a new facility booking from the Facility Schedule.

11. Blacklisted Customers

    This feature enables blacklisting customers in the database. Blacklisted customers cannot make a facility booking.

12. Set Up Contract Templates

    Use this feature to set up different contract templates based on the business requirements.

13. Manage Additional Items

    This feature is used to set up additional items which can be bought by the customer along with the facility reservation (i.e. food and beverage, equipment such as projector, additional tables, chairs, etc.)

Other:

1. Payment Terms – Supports setting up different payment terms relative to the booking and event date.

2. Cancellation Policy - Supports setting up different cancellation policies.

3. Set Up Contracts – Supports setting up booking contracts for complex bookings.

4. System Level Configurations – Used to set up system-level configuration settings.

Reports

Following reports are available in the Facility Management module.

1. Booking summary
2. Booking detail
3. Booking audit
4. Item detail
5. Item availability
6. Facility detail
7. Facility utilization
8. Facility extra items
9. Facility maintenance