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Add Facility Agreement initial

understanding the facility booking concept the facility booking module in perfect mind is perhaps our most complex module yet facility booking has to follow a structure which you will have to determine before diving into any configuration let's have a look at the concept and how it works together the structure goes as follows the very top level is the category category is a classification of calendars and their services the category doesn't impact facility booking per se but it is used to group calendars or services which in turn will group your facilities the next level is the calendar the calendar will group your services or your events together if one of your categories is called sports you may have an indoor calendar and an outdoor calendar the next level is a service the service will allow you to group your facilities together but they can also dictate the fees that you need to charge for a facility booking depending on the function for instance if a multi-purpose room has different rates depending on what it's being booked for i.e a banquet a meeting or an internal function you would want to create these as different services you would have your banquet service your meeting service and your internal function service the fee would be attached to each one of these services the multi-purpose room would also be attached to each one of these services the last level is your facilities facility is any individual space that is available for rent facilities can have dependencies which means that if i book a specific facility another one will become unbookable for that time period this is a high-level view of the structure that needs to be put in place when entering your facilities in the system you will need to have a category at least have calendars attached to this services and your facilities will have to be attached to your services here's another way to look at this the category is the top most level categories will have calendars attached to them those calendars will have services attached to them and those services will have facilities either the service or the facility or both in some cases will have your fees attached to them we'll also be looking at agreements and amenities for now to understand the concept we'll dive a little bit more into the services and the facilities and the fees and how they all interact together we've mentioned fees a few times already fees should be looked at more as a fee type your fees can be restricted by date and hours they can also be restricted to specific accounts say you have a minor sports team and that minor sports team benefits from a lower rate than say an individual or a corporate enterprise you would create a fee specific for that minor sports team and attach the team account to that fee if we take that a step further in some cases like a hockey booking or an ice rink booking you would want to set up a prime time rate as well as a non-prime time rate your minor sports team may benefit from a lower rate during non-prime time hours but a higher rate during the prime time hours the fee itself will allow you to set up those hours as well as attach it to that minor sports team another important factor when setting up your services and your facilities is that your conditions of use can be set on both the services and the facilities if we look at the facility as the ice rink perhaps anyone and everyone booking the ice rink should have the same conditions of use on their contract you can enter those conditions of use directly on the ice rink and those conditions of use would be merged onto their facility booking contract if for instance you still want that block of text for everybody that does a booking on the ice skating rink but you're doing a booking that is specific for a hockey tournament the tournament would be set up as a service and would have that facility the rank attached to it as a bookable space but because the service is very unique in that it's a tournament it might have a preset dollar amount associated to it and might have a preset amount of time say you book it for two or three days it may also have its own unique verbiage its own unique conditions of views that you would want to add to the contract on top of your typical conditions of views that you would add for everybody booking the ice rink in that case the service which is the tournament would have its own conditions of use entered on that service let's go find out what this actually means when we do bookings we'll go up to facilities and reserve facilities reserve facilities is where you'll be creating your categories and calendars and attach your services to them if you take a look at what's been configured we can see that there is a category called administrative and maintenance our topmost level we have two calendars under that category administrative and maintenance if we click on either one of these calendars you will see the services that are listed under them for instance admin booking location one two and three and same thing for the maintenance clicking on that will show us maintenance booking location one two and three now location is the physical building you'll only have a certain number of locations in your database the facilities will be the bookable spaces that will be living under those locations so even though we have a location one two and three we have multiple facilities under this location one of our location being the perfect mind community center that location includes facility court a court b east rink main hall multi-purpose room and west rink arena rentals is set up as its own category with two calendars under it the arena drive floor and arena ice and if we expand to see the services under them the drive floor has ball hockey lacrosse and roller derby all set up as their own services arena ice has arena rentals figure skating hockey tournament maintenance bookings this is further divided with a facility booking category with the four calendars underneath that and the services attached under each one of these calendars facility bookings are done under facilities and advanced reservation now it's sticking with the hockey or arena rental concept let's do a few bookings here to understand how all those little pieces work together once that concept is understood we'll take a step back and configure each one of these items we'll go and configure our services our facilities our fees you can search for a facility or contract number in this search bar you can do an availability search if you know that you specifically want a booking between 6 and 8 pm that has to run for at least an hour on thursdays you can enter this criteria here to see a list of the facilities and the dates that would be open for that specific availability you can also specify the date range you have the all calendars view which you can filter on you can filter by services by locations by facility type and by amenities both the facility type and amenities are managed lists if you create amenities when creating facilities and attach those amenities to your facilities this will become an item that you can use to filter out your facilities on this screen here if you do not use the amenities list or the facility type list you will not see those options to allow you to filter down further to find the facility that you're looking for now let's focus on an arena rental there's different types of arena rental you may want to rent the ice for hockey booking figure skating booking or for a tournament each one of those may have different fees and they may have specific durations of time that you do a booking for let's click on the dropdown and choose the arena rental arena rental is set up as a service we'll hit done and both the east rink and the west rink were attached to the arena rental service now when you see this screen here you can click on one of the dates one of the squares to create your booking you may notice that there are some gray boxes and some green boxes as we start using the system and running tests you'll notice some yellow boxes as well green means that the full day is available for a booking there's not a single booking made on that day gray means that there is no availability for that day either the facility is closed or it's already been booked for the whole day a yellow square would indicate a partial availability meaning that you may have a two-hour booking but you still have the rest of the day available in order to be able to do a booking i'll do a booking again under the arena rental service for the east rank for wednesday and using the sliding scale we will start our booking at 1 pm we'll do this booking for john smith and a number of guests has to be entered we'll say five now we have our start date as we've picked it on our availability calendar and this is where you can specify the duration and time here the duration is a minimum of one hour in one hour increments only all the way up to ten we'll say that this booking will be for four hours for the e string community center we'll click add one reservation and now we see that yellow square indicating that there is a partial availability only on wednesday october 7th for east rink you may notice that there is a blue circle next to reservations that indicates one if i was to create another booking under the same contract this number would change to 2. to firm it up or to confirm the details on it you can either click back on the date where you've made your booking and the contract itself or you can click on the number next to reservation we see here that we have a fee of four hundred dollars attached with no extra fees for this particular booking let's click on manage contract to see more details about this now we see that the fee is four hundred dollars and plus tax will be four hundred and fifty dollars if i scroll down i can find my one reservation that was made which was for october seventh between one and five and the fee is four hundred dollars if we click on the fees to see what was charged we see that a resident fee of four hundred dollars was charged we see that this rate is at one 100 an hour for this east rank and the arena rental clicking on this button will give you a preview of the contract that the customer may get you can click on that choose the document to merge the fields with now we can see the contract id you see the customer information the facility rental summary listed out here and here we can notice some conditions of use on this contract we'll leave the screen open and i'll jump into another tab to show you what was configured both on the east rank facility and on the arena rental service which is what we've chosen for this booking now let's go to the east rank facility the terms and conditions are listed on this facility whenever a booking is made using east rank this conditions of used field will show up on the contract these conditions of use will match what we've seen in the contract now going back to that facility we can see that the bookings were only made in 60 minutes increment i wasn't able to book for an hour and a half or two and a half hours i only had the ability to book for one hour all the way up to 10 hours this is because there's multiple duration blocks that are set up on the facility itself the duration being 60 minutes minimum of 1 hour 1 times 60 minutes maximum of 10 times 60 minutes which is 10 hours the two fees that are available where the non-resident and the resident and because john smith my client was a resident he qualified for that hundred dollar fee now let's take a step back the east rink facility is attached to the arena rental service jump to another tab to look at the service and here we are the arena rental service has both the east and the west ranks attached to it if we scroll down however the conditions of use only state conditions of use on service if we go back to the contract we see that block of text listed below the conditions of use that were on the facility itself this portion here were the conditions of use that we had on the facility and this portion below here is that merged field that we see on the service if you scroll down a little bit further under fees and extras we have a check mark next to the user facility fee option if this check mark wasn't there we could enter the same information as we did on the facility we could specify the duration blocks specify the minimum amount of time a customer can do a booking or the maximum amount of time as well as the fee type and the rate for this booking in this case because the standard arena rentals are all the same fee for the east rank we've checked this box and set up our fees directly on the facility itself we'll try a different example where the fee is now specified on the service itself we'll go back to advanced reservation and do a brand new booking leaving this one as tentative we'll clear our current filters and now rather than in the arena rental service we'll go and select the hockey tournament service we'll select that from our services list hit done and even though we're using a different service we still have the same facilities because both the east rink and the west rink can offer tournaments we'll go ahead and find our date we'll go early december we'll do our booking from friday all the way through sunday it'll be a three-day booking for this hockey tournament select friday as your date again for the same facility which is the east rank we'll start our booking at 7 a.m the client will be jim jones who has been created as part of the perfect city youth sports team account hockey tournament is our service you have to specify a number of guests as it is a mandatory field so we'll say 50. it'll start december 4th at 7 and the duration gives us the option to choose between two days and three days where previously for a different service we had the option to choose between one hour and 10 hours these are all customizable either on the facility or on the service in this case the service hockey tournament allows me to pick between a two-day tournament or a three-day tournament we'll go and select three days and add one reservation conflict manager comes up in our case let's find out why by clicking on the triangle icon and the system is telling us that the event times outside the organization working hours so the organization hours were set up as part of phase one we'll click proceed anyways and now we can see that friday 7 a.m is partially booked saturday sunday the full day is booked and there's a bit of an overlap on monday if we look to find out why the booking goes all the way from midnight to 7 a.m on monday that's because selecting three days as a duration will assume and how i've set this up that the days are 24 hours long so by starting it on a friday 7 a.m and not at midnight the overlap goes all the way through to monday 7 a.m let's click on our one reservation to have a look at the fees we see that the fee comes up as forty five hundred dollars and taxes added on top let's click on manage contract to see more details about this now let's have a look at our reservation itself the fee is forty five hundred dollars if i click on it i will see that the hockey tournament rate is the fee that perfect mind found and is charging and because it's fifteen hundred dollars a day for three days which is a three day fee we now pay forty five hundred 500 we'll click on the contract and here's the contract for this particular booking we see the client information the facility rental summary the fee and if you scroll down we'll see same conditions of use both from the facility and from the service in this case it would be handy to use this hockey tournament service to add custom conditions of use that would pertain specifically to the hockey tournament if there is a need for that now we'll go to a different tab have a look at the hockey tournament service to see how that was set up now the hockey tournament is a service with two facilities attached to it east rank west rink if i scroll down where previously for the arena rental i had this use facility feed check box checked meaning skip whatever is configured on the service go directly to the facility to look at the fees now i have my setup directly on the service so perfect mind will not go further into the facility setup to find out what was configured it'll simply look at what's configured on the service itself the multiple duration block is set to 1440 minutes which is the number of minutes in a day for a minimum of two days which is 2 times 1440 maximum of three the rate specified is the hockey tournament rate of fifteen hundred dollars per day so when entering a fee on the facility itself and not checking the user facility fee perfect mind will look at the service configuration including the fee and the dollar amount as well as the minimum and maximum durations to know what this type of booking can or cannot do and how much to charge whereas if we use the facility fee as we did for the arena rental perfect mine will not look at what is configured on the service we'll skip that and go directly to the facility setup to know what to charge now this is not a straightforward or an easy concept to understand necessarily so feel free to rewatch this video to gain greater understanding the next steps will mean that you will have to create your own structure with your own facilities using your fees as far as creating your facilities and your structure simply keep in mind that your services are a way to group your facilities together but they also give you some flexibility in terms of determining what to charge for a specific function the next few videos we'll dive into how to set up your facilities we'll give you a starting point on how to create your structure and how to set up your services