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Overview

The Amenities module enables communities to manage shared facilities like pools, clubhouses, gyms, and event spaces. Residents can book amenities, and administrators can control availability, pricing, and booking rules.

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Key Features

Amenity Catalog

Create and manage a catalog of community amenities with descriptions and rules

Booking System

Allow residents to reserve amenities with date and time selection

Capacity Management

Control maximum capacity and simultaneous bookings

Pricing Control

Set usage fees and track amenity revenue

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Amenity Management

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Creating Amenities

1

Access Amenity Administration

Navigate to the Amenities section and ensure you’ve selected the correct community from the filter dropdown.
2

Add New Amenity

Click “New Amenity” and complete the form:Basic Information
  • Name: Amenity name (e.g., “Community Pool”, “Clubhouse”)
  • Description: Detailed description of the amenity and its features
  • Image: Upload a photo of the amenity (optional)
Rules and Guidelines
  • Rules: Usage rules, restrictions, and guidelines residents must follow
    • Example: “No glass containers allowed”
    • Example: “Maximum 2-hour booking slots”
    • Example: “Children under 12 must be supervised”
3

Configure Capacity Settings

Set capacity limits:
  • Maximum Capacity: Total number of people allowed at once
  • Simultaneous Reservations: How many reservations can be active at the same time
For example, a tennis court might have:
  • Maximum Capacity: 4 people
  • Simultaneous Reservations: 1 (only one group at a time)
4

Set Pricing

Configure usage fees:
  • Cost: Amount charged per reservation (or 0 for free amenities)
  • Set to null or 0 for complimentary amenities
Costs are typically per booking session, not per person. Specify the pricing model in the description.
5

Save and Publish

Click “Save” to make the amenity available for booking. The system records:
  • Creation date
  • Associated community
  • Created by user

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Common Amenity Types

Typical Settings:
  • Maximum Capacity: Based on pool size (e.g., 20-50 people)
  • Simultaneous Reservations: 1 (exclusive) or unlimited (shared)
  • Cost: Free or seasonal fee
  • Rules: No diving, lifeguard hours, age restrictions
Typical Settings:
  • Maximum Capacity: Fire code limit (e.g., 100 people)
  • Simultaneous Reservations: 1 (exclusive use)
  • Cost: Deposit + hourly rate
  • Rules: Cleanup requirements, noise curfew, catering policies
Typical Settings:
  • Maximum Capacity: Equipment-based (e.g., 15 people)
  • Simultaneous Reservations: Unlimited (shared use)
  • Cost: Free with maintenance fee
  • Rules: Equipment care, time limits during peak hours
Typical Settings:
  • Maximum Capacity: 4 people per court
  • Simultaneous Reservations: 1 per court
  • Cost: Free or nominal fee
  • Rules: Proper footwear, time slot limits, ball type requirements
Typical Settings:
  • Maximum Capacity: 25 people
  • Simultaneous Reservations: 2-3 (multiple picnic areas)
  • Cost: Free or cleaning deposit
  • Rules: Cleanup after use, no open flames, waste disposal
Typical Settings:
  • Maximum Capacity: Number of available spaces
  • Simultaneous Reservations: Matches capacity
  • Cost: Free for residents, fee for extended use
  • Rules: Time limits, vehicle requirements, permit display

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Viewing and Managing Amenities

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Amenity List View

The amenities list displays:
  • Community: Associated community name
  • Name: Amenity name
  • Cost: Usage fee (or “Free”)
  • Creation Date: When the amenity was added
Use the community filter to view amenities for specific communities or all communities you manage.

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Sorting and Pagination

  • Sort Options: Click column headers to sort by:
    • Community name
    • Amenity name
    • Cost
    • Creation date
  • Page Size: Select 10, 25, 50, or 100 amenities per page
  • Navigation: Use pagination controls at the bottom of the list

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Editing Amenities

  1. Click on an amenity in the list to view details
  2. Click “Edit” to modify:
    • Name, description, or image
    • Rules and guidelines
    • Capacity settings
    • Pricing
  3. Save changes to update the amenity
Changing capacity or simultaneous reservation limits may affect existing bookings. Review active reservations before making changes.

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Deleting Amenities

To remove an amenity:
  1. Locate the amenity in the list
  2. Click the delete icon
  3. Confirm deletion in the modal
Deleting an amenity may cancel active and future reservations. Notify affected residents before deletion.

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Booking Schedules

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Setting Up Amenity Schedules

Define when amenities are available for booking:
1

Access Schedule Configuration

From the amenity detail page, navigate to “Schedules” or “Availability”
2

Define Time Slots

Configure available booking times:
  • Days of Week: Select which days the amenity is available
  • Operating Hours: Set start and end times
  • Slot Duration: Define booking slot length (e.g., 1 hour, 2 hours)
  • Blackout Dates: Mark maintenance or holiday closures
3

Set Booking Windows

Control how far in advance residents can book:
  • Advance Booking Days: Maximum days ahead (e.g., 30 days)
  • Minimum Notice: Hours required before booking time (e.g., 24 hours)
Schedule configuration may vary based on your platform implementation. Some systems use flexible time slots while others use fixed schedules.

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Resident Booking Workflow

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How Residents Book Amenities

From the resident portal:
1

Browse Available Amenities

Residents view the amenity catalog with:
  • Amenity photos and descriptions
  • Usage rules and requirements
  • Pricing information
  • Current availability
2

Select Date and Time

Residents choose:
  • Date: When they want to use the amenity
  • Time Slot: Available time ranges
  • Number of People: How many will attend (must be within capacity)
3

Review and Confirm

The booking summary shows:
  • Amenity name and location
  • Selected date and time
  • Number of people
  • Total cost (if applicable)
  • Rules acceptance checkbox
4

Submit Reservation

Upon submission:
  • The reservation is created with a status (Pending, Confirmed, etc.)
  • Confirmation is sent to the resident
  • Administrators are notified if approval is required
  • Payment is processed if a fee applies

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Reservation Status Workflow

Bookings may go through different statuses:
  1. Pending: Awaiting administrator approval or payment
  2. Confirmed: Approved and scheduled
  3. In Progress: Currently being used
  4. Completed: Finished successfully
  5. Cancelled: Cancelled by resident or administrator
  6. No Show: Resident didn’t use the reservation
Depending on community policies, some amenities may require administrator approval while others are auto-confirmed.

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Administrator Controls

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Managing Reservations

Administrators can:
  1. View All Reservations: See upcoming and past bookings
  2. Approve/Reject Requests: For amenities requiring approval
  3. Create Reservations: Book on behalf of residents
  4. Cancel Reservations: With reason documentation
  5. Block Time Slots: Reserve times for maintenance or events

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Calendar View

The amenity calendar provides:
  • Monthly/Weekly/Daily Views: Different timeframes
  • Color-Coded Status: Visual status indicators
  • Conflict Detection: Highlights scheduling conflicts
  • Quick Actions: Approve, reject, or modify from the calendar

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Reporting

Generate reports on:
  • Amenity Usage: Most/least popular amenities
  • Revenue: Income from paid amenities
  • Occupancy Rates: Utilization percentages
  • Resident Engagement: Booking frequency per resident

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Pricing and Payments

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Fee Collection

For paid amenities:
1

Fee Calculation

System calculates the charge based on:
  • Base amenity cost
  • Duration (if applicable)
  • Any additional services
2

Payment Processing

Residents pay through:
  • Online payment portal
  • Charge added to monthly bill
  • Cash/check at administration office
3

Confirmation

Once payment is received:
  • Reservation status updates to “Confirmed”
  • Receipt is generated
  • Payment is recorded in the system
Ensure clear policies on refunds and cancellations. Document these in the amenity rules so residents understand terms before booking.

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Best Practices

Write comprehensive, easy-to-understand rules:
  • Use bullet points for readability
  • Include specific examples
  • State consequences of rule violations
  • Keep language friendly but firm
  • Update rules based on feedback and incidents
Implement equitable booking rules:
  • Limit how many reservations per resident per month
  • Set maximum consecutive days for popular amenities
  • Implement a “no-show” policy with penalties
  • Consider priority systems (first-come, lottery, etc.)
Coordinate amenity maintenance:
  • Schedule during off-peak times
  • Notify residents well in advance
  • Block booking slots during maintenance
  • Post maintenance schedules publicly
Monitor and adjust capacity:
  • Review occupancy data regularly
  • Adjust capacity for safety and comfort
  • Consider seasonal variations
  • Account for special events
Keep residents informed:
  • Send booking confirmations immediately
  • Remind residents before their reservation
  • Announce rule changes or closures
  • Share amenity availability updates

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Integration with Other Features

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Payments

Amenity fees integrate with the payment system:
  • Charges automatically added to resident accounts
  • Payment history tracked
  • Outstanding amenity fees included in balance reports

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Documents

Share amenity-related documents:
  • Facility maps and layouts
  • Detailed usage guidelines
  • Reservation policies
  • Insurance and liability waivers

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