Frequently asked questions about the Resource Reservations feature of the Property & Facility App.

1. How do I bill back my tenants for reservations?

In order to bill back your tenants for reservations, a Work Order for the resource needs to be defined (see Setting Up Shared Resource Work Orders). If Work Orders have been defined for the resource, after property staff approves the reservation, a Work Order will be generated that can then have charges added like Service Request Work Orders (see Adding Billable Charges to a Service Request).

2. Why can't my tenants reserve resources on the weekends?

They can! You will just need to adjust the resource availability times to accommodate weekend reservations as the standard availability times are during normal business hours. For details, see Managing Shared Resource Availability Times.

3. Can tenants double-book resources?

No, they cannot. WorkSpace automatically removes any unavailable times as a selection option when tenants are reserving a resource.

4. How do I edit the reservation time?

Reservations are not editable in order to eliminate any confusion with booking. If the reservation time needs to be adjusted, the current reservation should be canceled and a new reservation submitted.

5. I've setup a Shared Resource space, but why am I not seeing any Work Orders generated when someone submits a reservation?

After setting up a Shared Resource space using the Resource Editor (see the article Setting Up a Shared Resource Space), you must then complete the setup of the resource by setting reservation parameters (see the article Setting Shared Resource Parameters) and setting up Service Request work categories to trigger Work Orders when a resource is reserved (see the article Setting Up Shared Resource Work Orders). This is particularly useful, for example, to notify property staff in advance to prepare a conference room for an upcoming reservation. Once the Work Orders have been defined, they will trigger when a submitted reservation is approved by property staff.

6. I've setup Work Orders so why aren't they triggering?

If Work Orders have been defined for the resource, they will trigger automatically once the resource has been approved by property staff. This eliminates erroneous Work Orders from being dispatched to the engineering team. If a reservation is canceled, the attached Work Order is also canceled.

7. Are notifications sent for Resource Reservations, and if so, who exactly receives them?

Yes, a notification will be sent to the parties involved once the reservation has been approved. Only the requesting tenant user, as well as any staff users with the Resources Admin feature selected in their user profiles, will receive the notification.

Note: Notifications are not generated for staff users when a resource reservation is created. If a Resource Reservation is created and not responded to on the same day, staff users will get a notification the next morning via the daily "#Item(s) require your attention" email at 7 am PT, 10 am ET.

8. We have a fitness center/gym on the property, but due to Covid-19 distancing restrictions, we now must limit the number of people that can be in there at the same time. Can we set this up as a reservable Shared Resource and make sure the maximum occupancy is not exceeded?

Yes, this can be accomplished with a bit of additional setup and configuration. WorkSpace is designed to allow only one tenant to reserve a resource at a time, in order to prevent double-booking conflicts. To allow more than one tenant at a time to reserve the resource, additional spaces can be created to create a series of occupancies.

For example, let's say the gym has a maximum occupancy of 5 people. To accommodate this in WorkSpace, create five separate common area spaces and label them Gym 1, Gym 2, Gym 3, etc. Then, set up each one of those spaces as a Shared Resource in the P&F Settings page Resource Editor. When finished, you should have 5 separate occupancy slots for the gym, allowing up to 5 different tenant or staff users to reserve it for any given time slot. Please see the article Overview: Resource Reservations for detailed instructions on how to fully configure Shared Resources for Resource Reservations.