The System Reservations screen allows you to process facility reservations or cancellations for one or all of the sections linked to an activity or for the facility/facilities linked to a League.
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Activities- When making or cancelling Facility Reservations for Activities, the system allows you to create/cancel "Firm" status reservations or "Hold" status reservations.
- To create or cancel Firm-status Reservations for Activities, select either the "Facility Reservations" or "Facility Reservations Cancellations" option and enter your Section Range and Date Range. The system will make Firm-status Reservations for the Facility/Facilities linked to the Sections you select.
- To create or cancel Hold-status Reservations for Activities, you have to select either the "Facility Holds" or "Facility Hold Cancellations" option from the Run Options Drop-down list. Then select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly, then you can use the Pattern Option to select them.
- To change an Activity Facility Reservation from "Hold" to "Firm," simply re-run this program using the Facility Reservations option. The system will find any Hold reservations during the time it is booking for the Activity and Cancel those Holds and re-book with the Activity Facility Reservation with a status of "Firm."
Notes: If your Hold times and Firm times are different, then the system will still cancel the full Hold time. For Example: If your Hold time for 1:00pm to 3:00pm and your Section Reservation are for 1:00pm to 2:00pm, then the system will cancel the full 1:00pm to 3:00pm Hold Reservation and not split it up.
With Hold Cancellations the will ONLY cancel Activity Hold reservations for the selected facility and date/time range. It does not touch any other reservations. This is useful for when you have held a facility but find out that it is no longer needed for an activity so you just cancel those holds.
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Leagues- When making or cancelling Facility Reservations for Leagues, the system creates "Hold" status reservations only.
- To create or cancel Hold-status Reservations for Leagues, select either the "Facility Reservations" or "Facility Reservations Cancellations" option and enter your League Range and Date Range. The system will make Hold-status Reservations for the Facility/Facilities linked to the Leagues you select.
- When you generate your League Schedule, the system changes the Reservation Status from "Hold" to "Firm" automatically.
Notes: If a court facility has been linked to an activity, it will book court times when you run the reserve facility process. Note that it will not adjust the court time slots, but will book all slots required to cover the activity time. So, for example, if an activity runs from 1:30pm to 3:30pm and your court slot times are on the hour, then court slots 1-2:00pm, 2-3:00pm, and 3-4:00pm, will be booked out. If you want this to be the exact times, then court time slots will need to be generated at the proper increments.
Activity and/or League reservations must compete with all other forms of facility reservations. To avoid double-booking facilities, you should perform the Reservation function for a given season before allowing other forms of facility reservations to be performed.
From the bottom of the screen…
Click Process to perform the reservation function.
You will continue to the Information screen where you may choose to print, preview, or email the resulting report.
Tab1
Run Option (SystemReservations_RunOption)
Expand the Drop-down list to select your Run Option.
THEN
Select your Process Option and Journal Print Option.
- Facility Reservations - Select this option to have the system process Facility Reservations based on your Process Option setting. Facility Reservations for Activities processed using this option will have a status of Firm." Facility Reservations for Leagues processed using this option will have a status of "Hold."
- Facility Reservation Cancellations - Select this option to reverse the process and Cancel the Facility Reservations in the system.
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Facility Holds - Select this option to have the system process Facility Reservations based on your Process Option setting. Facility Reservations processed using this option will have a status of "Hold."
THEN
Select the Facility/Facilities for which you want to process the "Hold" reservations and make your Pattern Option selection. -
Facility Hold Cancellations - Select this option to reverse the process and Cancel the "Hold" status Facility Reservations in the system
THEN
Select the Facility/Facilities for which you want to process the "Hold" reservations and make your Pattern Option selection.
Notes: The Facility Holds and Facility Hold Cancellations options are applicable for Activity Facility Reservations only. To change an Activity Facility Reservation from "Hold" to "Firm simply re-run this program using the Facility Reservations option.
League Facility Reservations made using this program have a Hold" status. When you generate your League Schedule the system changes the Reservation Status from "Hold" to "Firm" automatically.
Note: Refer to the "?" Full Page Help for further information and examples if needed.
Process Option (SystemReservations_ProcessOption)
Expand the Drop-down list to select your Process Option.
THEN
Select your Journal Print Option.
- Process - Select this option to have the system implement your Run Option in the database. In the event a Warning is encountered, the system will NOT make reservations. Attempting to reserve a facility beyond its open and close times, on holidays or during a facility location lock are considered Warnings.
- Process and Override Warnings - Select this option to have the system implement your Run Option in the database. In the event a Warning is encountered, the system will override it and make the reservations. Attempting to reserve a facility beyond its open and close times, on holidays or during a facility location lock are considered Warnings.
- Test Mode - Select this option to have the system implement your Run Option in Test Mode. When run in Test Mode, no reservations of any status (Firm" or "Hold") are made or cancelled. The purpose of Test Mode is to show you what will happen when you opt to Process or Process and Override.
Note: Refer to the "?" Full Page Help for further information and examples if needed.
Journal Print Option (SystemReservations_PrintOption)
Expand the Drop-down list to select your Journal Print Option. Running this program always results in a byproduct report. The option you select here determines what gets printed.
- Details and Conflicts - Select this option to have the report list all facility reservations (Firm" or "Hold") made stopped by warning or cancelled by running this process.
- Conflicts Only - Select this option if you want only those facility reservations ("Firm" or "Hold") with conflicts to print on the by-product report that is generated from running this process.
Note: Refer to the "?" Full Page Help for further information and examples if needed.
Begin Section (SystemReservations_ARBeginCode)
Accept the default entry or click the Picklist icon to select an alternate beginning Section for which you wish to make facility reservations.
By default, this field is populated with the beginning Activity Section from your selection on the previous screen.
DeleteEnd Section (SystemReservations_AREndCode)
Accept the default entry or click the Picklist icon to select an alternate ending Section for which you wish to make facility reservations.
By default, this field is populated with the ending Activity Section fro your selection on the previous screen.
DeleteBegin League (SystemReservations_LSBeginCode)
Accept the default entry or click the Picklist icon to select an alternate beginning League for which you wish to make facility reservations.
By default, this field is populated with the beginning League from your selection on the previous screen.
DeleteEnd League (SystemReservations_LSEndCode)
Accept the default entry or click the Picklist icon to select an alternate ending League for which you wish to make facility reservations.
By default, this field is populated with the ending League from your selection on the previous screen.
DeleteStatuses To Include (SystemReservations_ARStatuses)
Accept the default entry (Active) or click the Combo Box icon to select the Activity Statuses you wish to include when running this program. Any Activity within your selected range that meets the Status criteria will be included.
- Active - Active status Activities/Sections
- Inactive - Inactive status Activities/Sections
- Pending - Pending status Activities/Sections
- Cancelled - Cancelled status Activities/Sections
Statuses To Include (SystemReservations_LSStatuses)
Accept the default entry (Active) or click the Combo Box icon to select the League Statuses you wish to include when running this program. Any League within your selected range that meets the Status criteria will be included.
- Active - Active status Activities/Sections
- Inactive - Inactive status Activities/Sections
Facilities (SystemReservations_FacilitiesDatagrid)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations."
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
DeleteBegin Date (SystemReservations_BeginDate)
Accept the default entry or click the Calendar icon to select an alternate start date for your facility reservations. The date you enter in this field will be the first date of your facility reservation.
By default, this field is populated with the beginning date of your Activity Section(s) or League(s).
DeleteEnd Date (SystemReservations_EndDate)
Accept the default entry or click the Calendar icon to select an alternate ending date for your facility reservations. The date you enter in this field will be the final date of your facility reservation.
By default, this field is populated with the ending date of your Activity Section(s) or League(s).
DeleteBegin Time (SystemReservations_BeginTime)
Click the Clock icon to select Beginning and Ending Times for your Hold Reservations.
DeleteEnd Time (SystemReservations_EndTime)
Click the Clock icon to select Beginning and Ending Times for your Hold Reservations.
DeletePattern Option (SystemReservations_PatternOption)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations."
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Expand the Drop-down list to select your Pattern Option.
THEN
Make selections in the fields that appear as applicable. The selection you make here dictates what other fields if any appear.
Depending on your Run Option Activity Hold Reservations will either be made or cancelled over the Date Range for the days you select in these fields.
- None - Activity Hold Reservations will be made or cancelled over every date and time in the range. For Example: Your Date Range is 01 August through 30 September. Your time range is 2:00-3:00pm. Using this option you will make or cancel Activity Reservations for 2:00 to 3:00pm for every day in August and September for the Facility/Facilities selected.
- Daily - Reservations will be made or cancelled for every date and time in the range based on your Skip X Days value minus any Skip Dates you select. For Example: Your Date Range is 01 August through 30 September. Your time range is 2:00-3:00pm. You enter "3" in the Skip X Days field and select 07 August as a Skip Date. Using this option you will make or cancel Activity Reservations for 2:00 to 3:00pm every three days starting on 01 August and running through 29 September (08/01 8.4.2022. 8.10.2022. etc…) except 07 August.
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Weekly - Reservations will be made or cancelled for the time range on a weekly basis (based on your value in the Skip X Days field) for the Weekdays you select minus any Skip Dates you select. For Example: Your Date Range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday" in the Weekdays field. You enter "1" in the Skip X Days field and select 10 and 24 August as a Skip Dates. Using this option you will make or cancel Activity Reservations for 2:00 to 3:00pm every Tuesday and Thursday in August and September except for 10 and 24 August.
Note: The Skip X Days field in this instance is actually "Skip X Weeks. Using the example above had you entered "2" in the Skip X Days field then you would have made or cancelled reservations for "every other Tuesday and Thursday."
- Monthly - Reservations will be made or cancelled for the time range on a monthly basis for the Weekdays and Weeks (of the month) you select minus any Skip Dates you select. For Example: Your Date Range is 01 August through 30 September. Your time range is 2:00-3:00pm. You select "Tuesday" and "Thursday" in the Weekdays field. You enter "Week 2 Week 3" in the Weeks field. You leave the Skip Dates field blank. Using this option you will make or cancel Activity Reservations for 2:00 to 3:00pm Tuesdays and Thursdays during the 2nd and 33r weeks of August and September.
- Random Dates - Reservations will be made or cancelled for the time range over the dates you select.
Weekdays (SystemReservations_Weekdays)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations" and then for the "Weekly" and "Monthly" Pattern Option only.
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Click the Combo Box icon to select the Weekdays on which you wish to make or cancel Activity Hold Reservations. Multiple selection is allowed.
Refer to the Pattern Option field Help for examples.
DeleteWeeks (SystemReservations_Weeks)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations" and then for the "Monthly" Pattern Option only.
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Click the Combo Box icon to select the Weeks of the Month on which you wish to make or cancel Activity Hold Reservations. Multiple selection is allowed.
Refer to the Pattern Option field Help for examples.
DeleteSkip X Days (SystemReservations_SkipDays)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations" and then only for the "Daily" and "Weekly" Pattern Options only.
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Accept the default value or overwrite with another value as needed. The value you enter is the number of days (Pattern Option = Daily) or weeks (Pattern Option = Weekly) over which the system will make or cancel pattern reservations in your date range.
- Enter '1' to have run the pattern every day or week in the date range.
- Enter '2' to have the system run the pattern every other day or week in the date range.
- Enter '3' to have the system run the pattern every 3rdday or week in the date range and so forth….
Refer to the Pattern Option field Help for examples.
Note: When using the "Weekly" Pattern Option the Skip X Days field is actually "Skip X Weeks."
Skip Dates (SystemReservations_SkipDates)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations."
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Expand the Drop-down list and select Dates you wish to skip when processing the program. Regardless of whether you are making or cancelling Activity Hold Reservations any date(s) in this field are skipped.
Note: This field cannot be edited once a date or dates have been selected. If you need to remove a Date from this list click the Drop-down list and click the X next to the Date you wish to remove.
Random Dates (SystemReservations_RandomDates)
This field is applicable only if your Run Option is "Facility Holds" or "Facility Hold Cancellations."
When creating or cancelling Hold-status Reservations for Activities you have to select the Facility/Facilities in the DataGrid and then manually enter the meeting Dates and Times in these fields. If your Activity meets regularly then you can use the Pattern Option to select them.
Expand the Drop-down list and select dates as needed. Your Activity Hold Reservations will be made or cancelled on all dates you select here.
Notes: This field cannot be edited once a date or dates have been selected. If you need to remove a Date from this list click the Drop-down list and click the X next to the Date you wish to remove.
Take heed when selecting dates from the Calendar. The system will allow you to select dates that fall outside the Beginning/Ending Date Range you entered above.
Facility Print Option (SystemReservations_FacPrintOption)
Expand the Drop-down list and select your Facility Print Option, if desired. This information prints in the Facility column on the byproduct report and is printed for each reservation.
- Facility Print Description Only - This is the Short Description field on your Facility.
- Facility Combo Key Only -This is the Facility Field on the Activity Section.
- Both Combo Key/Print Description (Same Line) -This will print the Combo Key and Short Description on the same line.
- Both Combo Key/Print Description (2 Lines) -This will print the Combo Key and Short Description on separate lines.
More Print Options (SystemReservations_OptionalPrintOptions)
Click the Combo Box and select any additional Print Options as needed. This information prints one time only in the Facility column on the byproduct report.
- Set Up/Clean Up Times - These are the values in the Setup Minutes and Cleanup Minutes fields on the Facility to which the Activity Section is linked, if any.
- Reservation Questions/Answers -These are the Questions" and "Answers" listed in the Activity Code/Section and Section Short Description Maintenance Comment Code and Maintenance Comments fields above if any.
Module Questions Place Holder (SystemReservations_ModuleQuestions)
This field automatically inserts the Activity/Section Code or League Code and Short Description as the "Purpose" for your Facility Reservations for this Activity or League. As such, you do not need to enter any additional information into this field. The Activity Code/Section and Short Description prints on Maintenance reports. Refer to the "Module Questions" field on the Full Page Help for more detailed information. To access Full Page Help, click the "?" icon on the upper right-hand corner of this screen.
The fields appear on this screen due to Questions being linked to the Activity Module and/or League Module in Module Management. The images below display the System Reservation screen for an Activity with the questions linked (Image 1) and without (Image 2). The screen would like the same in either instance for a League.
See Also: Printing Maintenance Comments on RecTrac Reports for the step-by-step instructions required to link questions to the AR/LS Module so they appear on the System Reservations screen.
By default RecTrac is coded to accept up to three (3) "questions the answers" to which will print on standard maintenance reports such as the standard VSI - Location Maintenance Schedule report.
Question types other than the three (3) default types may be linked and they will create applicable fields on this screen but the "answers" to those questions will not print on reports unless a custom field for the question is added to the report on which you wish them to print.
The three (3) default types of "questions" that you may link are:
- Question Type = System Reservations Field Type = VSI Function - Reservation Purpose - This question type creates a field that automatically populates maintenance reports with the Activity Code/Section Code and Section Short Description (or League Code and League Short Description). No user input for the field is required. When the VSI - Function Reservation Purpose question is linked the Activity Code/Section Code and Section Short Description (or League Code and League Short Description) simply prints.
- Question Type = System Reservations Field Type = VSI Function - Maintenance Comment Code - This question type creates a Drop-down list from which the user can select Maintenance Comment Codes. When a Comment Code is selected the system will print the Comment Code text on maintenance reports.
Note: Maintenance Comment Codes linked to the Section in Activity Management (or to the League in League Management) will print in lieu of any Maintenance Comment Code selected from the Drop-down list list here.
- Question Type = System Reservations Field Type = VSI Function - Maintenance Comments - This question creates a Text Box in which the user can enter free form comments. Whatever the user enters will print on maintenance reports.
Note: Maintenance Comments entered at the Section level Activity Management will print in lieu of any Maintenance Comments entered in the Text Box on this screen. League does not offer a separate free form Comments field.
Image 1 - The System Reservations screen with the default questions for Purpose Maintenance Comment Codes and Maintenance Comments linked at the Activity Module level. The screen would look nearly identical for League.
System Reservations with questions
Image 2 - The System Reservations screen without any questions linked at the Activity Module level. The screen would look nearly identical for League.