This article demonstrates how to create a rental booking of your facility using the SuperGrid. The SuperGrid makes it simple to determine when a facility space is available. Users can block out reservation times and take payments all from the same window.
Open Global Sales and select a customer household. If the customer booking the rental does not have an account in PARKS DIRECT, create a customer household in RecTrac in order to associate rentals with them.
Navigate to the SuperGrid tab within Global Sales.
The SuperGrid loads with your site's facilities. Navigation is very simple.
Click in an available area to add a rental for a customer. A new rental block appears in the SuperGrid.
The rental block can be manipulated by clicking and dragging one edge.
The entire block can be moved to a different date or facility by clicking and dragging in the center.
The easiest way to check the details of your new block is to double-click. Event Details will appear.
Determine Whether the Reservation Is One-Time or Recurring
After opening Event Details, review the Pattern Option field.
- Leave Pattern Option set to None to create a one-time reservation.
- Use Pattern Option to create a recurring reservation series when the same facility will be reserved on a regular schedule, such as every Tuesday and Thursday, every Sunday, or the fourth Sunday of each month.
Select the appropriate option below to continue.
Use this option when the customer only needs the facility reserved for a single date and time.
Click Add to Cart when the booking is correct. Answer rental questions and add fees as necessary/desired and click Continue.
Take a payment, as usual, selecting the Pay Code, entering and reviewing the payment information, and clicking Process.
Use this option when the customer needs the same facility reserved on a recurring schedule, such as every Tuesday and Thursday in August, every Sunday for three months, or the fourth Sunday of each month.
In Event Details, locate the Pattern Option field. By default, this field is set to None.
Select the appropriate pattern type:
- Daily for reservations that occur every set number of days, or every day.
- Weekly for reservations that occur on specific days of the week.
- You will need to select the Weekdays as necessary for weekly reservations
- Monthly for reservations that occur on a specific date or occurrence within the month, for example, the third Thursday of each month.
- You will need to select both the Weekdays and Weeks as necessary for weekly reservations.
- For example, "Weekdays = Monday, Thursday" and "Weeks = Week 1, Week 3" would add reservations every Monday and Thursday of the first and third week of each month selected between the Pattern Start and Pattern End dates.
- Random for multiple reservations that do not follow a regular schedule. Use this option to select individual reservation dates from a calendar.
Understanding the Every X Days Field
The Every X Days field controls how often RecTrac creates reservations. The label does not change when a different pattern type is selected.
- For Daily patterns, a value of 1 creates a reservation every day. A value of 2 creates a reservation every other day, and so on.
- For Weekly patterns, a value of 1 creates reservations every week. A value of 2 creates reservations every other week, and so on.
- For Monthly patterns, a value of 1 creates reservations every month. A value of 2 creates reservations every other month, and so on.
When the recurrence pattern is configured, click Add to Cart. The Facility Pattern Data Grid displays each reservation in the series and indicates whether the reservation can be created successfully.
- Good means the reservation can be created as entered.
- Conflict means the reservation overlaps an existing booking.
If a reservation displays a conflict, select the reservation and click Alternatives to change the room, date, or reservation time, or the Remove button to completely remove that reservation from the SuperGrid schedule.
Before fees can be applied, enter a Reservation Purpose. This required field appears near the bottom of the Facility Pattern Data Grid window. Fill this out to the requirements of your specific facility to log the purpose of the reservation.
If any reservations in the series require fees, select the reservations that should receive the same fee structure and click Fees. Apply the appropriate fees and click Copy Fees to apply those fees to the selected reservations in the series.
Tip: Using Copy Fees can save significant time when creating recurring reservations. However, review all fees carefully before continuing! Some fees, such as security deposits, may intentionally apply only to specific reservations. If additional fees need to be added later, select the reservation in the Shopping Cart, click Update Fees from Cart, and then click Fetch Uncharged Fees.
Click Continue to add the reservation series to the Shopping Cart.
After the reservation series has been added to the Shopping Cart, fees can still be adjusted for individual reservations. Select a reservation, click Update Fees from Cart, and then click Fetch Uncharged Fees to review and add any additional fees that should apply to that specific reservation.
Large recurring reservation series may take additional time to load into the Shopping Cart.
Review all reservation dates, times, and fees in the shopping cart to confirm all information is correct for this specific reservation series before pressing the Payment button on the bottom right of the screen.
Take a payment, as usual, selecting the Pay Code, entering and reviewing the payment information, and clicking Process.