Take reservations for shared facilities

You decide this per kind of place. On the Locations page, the Facility types section lists your types (Clubhouse, Pool, Tennis Court, and so on). Check Requires reservation on a type and every event at a location of that type needs the approver's sign-off before it can publish. Reservation restrictions on the type limit the days and hours that can be requested, separately for One-off events and Recurring club use. Any single location can depart from its type on its own edit page: Reservation requirement can follow the type, always require one, or never require one, and it can set its own approver and restrictions. Facility reservations depend on your neighborhood's plan; if you need them and they aren't available yet, email [email protected].

The approver is usually someone outside your organizer team, such as your property manager or the clubhouse coordinator, and they never need an account. Go to Settings → Neighborhood and open Facility reservations. Default approver takes a name, an email, and anyone to CC, and it's used for every reservable place unless that location sets its own. Below it, the Request email template lets you write the subject and body the approver receives, using the placeholders listed. The Approve and Decline buttons are always added under your text, and the thank-you message is what the approver sees after they click.

Sometimes you want the clubhouse secured before the event is set up. On the reservation calendar (Reservation calendar on the Locations page), click Reserve a facility. Pick the facility, say what it's for, and set the date and time. Preferred contact is optional: leave it blank and the approver's replies come to you, or name a shared mailbox like the activity committee. Add addresses if the facility needs them for access, and any alternate dates in the notes. Send request emails the approver; Save keeps it as a draft; Record approval is for a slot that's already been agreed. When you later create an event at the same facility, date, and time, it's covered by this reservation automatically.

Each request is an email to the approver with Approve and Decline buttons. Each button opens a short page like this one, where they can leave a note for you and confirm. They can also simply reply to the email, which reaches the contact on the request. The person who asked gets a copy without the buttons, so the decision stays with whoever owns the space. If it was settled by phone or in person instead, Mark approved (Record approval on the form) records that without emailing anyone.

The reservation calendar shows the month for all your reservable facilities, or one at a time from the facility menu: event reservations, your clubs' standing weekly slots, and blocks. Use Add a block when a place is unavailable for something that isn't an event, like a private rental or a resurfacing day. Leave the times blank to block the whole day. Approved reservations and blocks turn away overlapping requests, so nobody asks for a slot that's already taken.

For an event at a reservable place, the reservation lives on the event's page. Until the approver says yes, the event can't publish, and the card there lets you send the request, send it again, or mark it approved. A place that doesn't require booking shows Request one anyway if you'd still like it on the books. Change the facility, the date, or the times and the approval resets: the buttons in the email already sent stop working, so an approver never confirms details they didn't see. Your affiliated clubs request facilities the same way from their own management area, including standing reservations for a regular weekly slot.