Help CenterThe Amenities feature makes it easy for your HOA to manage shared spaces such as clubhouses, pools, courts, and meeting rooms. Board members can define when an amenity is available, choose how reservations are approved, block unavailable dates, and review upcoming reservations. Owners can then request available time slots through the owner portal.
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Before you begin
To let owners reserve amenities, go to Tools > Settings and enable Allow amenity reservations in the owner login portal.
If an owner cannot find the Amenities menu in their portal, check this setting first. Also confirm that the amenity itself is marked Active.
Create an amenity
1. From the dashboard, open Amenities > Amenities.
2. Select New Amenity.
3. Enter the amenity’s Name and Location.
4. Add a description so owners know what the amenity includes.
5. Add reservation instructions or rules, such as cleanup requirements, guest limits, required forms, or other expectations.
6. Choose an Approval mode.
7. Set the amenity’s hours, available days, and reservation limits.
8. If desired, add photos of the amenity.
9. Select Save.
Existing amenities appear on the Amenities page. Select an amenity at any time to review or update its settings.
Choose an approval mode
Each amenity can use one of four approval modes:
- Automatic approval: A reservation is approved immediately when it meets the amenity’s scheduling rules. No board action is required.
- Automatic approval after successful payment: A reservation remains pending until the associated fee is paid successfully. It is approved after payment is received.
- Board approval required: The board is notified when an owner submits a reservation. A board member must review the request and select Approve before it is confirmed.
- Administrative scheduling only: Only administrators can schedule the amenity. Owners cannot view or reserve it in the owner portal. (consider clearing both Active and Show approved reservations on community calendar if the amenity and its reservations should remain hidden from owners.)
Set availability and reservation limits
Use the scheduling fields to control when and how owners can reserve the amenity:
- Open time and Close time: The hours during which the amenity may be reserved.
- Available days: The days of the week when reservations are allowed.
- Min duration (minutes): The shortest reservation an owner can make.
- Max duration (minutes): The longest reservation an owner can make.
- Min hours before start to book: The minimum advance notice required.
- Max days in advance: How far ahead an owner can reserve the amenity.
- Owner cancel cutoff hours: How close to the start time an owner may cancel.
- Max future reservations / unit: The number of upcoming reservations each unit may hold.
- Slot minutes: The time increments shown when an owner selects a reservation time.
Use Active to control whether the amenity is available to owners. Enable Show approved reservations on community calendar if confirmed reservations should also appear on the community calendar.
Add blackout dates
Blackouts prevent reservations during holidays, maintenance periods, private events, or any other time when an amenity is unavailable.
1. Go to Amenities > Reservations.
2. Select Blackout.
3. Enter the dates and other requested details.
4. Save the blackout.
Owners will not be able to reserve the amenity during the blocked period.
Review and manage reservations
Go to Amenities > Reservations to see submitted reservations.
In List view, you can filter reservations by:
- Status
- Date range
- Amenity
Use Calendar view for a visual schedule. Reservation colors indicate whether a request is pending, approved, or completed.
Select a reservation to see details such as the owner, unit, reservation time, guest count, event information, and any uploaded documents. Reservations that require board approval must be approved from this area.
What owners see
When owner reservations are enabled, owners will see Amenities in the owner portal. From there, they can:
1. Browse available amenities.
2. View an amenity’s description, rules, instructions, hours, and approval process.
3. Select **Schedule Amenity**.
4. Choose an available time on the calendar or enter the date and time manually.
5. Add an event name, guest count, and event details.
6. Upload supporting documents when needed, such as a required form.
7. Accept the amenity’s rules and instructions.
8. Submit the reservation.
The reservation will then follow the amenity’s selected approval process. Owners can see their reservation in the portal, and board members can review it from Amenities > Reservations.
After a reservation is approved successfully, the owner receives a confirmation email. The message includes the amenity, unit, reservation date and time, event name, and approved status. Depending on the owner’s email application, it may also provide an option to add the reservation to their calendar.
Troubleshooting
An owner cannot see Amenities
Go to Tools > Settings and make sure Allow amenity reservations in the owner login portal is enabled. Then confirm that the amenity is marked Active.
A reservation is still pending
Check the amenity’s approval mode. The reservation may be waiting for a successful fee payment or board approval.
An owner cannot select a time
Confirm that the requested time falls within the amenity’s open hours, available days, duration limits, advance-booking rules, and blackout dates.