Set Up an Amenity with a Required Fee

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Set Up an Amenity with a Required Fee

How to charge an amenity fee and approve the reservation automatically after payment

You can require owners to pay a fee before an amenity reservation is approved. When an owner submits a request, the reservation remains pending until the amenity fee is paid successfully. After payment, the reservation is approved automatically.

Before you begin: Choose a fee type

Each amenity fee is assigned to a fee type, which determines how the charge is categorized on the unit's account and in billing records.

You can use an existing fee type, such as One-time fee or Uncategorized, or create a dedicated fee type for amenity reservations.

To create a fee type

1. Go to Tools > Settings.
2. Open Fee Types.
3. Create a fee type for the amenity, such as Amenity Clubhouse Reservation.
4. Save the fee type.

Creating a dedicated fee type is optional, but it can make amenity charges easier to identify and report on.

Add a fee to an amenity

1. Go to Amenities > Amenities.
2. Create a new amenity or select an existing amenity to edit it.
3. Enter the amenity's name, location, description, reservation instructions, and availability settings as usual.
4. Under Approval mode, select Automatic approval - based upon successful paid fee.
5. Complete the fee-related fields:

• Amenity fee: Enter the amount the owner must pay.
• Fee type / invoice category: Select the fee type that should be used for the charge.

1. Make sure Active is selected so owners can view and reserve the amenity.
2. Review the remaining scheduling rules, then select Save.

The fee amount and approval requirement will now appear when owners view the amenity.

What happens when an owner makes a reservation

1. Opens Amenities and selects the fee-based amenity.
2. Reviews the amenity details, availability, rules, and required fee.
3. Selects an available date and time.
4. Enters the event information and uploads any requested documents.
5. Accepts the amenity's rules and instructions.
6. Submits the reservation request.

After submission, the owner sees a Payment required message explaining that the reservation will remain pending until the amenity fee is paid. The owner is then taken to the invoice page.

On the invoice page, the owner can pay the entire account balance or select only the amenity reservation charge before proceeding to payment.

While the fee is unpaid

The reservation is not yet approved. It appears as Pending or Pending - fee required in the owner portal and on the administrative dashboard.

The requested time is held according to the amenity's Pending hold hours setting. The owner must complete payment for the reservation to be confirmed.

Administrators can review pending requests under Amenities > Reservations.

After a successful payment

As soon as the amenity fee is paid successfully:

• The reservation is approved automatically; no additional board approval is required.
• Its status changes from pending to approved.
• The approved reservation appears on the amenity calendar.
• The charge and reservation details appear in the unit's billing history.
• The owner can see the approved reservation in the owner portal.
• The owner receives a confirmation email with the reservation details and approved status.