Facility
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FEATURES
The full feature list.
All 69 features of SmartMy Facility, grouped by area, each with the first plan that has it. Features marked "With SmartMy …" work when you also use that product.
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01Places02Facilities and types03Rules04Bookings05Finding06Approval07Check-in and no-shows08Sharing between companies09Services and problems10Charges11Public hire12Memberships13Workplace extras14Portal, office screens and phone app15With other SmartMy products16Notifications17Reports and records18Groups19More in the product01
Places
2 featuresSites with their own time zone, opening hours, working days, holidays and managersEach site has its own time zone, opening hours, working days, holidays and managers.
Blocks, floors and rooms in one list, shared with the other SmartMy productsBlocks, floors and rooms are kept in one list that the other SmartMy products use too, so a room is set up once.
02
Facilities and types
5 featuresFacility types (meeting room, hall, lab, court, gym, pool, guest room, desk) with default rulesMeeting rooms, halls, labs, courts, gyms, pools, guest rooms and desks each start with sensible default rules.
Photo, description, capacity and amenities per facilityEach facility shows a photo, a description, its capacity and amenities.
Managers, approvers and front desk staff named per facilityName the managers, approvers and front desk staff for each facility.
Halls that split into parts: booking the whole blocks the parts, and the other way roundA hall that splits into parts can be booked whole or in parts; booking one blocks the other.
One booking at a time, or many up to a seat limit (gym, pool, study hall)A room takes one booking at a time; a gym, pool or study hall takes many people up to a seat limit.
03
Rules
7 featuresFixed slots, free time in steps, or half and full daysBook in fixed slots, in free time steps, or by half and full days.
Minimum notice, how far ahead, shortest and longest bookingSet the minimum notice, how far ahead people can book, and the shortest and longest booking.
Limits per person: bookings a day or week, hours a week, open future bookingsLimit bookings per person by day or week, hours a week and open future bookings.
Setup and cleanup time kept free around each bookingTime for setting up and cleaning is kept free around each booking.
Blocked time for maintenance and closures, once or every weekBlock time for maintenance or closures, once or every week.
Rules of use accepted at bookingBookers accept your rules of use when they book.
Rules set for a site, a type or one facility, with exceptions for a group or a personSet rules for a whole site, a type or one facility, with exceptions for a group or a person.
04
Bookings
7 featuresTwo people cannot take the same slot (checked with buffers, combined spaces, seats and blocked time)No double bookings: every slot is checked against buffers, combined spaces, seats and blocked time.
Purpose, attendees, guests and seats on the booking; managers book for someone elseA booking records its purpose, attendees, guests and seats; managers can book for someone else.
Repeat bookings (daily, weekly, monthly) with every date checked first, made by staff in the office screensOffice staff make daily, weekly or monthly repeat bookings, with every date checked first.
Move and cancel within the rules; late cancellations flaggedBookers move or cancel within the rules, and late cancellations are flagged.
Waitlist: a freed slot is offered to the first in line for a set timeWhen a slot frees up, the first person waiting is offered it for a set time.
Calendar entry for the booker and the people attendingThe booker and attendees get a calendar entry.
Private bookings shown to others only as "Booked"A private booking shows to others only as "Booked".
05
Finding
3 featuresFind a facility for a time, a size and the amenities neededFind a free facility for a time, a group size and the amenities you need.
Free now, with Book 30 minutes or 1 hourSee what is free right now and book it for 30 minutes or an hour.
Calendar per facility and a day timeline of a whole siteA calendar per facility and a timeline of the whole site for a day.
06
Approval
3 featuresApproval on or off per rule set, with named approvers; the slot is held while waitingTurn approval on where you need it, with named approvers; the slot is held while it waits.
No answer in time: goes up to the facility managers, then is rejectedIf the approver does not answer in time, the request goes to the facility managers and is then rejected.
Managers can book anyway and move another booking out, with a reason kept; the people moved are shown free alternativesManagers can book over another booking with a reason kept; the people moved are shown free alternatives.
07
Check-in and no-shows
3 featuresCheck-in required per rule set, with an opening time and a grace time; QR code on each doorAsk people to check in, with an opening and a grace time, by scanning the QR code on the door.
No-show: the slot is freed and the booker told; early check-out frees the restIf nobody checks in, the slot is freed and the booker told; leaving early frees the rest of the time.
Strikes for no-shows and late cancellations, then a temporary booking ban that managers can liftNo-shows and late cancellations earn strikes and then a temporary booking ban, which managers can lift.
08
Sharing between companies
5 featuresA facility owned by one company, shared with named companies, or common to the siteA facility can belong to one entity, be shared with named entities, or be common to the whole site.
Each company's own booking window on a shared facilityEach entity gets its own booking window on a shared facility.
Quotas per company in hours or bookings, per week or monthGive each entity a quota of hours or bookings per week or month.
Hours reserved for one company on chosen weekdaysReserve hours for one entity on chosen weekdays.
Other companies see only free or busyOther entities see only whether a facility is free or busy, never who booked it.
09
Services and problems
2 featuresService list (tea, projector help, extra chairs) with the team and the notice each needs; tasks for the team before setup timeOffer services like tea, projector help or extra chairs; each goes to its team with the notice it needs, before setup time.
Problems and damage reported with a photo and severityPeople report problems and damage with a photo and how serious it is.
10
Charges
8 featuresA facility free, paid, or paid for some (own company, other companies on the site, outside bookers)Make a facility free, paid, or paid only for some, such as other entities on the site or outside bookers.
Rates per hour, half day, day or booking; peak hours; minimum charge; taxes; services priced per unitCharge per hour, half day, day or booking, with peak hours, a minimum charge, taxes and services priced per unit.
Price and deposit shown before bookingBookers see the price and deposit before they book.
Outside bookers pay online first; an unpaid booking holds the slot until the deadline, then frees itOutside bookers pay online first; an unpaid booking holds the slot until a deadline and then frees it.
Security deposit settled after use, less damageThe security deposit is settled after use, less any damage.
Refund share worked out by hours before the start; full refund when the facility cancels; no-shows forfeitThe refund depends on how many hours before the start a booking is cancelled; it is full if you cancel, and no-shows forfeit.
Statements of charges to the other companies on the site, per periodSend other entities on the site a statement of their charges per period.
Revenue report: charges, refunds, deposits and damages by facility and monthCharges, refunds, deposits and damages by facility and month.
11
Public hire
3 featuresPublic page of the facilities open to hire, with free and taken times, no sign-in needed to lookA public page shows the facilities you hire out with free and taken times; nobody needs to sign in to look.
Hirers create an account and give phone, ID proof number and address; approval before confirmationHirers make an account with phone, ID number and address, and you approve them before confirming.
Hire agreement signed on the page, printable with the signatureThe hire agreement is signed on the page and can be printed with the signature.
12
Memberships
3 featuresMembership plans: facilities covered, validity, a number of visits or unlimited, visits per day, priceSell memberships with the facilities covered, validity, a number of visits or unlimited, visits per day and a price.
Members-only facilities; a visit held on booking, used at check-in, returned on cancellationSome facilities are for members only; a visit is held on booking, used at check-in and returned on cancellation.
Plans bought and paid online; My Memberships with visits leftMembers buy and pay for plans online and see how many visits are left.
13
Workplace extras
2 featuresDesks on a floor plan: free, taken and mine; tap a free desk to bookStaff see desks on a floor plan as free, taken or theirs, and tap a free desk to book it.
Room display page for a tablet at the door: free or busy, next bookings, check in, book 15 / 30 / 60 minutesA tablet at the door shows whether the room is free, the next bookings, and lets people check in or book 15, 30 or 60 minutes.
14
Portal, office screens and phone app
3 featuresWeb portal for bookers: browse, a facility's day, book, My Bookings, check in / out, accept a waitlist offer, cancelBookers browse, see a facility's day, book, check in and out, accept a waitlist offer and cancel on the web.
Office screens: Book a Facility, Approvals, Front Desk (expected / inside / done / no-show), all bookings, waitlist, service requests, issuesOffice staff have screens for booking, approvals, the front desk, all bookings, the waitlist, service requests and issues.
Phone app with tabs by role: Book, Bookings (door QR scan), Approvals, DeskOne phone app with tabs by role: book, my bookings with a door QR scan, approvals and the front desk.
15
With other SmartMy products
5 featuresCounter (SmartMy POS): front desk sells from the same app; a sale added to a booking's accountWith SmartMy POS, the front desk sells from the same app and can add a sale to a booking's account.
SmartMy Campus: timetable, exams, activities and parent-teacher meetings reserve rooms; students and parents bookWith SmartMy Campus, the timetable, exams, activities and parent-teacher meetings reserve rooms, and students and parents can book.
SmartMy HRMS: department on each booking, rules by department and job, approval by the manager or department headWith SmartMy HRMS, each booking carries the department, rules can follow department and job, and the manager or department head approves.
SmartMy VMS: outside guests of a booking get a gate pass for the booking's timeWith SmartMy VMS, outside guests of a booking get a gate pass for the booking's time.
SmartMy Desk: a reported problem opens a ticket; the room can be closed to bookings until fixedWith SmartMy Desk, a reported problem opens a ticket and the room can be closed to bookings until it is fixed.
16
Notifications
1 featuresEmail and in-app messages: waiting, confirmed, approved, rejected, moved out, cancelled, waitlist offer, payment; reminders hours beforePeople hear by email and in the app when a booking is waiting, confirmed, approved, rejected, moved, cancelled, offered from the waitlist or paid, with a reminder before it starts.
17
Reports and records
3 featuresBooking analysis: use by weekday and hour, booked hours, no-shows, cancellations, rejectionsSee use by weekday and hour, booked hours, no-shows, cancellations and rejections.
Utilisation: booked hours against open hours per facility and dayBooked hours against open hours per facility and day.
Every change on a booking recorded with who and when; overrides keep their reasonEvery change to a booking is recorded with who and when, and overrides keep their reason.
18
Groups
1 featuresMore than ten companies and unlimited sites in one set-up, on agreed termsMore than ten entities and any number of sites in one account, on agreed terms.
19
More in the product
3 featuresBookings that need approval go through approval chains (several levels)Bookings that need approval can go through several approvers in turn.
Staff chatFacility staff chat with each other inside SmartMy, one to one or in groups.
Room calendars kept in step with Microsoft 365 / GoogleRoom calendars stay in step with Microsoft 365 or Google calendars.
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