The SmartMy Facility phone app
One app for everyone who books, approves or runs a facility, on Android and iOS. Bookers find a free room and book in a few taps, scan the door QR to check in and report a problem with a photo. Approvers decide, the front desk runs its day, members see their passes and cashiers sell at the counter.
PLANSEvery plan
Built and tried on our test systems. Not yet run on a real phone at a customer, and not yet in the Play Store or the App Store.
The problem it solves
- Staff walk to a room to see whether it is free, then walk back to book it.
- Nobody checks in, because opening the website on a phone at the door is too slow.
- A broken projector is mentioned in a corridor and never written down.
- The caretaker of the sports hall has no list of today's bookings away from the office.
How it works
- Install the app, type your organisation's server address once, and sign in with your login, or with a passkey where you have one.
- The app opens on Book. Tap Free now, or Pick a time and how long, to see what is free. Filter by site, type, people and what the facility must have. A facility shows Needs approval, Members only or Check in at the door when they apply.
- Pick a time on the facility's day and fill in what for, how long and how many people. Add services, notes, guests from outside or Private if you need them, accept the rules of use, and tap Book. A charged booking shows its price and deposit first.
- My Bookings shows Upcoming, Past and Waitlist, with a badge for upcoming bookings and + for a new one. Open a booking to move it, cancel it, accept a waitlist offer, pay or sign.
- At the door, tap the scan button and point the camera at the QR code to check in. Report a problem with a short line, how bad it is and a photo.
- Everything else is in the Menu, as on the web. Approvals is for approvers, Operations > Front Desk for the desk, and Memberships for members. Schedule > Floor Map is for desks, and Counter > Counter Sales for cashiers.
Everything it does
The Menu
- No bottom bar: the Menu holds the web's Facilities menus, so the app and the web use the same names
- Book a Facility and My Bookings: everyone
- Approvals: when a booking waits for you
- Operations > Front Desk: front desk staff, caretakers and managers of a facility with check-in; they open on it, everyone else opens on Book
- Memberships (Passes): with memberships (Scale); Buy where plans are sold online
- Schedule > Floor Map: with floor maps (Scale)
- Counter > Counter Sales: front desk staff who are cashiers, where SmartMy POS is also used
- My approvals: what waits for you in every SmartMy product
Booking
- Facilities by site, type, people and must-have amenities; Free now; Pick a time with Free then and Taken
- A strip of days with how many free times each has, up to 14 days ahead
- Join the waitlist on a taken time; Leave a waitlist entry; See the offer and Accept or Decline
- Move to another time: the rules and the clash check run again
- Cancel with an optional reason; for a paid booking a refund follows the facility's rules
At the facility
- Scan the door QR to check in, or Check in on the booking once check-in opens; Check out frees the rest of the time
- Report a problem: what is wrong, details, Minor, Needs fixing or Unusable, and a photo taken or chosen
- The front desk's day: Expected, Inside, Done and No-show, Check in, Check out and Call the booker
- Floor map (Scale): desks Free, Taken or Yours, for a full day, a morning or an afternoon
Roles and messages
- Roles shown in the app: Booker, Approver, Front desk, Facility manager
- The same rules as the portal: portal users see only facilities their policy opens to the portal
- The Inbox under the bell; a notification about a booking opens that booking
- Pay now and Sign the agreement open your web pages in the phone's browser
Who uses it
Booker (staff, parent, student, member, hirer)Finds and books, checks in at the door, moves or cancels, and reports problems.
ApproverApproves or rejects with a reason under Approvals.
Front desk or caretakerOpens on the day's bookings of their facilities and checks people in and out.
MemberSees visits left and buys a plan under Memberships (Scale).
Cashier at the front deskSells at the shop or cafe under Counter > Counter Sales, with SmartMy POS.
Where you use it
- The SmartMy Facility app on Android and iOS (built and in testing, not in the app stores yet)
- Not offline: the app needs the network
- Not in the app: repeat bookings and booking for someone else; use the office screens
- Not in the app: Add to Booking from the counter; a counter sale goes on a booking from the web
- Not on phones yet: app push is built in and not switched on; messages come in the app's Inbox and by email
What you control
Settings
- Server address: typed once, or built into your own copy of the app
- What each person sees follows their roles and the features of your plan
- Camera: asked the first time you scan a door QR or take a photo
Approvals
- Facility booking: approvers decide under Approvals with Approve, or Reject and a reason the booker sees
Notifications
- The booking events of SmartMy Facility arrive in the app's Inbox; tapping one about a booking opens it
- App push is built into the app and reaches phones once the app is in the stores
Works with
SmartMy POSNeeded for Counter > Counter Sales: the counter's Sell, Orders and Session screens for front desk cashiers.
Questions
Can parents and outside members use the app?
Yes. They sign in with their portal login and see the facilities their policy opens to the portal, under the same rules.Where are the tabs?
There are none. The Menu holds the same areas as the web: Book a Facility, My Bookings, Approvals, Memberships, Schedule, Operations and Counter. The front desk opens on Front Desk, everyone else on Book.Does it work without the network?
No. Booking, check-in and the desk's day all need the network.Can I make a repeat booking in the app?
No. Repeat bookings are made from the full booking record in the back office, where every date is checked first.When can we download it?
The app is built and in testing. It is not in the Play Store or the App Store yet; we install it with you before go-live.Related features
PORTAL, OFFICE SCREENS AND APPThe booking portal for staff, members and hirersPeople without a back-office login book from a web page: parents, students, members, residents and outside hirers. They browse what they may book, pick a free time on a facility's day and book. Then they follow their bookings: check in, accept a waitlist offer, pay, sign or cancel.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.CHECK-IN AND NO-SHOWSCheck-in with the QR code on the door, and no-shows freedAsk people to check in when they arrive, by scanning the QR code on the door or tapping Check in. A booking nobody checks in to is released after the grace time, and leaving early frees the rest of the time.SERVICES AND PROBLEMSProblems and damage reported with a photoThe booker or the front desk reports a broken projector or a damaged table from the booking. A photo from the phone and how bad it is go with it. Managers get a to-do, and damage can be charged to the booker.WORKPLACE EXTRASDesk booking on a floor planPut your desks on a picture of the floor. People see which desks are free, taken or theirs for the hours they need. They click or tap a free one to book it under its usual rules.WITH OTHER SMARTMY PRODUCTSThe counter inside Garage and FacilityWith SmartMy POS in the same account, a club or sports centre sells at its pro shop or cafe from the Facilities menu. The front desk can charge a sale to a booking in progress instead of taking the money. Members with an active membership can put it on their account.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.