Strikes and booking bans for no-shows
Every no-show and late cancellation is a strike. Three strikes in 30 days, to start with, stop the person from booking for seven days. Managers see every ban with its reason and can lift it.
PLANSEvery plan
Why it matters
In most offices and clubs a few people book rooms and courts and do not come, week after week. Everyone else finds them full. Reminders do not change the habit, and the facility manager has no record to point to. In SmartMy Facility every no-show and every late cancellation counts as a strike. At your limit, three in 30 days to start with, the person is told and cannot book for a set number of days. The ban lists the bookings behind it, so the conversation is about facts, and a manager can lift it with one switch.
The problem it solves
- The same people book the best rooms every week and do not turn up.
- Courts are cancelled an hour before play, too late for anyone else to use them.
- Reminders and emails about etiquette change nothing.
- When the manager raises it, there is no record of how often it happened.
How it works
- Open your Entity's record and its Facility Booking tab. Set No-show Strikes before a Ban (3), Counted over (days) (30) and Ban Length (days) (7).
- Switch on check-in in the rule sets where no-shows matter, and set a free cancellation time.
- A booking nobody checks in to becomes a No-show. A cancellation after the free cancellation time is flagged as late. Each is one strike.
- When a person reaches the limit within the counted days, a booking ban is made until a date, listing the bookings behind it.
- The person is told they may not book until that date. Any booking they try is refused with the date and the reason.
- Managers see bans under Facilities > Configuration > Booking Rules > Booking Bans and lift one by switching it off. Bans end by themselves on their date.
Everything it does
What counts as a strike
- A no-show: a booking with check-in required that nobody checked in to by the end of the grace time
- A late cancellation: a confirmed booking cancelled after the rule set's Free Cancellation up to (h before)
- Counted per person and Entity, over bookings that started in the counted days
- A facility manager of the facility gets no ban for it
- Bookings made by other SmartMy products are never no-shows
Settings per Entity
- No-show Strikes before a Ban: 3 to start with; 0 never bans
- Counted over (days): 30
- Ban Length (days): 7
- Only the Administrator sees these settings
The ban
- Made when the count reaches the limit and no ban is in force
- Person, Entity, Until and the reason, for example 3 no-shows / late cancellations in 30 days, with the booking numbers
- While it runs, every booking by that person in that Entity is refused with the date and the reason
- A facility manager can still book for the person, with a reason
- A ban does not wipe the count: misses inside the counted days still count after it ends
- Ended bans are archived by a daily job
Managing bans
- Facilities > Configuration > Booking Rules > Booking Bans: filters In Force and Lifted, grouped by person or Entity
- Lift a ban by switching off its line; add a ban by hand with a date and reason
- People see their own bans; facility managers see the bans of their Entities
Who uses it
BookerIs told when a ban starts and until when, with the reason.
Facility managerReviews bans, lifts them and adds one by hand.
AdministratorSets the limit, the counted days and the ban length for each Entity.
Where you use it
- Web: the Entity's Facility Booking tab (settings) and Facilities > Configuration > Booking Rules > Booking Bans
- The office screen and the booking portal refuse bookings during a ban, with the reason
- The SmartMy Facility app: the same (built and in testing, not in the app stores yet)
- Not a warning before the ban: the person hears about strikes when the ban starts
What you control
Settings
- No-show Strikes before a Ban: 3 (0 = never ban)
- Counted over (days): 30
- Ban Length (days): 7
- Free Cancellation up to (h before) per rule set: 0 to start with, so only no-shows count until you set it
- Check-in Required per rule set: off to start with, so no no-shows until you switch it on
Notifications
- Facility Booking Update: to the person banned, with the count and the date the ban ends, in the app and by email
- Facility Booking Cancelled: to the booker when a booking is released as a no-show, in the app and by email
- Each of these goes out at once. WhatsApp or SMS go instead of email where you set them up, from your message credits. App push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Questions
How many no-shows before someone is banned?
Three within 30 days, to start with, for a ban of 7 days. Each Entity sets its own numbers, and 0 switches bans off.Does a late cancellation count?
Yes, once you set a free cancellation time on the rule set. A cancellation after that time is a strike like a no-show.Can a manager lift a ban?
Yes. Switch off the ban's line under Configuration > Booking Bans. The person can book again at once.Is a person banned at every site?
A ban stops booking in the Entity where the strikes happened, at every facility of that Entity.Does the count start again after a ban?
No. Misses within the counted days still count after a ban ends, so one more miss in that period can bring a new ban.Are classes or exams counted as no-shows?
No. Bookings made by other SmartMy products are never released or counted.Related features
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.BOOKINGSMoving and cancelling bookings, with late cancellations flaggedBookers move or cancel their own bookings in a couple of taps, and every move is checked again against the rules and other bookings. A cancellation inside the free cancellation time is flagged as late and can count towards a ban.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.APPROVALManager override with a reason and free alternativesA facility manager can book outside the rules or move other bookings out of a slot. Each time takes a reason, kept on the booking. The people moved out are told why and shown facilities free at the same time.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.ACROSS SMARTMY FACILITYNotificationsBookers, approvers and attendees are told as soon as something changes. That is a booking confirmed, waiting, rejected or cancelled, a reminder before it starts, a waitlist slot to take, or a payment due. Messages go in the app and by email, and by WhatsApp or SMS when your organisation turns them on.
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.