Notifications
Bookers, 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.
PLANSEvery plan
The problem it solves
- A booker turns up at the hall not knowing their booking was cancelled for an exam.
- Approvers find out about a request only when the booker calls them.
- A freed slot sits empty because nobody on the waitlist heard about it.
- Hirers forget to pay, and the office chases them one by one.
How it works
- Nothing to set up: SmartMy Facility comes with its messages, each with its wording for every channel.
- When a booking is confirmed, waits for approval, is rejected or cancelled, the booker is told at once. When someone else cancels it, its attendees are told too.
- Approvers of the level are told a booking waits for them; after an escalation, the facility managers are told too.
- A reminder goes to the booker and attendees before the start: 24 hours to start with, set per rule set.
- Each message goes in the app first, then by the first other channel the person can get: WhatsApp, SMS or email. Your administrator can change the wording and the channels under Notifications.
Everything it does
Messages to bookers
- Facility Booking Confirmed: not sent for reservations made by other SmartMy products, such as classes and exams
- Facility Booking Waiting for Approval
- Facility Booking Rejected: with the reason, also when it was not approved in time
- Facility Booking Cancelled: by someone else, bumped by a higher-priority booking with free alternatives, released after a no-show, or not paid in time
- Facility Booking Reminder: to the booker and attendees, hours before the start
- Facility Booking Update: a ban after too many no-shows, the share refunded, or the deposit settled
- Facility Waitlist Offer: to the first in line, with the slot held for 2 hours to start with
- Facility Payment Due (Growth): the amount, the deadline and a link to pay
Messages to staff
- Facility Booking to Approve: to the approvers of the level, and to the facility managers after an escalation
- Request Waits for Your Approval: for an Asset change (Scale)
- Asset Warranty Ending, Maintenance Contract Ending and Insurance Ending (Scale): 30 days before, in the app and by email
- Fixed asset hand-overs (Scale): Asset Given: Please Acknowledge and Asset Taken Back: Please Confirm to the person. Asset Hand Back Asked to the Incharge who gave it
- Asset Not Received to that Incharge and the Asset Managers; Asset Handover Disputed to the Asset Managers. By email and in the app
Channels
- In the app and by email; WhatsApp and SMS from your message credits, and app push once the apps are in the stores
- In-app notices land in the Inbox under the bell; a booking message opens the booking
- Bookings messages go out at any hour: the quiet hours of the Entity do not hold them
- A person can switch off a channel, never the message; in-app notices always arrive
Record
- Every message sent is kept in the Delivery Log with its channel and result
- Each message is also posted on the booking's history
Who uses it
BookerHears about each change to their booking, reminders and payments due.
AttendeeGets the reminder, and hears when the booking is cancelled by someone else.
ApproverIs told a booking waits for their decision.
AdministratorChanges wording and channels, and reads the Delivery Log.
Where you use it
- Web: Notifications in the back office (events, templates, Delivery Log)
- The SmartMy Facility app: the Inbox under the bell (built and in testing, not in the app stores yet)
- Email to every booker with an address; WhatsApp and SMS once your organisation turns them on
- Not built: a message when a booking still waiting is rejected at its start time
What you control
Settings
- Reminder (h before): 24 to start with, 0 for none, per rule set
- Offer Held for (h): 2 to start with, per rule set
- Wording and channels of each message, per Entity
- Each person's own channels, under their notification settings
Works with
SmartMy CampusA booking bumped by a class or an exam tells the booker, with free rooms at the same time.
Questions
Can bookers stop the reminders?
They can switch off a channel, such as email, but not the message: in-app notices always arrive. Set Reminder to 0 on a rule set to send none.Do messages go out at night?
Yes. Booking messages go out at once, at any hour, as a booking can change close to its start.Can we change the wording?
Yes. Your administrator edits each message's template per channel under Notifications.Do attendees hear when a booking is cancelled?
Yes, when someone other than them cancels it. They also get the reminder.Related features
ACROSS SMARTMY FACILITYApproval chainsBookings that need approval in SmartMy Facility go through a chain of levels. For example: the facility's approvers, then the head of department or the principal. With no set-up only hall and auditorium bookings wait; you choose which other bookings need approval, and who decides at each level, without code.BOOKINGSWaitlist with a freed slot offered to the first in lineWhen the time you want is taken, join the waitlist. If it frees up, the first person in line is offered it and the time is held for them, two hours to start with. If they do not take it, the next person is asked.CHECK-IN AND NO-SHOWSStrikes and booking bans for no-showsEvery 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.APPROVALBooking approval, with escalation when nobody answersBookings that need a yes, such as the auditorium, wait for the facility's approvers while the time is held. If nobody answers in time, the facility managers are asked. If they do not answer either, the request is turned down, so a forgotten request never locks the time.PORTAL, OFFICE SCREENS AND APPThe SmartMy Facility phone appOne 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.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.
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.